How Missing Receipts Are Processed

An expense report may require original, imaged, or both types of receipts. When required receipts aren't provided by the individual, they're considered missing.

Individuals control when they indicate that receipts are missing from their reports, whether during expense entry or after receiving a short-paid expense or an overdue receipt notification. To check for missing expense report receipts, Expenses runs a process. Based on receipt tracking setup, it generates the appropriate missing receipt notification.

Settings That Affect Missing Receipts

Settings that affect missing receipts:

• Receipt missing check box: Create Expense Item dialog box

  This check box is selected by the individual when he creates an expense report.

• Send missing receipt declaration notification check box: Receipt Tracking section on the Create Receipt and Notification Rule page

  This check box is selected by the implementor during setup of a receipt and notification rule.

• Receipt Missing button: On notification

  This button is clicked by the individual to indicate that receipts are missing.

How Missing Receipts Are Processed

Your company defines an explicit policy on handling missing expense report receipts. It decides whether to allow individuals to complete a missing receipt declaration form as a substitute for required receipts.

To generate the appropriate missing receipt notifications, your company periodically schedules and runs the Process Overdue and Missing Receipts process that initiates the Missing Receipt process. The Missing Receipt process checks whether the Send missing receipt declaration notification check box is selected on the Create Receipt and Notification Rule page. Based on that setup, Expenses sends the individual either a missing receipt notification or a missing receipt declaration notification.

If your receipt tracking setup requires an employee to replace missing receipts with a completed missing receipt declaration form, the form serves as an official substitute for required receipts. When the expense auditor receives the completed declaration, the audit and payment process proceeds, and the employee won't receive subsequent reminders for missing overdue receipts.