Receipt Documentation

Federal Travel Regulations

The FAR does not have a specific dollar threshold for receipts. The language within FAR states the contractor must support all costs.

The Federal Travel Regulation (FTR) enumerates the travel and relocation policy for all Title 5 Executive Agency employees. The Code of Federal Regulations (CFR) is available at ecfr.gov. Each version is updated as official changes are published in the Federal Register (FR).

The FTR is the regulation contained in 41 Code of Federal Regulations (CFR), Chapters 300 through 304, that implements statutory requirements and Executive branch policies for travel by federal civilian employees and others authorized to travel at government expense.

§301-52.4 What must I provide with my travel claim?

You must provide:

a.Evidence of your necessary travel authorizations including any necessary special authorizations;

b.Receipts for:

1.Any lodging expense;

2.Any other expense costing over $75. If it is impracticable to furnish receipts in any instance as required by this subtitle, the failure to do so must be fully explained on the travel voucher. Mere inconvenience in the matter of taking receipts will not be considered;

Internal Revenue Requirements

What Are Adequate Records?

Publication 463, Travel, Gift, and Car Expenses

You should keep the proof you need in an account book, diary, log, statement of expense, trip sheets, or similar record. You should also keep documentary evidence that, together with your record, will support each element of an expense. Documentary evidence. You generally must have documentary evidence, such as receipts, canceled checks, or bills, to support your expenses.

Exception. Documentary evidence isn’t needed if any of the following conditions apply.

• You have meals or lodging expenses while traveling away from home for which you account to your employer under an accountable plan, and you use a per diem allowance method that includes meals and/or lodging. (Accountable plans and per diem allowances are discussed in chapter 6.)

• Your expense, other than lodging, is less than $75. Please note the amount used to be $25.

Summary

FTR Regulations and IRS Regulations now have a $75 threshold for receipt documentation for expenditures. However, most companies in the Government Contracting Industry still have a lower threshold of $25, as that is still the threshold DCAA ask for supporting documentation such as receipts.

References

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