The UCSF Declaration of Missing Receipt form is a one-page substitute you attach to an expense report in MyExpense when an original receipt is lost or the vendor never provided one. Download it from the UCSF Supply Chain Management Payment Forms page, fill in the transaction details, sign it, and upload it to the matching line in your expense report.1University of California, San Francisco Supply Chain Management. Expense Reimbursement FAQ The form exists because UCSF requires an itemized receipt for any single expense of $75 or more, and for certain categories at any amount.2UCSF Supply Chain Management. MyExpense FAQ
When You Actually Need the Declaration
Use the declaration only after you’ve tried to get a duplicate. Airlines, hotels, and rental car companies can almost always reprint a receipt, and a statement showing a zero balance from a hotel or airline counts as the receipt itself.2UCSF Supply Chain Management. MyExpense FAQ If the expense was under $75 and isn’t in a category that requires documentation regardless of amount, you don’t need the declaration at all.
Four categories require an itemized receipt no matter the dollar amount:
- Airfare
- Lodging
- Car rentals
- Registration and conference fees
For these, a declaration is a weaker substitute, because the vendors involved routinely issue duplicates. Expect your approver to ask whether you contacted the vendor before accepting the form.2UCSF Supply Chain Management. MyExpense FAQ
Information to Gather First
Pull these details together before you open the PDF. If any are missing or inconsistent, the report will come back to you:
- Merchant name as it would appear on a receipt or credit card statement
- Exact transaction date
- Total amount paid, including tax and tip
- A specific description of what was purchased and its business purpose — not “lunch,” but “lunch with visiting researcher to discuss grant collaboration”
- An honest reason the receipt is missing (lost in travel, never issued, faded)
- What you did to obtain a duplicate, or why one wasn’t available
A credit card or bank statement showing the charge is useful corroboration. It doesn’t replace the declaration, but attaching one alongside strengthens the submission.
Filling Out the Form
Download the Declaration of Missing Receipt from the UCSF Supply Chain Management Payment Forms page.3UCSF Supply Chain Management. Payment Forms It’s a fillable PDF, so you can type into it before saving.
Enter the merchant, date, and amount in the designated fields. In the description area, write what you bought and why it was business-related, in enough detail that an approver reviewing dozens of reports doesn’t need to come back with questions. In the explanation section, state plainly why the original is unavailable and the steps you took to get a replacement.
Sign and date the form. An electronic signature is acceptable when you’re completing the PDF digitally. Your signature certifies the information is accurate, so check the amount against your credit card statement before you sign. Submitting false information on an expense report can result in disciplinary action under university policy.
Attaching the Form in MyExpense
Log in through UCSF MyAccess and open MyExpense.4University of California, San Francisco. MyExpense – Create and Submit an Expense Report You have three ways to get the signed declaration into the system:5UCSF Supply Chain Management. Adding Receipts in MyExpense
- Upload directly from the expense report screen: open the Receipts drop-down, choose Attach Receipt Images, browse to the saved PDF, and upload.
- Email the PDF as an attachment to the address shown in your MyExpense profile, after verifying the sending address in the Available Receipts section. It appears in Available Receipts within a few minutes.
- Fax it behind a UCSF Fax Receipt Cover Page printed from the Print/Email drop-down in your report. Don’t cover the bar codes on the cover page.
Once the file lands in Available Receipts, link it to the specific expense line. Check the box next to the line and click the receipt image icon, or drag the receipt onto the line. If you’ve got multiple expenses in one report, an unlinked or mislinked document will flag an error during approval review.
What Your Approver Will Look For
After submission, the report routes to a Department Authorized Approver. The approver sees a “receipt missing” alert on any line without standard documentation and reviews the declaration to confirm the justification is reasonable and the business purpose is clear. If the explanation is thin or the amount doesn’t match other documentation, the report comes back with a comment explaining what to fix.6UCSF Supply Chain Management. MyExpense – Approver Role
Common reasons a report gets returned: no description of the business purpose, no mention of what you did to get a duplicate, or a declared amount that doesn’t line up with the attached credit card statement.
Once approved, the reimbursement goes to your direct deposit account. You can track status through MyExpense.
Deadline to Submit
UCSF requires employees to submit expense reports within 45 days of the last travel date or last purchase date. The missing receipt form does not buy you extra time.7UCSF Supply Chain Management. Late Expense Report Taxation
Reports submitted more than 60 days after the trip end date trigger a real tax consequence: the reimbursement is reported as taxable income and becomes subject to payroll tax withholding.7UCSF Supply Chain Management. Late Expense Report Taxation If the receipt is missing and you’re also running up against the 60-day line, prioritize getting the declaration filed over continuing to hunt for a duplicate.
Keep a personal copy of every declaration you file, along with any supporting credit card statements. If an expense was charged to a federal grant, the documentation can be reviewed during an audit, and repeated use of declarations on grant-funded expenses can draw scrutiny.8eCFR. Factors Affecting Allowability of Costs