If you’re missing a receipt for an expense report in Concur, a Missing Receipt Affidavit is your solution. This form allows you to verify and explain the absence of the receipt while maintaining transparency in your expense reporting process.
To begin, ensure you provide all required details such as the transaction date, amount, and description of the purchased items or services. It’s crucial to be as specific as possible when explaining the circumstances behind the missing receipt. This will help the approvers review your submission with clarity.
For the affidavit itself, keep the language clear and concise. Be sure to state that you’ve made reasonable efforts to locate the receipt and that you confirm the expense was valid. You may also need to provide any backup documents that can support your claim, such as credit card statements or vendor emails.
Use the provided template carefully: The template is typically structured to capture the following key information: your name, department, date of purchase, vendor details, and a brief explanation of why the receipt is missing. Fill in each section thoroughly to avoid delays in processing your report.
Once submitted, follow up with your finance team or Concur support if you don’t receive confirmation within a few days. Submitting a complete and accurate affidavit speeds up the approval process.
Here’s the corrected version:
If you need to submit an affidavit for a missing receipt, it’s important to ensure that all required information is clearly outlined. Begin by providing your full name, position, and details of the expense, including the date, amount, and the purpose of the transaction. Describe why the receipt is unavailable and make a declaration confirming the expense is legitimate.
Use the template below to ensure all the necessary sections are covered in your affidavit:
Missing Receipt Affidavit
Full Name: [Your Name]
Position: [Your Job Title]
Date of Expense: [Date]
Amount: [Amount]
Purpose of Expense: [Reason]
Statement: I, [Your Name], declare that the receipt for the above-mentioned expense is missing and I have made every reasonable effort to locate it. This expense was necessary for [explain purpose], and I confirm it was legitimate.
Sign and date the affidavit at the bottom to complete your submission.
- Missing Receipt Affidavit Template for Concur: A Practical Guide
To create a Missing Receipt Affidavit in Concur, follow these steps to ensure your submission is complete and accurate:
1. Log in to your Concur account and navigate to the “Expense” section.
2. Select the transaction for which you are missing a receipt.
3. Click on the “Affidavit” or “Missing Receipt” option to begin the affidavit process.
The affidavit template typically includes the following fields:
| Field | Description |
|---|---|
| Employee Information | Your full name, employee ID, and department should be listed. |
| Transaction Details | Provide details like the date, vendor, amount, and reason for missing receipt. |
| Explanation | Briefly explain why the receipt is unavailable and any efforts made to obtain it. |
| Confirmation | A declaration stating that the transaction is legitimate and no fraudulent activity has occurred. |
Once completed, review the affidavit for accuracy and submit it for approval. Ensure that all required information is filled in, as incomplete affidavits may delay processing.
If you are missing multiple receipts, Concur allows you to submit one affidavit for each transaction. Always check your company’s policy for specific requirements before submitting.
To create a Missing Receipt Affidavit in Concur, follow these steps:
1. Access the Concur System
Log into your Concur account. Navigate to the “Expenses” section where you track your spending reports.
2. Locate the Transaction
Find the transaction for which you are missing a receipt. You will need to select this transaction to proceed with the affidavit.
3. Select the Missing Receipt Option
Once the transaction is selected, click on the “Attach Receipt” option. A menu will appear with an option for a “Missing Receipt Affidavit.” Choose this option to begin filling out the form.
4. Complete the Affidavit Form
Fill in the required information in the affidavit, such as the date of the expense, the merchant name, and the amount. You will also need to confirm that the receipt was not available or lost, and that you are unable to obtain a copy of it.
5. Submit the Affidavit
After filling in the necessary details, review your information for accuracy. Once confirmed, submit the affidavit. It will be attached to your expense report automatically.
6. Confirmation
Once submitted, you’ll receive a notification confirming the affidavit has been successfully added to your report. This will allow the missing receipt to be processed in your reimbursement or approval workflow.
Ensure all required information is accurately filled out. Incomplete declarations may result in delays or rejections. Always double-check that the transaction details, such as date, amount, and vendor name, are correct.
One frequent issue is failing to attach any supporting documentation, such as bank statements or credit card receipts. Without this, it’s difficult for reviewers to verify the legitimacy of the expense.
Inconsistent Formatting
Another common pitfall is inconsistent formatting of the missing receipt declaration. Stick to the format specified by your company or expense system. Discrepancies in how the data is presented can lead to confusion or errors in processing.
Excessive Missing Receipts
Submitting multiple missing receipts for the same period may raise red flags. It’s important to minimize the number of missing receipts and ensure all reasonable efforts are made to retrieve them. Frequent use of the missing receipt declaration may indicate a need for better expense tracking practices.
Concur’s policy regarding missing receipts requires employees to submit a Missing Receipt Affidavit if a receipt is unavailable. This declaration ensures that any expenses claimed without a receipt are still processed efficiently, while maintaining company compliance standards.
Steps to Complete a Missing Receipt Affidavit
- Log in to your Concur account and open the expense report where the missing receipt is noted.
- Select the option to add a Missing Receipt Affidavit for the specific transaction.
- Fill out the affidavit form, confirming the receipt was lost and providing details of the transaction.
- Submit the affidavit for approval along with the rest of your expense report.
Important Points to Consider
- The affidavit should be used sparingly and only when it’s impossible to retrieve the original receipt.
- Ensure that the expense meets company policy guidelines, as frequent use of missing receipts may trigger additional review processes.
- False declarations can result in disciplinary actions, so always be truthful when completing the affidavit.
Adhering to Concur’s policy helps streamline the reimbursement process, ensuring all claims are both valid and within company standards.
Guidelines for “Affidavit” and “Receipt” Usage
To maintain clarity and structure, avoid using “Affidavit” and “Receipt” more than twice in a single sentence. This helps streamline your communication, ensuring the document remains clear and easy to follow. When referring to the affidavit, ensure that it directly correlates to the subject in question. Similarly, when mentioning the receipt, always specify the context–whether it’s about a transaction or a document proving a payment.
For instance, rather than repeating the terms, use descriptive phrases or pronouns. Instead of saying, “The affidavit of the receipt shows the receipt details,” rephrase it as “The affidavit outlines the transaction, confirming the payment receipt.” This keeps the sentence readable while preserving its meaning.
By following this practice, your documents will maintain a professional tone and avoid redundancy, which can detract from the overall message. Each term will serve its purpose without overwhelming the reader with repetition.
