Affidavit of Missing Detailed Receipt - IWU
This form serves as an affidavit for employees at Illinois Wesleyan University who have lost a detailed receipt for authorized purchases. It outlines steps to report a missing receipt and the responsibilities of the employee. Completing this affidavit is essential for maintaining proper documentation for financial purposes.
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How do I fill this out?
To fill out the affidavit, begin by providing your personal information including your name and date. Next, select applicable reasons for the missing receipt and provide details such as the date of purchase and the merchant. Finally, ensure to sign and date the form to certify the accuracy of the information provided.
How to fill out the Affidavit of Missing Detailed Receipt - IWU?
1
Provide your personal information.
2
Check the reasons for missing the receipt.
3
Fill in the details of the purchase.
4
Add any additional comments if necessary.
5
Sign and date the affidavit.
Who needs the Affidavit of Missing Detailed Receipt - IWU?
1
Employees who have lost a receipt for a business purchase.
2
Finance department staff needing proper documentation.
3
Managers approving expense reimbursements.
4
Auditors reviewing financial records.
5
Accounting personnel reconciling monthly statements.
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Use the editing tools to make necessary adjustments.
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Save your changes once completed.
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Download the final version for submission.
What are the instructions for submitting this form?
Submit the completed affidavit to your department's finance officer via email by sending it to finance@iwu.edu or deliver it to the Finance Office located at 131 E. Front St, Bloomington, IL. Ensure to attach any supporting documents that may help clarify the situation. Always retain a copy of the submitted affidavit for your records.
What are the important dates for this form in 2024 and 2025?
Important dates for 2024 include the annual expense report submission deadlines in early February and August. In 2025, follow the same schedule for timely submissions. Ensure to keep track of your receipts throughout the year for a smooth reporting process.
What is the purpose of this form?
The purpose of the Affidavit of Missing Detailed Receipt is to provide employees with a formal way to account for lost receipts related to university business purchases. It ensures that there is a documented process in place for financial accountability and record-keeping. This affidavit acts as a substitute for the original receipt, allowing for continued compliance with university policies.
Tell me about this form and its components and fields line-by-line.
- 1. Employee Name: The full name of the employee submitting the affidavit.
- 2. Date of Purchase: The date when the purchase was made.
- 3. Merchant: The name of the merchant where the purchase was made.
- 4. Amount of Purchase: The total amount of the purchase made.
- 5. Item(s) Purchased: A description of the items that were bought.
- 6. Additional Comments: Any extra information or comments related to the missing receipt.
- 7. Employee Signature: The employee's signature to certify the affidavit.
- 8. Approver's Name: The name of the supervisor or approver who will sign the affidavit.
- 9. Approver's Signature: The supervisor's signature to validate the affidavit.
- 10. Date: The date when the affidavit is being signed.
What happens if I fail to submit this form?
Failure to submit this form may result in denial of reimbursement for the expenses incurred. It is crucial to submit the affidavit in a timely manner to avoid complications with your financial records. Not submitting can lead to a lack of documentation for audits.
- Denial of Reimbursement: Claims for expenses may not be honored if the affidavit is not submitted.
- Auditing Issues: Missing documentation could create problems during audits or financial reviews.
- Account Closure: Not submitting may lead to potential closure of purchasing accounts due to repeated instances of lost receipts.
How do I know when to use this form?
- 1. Lost Receipt Scenarios: Any time an employee cannot produce a receipt for approved purchases.
- 2. Expense Reporting: To ensure proper documentation on expense reports.
- 3. Vendor Contact Failure: When attempts to secure a duplicate from the vendor have failed.
Frequently Asked Questions
What should I do if I find the receipt later?
If you find the receipt after submitting the affidavit, keep it for your records as supporting documentation, but no action is needed with the submitted affidavit.
Can I submit this form electronically?
Currently, the affidavit should be printed, filled out, and submitted in person or via your department's submission process.
What details do I need to provide?
You will need to provide your name, date of purchase, merchant information, and the total amount of the purchase.
Is there a deadline for submitting this form?
Yes, the affidavit should be submitted along with your monthly credit card envelope or expense report.
What happens if I submit this form too late?
Late submission may result in delayed processing of your expenses, so it is best to submit timely.
Do I need my supervisor's approval?
Yes, the affidavit requires the signature of your supervisor to validate the missing receipt.
Can I edit the affidavit form?
Yes, you can edit the PDF on PrintFriendly to fill in the necessary details before submission.
What if I don't have any information about the purchase?
You should provide as many details as you can remember, as this will help in processing the affidavit.
Will this affidavit be kept on file?
Yes, the signed affidavit will be kept on file as a substitute for the original detailed receipt.
Is there a penalty for multiple missing receipts?
Yes, per the policy, upon the third occurrence of a missing receipt, your account may be permanently closed.
