Expense Reports

Missing Receipt Policy Guide

A missing receipt policy gives employees and reviewers a consistent way to document expenses when the original evidence cannot be obtained. Define reasonable steps, required explanations, approval ownership, and safeguards against routine workarounds.

By Remizen Editorial · · 2 min read

A missing receipt policy explains what to do when required purchase evidence is unavailable. It should protect record quality without leaving employees to invent their own substitutes. The organization—not an individual report author—sets the policy after considering its controls and applicable requirements. This guide outlines policy design questions and is not legal or tax advice.

Define when the exception applies

Clarify what counts as a missing receipt and distinguish a lost paper slip from a vendor that did not issue a receipt, a damaged image, or a record that can still be retrieved electronically. State what employees should try first, such as requesting a duplicate from the merchant or locating an email confirmation, when appropriate to the purchase.

Specify the information to document

An exception record should preserve enough facts for a reviewer to assess the cost: transaction date, merchant, amount, business purpose, payment method, and why the original evidence is unavailable. The policy can identify acceptable alternative records and require a signed or otherwise attributable declaration, subject to internal review and applicable requirements.

  • Report the expense through the normal process and identify the affected line.
  • Make reasonable efforts to recover the original or duplicate documentation.
  • Complete the company’s missing-receipt statement with factual detail.
  • Attach alternative evidence if allowed and explain how it supports the transaction.
  • Route the exception to the designated reviewer and retain the decision.

Assign approval and escalation

Name the role that can approve an exception and what happens when the submitter is that reviewer or the amount requires another authority. Define whether repeated missing records or specific categories receive additional scrutiny, using consistent criteria. Reviewers should verify the transaction independently where possible and document the basis for accepting or rejecting the exception.

Prevent the exception from becoming routine

A missing-receipt process is a controlled fallback, not a replacement for receipt capture. Track exception frequency and reasons to identify recurring causes, but handle employee information appropriately. If patterns point to capture friction, adjust instructions or tools; if they indicate repeated noncompliance, use the organization’s established corrective process.

Communicate and review the policy

Use plain language, show where to submit the statement, and provide an example of a complete explanation. Have finance and other responsible advisers review the policy before adoption. Revisit it when workflows, recordkeeping requirements, or business operations change, and make sure approvers receive the same guidance as employees.

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