Lost Receipt Form Template
Submit an expense claim even when the original receipt is gone.
Receipts get lost. When they do, expense reimbursement shouldn't have to stop. This form gives employees a structured way to document a lost receipt claim — with enough detail to support approval and maintain financial controls.
The template captures the employee's name and department, the date of the expense, the vendor and amount, the business purpose, whether the employee made a good-faith effort to obtain a duplicate, and a manager approval field. An attestation statement confirms the accuracy of the information provided.
A formal process for lost receipts protects the organization from abuse while being fair to employees who genuinely lose documentation. Clear records of every exception make audits easier.
No. It goes through the same approval process as a standard expense claim. The difference is that the employee attests to the expense in writing rather than providing original documentation.
Request a duplicate receipt from the vendor, check your email for a digital receipt, check your bank or credit card statement for the transaction, and verify whether a corporate card transaction can serve as documentation.
Most organizations set a dollar threshold above which a manager or director must co-approve. Lost receipt claims above the threshold may also trigger additional audit scrutiny.
Some organizations accept credit card statements as supporting documentation for lower-value expenses. Check your expense policy — it typically defines what alternative documentation is acceptable.
Your expense policy should specify limits. Repeated lost receipt claims from the same employee may trigger a review. The attestation requirement and manager approval are controls that discourage abuse.
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