University Business Services performs unannounced audits throughout the year. It is the responsibility of the cardholder and/or traveler to ensure that travel and purchasing card documentation is kept current. Documentation should be readily available for auditors. Each person handling expense report documentation should have a back-up person who is able to provide the documentation to auditors upon request.
Original expense report documentation and receipts must be maintained. Electronic receipts are acceptable if the original format is electronic. The documentation for four fiscal years plus the current year must be retained. The current and previous fiscal years' documentation should be available onsite at the department level.
