During our recent financial monitoring visit from DPI, a very important matter was brought to our attention in regards to meal reimbursements. When state, federal or grant funds are being utilized to reimburse for meals, the original itemized receipt should be submitted as proof for reimbursement. Without a detailed receipt, we have no proof that what is being reimbursed truly qualifies as a legitimate expenditure. For instance, a receipt from a restaurant that simply has a total could contain items not reimbursable, such as alcohol. State or federal auditors could require us to repay any reimbursements that do not detail what the receipt is for.
Effective immediately, we will require all submissions for meals/food reimbursements to be an original, itemized/detailed receipt. If an original detailed receipt is not included with the request for reimbursement, it will be denied. Photocopies of receipts is not acceptable.
Your cooperation and attention to this matter is greatly appreciated. Thank you.
Keith Lawson, Finance Officer