Carnegie Mellon University

Source Documentation


  • The original, supporting documentation should always be retained in the files maintained within the department.
  • The original transaction documentation should be attached to and stored with the relevant expense report.
  • A scanned version of all receipts should be attached within Oracle by the expense incurrer (or designee) for the approver’s review.

Acceptable Forms

Must include at least one of the following:

  • Invoice
  • Packing Slip with item pricing
  • Order/Confirmation Screen
  • Detailed Cash Register Receipt
  • Registration Form


The supporting documentation is the official record for the expense report and must be retained by the department/site manager for a minimum of seven years and should be available for review/audit. Approvers should review all attached receipts and verify appropriateness and completeness before authorizing the expense report.