On September 22, 2006, the Federal Travel Regulations (FTR) was amended to mandate the use of the receipt management tool for agencies that deployed an electronic travel system.
Under the Per Diem Expenses section, a note was added to §301–11.25 stating that hard copy receipts should be electronically scanned and submitted with the electronic travel claim if the agency has this capability available with the use of ETS. The system used by my agency has this capability and is used accordingly.
301-11.25 Must I provide receipts to substantiate my claimed travel expenses?
Yes. You must provide a lodging receipt and a receipt for every authorized expense over $75, or provide a reason acceptable to your agency explaining why you are unable to furnish the necessary receipt(s) (see §301-52.4 of this chapter).
Note to 301-11.25: Hard copy receipts should be electronically scanned and submitted with your electronic travel claim when your agency has fully deployed ETS and notifies you that electronic scanning is available within your agency (see §301-50.3 of this chapter). You may submit a hard copy receipt, in accordance with your agency’s policies, to support a claimed travel expense only when electronic imaging is not available within your agency.
Approving officials are now required to review the attached electronic receipts according to §301–71.201.
§301-71.201 What are the reviewing official’s responsibilities?
(e) The required receipts, statements, justifications, etc. are attached to the travel claim, or once the agency fully deploys ETS and implements electronic scanning, the electronic travel claim includes scanned electronic images of such documents.
Travelers need to review the document in the electronic travel system to ensure that the receipts attached correctly and that the attachments are legible. All receipts for airfare, lodging, rental car, and any single expense exceeding $75.00 must be attached in the Receipts section of the voucher. Any non-travel related expense must also have a receipt attached. The travel system has a pre-audit flag that will alert the traveler and approving official if receipts are not attached to the voucher or local voucher. The receipt retention capability is a time saver when the audit process is performed on selected documents.
By Pam Enlow
The contents of this message are mine personally and do not reflect any position of the Government or my agency.