I am curious to know if other organizations accept and issue payment for expenses where the receipts have been received electronically for grant funded activities  (i.e. faxed in, scanned in and transmitted via email, etc.).  If so, what controls do you have in place to verify that payment is not subsequently made a second time from the original receipts, which could also then be submitted at a later date.

In the past, we have had a few situations where we have accepted them, but then requested that the originals be mailed in for purposes of attaching to the original paperwork.  However, we are now being asked to accept them on a more frequent basis.  Keeping track of who has or has not submitted the originals at a later date is becoming an issue.

Any suggestions?

Deb

Debra K. Hansen
Director of Sponsored Programs and Fiscal Affairs
Marshfield Medical Research and Education Foundation,
a Division of Marshfield Clinic
1000 N Oak Avenue - 1R3
Marshfield, WI   54449
715-387-9130
xxxxxx@mfldclin.edu

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