The Dept of Justice requires original receipts, but our Accounts Payable
dept scans the originals and discards them, using the scan as our
institutional record. The result is that have to maintain a separate
file (in our case a binder) for our DOJ grant's original receipts.
Does anybody know NIH's position?
"Children's Grant Accounting office provides quality service backed by
over 20 years experience in federal and non federal grant and contract
accounting, reporting, and compliance."
Linda Ward, MBA
Grant Accounting Manager
Grant Accounting 35-123A
Children's Hospitals and Clinics of Minnesota
2910 Centre Pointe Dr.
Roseville, MN 55113
651-855-2603
651-855-2690 Fax
email: xxxxxx@childrensmn.org
>>> Marie Smith <xxxxxx@CARYINSTITUTE.ORG> 6/2/2009 9:22 AM >>>
Check out:
PARTS 200-214 [RESERVED]
PART 215-UNIFORM ADMINISTRATIVE REQUIREMENTS FOR GRANTS AND AGREEMENTS
WITH INSTITUTIONS OF HIGHER EDUCATION, HOSPITALS, AND OTHER NON-PROFIT
ORGANIZATIONS (OMB CIRCULAR A-110)
§ 215.53 Retention and access requirements for records.
(c) Copies of original records may be substituted for the original
records if authorized by the Federal awarding agency
We checked with NSF, our cognizant agency, and the ruling was original
receipts.
*-*-*-*-*-*-*-*-*-*-*-*-*-*-*-*-*-*
Marie F. Smith, CRA
Certified Research Administrator
Grants Administrator/Compliance Officer
Cary Institute of Ecosystem Studies
PO Box AB (2801 Sharon Turnpike)
Millbrook, NY 12545
Phone: 845-677-7600 x202
Fax: 845-677-5976
E-mail: xxxxxx@caryinstitute.org<mailto:xxxxxx@caryinstitute.org>
Internet: http://www.caryinstitute.org<http://www.ecostudies.org/>
P Please consider the environment before printing this email
From: Research Administration List [mailto:xxxxxx@hrinet.org] On
Behalf Of Schier-Happell, Suzanne E
Sent: Tuesday, June 02, 2009 9:41 AM
To: xxxxxx@hrinet.org
Subject: [RESADM-L] Original Receipts?
I'm just curious about how strict everyone here is about receipts being
turned in for reimbursement. My questions are:
1. Do you accept copies of receipts, or do they have to be the
original receipts?
2. Do you accept bank statements or credit card statements as
proof of purchase for reimbursement, or do you always require the
original purchase receipt?
It seems like we've had a lot of "misplaced" receipts lately, so people
end up submitting copies of their statements along with reimbursement
requests. I hate doing this because then there is no way to prove what
was actually purchased, plus there's no way to know if sales tax was
included in the purchase. But I'm unsure whether my hesitance should
grow into flat-out refusal to pay. Anyone have some clear guidance for
me on this?
Thanks!
Suzanne
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Suzanne Happell
Assistant Director of Sponsored Programs
Otterbein College
xxxxxx@otterbein.edu
======================================================================
Instructions on how to use the RESADM-L Mailing List, including
subscription information and a web-searchable archive, are available via
our web site at http://www.hrinet.org (click on "Listserv Lists")
======================================================================
======================================================================
Instructions on how to use the RESADM-L Mailing List, including
subscription information and a web-searchable archive, are available
via our web site at http://www.hrinet.org (click on "Listserv Lists")
======================================================================
_______________________________________________________________
Confidentiality Statement:
This email/fax, including attachments, may include confidential
and/or proprietary information and may be used only by the
person or entity to which it is addressed. If the reader of
this email/fax is not the intended recipient or his or her
agent, the reader is hereby notified that any dissemination,
distribution or copying of this email/fax is prohibited. If you
have received this email/fax in error, please notify the sender
by replying to this message and deleting this email or
destroying this facsimile immediately.
======================================================================
Instructions on how to use the RESADM-L Mailing List, including
subscription information and a web-searchable archive, are available
via our web site at http://www.hrinet.org (click on "Listserv Lists")
======================================================================
