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Adding a missing receipt declaration in the case of a lost receipt

Updated by Rim Ferchichi

In expense management, ensuring the availability of valid receipts is critical for compliance and internal audit purposes. However, situations often arise where users cannot provide an invoice, such as in vending machine transactions or when users forget to request one. To address this, companies may allow employees to submit a missing receipt declaration (déclaration sur l’honneur) in place of a missing receipt.

Expensya provides an easy way to handle this through the Missing Receipt feature, which allows users to generate a missing receipt declaration. This article explains how the system manages expenses when receipts are missing, depending on whether the receipt is mandatory or optional.

Activating the feature for the tenant:

To access this feature, the administrator of the tenant’s account should activate the setting following these steps:  

  1. From the Admin panel, go to Global Settings Menu 
  2. Click on Expense sub-menu 
  3. Locate the setting Missing receipt declaration, activate its toggle and click on Update 

How expenses are managed:
  • Non-Mandatory Receipt

No action is required. The absence of a receipt does not block you from saving the expense.

You can still add a receipt later if you choose, but it is not required to submit the expense.
  • Mandatory Receipt

If the receipt field is mandatory, Expensya provides an option to handle missing receipts through a missing receipt declaration process.

  1. Click on I don't have the receipt
  2. You will be directed to a missing receipt declaration creation form. Here, you will go through the following steps:
    • Try to find the invoice: Before proceeding, Expensya encourages you to make an effort to retrieve the original receipt or invoice.
    • Fill out the missing receipt declaration form: If the receipt is truly unavailable, you will be asked to fill in the affidavit form. This includes providing details of the expense and confirming that the receipt has been lost.
    • Sign the missing receipt declaration: After filling out the form, you will need to electronically sign it to confirm the information provided.
  3. Generate the missing receipt declaration Document
    Once the form is completed and signed, Expensya automatically generates a missing receipt declaration document for your records, which can be attached to the expense in place of the missing receipt.
The missing receipt declaration feature should be used with caution and only when absolutely necessary.
You can also add additional documentation, such as a bank statement, to support the missing receipt declaration.

This process ensures that your expense reports remain compliant even when a receipt is missing, allowing for smooth and efficient management of your expense claims.

You can refer to this article to know more about E-Receipt Generation for Expense Management

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