A receipt is always required for lodging, regardless of the amount. Receipts are also required for all other individual expenses of $75.00 or more.
The DoD Financial Management Regulation, Volume 9, Definitions states: “A legibly written/printed/electronic document (or facsimile thereof) provided by a service provider or vendor to a customer, which provides documentary evidence that the service provider or vendor has been paid for services or goods, provided to the customer.” To be considered valid, a receipt must include:
- Name of the entity providing the good(s)/service.
- Date(s) that the good(s)/service was/ were provided/purchased.
- Price of the good(s)/service, any tax levied, the total monetary amount due.
- Indication that the total monetary amount due was paid.
See the What is a Valid Receipt? [PDF, 4 pages] information paper for more details.
If you lost a receipt or it was destroyed, the first thing you must do is contact the merchant to request a duplicate receipt. If that request is denied or you are unable to contact the merchant, you may in most cases provide a statement in lieu of actual receipts. These forms are available from the Defense Finance and Accounting Service (DFAS).
The Defense Finance and Accounting Service (DFAS) provides a Statement in Lieu of Actual Receipts [PDF, 1 page] as well as a Statement in Lieu of Acceptable Lodging Receipt [PDF, 1 page].
Your Service or Agency may require use of a specific form instead of using the DFAS forms. Check with your Approving Official to determine Service or Agency specific requirements.
No, JTR, par 010301 does not allow the use of a lost receipt statement as a substitute for an online-booking hotel receipt.