PURCHASING METHODS
                                                                                                                                                                                                                                                    
                                                                                                                                              PREFERRED METHOD                     ALTERNATE METHOD            
                                                                                           EXPENSE TYPE                                                     YALE DIRECT BILL                                                      Personal          REQUIRED DOCUMENTATION                                     ACCEPTABLE ALTERNATIVES FOR MISSING DOCUMENTATION
                                                                                                                                                                                               Purchase (e.g.Travel Agent or 
                                                                                                                                                                                                          Online Service)
                                                                                                                                                                                                                                             Original Passenger Receipt Coupon or "E" ticket                           Alternative # 1                     Alternative # 2                   Alternative # 3
                                                                                                                                                 · “P” card purchase via                                                                     receipt not a reservation or confirmation which                   Missing Original Passenger                Missing "E" ticket              Complete and submit 
                                                                                                                                                    Online Travel "Eportal"                                                                  must include the following information:                                  Receipt Coupon                   Confirmation Receipt              Missing Receipt form
                                                                                                                                                                                                                                                                                        · Passenger name           Submit a Travel Agent               Submit a copy of the 
                                                                                                                                                 · TR-Travel requistion                                                                      · Issue Date                                                      Coupon, along with a copy of            travel itinerary, along 
                                                                                                          AIRFARE                                                                               AMEX or other personal credit card  · Ticket number or proof of payment                                         the credit card statement, as        with a copy of the credit 
                                                                                                                                                                                                 with reimbursement via ER or CR             · Total payment                                                          proof of payment               card statement, as proof 
                                                                                                                                                                                                                                             · Itinerary                                                                                                     of payment
                                                                                                                                                                                                                                             · Class of service (i.e. coach, economy)
                                                                                                                                                                                                                                             · Payment type
                                                                                                                                                · “P” card purchase via                                                                                                                                               Alternative # 1                   Alternative # 2                      Alternative # 3
                                                                                                                                                                                                                                                                                                               Missing Original Car Rental               Complete and 
                                                                                                                                                   Online Travel “Eportal”                                                                                                                                                Receipt                       submit Missing 
                                                                                                                                                ·  TR-Travel Requistion                         AMEX or other personal credit card                                                                               Submit a copy of the car                Receipt form                              N/A
                                                          N                                           CAR RENTAL                                                                                                                                       Original Rental Receipt/Invoice                         rental agreement, along with 
                                                          O                                                                                     ·  New Haven area only                           with reimbursement via ER or CR                                                                                 a copy of the credit card 
                                                          I                                                                                        via Purchase Requisition                                                                                                                                       statement, as proof of 
                                                          T                                                                                                                                                                                                                                                              payment
                                                          A                                                                                      
                       E                                  T
                                                          R                                                                                     ” card purchase via  Online 
                                                          O                                                                                     Travel “Eportal”                                                                                                                                                      Alternative # 1                     Alternative # 2                    Alternative # 3
                       N                                  P                                                                                     ·  TR-Travel Requistion                                                                                                                                              Missing Original                 Complete and submit 
                       I                                  S                                                                                                                                                                                                                                                        Passenger Receipt                   Missing Receipt form
                                                          N                                                                                      · TR-Travel requistion                                                                                                                                           Submit a copy of the                                                             N/A
                                                          A                                                                                     · New Haven area only via 
                                n                         R                                                                                     Purchase Requisition                            AMEX or other personal credit card                                                                                      Passenger 
                       C        o                         T                                         LIMO SERVICE                                                                                 with reimbursement via ER or CR                    Original Passenger Receipt/Invoice                           Receipt/Invoice, along 
                       I        i                                                                                                                                                                                                                                                                               with a copy of the credit 
                                t                                                                                                                                                                                                                                                                               card statement, as proof 
                                a                                                                                                                                                                                                                                                                                      of payment
                       D        n
                                e
                                                                                                                                                                                                                                                                                                                                                            Alternative # 2                  Alternative # 3
                       E                                                                                                                         · TR-Travel requistion                                                                                                                                                 Alternative # 1                 Complete and submit 
                                m                                                                                                                                                                                                                                                                                 Missing Original Boarding             Missing Receipt form
                                u                                                                                                                                                                                                                                                                                            Pass                                                                  N/A
                                                                                                                                                                                                                                                                                                                   Submit a memo stating 
                       M        c                                                                       TRAIN FARE                                                                              AMEX or other personal credit card                          Original Boarding Pass                                     where the travel 
                                o                                                                                                                                                                with reimbursement via ER or CR                                                                                  destinations were, along 
                                                                                                                                                                                                                                                                                                                  with a copy of the credit 
                                D                                                                                                                                                                                                                                                                               card statement, as proof of 
                       F                                                                                                                                                                                                                                                                                                   payment
                                f
                                o
                                 
                       O        s                                                                                                                  · “P” card (restricted use                                                                                                                                           Alternative # 1                     Alternative # 2                  Alternative # 3
                                                                                                                                                                                                                                                                                                                 Missing Original Hotel/Motel           Complete and submit 
                                                          G                                                                                        to New Haven area                                                                                                                                                         Folio                      Missing Receipt form
                                m                         N                                                                                                                                                                                                                                                           Submit a duplicate                                                           N/A
                                                          I                                                                                        hotels)                                      AMEX or other personal credit card 
                       L        r                         G                                               HOTEL                                                                                                                                            Original Hotel/Motel Folio                            copy/faxed of the hotel folio, 
                                o                         D                                                                                        ·  Purchase Requisition                       with reimbursement via ER or CR                                                                                   along with a copy of the 
                                                          O                                                                                                                                                                                                                                                        credit card statement, as 
                       O        F                         L                                                                                                                                                                                                                                                            proof of payment
                                 
                                d
                       O        e                                                                                                                                                                                                                                                                                     Alternative # 1                      Alternative # 2                   Alternative # 3
                                d                                                                                                                                                                                                                                                                               Missing Original Itemized              Complete and submit 
                                                                                                                                                  · Departmental "P" Card                         AMEX, copy of canceled check,                                                                                           Receipt                      Missing Receipt form
                                n                                                                                                                                                                 cashier's check, money order, or                                                                             Obtain a duplicate copy from                                                        N/A
                       H                                                                              BUSINESS  MEALS                             · Check Request                                                                                          Original itemized receipt                           the vendor, and submit a copy 
                                e                                                                                                                 · Invoice                                     personal credit card statement, via                                                                           of the credit card statement, in 
                                                                                                                                                                                                               ER or CR                                                                                          lieu of the missing original 
                       C        m                                                                                                                                                                                                                                                                                          receipt
                                m
                       S        o                                                                                                                                                                                                                · Receipt issued by the conference sponsor                            Alternative # 1                     Alternative # 2
                                                                                                                                                                                                                                                 or if done online, Web Confirmation                            Missing Original Confirmation             Missing Original                    Alternative # 3
                                c                                                                                                                                                                                                                · Canceled check (copy of the front and                                    Notice                      Confirmation Notice               Complete and submit 
                                e                                                                                                                                                                                                                back)                                                        Obtain a duplicate copy from the       Submit a copy of the credit          Missing Receipt form
                       E                                                                                                                                                                                                                                                                                                                            card statement showing the 
                                R                                                                                                                                                                                                                · Confirmation Notice-(must indicate                                conference sponsor                   expense amount
                                                                                                                                                                                                                                                 amount paid or that the registration was 
                       L                                  S                                                                                                                                       AMEX, copy of canceled check,                  received)
                                                          E                                                                                                                                       cashier's check, money order, or               · Conference Badge/Name Tag-Only if the 
                                                          S                         CONFERENCE  REGISTRATION                                       "P" Card or Check Request                                                                     badge indicates amount paid
                       A                                  N                                                                                                                                     personal credit card statement, via              · Registration form-form must be signed 
                                                          E                                                                                                                                                    ER or CR                          and returned indicating payment received
                       Y                                  P                                                                                                                                                                                      · Credit Card Receipt-A credit card receipt 
                                                          X                                                                                                                                                                                      or copy of statement indicating payment to 
                                                          E                                                                                                                                                                                      conference sponsor
                                                           
                                                          .
                                                          C
                                                          S
                                                          I
                                                          M
                                                                                                                                                                                                                                                                                                                            Alternative # 1                  Alternative # 2                  Alternative # 3
                                                                                                                                                                                                  AMEX, copy of canceled check,                                                                                 Copy of the front and back of          No Bank Copy Available             Complete and submit 
                                                                                                    LICENSE PAYMENTS                               "P" Card or Check Request                      cashier's check, money order, or               Copy of check (front & back), cashier's check,                the canceled check, along with         Submit a copy of your bank          Missing Receipt form
                                                                                                                                                                                                personal credit card statement, via                   money order, or credit card statement                     a copy of the actual license           statement highlighting the 
                                                                                                                                                                                                               ER or CR                                                                                                    renewal                              expense
                                                                                                                                                                                                                                                                                                                        Alternative # 1                   Alternative # 2                      Alternative # 3
                                                                                                                                                                                                                                                                                                                · Copy of the front and back          Complete and submit 
                                                                                                                                                                                                  AMEX, copy of canceled check,                                                                                 of the  canceled check                Missing Receipt form
                                                                              SUPPLIES, DUES, SUBSCRIPTIONS,  ETC.                                                                                cashier's check, money order, or               Copy of check (front & back), cashier's check,                 · Copy of credit card                                                                N/A
                                                                                                                                                   "P" Card or Check Request                                                                                                                                    statement
                                                                                                                                                                                                personal credit card statement, via                   money order, or credit card statement                     · Packing slip which 
                                                                                                                                                                                                               ER or CR                                                                                         includes  method of 
                                                                                                                                                                                                                                                                                                                payment and "0" dollar
                                                                                                                                                                        acceptabledoc1_13622_284_2235_v1.xls 08/07/2022