Managing Expenses Without Receipts in Spendesk
In cases where a receipt cannot be provided for an expense in Spendesk, users can resolve this issue by submitting an attestation on honor, a legally binding document confirming the expense details. Below is a comprehensive guide on how to address such situations.
Step 1: Understanding Situations Requiring an Attestation
An attestation on honor is typically required in the following scenarios:
A receipt was not provided by the merchant.
The receipt was lost.
The receipt is inaccessible (e.g., sent to an email no longer available).
The company card was stolen or used fraudulently.
A pending transaction was later canceled by the merchant.
Use this option only when a receipt truly cannot be provided, as the document is legally binding. Your finance team will use it to explain why a receipt is missing. Once submitted, the attestation cannot be edited.
Step 2: Mark Receipt as "Cannot Be Provided"
Users can flag the expense by marking the receipt as "Cannot be provided". This option records the missing receipt in the system and informs the finance team of the discrepancy.
Locate and open the payment that is missing a receipt.
Click the grey button next to "Unable to provide".
Complete the required fields, including an explanation of why the receipt is unavailable.
Submit the attestation. The document will now be accessible to your finance team.
Step 3: Alternative workaround - Submitting your own Attestation on Honor in Spendesk
Follow these steps to submit an attestation on honor (using your company template for example) for a missing receipt:
Locate and open the payment that is missing a receipt.
Click the grey button next to "Upload a receipt".
Upload your file.
The document will now be accessible to your finance team.
Step 3: Preparing an Attestation on Honor (Template)
If preparing the attestation document outside of Spendesk, follow this format:
Declarant’s full name and role
Date and amount of the expense
Merchant name and a description of the expense
A statement explaining why a receipt is unavailable (e.g., lost, not provided, etc.)
Confirmation that the information provided is true and accurate
The declarant’s signature, along with the place and date of signing
Step 4: Alternative Option – Mark Receipt as "Cannot Be Provided"
As a simpler alternative, users can flag the expense by marking the receipt as "Cannot be provided". This option records the missing receipt in the system and informs the finance team of the discrepancy. However, it is recommended to submit a detailed attestation on honor for full transparency, especially for significant expenses.
Legal and Administrative Considerations
The attestation on honor is a legally binding document and should be completed truthfully.
It ensures compliance with financial regulations and provides your finance team with the necessary documentation to manage the expense.
Once submitted, the attestation cannot be modified, so ensure all information is accurate before submitting it.