Keeping and documenting receipt forms is crucial for any type of organization or company, especially if there is a need to reimburse a payment to a claimant. One of the basic documents to be used for a reimbursement procedure is known as a generic lost receipt form which is intended to be filled out by those who have misplaced and have lost the official receipts of their purchases and transactions.
Lost Receipt Form Sample
What Are Generic Lost Receipt Forms?
Generic lost receipt forms are documents used for reporting to an authority that a receipt, of any type, is lost and could not be submitted. The form will serve as the alternative for the lost or missing receipt, and the claims defined in the form can be used for the expense report of an organization or for identifying the unrecorded transactions of an event and activity. And although the form is used as an alternative to a receipt, organizations and institutions must still conduct a verification procedure to make sure that the financial claims in the form are true and can be supported by the items or transactions made by the claimant.
Lost Replacement Receipt Form
What Data and Information Would Be Documented in a Generic Lost Receipt Form?
First off, a certification statement of the claimant about the lost receipt will be indicated in the form. The statement must also include the reasons why the receipt could not be obtained, either because it was accidentally destroyed or it was missing. After the statement, the following information must be disclosed in the form as well:
- Information of the receipt: The date when the receipt was acquired, the total amount in the receipt, and the name of the vendor who provided the receipt will be stated in this section. In addition, the description of services and goods which were enlisted in the receipt should also be indicated to document what was purchased and transacted by the claimant.
- The reason why the receipt was lost: Disclosing the reason is essential to be done by the claimant in order for the verification personnel to determine the eligibility of the claim.
- Taxes and charges: Different countries and States have varying tax requirements and regulations which is why it is important to specify the taxable amount which was paid by the claimant as stated in the receipt. Additional charges such as delivery fees are also necessary to be stated to allow the organization in acknowledging the exact amount to be reimbursed if ever the claimant has used his own finances to pay the fees.
- Claimant information: The details to be stated in this section includes the claimant’s name, signature, and the date when the claimant has used the generic lost receipt form.
Varieties of Generic Lost Receipt Forms
Lost/No Receipt Form – This form variety is not only for claimants who have lost their purchase receipts but also for those who were not able to obtain a receipt from the vendor. In this form, the claimant will be referred to as the payee wherein his name and the document number of the lost receipt form will be disclosed in the first section. A certification statement regarding the payee’s affirmation that he had not received a receipt, that the amount was incurred for official business, and that the payee has not made any previous claims for the lost receipt will serve as the second section of the form.
Lost/No Receipt Form
In addition, a set of rows and columns are incorporated into the third section which is allotted for the date when the purchase was made, the description of the items purchased by the payee, the amount of each item, and the chosen method of payment either through check, cash, or by using a credit card. And to complete the form, the payee or the claimant must affix his signature on the provided area with the date of when he used and submitted the lost/no receipt form to the organization.
Lost Receipt Affidavit Form – The difference of this generic lost receipt form variety is that it contains more statements and paragraphs with lines to be filled out by a claimant rather than entry fields with labels just like the aforementioned lost / no receipt form. Basically, the claimant will have to fill out the certification statement with the date when purchase or transaction was made along with the total sum that the claimant has paid to complete the transaction.
Lost Receipt Affidavit Form
The vendor’s name and address will also be collected in a lost receipt affidavit form as well as the items and its corresponding costs. Furthermore, there is also a section in the form which is intended for the signatures of the officers who will decide on the approval of the claim. If the claims in the affidavit form are verified to be true and accurate, then the officers must sign the form to indicate their choice to approve the expenditure and the reimbursement of payment to be given to the claimant.
Lost Receipt Certification Form – There are three sections to be completed by an expense claimant in this form variety which is suitable to be used by companies who will reimburse and document the expenses of a claimant who was sent to travel for a meeting or conference. In the first section of this form, the claimant will have to disclose the details of his lodging, airfare, car rental expenses, and the payments that he paid for the conference registration fee. Other expenses such as the mailing and shipping charges for his baggage and other properties can also be included in this section.
Lost Receipt Certification Form
The claimant’s explanation why the receipt is not available will be stated in the second section of the form while the last section centers on the certification of the claimant with regards to his action in trying to obtain duplicates or copies of the lost receipts but have failed to acquire from the vendors.
Lost Receipt Declaration Form – Employees of educational institutions are the target users of this form. The employee will be signing the form as the claimant of the expenses while the administration will be the verification and approval committee. The first section of the form will have a declaration statement which indicates that the employee has failed to keep the receipts and that he had not yet used the form to claim any type of employee reimbursement. The second and third sections of the form will enlist the goods and services which were transacted by the employee, and a signature block for the approval of the administration.
Lost Receipt Declaration Form
Generic lost receipt forms aid organizations to distinguish false claims from true claims of an employee or a group member. This document also ensures that the organization will be able to identify where the planned budget went for the annual financial review. And lastly, regardless of the variety, generic lost receipt forms must be able to collect relevant data about the claimant and his claims to allow the organization in executing a fast verification and repayment procedure.
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