Documenting expenses can be done with less difficulty if invoice and receipt forms are available, especially for expenses which are incurred during an activity in the company or organization. However, if a receipt could not be provided, the claimant or the one who purchased the items and used the organization’s funds or budget should complete and submit a lost receipt form.
Lost Receipt Form Sample
What Is a Lost Receipt Form?
A lost receipt form is a document which is used for informing an organization that an item’s receipt could not be provided for it was lost or missing. The form is essential for the process of verifying financial reimbursement claims from the items which were purchased for the business or the organization. In addition, a lost receipt form is also for maintaining accurate records of the purchased items incurred during a specific timeline or program in the business.
Affidavit of Lost Receipt Form
How to Create a Lost Receipt Form in Word
Lost receipt forms are easy to create. Follow the steps below to begin creating a basic, yet effective, lost receipt form using a word-processing software application program:
Step 1: Prepare the software and document to use.
The software should be compatible with the device which will be used for making the lost receipt form to ensure that the software’s features will be accessed properly and without any complications. A new sheet or document must then be opened for the creation of the form. The margins that the organization prefers should be specified in the new sheet along with the sizes of the texts or fonts and the layout of the form.
Step 2: Add a header and a footer.
A header can be added by clicking on the top margin while the footer will be on the bottom margin. In the header, the name and the logo of the organization can be placed. On the other hand, the footer is intended for labeling the pages of the form.
Step 3: Enlist purchase options.
The type of purchase which was incurred by the organization member is essential to be identified in order to determine the type of expense reimbursement to be provided. For instance, if the member or the claimant wants to report a lost receipt for a travel expenditure, then a travel reimbursement will be given.
Step 4: Incorporate a certification statement for the amount to be reported.
The statement must indicate the certification of the user that the receipt which documents the specified amount of the purchased item had been lost or had been missing. In addition, a statement about the user’s failed efforts in obtaining another copy of the receipt from the vendor or the seller should also be included.
Step 5: Allocate a table for the purchase details.
The name of the vendor and its address, the type of item and the quantity purchased, the purchase date, and the total amount of the item will be the data to be collected in the table.
Step 6: Add an affirmation and certification statement with a signature block.
The affirmation must focus on the confirmation of the user to the disclosed data to be accurate and truly based on what he knows. Moreover, another certification statement will need to be included which is for indicating that the user is knowledgeable about reporting and submitting only one lost receipt for his claim. Additionally, the user’s name, signature, and the date when he used the form should be collected in the signature block along with an area for the signatures of the organization’s approval and reimbursement committee.
After the contents and the layout of the form is finalized, the form should be saved in “.DOC” format. This can then be used as a template for future lost receipt claims.
Lost Receipt Certification Form
Tips for Making Lost Receipt Forms in Word
- Keep it simple and minimal: Lost receipt forms are documents which are used along with financial forms and claim documents. This means that the form should not be complicated itself with regards to its layout and design which is why the simplicity should be considered by keeping the contents and entry fields basic.
- Be organized: There can be several sections in the form which are allotted for various contents and information. However, each section should be connected to one another to allow the user in navigating and filling out the form with ease. Most common arrangements begin with a statement about the purpose of the user in filing the lost receipt form which is then followed by the disclosure of the purchased items, the amount, and the vendor, and another statement which centers on the affirmation and signature of the user to the information that he is claiming in the form.
- Use automated entry fields and checkboxes: Nowadays, almost anything can be automated, and this includes legal and financial forms. Automated entry fields are boxes that contain placeholders to guide the user on what information should be placed as his entry. Checkboxes, on the other hand, are useful for categorizing and organizing options for the user.
Lost Receipt Declaration Form
Lost Receipt Forms in Other Formats
Lost receipt forms can be converted or be made into other document file formats such as in “.PDF” and in “.XLS” format. However, when deciding on the format type to use, the advantages, benefits, and the features of the format variety should be considered first. For instance, a lost receipt form in “.XLS” or in a spreadsheet format allows computations to be done easily due to the formulas and mathematical feature of spreadsheet software application programs.
Lost Receipt Statement Form
On the other hand, a lost receipt form in “.PDF” or in a portable document file format is beneficial for organizations who prefer to collect the reports online or have their claimants file the report using electronic mailing addresses. This is due to the ability of a “.PDF” format of being flexible and accessible regardless of the device that the user will use in opening the form. In addition, a lost receipt form in a “.PDF” format also shows the printed version of the document rather than the editable version.
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