These resources are specifically designed for SparkWell program participants. While other organizations may find them valuable for reference, some materials reference program-specific processes, timelines, and requirements that apply only within the SparkWell fiscal sponsorship context.
About This Template
A replacement receipt documents business expenses when the original receipt is unavailable. Use this form when receipts are lost, damaged, never provided by the vendor, or unavailable. The replacement receipt may be used like any other receipt: attach it to charges in Mercury, include it with invoice submissions, submit it with reimbursement requests on payroll, etc.
Template Access
Replacement Receipt Template (Google Doc)
When to use a replacement receipt
Use replacement receipts for legitimate business expenses when:
- The original receipt was lost, damaged, or destroyed
- The vendor did not provide a receipt
- The vendor does not or can not provide a receipt
- You're working in regions where receipts are not commonly provided (such as India or the Philippines)
Approval requirements
Under $75: Process normally through your standard expense channels
Over $75: Requires Project Liaison approval before processing
Large capital purchases: Replacement receipts cannot be used for large capital purchases (equipment, furniture). These require original receipts for asset tracking purposes.
How to complete the form
The form is straightforward to fill out. Most fields are self-explanatory.
Business Purpose section: Provide a brief but specific description that explains the business need.
Good examples:
- "Meeting with potential funder Jane Smith"
- "Office supplies for grant writing sprint"
- "Taxi to conference venue"
Avoid vague descriptions:
- "Meeting"
- "Supplies"
- "Transportation"
Important notes
Regional considerations: In some regions, receipts are less commonly provided by vendors. This is understood and acceptable when properly documented with a replacement receipt.
Frequency of use: Replacement receipts should be used occasionally when genuinely needed. Frequent use will be reviewed on a case-by-case basis. Excessive use without justification may result in restricted spending privileges or card access.
Declaration: By completing this form, you certify that:
- The expense was for legitimate business purposes
- The amount is accurate
- You made reasonable efforts to obtain the original receipt
- The expense has not been previously reimbursed
Replacement Receipt Template (Google Doc)