Effective Receipt Documentation Guidelines

 
N17NJ
Roger Ramjetts
 
  Always write the Mission & Sortie Numbers
clearly on the receipt.
 
  Is the Tail Number pre-printed correctly on
the receipt?  If not, write it in.
 
  Write the Pilot’s name on the receipt.
 
  Is the FBO’s name & address on the
receipt?
 
  Is the fuel purchase date on the receipt the
same as the sortie date?  If not, you must
briefly note the reason why.
 
  Is the Quantity and Type of fuel correct?
 
  Is the total purchase amount correct?
 
  Is the receipt and your printing legible?
 
  Be sure the receipt is IMMEDIATELY
scanned and uploaded to the sortie in WMIRS!
Smartphone Apps allow you to instantly scan
the receipt to PDF for immediate upload to the
sortie in WMIRS!  
Upload must be done
within xx hours.
 
  Place the receipt in the zippered pouch of
the  AIF (Aircraft Book).
FBO Name and
Address
Date of Purchase
Pilot Name
Total Purchase
Fuel Quantity
Purchased
Tail Number
 
Sample Aircraft Fuel Receipt
 
14-T-5016 / A009
If the 
sortie date
 and
the 
refuel date
aren’t the same,
briefly explain why.
Mission / Sortie
Number
 
Refueled next day –
FBO was closed on RTB
 
29030
Peter Parker / NJ-086
 
 Is the Vehicle number (290xx) written on
the receipt?
 
  Is the name of the member who made the
purchase and their unit on the receipt?
 
  Is the Service Station’s name and location
on the receipt?
 
  Is the date of the purchase on the receipt?
  Is the Quantity and Type of fuel correct?
 
  Is the total purchase amount correct?
 
  Is the receipt, including your notes, legible?
 
 If on a mission, be sure the receipt is
IMMEDIATELY scanned and uploaded to the
sortie in WMIRS!  Smartphone Apps allow you
to instantly scan the receipt to PDF for
immediate upload to the sortie in WMIRS!
Upload must be done within xx hours.
 
  Place the receipt in the zippered pouch of
the  VIF (Van Book).
Vendor Name
And Address
Date of Purchase
Driver Name / Unit
Total Purchase
Fuel Quantity
Vehicle Number
 
Sample Vehicle Fuel Receipt
 
14-T-5016 / G009
300.8 Miles
Miles Driven for the
Mission
Mission / Sortie
Number
Fuel Type
(Should be Regular)
 
  Is the name of the member who made the
purchase on the receipt?
 
  Is the Vendor’s name and location on the
receipt?
 
  Are all items on the receipt for CAP use?
**** Do Not put personal use items on the
same purchase as CAP purchases.****
 
    Is the charter number of the unit
reimbursing the purchase on the receipt?
 
  Is the date of the purchase on the receipt?
  Is the total amount correct?
 
  Is the receipt legible?
 
  Submit your receipt with the correct
reimbursement form to your finance officer
promptly.
****IAW CAPR 173-1, NJWG/FM cannot
reimburse purchases older than 60 days.****
Vendor Name
Vendor Location
Date of Purchase
Item(s) Purchased
Unit Charter #
Total Purchase
Item(s) Price
Purchaser Name
No Sales Tax
 
Sample Merchandise Receipt
 
  Always ask for an itemized receipt when purchasing with a credit card 
.  CAP 
WILL NOT
accept credit card authorization slips as receipts.
 
  
NEVER
 combine CAP purchases with your personal purchases.  Always use a separate
transaction when you buy items for CAP use.
 
    Be sure to submit your receipts to your finance officer immediately.  CAPR 173-1 forbids
payment of reimbursements older than 60 days from the date of the purchase on the receipt.
Be sure to leave enough time for your finance officer to get the appropriate signatures and
transmit the request to NJWG/FM.
No Itemized list of
what was
purchased,
No cost per item or
indication of sales
tax for what was
purchased.
 
Common Mistakes to Avoid
 
Credit Card Authorization Slips ARE NOT Receipts
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Guidelines for documenting aircraft fuel receipts, vehicle fuel receipts, and merchandise receipts to ensure accurate record-keeping for reimbursement. Includes details on checking fuel quantities, total purchase amounts, tail numbers, vehicle numbers, vendor information, and member details. Emphasizes the importance of immediate scanning and uploading of receipts to relevant systems.


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  1. Sample Aircraft Fuel Receipt Mission / Sortie Number 14-T-5016 / A009 FBO Name and Address Tail Number N17NJ Roger Ramjetts Pilot Name Date of Purchase Fuel Quantity Purchased Total Purchase If the sortie date and the refuel date aren t the same, briefly explain why. Refueled next day FBO was closed on RTB Always write the Mission & Sortie Numbers clearly on the receipt. Is the Quantity and Type of fuel correct? Is the total purchase amount correct? Is the Tail Number pre-printed correctly on the receipt? If not, write it in. Is the receipt and your printing legible? Write the Pilot s name on the receipt. Be sure the receipt is IMMEDIATELY scanned and uploaded to the sortie in WMIRS! Smartphone Apps allow you to instantly scan the receipt to PDF for immediate upload to the sortie in WMIRS! Upload must be done within xx hours. Is the FBO s name & address on the receipt? Is the fuel purchase date on the receipt the same as the sortie date? If not, you must briefly note the reason why. Place the receipt in the zippered pouch of the AIF (Aircraft Book).

  2. Sample Vehicle Fuel Receipt Vehicle Number Driver Name / Unit Vendor Name And Address Date of Purchase Fuel Quantity Fuel Type Total Purchase (Should be Regular) Mission / Sortie Number Miles Driven for the Mission Is the Vehicle number (290xx) written on the receipt? Is the total purchase amount correct? Is the receipt, including your notes, legible? Is the name of the member who made the purchase and their unit on the receipt? If on a mission, be sure the receipt is IMMEDIATELY scanned and uploaded to the sortie in WMIRS! Smartphone Apps allow you to instantly scan the receipt to PDF for immediate upload to the sortie in WMIRS! Upload must be done within xx hours. Is the Service Station s name and location on the receipt? Is the date of the purchase on the receipt? Place the receipt in the zippered pouch of the VIF (Van Book). Is the Quantity and Type of fuel correct?

  3. Sample Merchandise Receipt Purchaser Name Unit Charter # Vendor Name Date of Purchase Vendor Location Item(s) Purchased Item(s) Price No Sales Tax Total Purchase Is the name of the member who made the purchase on the receipt? Is the total amount correct? Is the receipt legible? Is the Vendor s name and location on the receipt? Submit your receipt with the correct reimbursement form to your finance officer promptly. ****IAW CAPR 173-1, NJWG/FM cannot reimburse purchases older than 60 days.**** Are all items on the receipt for CAP use? **** Do Not put personal use items on the same purchase as CAP purchases.**** Is the charter number of the unit reimbursing the purchase on the receipt? Is the date of the purchase on the receipt?

  4. Common Mistakes to Avoid Credit Card Authorization Slips ARE NOT Receipts No cost per item or indication of sales tax for what was purchased. No Itemized list of what was purchased, Always ask for an itemized receipt when purchasing with a credit card . CAP WILL NOT accept credit card authorization slips as receipts. NEVER combine CAP purchases with your personal purchases. Always use a separate transaction when you buy items for CAP use. Be sure to submit your receipts to your finance officer immediately. CAPR 173-1 forbids payment of reimbursements older than 60 days from the date of the purchase on the receipt. Be sure to leave enough time for your finance officer to get the appropriate signatures and transmit the request to NJWG/FM.

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