A missing receipt declaration gives finance a consistent way to review an expense when the original document cannot be found. It records the facts, the available evidence and the decision. It should make the uncertainty visible.
Open the free missing receipt declaration. The form is in English. Complete it in your browser and print it or save a PDF through the print menu. It does not submit your information to Rally.
Start by trying to recover the receipt
Check the supplier's email, customer account or booking portal, then ask for a duplicate. The employee may also have a photo in their messages or camera roll. Record the recovery attempt so the next reviewer knows what has already been tried.
If a duplicate arrives later, attach it to the same expense record. Keep the earlier declaration and the review history, and check that the expense has not been entered twice.
What the declaration should record
The template separates the person's account of the expense from the reviewer's decision:
| Part of the record | What to enter |
|---|
| Person and business | Claimant, legal entity, team or project, expense reference |
| Purchase | Date, supplier, place, description and specific business purpose |
| Payment | Original amount and currency, who paid and transaction reference |
| Missing document | Why it is unavailable and steps taken to obtain a copy |
| Other evidence | Booking confirmation, order record, statement reference or correspondence |
| Declaration | Confirmation that the details are accurate and the expense has not already been claimed |
| Review | Reviewer, decision, reason, follow-up and date |
Use a payment reference or the last few card digits if needed to locate the transaction. Do not put a full card number, security code or online banking credentials in the form.
Payment evidence and purchase evidence answer different questions
A card statement may establish that a payment happened. The supplier's receipt describes the purchase. The employee adds the business purpose. Together, these records help the reviewer understand the expense; any one of them can leave gaps.
For an overseas purchase, preserve the amount in the original currency alongside the amount shown by the payment provider. A difference may reflect conversion, a fee, a tip or a later adjustment. Do not change the purchase amount just to force a match. Our cross-border expense guide explains how to keep those amounts connected.
Give the reviewer a real decision
The reviewer should be able to approve the expense for the company's process, request more evidence, decline it or leave it pending. Record the reason and who owns any follow-up. Keep reimbursement approval separate from the accounting or tax treatment.
The form does not guarantee that an expense is reimbursable, deductible or eligible for VAT recovery. Requirements differ by country and expense type. Your finance owner or tax adviser should decide what is acceptable for the relevant entity. For example, HMRC's travel-expense recordkeeping guidance explains the records relevant to UK employees; it is not a rule for every country.
If the issue concerns a meal with business guests, use the business meal expense template to record the attendees and purpose as well. For a batch of expenses, reference each declaration from the expense report.
Reduce repeat missing-receipt work
Make receipt capture part of the purchase routine. Assign each expense to an owner, make missing evidence visible and give employees one clear route to resolve it. An expense policy should explain the submission deadline and exception process.
Rally brings the WhatsApp agent and the platform agent into that workflow. Employees can provide receipts and expense context through WhatsApp; AutoMatch helps connect evidence with the transaction, while the platform gives the team a place to work through the remaining expense tasks. People review unclear matches and decisions before records move into the supported accounting workflow.
Explore Rally expense management or read how AI agents help with the expense process.
