Missing expense records

We recently printed an expense reimbursement check and put the check stub with the other supporting documents (signed request form and receipt) together for filing. The clerk's office then got busy with a stake financial audit, on-line training etc. Somehow the documents came up missing and we can't find them. Since then, we have reinforced out policy to restrict the use of the clerk's office while business is being transacted. What I need to know is what type of documentation do I need as a replacement for the lost documents?

I would have another request form filled out and approved with a statement attached about the expense and the lack of a receipt. I would not worry about the check stub just make a note with the check number. You could also print out a copy of the expense information from MLS to include with the documentation. The whole purpose is to have something so the expense is accounted for.

In the online training Expenses and Reimbursements, slide 22 says:

When requesting reimbursement, members should submit proper documentation, including an official sales receipt, bill, or invoice of the expense.
Occasionally, a member requesting a reimbursement has either lost the proof of expense or never received it.

In these cases, which should be rare, the member should provide a written explanation, including the total amount and purpose of the expense. The bishop and other leaders should then review the expense.

In cases where you don't have the preferred original documentation, this is the procedure to follow, regardless of the reason for the missing documentation.

Thanks for the advice. This is very helpful.