The Missing Receipt Declaration is a crucial document in South African business operations, designed to maintain proper financial records when original receipts are unavailable. It addresses requirements set forth in the Tax Administration Act 28 of 2011 and Value-Added Tax Act 89 of 1991, among others. This declaration is typically used when employees lose receipts, receipts are damaged or illegible, or when original documentation is otherwise unavailable. The document includes essential transaction details, explanations for the missing receipt, alternative evidence references, and formal declarations of truth. It serves multiple purposes including internal accounting compliance, external audit requirements, and tax authority satisfaction. The declaration must be detailed enough to satisfy South African Revenue Service (SARS) requirements while providing sufficient information for internal control purposes.
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1. Declarant Information: Full name, employee ID/number (if applicable), department/division, and contact details of the person making the declaration
2. Transaction Details: Specific information about the transaction including date, amount, vendor/supplier name, location, and purpose of the expense
3. Nature of Expense: Detailed description of what was purchased or paid for, including business purpose and justification
4. Reason for Missing Receipt: Clear explanation of why the original receipt is not available (lost, never received, damaged, etc.)
5. Alternative Evidence: Description of any alternative documentation available (bank statements, credit card statements, etc.)
6. Declaration Statement: Formal statement affirming that the expense was incurred for business purposes and that the information provided is true and accurate
7. Acknowledgment: Statement acknowledging that making false declarations may result in disciplinary action or legal consequences
1. Witness Details: Section for witness information and signature, used when organizational policy requires witness verification
2. Manager Approval: Section for immediate supervisor or manager approval, used when required by organizational policy
3. VAT Declaration: Additional section specifically addressing VAT claims, used when the expense includes VAT that needs to be reclaimed
4. Supporting Documentation List: Section listing any attached supporting documents, used when alternative evidence is available
5. Cost Center Information: Section for accounting codes and cost center details, used in organizations with specific accounting requirements
1. Alternative Evidence Attachments: Copies of bank statements, credit card statements, or other supporting documentation
2. Company Policy Extract: Relevant extracts from company policy regarding missing receipts and declarations
3. Authorization Matrix: Table showing approval limits and authorized personnel for different expense amounts
Relevant legal definitions
Declarant
Original Receipt
Business Expense
Supporting Documentation
Alternative Evidence
Declaration
Authorized Approver
Business Purpose
Company Policy
Transaction Date
VAT Input Credit
Material Information
False Declaration
Valid Business Expense
Reasonable Care
Record Keeping Requirements
Tax Invoice
Financial Year
Reimbursement
Documentary Evidence
Original Receipt
Business Expense
Supporting Documentation
Alternative Evidence
Declaration
Authorized Approver
Business Purpose
Company Policy
Transaction Date
VAT Input Credit
Material Information
False Declaration
Valid Business Expense
Reasonable Care
Record Keeping Requirements
Tax Invoice
Financial Year
Reimbursement
Documentary Evidence
Clauses
Relevant Industries
Financial Services
Professional Services
Manufacturing
Retail
Healthcare
Education
Technology
Mining
Construction
Government
Non-Profit
Telecommunications
Transportation
Hospitality
Energy
Relevant Teams
Finance
Accounting
Compliance
Internal Audit
Tax
Operations
Administration
Human Resources
Procurement
Sales
Legal
Relevant Roles
Chief Financial Officer
Financial Controller
Accountant
Financial Manager
Accounts Payable Clerk
Expense Administrator
Compliance Officer
Internal Auditor
Tax Manager
Business Unit Manager
Department Head
Sales Representative
Project Manager
Operations Manager
Administrative Assistant
Executive Assistant
Human Resources Manager
Procurement Officer
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