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When a receipt is unavailable, a lost-receipt affidavit lets a Cardholder submit a signed statement in its place. The transaction stays documented and can continue through your normal review and reconciliation process. This article explains how to manage the feature, set a transaction limit and submit an affidavit.

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What a lost-receipt affidavit is

A lost-receipt affidavit is a signed declaration that a Cardholder completes when they can’t provide a receipt for a card purchase. They select a reason, describe the business purpose and confirm that the expense is valid. PEX creates a signed affidavit PDF and attaches it to the transaction. The affidavit then acts as the receipt and follows your normal review and approval process.
Generated lost-receipt affidavit showing the transaction, Cardholder declaration, attestation and signature

Example of a generated lost-receipt affidavit

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Turn lost-receipt affidavits on or off

An account administrator can enable or disable the feature.
1

Open workflow settings

Go to Business settings → Workflows → Workflow settings.
2

Edit the settings

Select Edit.
3

Find the lost-receipt affidavit setting

In the Card purchases section, find Lost-receipt affidavit.
4

Choose a setting

Select Enable or Disable.
5

Save the change

Select Update.
Update workflow settings page with the lost-receipt affidavit enabled and no maximum transaction amount

Lost-receipt affidavit settings under Card purchases

When the feature is enabled, Cardholders see the affidavit option on eligible transactions. When it’s disabled, the option is hidden.
Note:If the Lost-receipt affidavit setting isn’t available, contact PEX administrator support for help enabling the feature on your account.

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Set a maximum transaction amount

You can limit affidavits to purchases at or below a specific amount. Larger purchases will still require a receipt. When the feature is enabled, enter an amount in An affidavit can be submitted for transactions up to $:
  • Leave the amount at $0 to allow an affidavit for a transaction of any amount
  • Enter $0.01 or more to set a maximum, such as $75.00
Select Update to save the change. Cardholders can’t submit an affidavit for a transaction above the maximum.

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Check your current settings

The Workflow settings tab shows the current lost-receipt affidavit setup:
  • Enabled and No maximum transaction amount means affidavits are available for transactions of any amount
  • Enabled and Up to $X.XX means affidavits are available at or below that amount
  • Disabled means the feature isn’t available

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Submit a lost-receipt affidavit

When the feature is enabled, a Cardholder can submit an affidavit from an eligible transaction.
1

Open the transaction

Go to Transactions and select the transaction.
2

Choose the affidavit option

In the Receipts section, select I don’t have a receipt.
Transaction details page with the I don't have a receipt option in the Receipts section
3

Select a reason

Choose why the receipt isn’t available, such as Lost or misplaced, Never received from the merchant, Digital-only or Other.
4

Enter the business purpose

Describe what the purchase was for. Include attendees when applicable.
5

Confirm the declaration

Select the checkbox confirming that the transaction is valid, the receipt is genuinely unavailable and you made a reasonable effort to obtain one.
6

Submit the affidavit

Select Submit affidavit.
Submit lost receipt affidavit form with reason, business purpose, confirmation checkbox and Submit affidavit button
PEX generates the signed affidavit PDF and attaches it to the transaction as its receipt. The I don’t have a receipt option only appears when:
  • The feature is enabled
  • The transaction is a card purchase that still needs a receipt
The option also appears for transactions above the configured maximum. Selecting it opens a Lost receipt affidavit unavailable panel that asks for a receipt upload instead. After a receipt or affidavit is attached, the option is no longer available. If the attachment is deleted, the option comes back. Administrators can still approve or reject the transaction through the normal review process.

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Submit an affidavit in the PEX mobile app

Cardholders can submit an affidavit for an eligible card purchase in the PEX mobile app. The I don’t have a receipt link appears only when the feature is enabled, the transaction isn’t Approved or Rejected, it has no receipts or attachments and no upload is in progress. For mobile steps and details about the transaction limit, see Submitting a lost-receipt affidavit.
Lost receipt affidavit form showing the reason, business purpose, confirmation toggle and Submit affidavit button

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Download an affidavit

Once submitted, the affidavit is attached to the transaction as its receipt, so you can download it just like any other receipt. Open the transaction, open the affidavit attachment and select the download button to save the PDF. You can download the affidavit from both the web dashboard and the PEX Mobile app.

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FAQ

Yes. Cardholders can submit an affidavit for an eligible card purchase in the PEX Mobile app. See Submitting a lost-receipt affidavit for the steps.
The option only appears when the feature is enabled, and the transaction is a card purchase that still needs a receipt. If you still don’t see it, contact PEX administrator support.
An account administrator can set a maximum amount. Affidavits are available for transactions at or below that amount, and larger purchases still require a receipt. Leave the maximum at $0 to allow an affidavit for a transaction of any amount.
PEX generates a signed affidavit PDF and attaches it to the transaction as its receipt. The affidavit then follows your normal review and approval process.
Yes. The affidavit becomes an attachment on the transaction, so you can download the PDF just like any other receipt — from both the web dashboard and the PEX Mobile app.
You can’t edit an affidavit, but you can delete it like any other receipt until the transaction is approved. Deleting it brings back the I don’t have a receipt option so the Cardholder can submit a new affidavit or upload a receipt.
Last modified on October 26, 2026