Receipts and Proof of Payment

RECEIPTS

receipt is any document that contains the following five IRS-required elements:

  1. Name of vendor
  2. Transaction date
  3. Detailed description of goods or services purchased (required for all expenses ≥$75)
  4. Amount paid
  5. Form of payment (Cash, check, or last four digits of credit card)

NOTE: Hotel folios are required for lodging expenses

PROOF OF PAYMENT

Provide a proof of payment only if no receipt is available.  Proof is needed only when a receipt has been lost or was not provided by the merchant and there is no other way to demonstrate that you incurred a business-related expense.

  • Cleared check – obliterate the bank routing and account numbers printed on the bottom of the check, leaving any numbers in the lower right corner visible.  Check the endorsement side of the check and obliterate any legible numbers.  Most cleared checks are available as scanned images from your online bank account.
  • Credit card or Bank statement  –  obliterate cardholder address,  account number, summary of account information (payment due, balance, etc.) and all other details not relevant to the particular transaction for which reimbursement is requested.  Information must be fully redacted (obscuring or removing sensitive/personal information).

CONFIRMATION VS RECEIPT (AIRFARE AND LODGING)

Most ticket issuing authorities send a confirmation e-mail with instructions to print itineraries and e-ticket receipts with every successful ticket booking. To print an e-ticket receipt, visit the airline’s website or the portal of the ticket issuing authority, locate the option to manage your reservation, and enter the booking confirmation details as mandated by the website. Locate the option to print the receipt directly from the website or download a copy to your local machine to be printed later.

A printed e-ticket receipt contains the ticket reservation number, the official ticket number, fare and tax details, carriage terms and conditions and a summary of fare restrictions. It also details the method of payment used while booking, ticket issuing office information, and well as baggage allowance details.

Booking confirmations that do not include all 5 IRS-required receipt elements (above) are only acceptable if the payment was made with a university issued credit card.

Refer to the Policy on Travel & Expense Reimbursement for further details.

Expense Reimbursement Voucher Information.