Receipt Requirement for Reimbursement
Reimbursements are different from regular payables. When possible NPP CCC should be used, Chapter 19 Para 2.
When entities are not directly paying for items/goods/etc it is in the best business practice to ensure that;
- It was an approved purchased
- The item/goods/etc were received
- Is within an agreed/approved value
- Payment value can be verified – proof of payment
RECEIPTS/INVOICES
Questions to ask before submission: Does it have a date. Is there a supplier name. Can it be determined what was purchased and if it was paid.
Receipts should reflect a zero balance or state amount paid.
Terminal payment receipts/slips are proof of payment only unless there is details of the purchase included.
These are used commonly to support additional costs above receipt/invoice such as tips.
In the absence of either for documentation, if the member paid electronically should have record of the transaction through banking or a terminal transaction slip.
This then provides support to the documentation.
In most cases, the statement line will provide supplier, value and possibly date of transaction processed. Black out or cover all other personal information.
UNOBTAINABLE RECEIPTS
ONLINE ORDERS
Order confirmations and shipping details generally have approximate values. This sometimes happens as transactions happen only when shipped.
Many times, items have been back ordered or not available.
Depending on retailer, the price can sometimes change from order to invoice.
Most often information may be obtained through customer service, which may take additional leg work.
TAXES
Tax numbers are not required for reimbursements. Only direct purchases such as credit cards or entity paid invoices
