The Daily Bulletin Archive

A common problem the Accounts Payable and Travel Services Office encounters while processing travel reimbursement involves the collection of valid original receipts. At times, you may find that the receipt provided to you from a vendor may not meet the IRS’s required elements of a receipt. If this is the case, reimbursement may still be made if proof of payment accompanies the receipt. It is understood that a traveler has the best intention of returning all necessary travel receipts to our office. We ask for your patience and understanding if additional information is required; it is our goal to process travel reimbursements in a timely and courteous manner. 

IRS-required elements of a receipt:

1. Name of vendor (person or company you paid)
2. Transaction date (when you paid)
3. Detailed description of goods or services purchased (what you bought)
4. Amount paid
5. Form of payment (how you paid: cash, check, or last four digits of credit card)

Proof of payment is required when a receipt does not meet the IRS’s required elements. Proof of payment includes the following:

• 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 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. If you can still read information through the obliteration, make a copy of the redacted document and submit the copy instead.

If you have any questions concerning receipts or proof of payment, please call our office at ext. 4117.