Receipts and proofs of payment

 

Receipts

When receipts are available, no other proofs of payment are required.   A receipt is any document that contains the following five IRS-required elements:

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

For guidance on restrictions specific to the event type or funding source, contact inquires@law.berkeley.edu

Proofs 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. Please provide the below information along with a Certificate of Lost/Missing Receipt.

  • 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; Business Services recommends using Adobe Acrobat’s redaction tool to completely hide your personal information.

How to Prepare Documentation/Receipts

  • Obscure or remove any sensitive or confidential information, including:
    • Social Security Numbers
    • Credit card numbers (except the last four digits)
    • Debit card numbers (except the last four digits)
    • Credit or debit card security codes
    • Bank account numbers, including numbers encoded on the bottom of checks
    • Passwords, including access codes for financial institutions
    • Home addresses (UCB employees only)
    • Passport numbers
    • Driver’s license numbers or other state identification card numbers
    • Date of birth information
  • If the receipt is in foreign currency, convert to U.S. dollars and notate the U.S. dollar amount on all receipts
    • Refer to your credit card statement or look up rates effective on the purchase date at https://www.oanda.com/currency/converter. Attach a copy of the currency conversion page from the website when submitting for reimbursement