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)
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.
- 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.