Receipts for Reimbursement
What can be reimbursed?
Most goods & services are NOT reimbursable! Please make sure something is reimbursable BEFORE paying for anything out of pocket.
Be familiar with the policies on the Purchasing Rules page, and always ask WNCG staff when unsure.
Requirements for Reimbursement Receipts
Receipts which lack any of the required information may not qualify for reimbursement.
If your receipt doesn't include all of the requirements below, it is your responsibility to ask the vendor if they are able to provide a more detailed receipt. If they are unable to provide a more detailed receipt, please consult WNCG staff for instructions on how to proceed. Again, without the required information, there is a chance you will not be able to be reimbursed.
Basic Information
Transaction Date
Location/Name of Vendor
Detailed Line Items
The receipt must show line item details describing what was bought. If you just turn in the credit card slip that has a total amount paid, that is not enough!
Proof of Payment
This means a final balance of “zero”, or other notation stating the entire balance as “PAID”
Method of Payment
Method of Payment – ie. Credit Card, Cash, etc.
If paid with a credit card, this is often shown as an authorization code as well as either the name of the credit card (i.e. VISA, MASTERCARD) or simply “Credit Card”.
Note that a credit/debit card is the preferred way to pay out of pocket for the University. If paying by cash was required, either by the vendor or extenuating circumstances, please let WNCG Staff know so we can advise.
Lodging Receipt Requirements
For travel reimbursements of hotel/lodging, the receipt must show all of the above, as well as:
separate amounts showing the tax rate(s) vs. the room rate
other fees should also be shown separately