Receipts

A receipt should be retained for each expense that is claimed for. Where possible this should be a VAT receipt. Card receipts are not sufficient back-up to suffice an auditor’s scrutiny. Where no receipt is available, please mark clearly on the claim form.

Copies of transactions on bank statements are not to be used as substitutes for receipts. Most places will provide receipts when asked if they don't give one as a matter of course. The only exception where bank transactions are to be accepted are cases where receipts are not available (such as parking, tube). In these circumstances, it should be noted on the expense claim narrative that a receipt was not available.

Paper receipts – please hold on to these until your expenses have been paid

These should be photographed or scanned so that the entirety of the receipt can be seen. Please check that the following are clear on the picture/scan you upload:

• • The place where the money was spent
  • The items bought
  • The amount spent
  • The date (quite often this is at the bottom of the receipt so be careful not to cut it off when photographing it)

 

What do I do if I buy items for myself as well as those I wish to expense?

Highlight on the receipt the items you wish to expense and take a clear picture of the whole receipt. On your expense claim form please make it clear which items on the receipt you wish to claim for on expenses.

I bought items which fall into different expense codes in one shop – what do I do?

Examples of this are buying cleaning materials for the office and refreshments for training together, or volunteer cards and milk for the office together. Take a clear picture of the receipt and clearly label on the receipt which items are for which expense code and/or make it clear on your expense claim form which items are for which expense code.

 

Electronic receipts

Please upload the receipt – do not take a picture or screenshot of it.

• Emails – print these to PDF (File>Print select Print to PDF as the printer and then Print it). Check the PDF that it includes the date, where the item was bought, what the item is and the amount before uploading to the database.
• Amazon – download and upload the invoice from Amazon. You can find this under Your orders>Manage and track your orders.