Webster’s dictionary says a receipt is, “a writing acknowledging the receiving of goods or money.” The first item in the Eastern Division Expense Reimbursement Policy says, “Receipts for expense, including meals, lodging, travel and miscellaneous expenses, must accompany all reimbursement request. The receipts must show the items purchased.” We need receipts since we are accountable for how we spend member funds. Simple, at least so far…
Every receipt should include four elements that answer these questions:
1. What? (say what was purchased)
2. When? (when it was purchased)
3. How much? (dollar amount spent)
4. Who? (who bought it)
If any of these items are missing, reimbursement can be problematic or at least delayed. So, it’s best to check any receipt to make sure these items are covered – and do that before you leave the point of sale, since there’s no better time to get any missing information than while you are still with the person who issued the receipt. A credit card receipt is not sufficient because it usually doesn’t show what was purchased. Taking a picture with your smartphone is an easy way to preserve the receipt.
One other thought: if the item is unusual, a few words of explanation on the reimbursement request form will go a long way towards a timely and successful outcome. Simple!
