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I have spent enough time in contentious phone interactions and email back-and-forths to know that students sometimes struggle with documentation requirements. It is important that you know exactly what documentation to submit for reimbursement and direct payments so that we are not contributing to an even longer reimbursement timeline or loss of funding eligibility for your RSO. I am writing this as a resource so that you will submit the correct documentation on the first try, contributing to a more efficient system for everyone. If I reach out to you requesting further/different documentation, I am not being pedantic for fun. It is, in fact, quite unpleasant to tell someone that you can't reimburse them; that is the outcome we are trying to avoid. These are University policies, and there are several layers of approval over me which will deny a reimbursement request with insufficient documentation. Every reimbursement MUST have an accompanying receipt. If there is no receipt, there will be no reimbursement.
Key Features of a Receipt
Key Features of a Receipt
1) Recognition of the vendor
A proper receipt will be distributed by the vendor and will list the vendor's name. This demonstrates the vendor has approved/recognized a payment. This requirement is why bank statements alone are not sufficient documentation for reimbursement--- they do not demonstrate vendor recognition.
2) The transaction date
Expenses are only reimbursable within a 60-day period of being paid. The transaction date is required to be on all receipts in order to verify compliance with this policy.
3) The total amount paid and proof of payment*****
THIS IS THE THING THAT IS MOST COMMONLY MISSED!
A sufficient receipt will clearly designate the exact total amount paid. There will be no ambiguous language like "total estimated charge" or anything like that.
It will also indicate a 'paid' status in some way. Generally this will be in the form of a 'total paid' line on the receipt. It might also come in the form of a $0 balance or a designation of the payment method used.
A proper receipt will also usually call itself a receipt and be referred to as such by the vendor. It might also be called a 'paid invoice.' IMPORTANTLY: it will NOT refer to itself as an 'invoice' or a 'confirmation.' Hotels specifically often will distribute documentation (usually called 'confirmations') which LOOK LIKE RECEIPTS BUT ARE INSUFFICIENT FOR REIMBURSEMENT.
Below is a list of things which DO NOT qualify as receipts
Invoices — do not provide proof of payment and therefore are not acceptable as receipts.
Screenshots of your cart before payment
Partial receipts (please ensure the full itemized receipt is downloaded)
Payment app records such as Cash App, Apple Pay, Venmo, or PayPal
Images or records from a WiscCard account
Subscription plan pages or account details
Bank or credit card transactions/statements
Images of cashed checks
Hotel Confirmations
If you are unsure of whether your documentation constitutes a receipt, you can include a bank statement/transaction screenshot in addition to your documentation. Payment substantiation in tandem with an invoice or a confirmation does constitute sufficient documentation for reimbursement.
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