Guidance for acceptable receipts and invoices
Receipts (in order to be reimbursed for expenses paid out of pocket)
| Acceptable | Not acceptable |
|---|---|
| ● VAT receipts ● must be itemised ● must be clearly legible ● all information must be clearly displayed: date, supplier, address, amount, item(s) | ● card payment confirmations ● receipts where portions are cut off or illegible |
Invoices for RFC to pay directly
| Acceptable | Not acceptable |
|---|---|
| Must include: ● supplier contact details: name, address, email and phone number ● recipient contact details: your name, department and Trust address *this is important for auditing purposes ● date of the invoice ● invoice number ● reference, e.g. fund number ● details of what the invoice is for (as much info as possible), including fund number ● amount ● bank details where to make payment: ● bank name, name on account, account number and sort code, (IBAN or Swift BIC number if international) | ● self-employed invoices that don’t include all the information listed in the adjacent column ● invoices from the trust or UCL that don’t list what the expenditure is: a breakdown of costs is required and supporting documentation will be requested |
*The exception to this is trust or UCL generated invoices which should be addressed to the charity. Please ensure the fund number and the expense is clearly listed on the invoice.
Bank statements
If you have purchased expenses outside the UK and need to be reimbursed at the exchange rate you paid, you’ll need to provide evidence of your bank statement. You can cross out all non-relevant details. What needs to be visible is: your name, last 3 digits of account no., item, amount paid and exchange rate.
