SPF guidance for receipts and invoices | Royal Free Charity

SPF guidance for receipts and invoices

Advice on the correct information required for payment from your special purpose fund

When submitting documentation for reimbursement and direct payments, you must ensure receipts are detailed and legible. Invoices must also include specific details for charity payments. In some instances bank statements will be needed for international purchases. 

Receipts

In order to be reimbursed for expenses paid out of pocket, please ensure you have the correct receipt.

All submissions must be clearly legible and should clearly display all information:

  • date
  • supplier
  • address
  • amount
  • item(s)

Acceptable receipts

  • VAT receipts

Non acceptable receipts

  • card payment confirmations
  • receipts where portions are cut off or illegible

Invoices for us to pay directly

Acceptable invoices

All invoice submissions must be clearly legible and should clearly display all information:

  • supplier contact details, including: name, address, email and phone number
  • recipient contact details: will be RFC in most cases, please contact [email protected] if you need more information
  • date of the invoice
  • invoice number
  • reference, for example: fund number
  • details of what the invoice is for, including fund number*
  • amount
  • bank details of where to make payment, including: bank name, name on account, account number and sort code (IBAN or SWIFT and BIC number if international)


* Please include as much information as possible as to what the payment is for

Unacceptable invoices

To avoid invoice rejection, ensure you do not submit invoices that fit into the below categories:

  • self-employed invoices that don’t include all the information listed above
  • invoices from Royal Free London or UCL that don’t list what the expenditure is: a breakdown of costs is required and supporting documentation will be requested
  • invoices that don’t reference an RFC fund number

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.