Receipt Documentation Requirements
To ensure all financial transactions are properly documented, auditable, and compliant with accounting standards and IRS requirements.
Requirements for All Receipts
All expenses must include clear and complete supporting documentation. A valid receipt must contain:
- Vendor or business name
- Date of purchase
- Itemized list of goods or services (not just total)
- Total amount paid
- Form of payment (if available)
Acceptable Documentation
- Original receipt (preferred)
- Digital receipt (email or PDF)
- Invoice marked as “Paid”
- Bank or credit card statement (only as supplemental, not primary documentation)
Unacceptable Documentation
- Screenshots without itemization
- Estimates, quotes, or proposals
- Missing or incomplete receipts
- Handwritten totals without vendor detail
Missing Receipts
If a receipt cannot be obtained:
- A written explanation must be submitted with:
- Date of purchase
- Vendor name
- Business purpose
- Amount
- Approval may be required by the appropriate leader or Business Office
- Repeated missing receipts may result in denial of reimbursement
Business Purpose Requirement
Every receipt must clearly align with ministry or operational activity. Documentation should include a brief description of the purpose when not obvious.
Submission Expectations
- Receipts must be submitted promptly according to accounting deadlines
- Delays in submission may result in reporting inaccuracies or denial of reimbursement
- All documentation should be complete at the time of submission to Accounts Payable
Audit & Compliance
All receipts are subject to internal review and audit. Proper documentation protects both the individual and Crosspoint Counseling Center by ensuring transparency and accountability in all financial activity.
Key Principle
If the expense cannot be clearly supported with proper documentation, it should not be submitted or approved.