Receipts & Documentation Guide ®

Documentation requirements for each covered expense can be found within your
relocation policy. Expenses typically require an itemized receipt and/or proof of
payment.
Please refer to pages 2-4 for additional information needed for common expense types, including examples of receipt
requirements.

Itemized Receipt Requirements Proof of Payment Requirements

For standard expenses, an itemized receipt must clearly Proof of payment can be contained within the itemized
show each of the following: receipt or within a separate document. Proof of payment
1
1. Merchant location must clearly show each of the following:

2
2. Incurred date(s) 1. Name of merchant
1

3. Details of what was purchased

3 2. Date of purchase
2

4. Amount for each item purchased

4 3. Amount paid
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4. Indication payment was made. Below are examples:
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• Credit card confirmation on receipt (name of credit
card or last four digits of credit card)
• Zero balance and/or paid indication on receipt
• Copy of front and back of cashed check
• Credit card or bank statement
• Letter indicating funds received
• Notation that expense is non-refundable

Itemized Receipt
Itemized Receipt Proof of Payment and Proof of Payment
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1
1 1
2
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Receipts & Documentation Guide ®

Lodging
Itemized invoice/folio from the hotel or e-ticket reservation must include each of the following:
Itemized Receipt Proof of Payment
1. Guest name 5. Name of merchant
2. Incurred date(s) 6. Date of purchase
3. Merchant location 7. Amount paid
4. Daily itemized charges 8. Indication payment was made

1 3

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Auto Rental
Rental car receipt or e-ticket reservation must include each of the following:
Itemized Receipt Proof of Payment
1. Renter name 7. Name of merchant
2. Pickup & drop-off locations 8. Amount paid
3. Rental period dates 9. Indication payment was made
4. Class of vehicle
5. Daily rates
6. Itemized additions

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4
9

3 3
2 2

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Receipts & Documentation Guide ®

Airfare
Itinerary or e-ticket reservation must include each of the following:
Itemized Itinerary Proof of Payment
1. Passenger name(s) 6. Name of merchant
2. Date(s) of flight 7. Date of purchase
3. Class of travel* 8. Amount paid
4. Departure & destination locations 9. Indication payment was made
5. Itemized charges
* Not required for airlines offering a single class of economy for all seats

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3
2

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