Proof of Payment

Proof of Payment

Proof of payment in the form of either a copy of the front and back of a cancelled check or a clear and accurate expenditure report from a sub-grantee’s financial system must be submitted for every expense in a grant request. The proof of payment document should include dollar amounts, dates, vendor names, and invoice numbers that match the information included in the grant request. For personnel expenses, a payroll report showing dates and amounts broken down by employee is required as proof of payment documentation.

Credit Cards

When an employee’s personal credit card is used to make a purchase, a copy of that individual’s credit card statement showing the purchase as well as proof that the sub-grantee agency reimbursed the individual for the charge must both be submitted as proof of payment. When a business credit card is used to make a purchase, a copy of the credit card statement showing the purchase as well as proof that the sub-grantee agency paid an amount equal to or greater than this expense against the credit card balance must be provided as proof of payment. Source: HSEM Grant Manual (Page 11)

Proof of Payment Types:

Proof of Payment is used to show evidence that funds were transferred.
  • Check/Warrant:  Original detailed Check/Warrant plus Cancelled Check/Warrant
  • Credit Card:  Copy of credit card statement showing the purchase as well as proof that the sub-grantee agency reimbursed the individual, or for a business credit card, paid an amount equal to or greater than the expense against the credit card balance, must both be submitted as proof of payment (See Credit Cards above). 
  • Financial System Statements (Show evidence the funds were transferred)
  • ACH Payments

Electronic [ACH] Payment Instructions:

(Provide this information to your Auditor's Office if your agency utilizes ACH Payments)
  1. IFS - Warrant #
  2. IFS - Disbursement Detail Inquiry
  3. IFS - Work with Disbursement Detail
  4. IFS - Warrant Register
  5. Bank Activity - Deposit Accounts