You are required to upload valid receipts for all transactions that you initiate on HCB within 72 hours of a transaction (including grant cards). For a receipt to be considered valid, it must be itemized, contain the date of the transaction, have proof-of-payment, and show merchant information, among other items.
What counts as a valid receipt?
Valid receipts contain several elements, all of which can be observed in the example below:
All receipts that you upload must contain these elements:
Merchant Name
The name of each merchant must be clearly visible on the receipt.Merchant Details
The merchant's contact/location details must be included so we can verify a receipt if necessary.Date of Transaction
The receipt must show the date and time of the transaction, and this should match the date/time reflected on HCB.Items Purchased
Each item purchased in a transaction must be listed with its quantity, a short description/name, and unit/total price for the item(s). The name/description should be descriptive enough that someone reviewing the transaction would be able to get an idea of what was purchased.Discounts (if applicable)
If your purchase/items are discounted, these discounts must be disclosed on the receipt.Subtotal & Total
The subtotal of a transaction is generally taken after discounts but before taxes and fees. The total of a transaction includes all discounts, taxes, and fees, and must be greater than or equal to the amount charged to your HCB card.Taxes & Fees
If the merchant chooses to or is required to charge any taxes, tips, or other fees, these must be disclosed on the receipt as their own line items. In certain jurisdictions where prices are calculated and displayed after-tax, display of individual taxes charged may not be necessary in some cases.Proof of Payment
The receipt must prove that you have paid the total shown. We generally cannot accept receipts or invoices that show an amount due rather than an amount paid.
How do I upload receipts?
Please see our article How to Upload Receipts for more information on this topic.
How long do I have to upload receipts?
You must upload valid receipts for all transactions within 72 hours of purchase, except in extenuating circumstances. Whenever possible, we recommend taking a picture and uploading any receipt immediately when you receive it, rather than waiting. This helps prevent lost receipts.
What counts as an extenuating circumstance?
There are no strict guidelines on what counts as an extenuating circumstance, other than that it must cause you to be completely unable to upload a receipt within 72 hours. Some examples that may be valid include:
Loss of internet access
Bereavement
Hospitalization
Loss of receipt
etc.
In the case that you are unable to upload receipts within the normal timeframe and believe that you have had an extenuating circumstance, please upload the receipt as soon as you are able to do so and leave a comment with a short explanation as to the cause of the delay.
What if I lose a receipt or never got one for a transaction?
Generally, taking a photo of a receipt and uploading it immediately prevents losing a receipt, and we highly recommend doing so. However, we understand that there may sometimes be circumstances that cause the loss of a receipt or prevent you from receiving one.
First, you should check with the merchant whether or not they can reprint your receipt. Reprinted receipts are acceptable if they comply with the above requirements and if the details on HCB match the details on the reprinted receipt.
If you're still unable to get the receipt (or if the merchant cannot/refuses to provide you with a valid receipt), you must do the following:
Go to your HCB Organization Dashboard > Documents > Scroll Down > Statement in Lieu of Lost Receipt.
Download the document.
Fill it out either on paper or in the PDF editor of your choice. You must include all the details you can recall about what you purchased.
Print it out (if you have not already done so) and sign the document.
Scan the finished document into a PDF and upload it as a receipt to the transaction.
Please know that clicking the "No/Lost Receipt?" button on a transaction does not waive your responsibility to upload a valid receipt for a transaction.
What if I do not upload my receipts?
Not uploading receipts violates the fiscal sponsorship contract your organization has with Hack Club and can cause the loss of 501(c)(3) status for everyone using our platform. Due to the serious nature of this offense, we may take actions up to and including termination of your organization, and may also take actions to recover funds we deem to have been spent in violation of the fiscal sponsorship contract's terms. Depending on our determination of the severity of the violation, we may offer warnings to your organization before taking said actions.