š” Uploading a valid, itemized receipt for every transaction is required, within 72 hours of the purchase.
Why receipts matter
HCB organizations are nonprofits, so the IRS requires a receipt for money that leaves your account. Uploading receipts keeps your organization, and everyone else on HCB, compliant and tax-exempt. That's why it's a firm requirement, not an optional step.
What makes a receipt valid
A valid receipt is itemized and clearly shows:
The merchant's name and contact or location details.
The date of the transaction, which should match the date on HCB.
Each item purchased, with a clear description, quantity, and price.
Any discounts applied to the purchase.
The subtotal and total. The total must be at least the amount charged to your HCB card.
Any taxes, tips, or fees, shown as line items.
Proof of payment, meaning it shows you paid, not just an amount due.
When to upload
You're required to upload a receipt for every transaction within 72 hours of the purchase. The easiest way to stay on top of it is to snap a photo and upload it the moment you get the receipt, which also keeps you from losing it.
Life happens, so if something genuinely gets in the way, like losing internet access, being in the hospital, or misplacing a receipt, upload it as soon as you can and leave a quick comment on the transaction to let us know what happened.
If a receipt is missing
If a transaction doesn't have a receipt yet, HCB will send you a reminder. You can clear it by uploading the receipt, or a Statement in Lieu if it's truly lost. Please don't let receipts pile up, though: keeping them current is what protects your organization's good standing and everyone's tax-exempt status on HCB, and transactions left without a receipt can put that standing at risk.
Lost a receipt?
If you can't get a receipt, see what to do if you lost a receipt or never got one.