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What counts as a valid receipt, and when is it due?

What makes a receipt valid, and how soon to upload it.

💡 Uploading a valid, itemized receipt for every transaction is required, within 7 days after the transaction settles.

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.

  • Each item purchased, with a clear description, quantity, and price.

  • Any discounts applied to the purchase.

  • The subtotal and total. The total should match 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 within 7 days after a transaction settles. If the transaction is still pending, the 7-day deadline hasn't started yet. 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 or misplacing a receipt, upload it as soon as you can.

If you don’t upload a receipt within 7 days of the transaction settling, your card may get locked. We will notify you before that happens. While your card is locked, transactions will be declined at checkout. Uploading the missing receipt(s) will unlock it instantly.

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: keeping them current is what protects your organization's good standing and everyone's tax-exempt status on HCB. 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.

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