All claims in respect of Actual Costs must be supported by fully receipted original invoices, providing the following details:
- Supplier's name, address and VAT Registration Number (where appropriate)
- Claimant's name and address
- Detailed description of services provided or goods supplied, separately costed, to include serial numbers for any equipment purchased
- Date on which the services or goods were supplied
- Total amount due for payment by the customer with the VAT element clearly detailed
- Amount paid with details of any discount awarded which fully explains any difference between the amount due and the amount paid
- Date paid
- Method of payment e.g. cheque, debit card, etc
- Business stamp or Signature of person receiving payment on behalf of the Supplier
In addition, where a claim includes an individual transaction of £5000 or over, or where it includes an invoice for £200 or over which has been paid by cash, you must submit a fully receipted invoice backed by some other evidence of payment:
- The original cleared cheque
- The original bank or credit card statement
- The original bank giro credit transfer slip
- An Accountant's report
- A certified extract from the Business accounts