Proof of Payment

Proof of Payment

Cancelled Warrant/Checks

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)

(1) Invoice (2) Commissioners Warrant/Voucher (3) Cancelled Warrant/Check

Proof of Payment Types:

Proof of Payment is used to show evidence that funds were transferred.
  • Check/Warrant:  Original detailed Warrant/Check (front of check) plus Cancelled Warrant/Check (back of check) cleared from the bank. Note: You may need to request the cleared check from your Treasurer's Office.
  • Financial System Statements: Show evidence the funds were transferred through invoice/warrant supporting documentation (I.e. Commissioners Warrant, Claim sheet, Voucher, Disbursement Detail, etc.)
  • ACH Payments: ACH Remittance Advice Items detail sheet for the cleared Warrant/Check from the bank
  • 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). 

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