Online Purchases Policy

All online purchases must follow the standard Purchase & Reimbursement Policy. This page outlines the additional documentation required specifically for online purchases to ensure expenses are valid, complete, and non-returnable.

In addition to the requirements above, online purchases for physical items must show proof that the item was shipped or delivered.

Accepted documentation includes one of the following:

• Vendor invoice or order summary showing status as:

  • Shipped, or

  • Delivered

• A posted bank or credit card statement showing the finalized charge

• Orders marked as “Preparing for Delivery” or similar statuses

• Screenshots showing only an order confirmation without shipment/delivery

• Pending or authorized (but not posted) bank charges

This policy exists to prevent reimbursements for items that may later be returned.

Amazon typically provides an itemized invoice that also lists the order status. These invoices are acceptable only if they show “Shipped” or “Delivered.” Additionally, vendors like Amazon, only charge your card when the product has been shipped.

Example of an acceptable invoice:

For online food purchases, we must be able to verify that the order was successfully completed and received.

Accepted documentation includes one or more of the following:

• Itemized receipt from the vendor showing the order is completed

• Screenshot or photo showing the food delivered

• Itemized receipt paired with a posted bank or credit card charge indicating the transaction was completed

• Order confirmations without proof of completion

• Pending charges

• Canceled or refunded orders

Example acceptable Door Dash order:

• This has:

  • Proof of delivery

  • Itemized charge

  • Charged proof of payment

These documentation requirements help ensure:

• Funds are used appropriately

• Purchases are final and non‑returnable

• Reimbursements can be processed efficiently and without delays

Failure to follow this policy will result in the reimbursement request being returned for correction.

If you have questions about whether your documentation will be accepted, please reach out before submitting your request.