This Evidence Guide provides examples of accepted and rejected documentation. It should be read alongside the full terms and conditions, which contain further details on the evidence required for reimbursement.

Course / Conference Fees

The evidence you submit must include:

  • Your name and / or email address
  • Full payment details (vendor, date and amount paid)
  • The name and date of the event you are attending

The evidence you submit must be a valid invoice or receipt that includes all the required information, such as:

use invoice
use email confirmation

Below, are examples of evidence that would be rejected.

This is just a screenshot of the courses website page, and is not evidence that a ticket has been purchased:

use screenshot of course website page e1776340967177

These are screenshots of bank transactions – evidence of a withdrawal from a bank account would be rejected as there is no information on the event, or the attendee:

use bank transaction e1776340910151
use bank statement e1776340935569

Travel Expenses

The evidence you submit must include:

  • Your name and / or email address
  • Full payment details (vendor, date and amount paid)
  • The date/s of travel
  • Where you were travelling to and from

The evidence you submit must be a valid invoice or receipt that includes all the required information.

Accepted evidence includes a full booking confirmation email, a payment confirmation document or an expenses receipt:

Plane Easyjet online booking email Redacted
Plane Easyyet payment confirmation via website Redacted
Trainline expenses receipt via app Redacted
Trainline expenses reciept via website Redacted

For travel (such as a train journey), where you have purchased a paper ticket rather than made an online booking, please provide the ticket/s and the payment receipts:

Train ticket paper ticket credit card receipt from ticket office Redacted

For road travel, please supply the AA mileage calculator.

(Additional evidence would need to be supplied to support claims for car rental costs)

AA milage calculator Redacted 1

Below, are examples of evidence that would be rejected, as insufficient information has been supplied:

Train payment reciept from ticket office without evidence of journey and dates of travel
Train screenshot of e ticket no payment details
Trainline online bank transaction confirmation not accepted
Train paper receipt without ticket proof of journey and travel dates
Milage unacceptable evidence

Accommodation Expenses

The evidence you submit must include:

  • Your name and / or email address
  • Full payment details (vendor, dates and amount paid)
  • The name of your hotel / lodging
  • The check in and check out dates
  • A breakdown of the costs

Accepted evidence includes valid invoices or receipts that include all the required information, such as:

Booking.com receipt with payment confirmation Redacted
Hotel invoice example4 Redacted

Below, are examples of evidence that would be rejected.

This evidence would be rejected as it’s a ‘reservation confirmation’ and shows that no payment has been taken:

Hotel reservation confirmation only no proof of payment 3 Redacted

These examples were rejected as insufficient evidence has been supplied:

Hotel no hotel name no dates no payment details Redacted
Hotel no hotel name dates or breakdown of costs or payment details Redacted 1
Hotel credit card receipt not accepted Redacted 2

Please remember that we are here to help you.

If you have any questions regarding the required evidence, please contact us via email at grants@sussexheartcharity.org