What Documentation is needed to show Proof of Payment?

TABLE OF CONTENTS

• Bank / Credit Card Statement Example
• Cancelled Check Example
• QuickBooks / Accounting Software Example

As the Workforce Training Fund Program works off a reimbursement model and is a matching grant, specific proof of payment needs to contain a few elements in order to be accepted. 

Elements that must be included in proof of payment materials to be accepted are, at minimum: 

- The name and address of the business which applied for and received the grant 

- The name of the training provider offering the courses completed as part of your Express Grant

- The date and amount of the transaction(s), and any reference/transaction IDs to help us identify and trace the transaction(s). 

The main reasoning behind the strict criteria is that we need to confirm funding: 

1. Successfully transacted from the grantee's business 
   • As a reimbursement model, we must confirm funds came from the business account that will be receiving the reimbursement, and which applied for and received the grant.
2. Transacted to the approved training provider
   • Training providers must meet certain criteria to be eligible to add their courses to the Express Course Directory - the training provider name must match that on the invoice, which must match the name listed in our Course Directory. 
3. Was applied to the approved courses for the correct amounts
   • Similarly, courses must meet certain criteria to be eligible for reimbursement through the Express program - approved courses that are included on your contract have demonstrated that they have met this criteria. Please note that while there are costs the Express Program may not cover, it is important to include payment towards these costs in your documentation to align with your invoice total, if the cost was included on the invoice - we need the proof of payment to match the invoice totals 1:1. 

Examples of proof of payment are shown below: 

Bank / Credit Card Statement Example

Cancelled Check Example

QuickBooks / Accounting Software Example