Ontario Girl Guides of Canada

Yes. For every purchase that is made you must keep the receipt for reference. This means the itemized original receipt (which lists the items purchased with the tax breakdown) as well as any credit card transaction receipt. This will include Girl Guide Store purchases made with the purchase card, or with a personal credit card. It will also include any other stores where the purchase card is used, or where personal cash, debit or credit cards are used.

Please do not alter, cut or trim receipts in any way. An itemized receipt will be considered “incomplete” if the merchant information, date, HST, subtotals, totals, tax information, transaction information (i.e. method of payment), or any items purchased are removed. When you are scanning and emailing receipts to your Unit Banking Clerk,Clerk please make sure all the above information is visible and clear in the scan.

You should keep them in a very safe place so to ensure they do not get misplaced or lost. Have a folder or box where you keep all important financial documentation that you not yet sent to your Unit Banking Clerk, so you know where they are at all times until they are dealt with.

Yes. It is important that you always have a copy of all your receipts for your own records. At minimum receipts should be kept until completion of the Year-end Reconciliation and you are advised it is OK to destroy them. If you have a photocopy or scan of the receipts, you will be able to avoid having to fill out Lost or Incomplete Receipt Forms if they get lost. Just email your Unit Banking Clerk the copy of the receipt if the original has been misplaced.

If you have lost a receipt from the Guide Store, you can login to your guide store account and look up your previous orders. Please contact the Guide Store Customer Service if you need assistance.

If you have lost Purchase Card receipt, you must fill out the Lost or Incomplete Receipt Form and mail, fax, or scan and email the signed form to your Unit Banking Clerk. Please remember two Guiders from your unit are required to sign the form, yourself and another. If the receipt has been lost or has information missing, the tax amount should be "$0", as no taxes can be claimed without an itemized receipt. Add to the comments section that you are sending in the Lost or Incomplete Receipt Form.

You would fill out a Lost or Incomplete Receipt Form for this as well. If the receipt has been lost after you have entered the manual expense, you will be required to open the transaction and edit it. The taxes will have to be removed, as no taxes can be claimed without an itemized receipt, where the taxes are clearly shown. Add to the comments section that you are sending in the Lost or Incomplete Receipt Form.

This happens frequently, which is why it is important to keep a track of your banking. When you send your Unit Banking Clerk your receipts, watch the status of your expenses. If you notice that it has been two to three weeks and they are still Verified, Guider, find out why. Call or email your Unit Banking Clerk for updates. This will help make the expense process quicker and you can be reimbursed in a timely manner.