A dated copy of the official program page and FAQ relied on, the account or confirmation records for each payment, the vetting correspondence, the employee's admissibility and category documents, and a written internal record of who decided what and on which terms.
Build a record that survives a change in terms
Because the program's terms live on an official site and may be revised, the company's own file becomes the only evidence of what it relied on at the time. Save the program page and FAQ with the date visible, and repeat that at each payment stage. Keep the registration or account confirmation, receipts for the processing fee and, later, for the gift, and every notice received during vetting.
On the employee's side, gather the passport, prior U.S. travel and admission history, any previous refusals and the education and employment records that support eligibility under the connected employment-based category. Internally, minute the board's decision, the amount approved, the stage at which the gift becomes payable and the person authorized to release it.
If an intermediary or agent is involved, retain the engagement terms and confirm in writing that its fees are separate from the government's. A file organized this way lets the company answer a later question about refunds, transfers or eligibility with documents instead of memory.