Reimbursement Denial Reasons

Below are the most common reasons for denial of a reimbursement request and how to resolve them.

The document submitted cannot be accepted as proof of purchase. Common examples: screenshots of shopping carts without proof of payment, email confirmations without payment shown, incomplete receipts, or non-receipt documents like shipping notifications. Fix: submit a complete official receipt showing the merchant name, purchase date, itemized products/services, and proof of payment.

Your receipt shows a $0.00 balance or no payment was made (e.g., promotional discounts or returns). Fix: only expenses paid with your own funds are eligible. If you used a gift card, submit the receipt showing when you purchased the gift card.

The receipt doesn't clearly show that payment was completed (e.g., order confirmations showing 'pending' status, or invoices instead of paid receipts). Fix: submit documentation showing payment was completed — a credit card statement, PayPal confirmation, or a receipt marked 'PAID.' An invoice is acceptable if a proof of payment is also included.

Your receipt doesn't specify what was purchased (e.g., only SKU numbers or generic line items). Fix: submit a detailed receipt listing actual product/service names.

Handwritten receipts are not acceptable. Fix: obtain a printed or typed receipt from the merchant.

The file cannot be opened or is too blurry to read. Fix: take a clear, well-lit photo or scan at high resolution. Ensure all text is readable before uploading.

The wrong expense category was selected (e.g., selecting 'Curriculum' for art supplies, or miscategorizing tablets). Fix: review the program's expense categories and resubmit with the correct category.

Multiple receipts were submitted in a single request. Each receipt requires its own separate submission. Fix: submit separate reimbursement requests for each receipt.

The dollar amount requested doesn't match what's on the receipt. Fix: ensure you're only requesting the eligible amount as shown on the receipt.

The item or service is not covered under the UFA program's approved educational expenses. Fix: review the eligible expense list and only submit requests for approved items.

The purchase was made before the allowable purchase window. Fix: only submit receipts for purchases made during the official program dates.

There's a discrepancy between the date entered and the date on the receipt. Fix: verify all dates match exactly and fall within the eligible program period, then resubmit.

If you need clarification, contact the Odyssey support team. To appeal a denial, refer to the Utah Fits All Scholarship Program Reimbursement Appeals Process article.