What Documentation Is Required for a Reimbursement?
Your documentation must verify:
What was purchased
When the purchase occurred
Who the purchase was made from
How the purchase was paid for
That payment was successfully completed
What Makes a Receipt Acceptable?
Your receipt must include all of the following:
Requirement | What to Look For |
Vendor information | The business, store, or service provider where the purchase was made. |
Transaction date | The purchase date, which must match the expense date entered in Odyssey. |
Itemized purchases | Each product or service listed separately with its individual price. |
Total amount | The full amount paid, including taxes and fees. |
Payment method | How the purchase was paid for, such as a credit card, debit card, or cash. |
Proof of payment | Confirmation that payment was completed, such as “Paid,” “Zero Balance,” or payment details on the receipt. |
⚠️Important: Purchases paid entirely with gift cards or rewards points are not eligible for reimbursement.
What Documentation Is Required for Cash or Check Payments?
For purchases paid by cash or check, submit a receipt or invoice generated by the vendor's point-of-sale (POS) or invoicing system at the time of purchase.
The documentation must include:
Vendor name and contact information generated by the system, not handwritten
Transaction date and time automatically recorded by the system
Itemized products or services with individual amounts
Transaction or confirmation number assigned by the vendor's system
Total amount matching the itemized charges
⚠️Important: Handwritten receipts, manually typed receipts created in a word processor or document editor, and self-prepared invoices are not accepted for cash or check purchases, regardless of the amount.
What if My Receipt or Invoice Was Created Using a Word Processor or Document Editor?
Some vendors may not use a point-of-sale system. Receipts or invoices created using a word processor, document editor, or similar software may be accepted with additional proof of payment.
This applies when a document was manually created rather than automatically generated by a POS or invoicing system, regardless of the payment method shown.
Examples of missing system-generated details include:
Transaction IDs
Terminal numbers
Approval codes
Automatic timestamps
What Additional Proof of Payment Can I Submit?
If your receipt or invoice was created using a word processor or document editor, provide one of the following:
Bank or credit card statement
Submit a statement from the account used for payment. It must show:
Account holder's name
Vendor name or a reasonably identifiable variation
Transaction amount matching the receipt or invoice
Transaction date
Digital payment confirmation
Submit a screenshot or confirmation record showing a completed digital payment. The documentation must meet the payment app requirements described below.
The following are not accepted as additional proof:
A second copy of the same receipt or invoice
A note, letter, or written statement from the vendor confirming payment
A photo of cash or a check that has not cleared
What Documentation Is Required for Payment Apps?
If you paid using Venmo, PayPal, Zelle, Cash App, or a similar payment service, you must provide both:
A receipt or invoice showing what was purchased.
A screenshot confirming the completed payment transaction.
The payment screenshot must include:
Payment status showing completed or successful
Transaction date and time
Payment method, if available
Transaction ID or confirmation number
Recipient or vendor information, if available
Can I Submit a Payment App Screenshot by Itself?
No. A payment app screenshot alone does not qualify as proof of purchase.
Payment app confirmations show that money was transferred, but they do not establish what was purchased, whether the purchase was an eligible educational expense, or the itemized cost of the goods or services.
Always submit a receipt or invoice along with the payment confirmation.
What Is the Difference Between a Receipt and an Invoice?
Receipt | Invoice |
Confirms that payment was completed. | Requests payment for goods or services. |
Serves as proof of purchase. | Does not establish that payment was made. |
May be accepted as reimbursement documentation. | Must be accompanied by proof of payment. |
⚠️Important: An invoice alone is not sufficient. You must also provide documentation showing that payment was completed.
What Documentation Is Not Accepted by Itself?
The following documents cannot be used alone as proof of purchase:
Payment app screenshots
Bank statements
Credit card statements
Invoices
Bills
Order confirmations without proof of payment
Additional documentation is required to verify that the purchase was completed and paid for.
What Documentation Is Never Accepted?
The following are not accepted for reimbursement:
Handwritten receipts
Non-itemized receipts
Photos of non-itemized receipts
Pictures or copies of checks
What if I Only Have a Handwritten Receipt?
Handwritten receipts are not accepted.
If a vendor provides a handwritten receipt, you can:
Request a printed receipt.
Ask the vendor to email a receipt.
Request an invoice along with proof of payment.
Consider vendors that provide itemized purchase documentation.
What if My Receipt Is Damaged or Unclear?
Receipts must be complete and easy to read.
If your receipt is faded, damaged, missing information, or difficult to read, contact the vendor to request a replacement copy.
Tips for Submitting Your Reimbursement Documentation
Before submitting your request:
Request an itemized receipt at the time of purchase.
Check that your receipt includes all required information.
Keep your receipts until reimbursement is approved.
Take clear photos of paper receipts.
Save digital receipts in an organized location.
Make sure all uploaded documents are readable.
Need Help?
If you are unsure whether your documentation meets the reimbursement requirements, please contact Odyssey Support before submitting your request.
Please let us know if you have any further questions or need additional assistance.
We're happy to help.