Acceptable Documentation for Reimbursements – Odyssey

This article is intended for parents / guardians who are approved, funded, and participating in a program that accept reimbursements.

What documentation do I need to submit for reimbursement?

To receive reimbursement, you must submit a valid itemized receipt that meets all of our requirements. This ensures proper record-keeping and compliance with our reimbursement policies.

Parents can upload only one document per reimbursement. If you have multiple documents, such as an invoice plus proof of payment, they must be combined into a single document.

What makes a receipt acceptable for reimbursement?

Your receipt must include ALL of the following elements:

Vendor information: The receipt must come directly from the store, business, or seller where you made the purchase and include the business/vendor name.
Date of Transaction: The exact date when the transaction occurred and must match the expense date.
Itemized List of Purchases: Each item purchased must be listed separately with individual prices, not just the total amount.
Total amount: Total cost including tax, fees, and currency used.
Method of payment: How you paid (credit card, debit card, cash, etc.). The payment method cannot be rewards points or gift cards.
Proof of Payment: “Paid,” “Zero Balance,” or evidence of method (e.g., card type, last 4 digits, “Cash,” etc.). *Note: If receipt shows "paid with a payment app" (Venmo, Zelle, Paypal, Cash App, etc.) we require a screenshot of the payment as well.

What is the difference between a receipt and an invoice?

Receipt: Proof that payment was completed and items were received.
Invoice: A bill requesting payment (shows what you owe, not what you paid).

Important: We only accept receipts as proof of purchase. Invoices show you were billed but don't prove payment was made, so invoices can only be accepted when accompanied by a proof of payment.

What types of documentation are NOT accepted?

We cannot accept the following as proof of purchase alone:

Payment app screenshots (Venmo, Zelle, PayPal, Cash App, etc.)
Bank statements or credit card statements
Invoices or bills
Order confirmations without payment proof

An invoice can be accepted only if they are accompanied by a proof of payment. This can be in the form of a receipt, payment app screenshot, or bank / credit card statement.

We cannot accept the following as proof of purchase under any circumstances:

Handwritten receipts
Photos of non-itemized receipts
Pictures/ copies of checks

Why aren't payment app screenshots by themselves accepted?

While payment apps show that money was transferred, they are a form of payment rather than a document created by the vendor confirming a transaction between two parties. Odyssey cannot accept a proof of payment that is verified by only one party involved in the transaction.

Itemized breakdown of purchases
Vendor information
Date and method of original purchase
Verification that goods/services were actually received

What should I do if I only have a handwritten receipt?

Handwritten receipts are not accepted due to concerns about authenticity and accuracy. If you only received a handwritten receipt:

Ask the vendor for a printed receipt or invoice at the time of purchase
Request an emailed receipt if available
Consider using vendors that provide proper documentation

What if my receipt is damaged or unclear?

Your receipt must be legible and complete. If your receipt is:

Faded or damaged
Missing required information
Partially illegible

You may need to contact the vendor to request a duplicate receipt or additional documentation.\

Tips for Ensuring Proper Documentation

Ask for itemized receipts at the time of purchase
Check receipts immediately to ensure all required information is included
Store receipts safely until reimbursement is processed
Take clear photos of paper receipts
Keep digital receipts organized in a dedicated folder

Still have questions?

If you're unsure whether your documentation meets our requirements, please contact us before submitting your reimbursement request. We're happy to help ensure your submission includes all necessary information.