Why Was My Reimbursement Request Denied?
Below are the most common reasons for denial of a reimbursement request and how to resolve them.
For participants in the UFA program, please also refer to the FAQ article UFA Purchasing Guidelines & Reimbursement Policy.
Receipt and Documentation Issues
For more information on acceptable documentation for reimbursements, please refer to the FAQ article Acceptable Documentation for Reimbursements.
Invalid Receipt
What this means: The document you submitted cannot be accepted as proof of purchase for reimbursement purposes.
Common examples:
- Screenshots of online shopping carts (without proof of payment)
- Email confirmations that don't show payment was completed
- Incomplete or partial receipts
- Documents that aren't actually receipts (like shipping notifications)
How to fix it: Submit a complete, official receipt that shows the merchant name, purchase date, itemized products/services, and proof of payment.
Invalid Receipt: Proof of Payment Reflecting Zero Balance
What this means: Your receipt shows a $0.00 balance or indicates no payment was made.
Common examples:
- Promotional discounts that covered the full cost
- Receipts from returns or exchanges showing zero net payment
How to fix it: 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 with your own money.
Invalid Receipt: Missing Proof of Payment Confirmation
What this means: While you have a receipt, it doesn't clearly show that payment was actually completed.
Common examples:
- Online order confirmations without payment confirmation
- Receipts that show "pending" or "processing" payment status
- Invoices or estimates rather than final paid receipts
How to fix it: Submit documentation that clearly shows payment was completed, such as a credit card statement excerpt, PayPal confirmation, or receipt marked "PAID." Users may submit an invoice so long as a proof of payment is also included.
Invalid Receipt: Document Missing Description of Product/Services
What this means: Your receipt doesn't specify what was actually purchased.
Common examples:
- Receipts showing only "Item #12345" without product names
- Generic line items like "Educational Materials" without specifics
- Receipts with only SKU numbers or codes
How to fix it: Submit a detailed receipt that lists the actual names/descriptions of products or services purchased (e.g., "Saxon Math 8/7 Textbook" rather than just "Book").
Invalid Receipt: Handwritten Receipt
What this means: Handwritten receipts are not acceptable documentation.
Why this happens: Handwritten receipts can be easily altered and don't provide the same verification as printed receipts from established businesses.
How to fix it: Obtain a printed receipt from the merchant. If purchasing from an individual or small vendor, ask for a typed and printed receipt, or consider making purchases from retailers that provide standard receipts.
Invalid Receipt: File is Corrupted or Unreadable
What this means: The digital file you uploaded cannot be opened or is too unclear to read.
Common examples:
- Extremely blurry photos of receipts
- Files that won't open due to corruption
- Images where text is too small or dark to read
- PDF files that are password-protected
How to fix it: Take a clear, well-lit photo of your receipt or scan it at high resolution. Ensure all text is readable before uploading.
Submission Process Issues
Incorrect Category: Correct Category or Subcategory Was Not Selected
What this means: You selected the wrong expense category when submitting your request.
Common examples:
- Selecting "Curriculum" for art supplies that should be under "School Supplies"
- Choosing "Extracurricular Activities" for a sport-related activity that should be categorized as "Physical Education"
- Miscategorizing tablets (e.g. iPads) as "Educational Supplies" instead of "Tablets"
How to fix it: Review the program's expense categories carefully and resubmit with the appropriate category selected.
One Receipt Per Reimbursement
What this means: You submitted multiple receipts in a single reimbursement request, but each receipt requires its own separate submission.
Example: Submitting receipts for both extracurricular fees and science supplies in one request.
How to fix it: Submit separate reimbursement requests for each receipt. If you have three receipts, you'll need to make three separate submissions.
Requested Amount Does Not Match Line Item or Total Amount on Receipt
What this means: The dollar amount you're requesting doesn't match what's shown on your receipt at either the line item level or total amount level.
Common examples:
- Requesting $50 when receipt shows $45
How to fix it: Double-check to ensure you're only requesting reimbursement for eligible amounts as shown on the receipt.
Eligibility and Program Rules
Ineligible Expense
What this means: The item or service you purchased is not covered under the UFA program's list of approved educational expenses.
How to fix it: Review the program's eligible expense list and only submit requests for approved items.
Purchase Occurred Outside Program Dates
What this means: You made the purchase before the allowable purchase window.
Example: Purchasing school supplies in December when the program period runs from July 1, 2025 to June 30, 2026.
How to fix it: Only submit receipts for purchases made during the official program dates. Check your program documentation for the exact eligible date range which may be different if you are a returning student.
Date of Purchase Doesn't Match Date of Receipt
What this means: There's a discrepancy between the purchase date you entered in your submission and the date shown on the receipt.
Common examples:
- Entering the wrong date when filling out the form
- Receipt date and purchase date being different (sometimes happens with online orders)
How to fix it: Verify that all dates match exactly and fall within the eligible program period, then resubmit with correct information.
Tips for Successful Reimbursement Requests
- Keep detailed records: Save all receipts immediately after purchase
- Take clear photos: Ensure receipts are fully visible and readable
- Check categories carefully: Review expense categories before submitting
- Verify dates: Confirm purchase dates fall within program periods
- One receipt, one request: Submit each receipt separately
- Double-check amounts: Ensure requested amounts match receipt totals
-
Review before submitting: Check all information for accuracy
Still Have Questions?
If you need clarification on any of these issues, contact the Odyssey support team for assistance. If you wish to appeal a denial for a reimbursement, please review this FAQ article.