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Acceptable Documentation for Reimbursements

Melba
Updated

This article is intended for parents and guardians who are approved, funded, and participating in a program that allows reimbursement requests.

Important: Submitting complete and accurate documentation helps ensure your reimbursement request can be reviewed and processed as quickly as possible.

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Required Reimbursement Documentation

To receive reimbursement, you must submit documentation that verifies:

  • What was purchased
  • When it was purchased
  • Who it was purchased from
  • How it was paid for
  • That payment was successfully completed

Important

Only one document can be uploaded per reimbursement request.

If you have multiple supporting documents (such as an invoice and proof of payment), you must combine them into a single PDF or image file before uploading.

What Makes a Receipt Acceptable?

Your receipt must include all of the following:

Requirement Description
Vendor Information The business, store, or service provider where the purchase was made.
Date of Transaction The date the purchase occurred. This must match the expense date entered in Odyssey.
Itemized List of Purchases Each item or service must be listed separately with individual prices.
Total Amount The total amount paid, including taxes and fees.
Method of Payment The payment method used (credit card, debit card, cash, etc.). Payments made solely with gift cards or rewards points are not eligible.
Proof of Payment Documentation showing the purchase was paid, such as "Paid," "Zero Balance," or payment details displayed on the receipt.

Payment App Documentation Requirements

If your receipt shows that payment was made using a payment app, such as Venmo, PayPal, Zelle, Cash App, or a similar service, you must also provide a screenshot of the completed payment transaction.

Your screenshot must include:

  • Payment status (completed/successful)
  • Date and time of the transaction
  • Payment method, if available
  • Transaction ID or confirmation number
  • Recipient/vendor information, if available

Examples:

Venmo

To locate your transaction details:
  1. Open the completed payment.
  2. Select More Information.
  3. Take a screenshot showing:
    • Payment method
    • Transaction date and time
    • Transaction ID
    • Recipient information

PayPal

To locate your transaction details:
  1. Open the completed transaction.
  2. Select View Details.
  3. Take a screenshot showing:
    Payment status
      • Date and time
      • Transaction ID
      • Recipient information

Cash App

To locate your transaction details:
  1, Open the Activity tab.
  2. Select the completed payment.
  3. Take a screenshot showing:
     • Payment status
     • Date and time
     • Transaction details
     •  Recipient information

Zelle

To locate your transaction details:
  1. Open the completed transaction within the app.
  2. Open the transaction details screen.
  3. Take a screenshot showing:
     • Date and time
     • Recipient information
     • Confirmation number or transaction ID

Important

Payment app screenshots alone are not accepted as proof of purchase. You must also provide a receipt or invoice that shows what was purchased.

Receipt vs. Invoice

Understanding the difference between a receipt and an invoice is important when submitting reimbursement documentation.

Receipt Invoice
Shows that payment was completed. Requests payment for goods or services.
Serves as proof of purchase. Does not prove payment was made.
Accepted as reimbursement documentation. Must be accompanied by proof of payment.

Important

• Invoices alone are not accepted because they do not verify that payment was made.

• Invoices may be accepted only when submitted together with proof of payment.

Documentation That Is Not Accepted

The following documents are not accepted by themselves as proof of purchase:

  • Payment app screenshots
  • Bank statements
  • Credit card statements
  • Invoices
  • Bills
  • Order confirmations without proof of payment

These documents may only be accepted when accompanied by documentation showing the purchase was completed and paid.

Documentation Never Accepted

The following documentation cannot be accepted under any circumstances:

  • Handwritten receipts
  • Non-itemized receipts
  • Photos of non-itemized receipts
  • Pictures or copies of checks

Why Aren't Payment App Screenshots Accepted by Themselves?

Payment apps only show that money was transferred.

They do not verify:

  • What was purchased
  • Which goods or services were received
  • Whether the transaction was educationally eligible
  • The itemized breakdown of purchases
  • Vendor-issued transaction details

For this reason, payment app screenshots must be submitted together with vendor documentation.

What If I Only Have a Handwritten Receipt?

Handwritten receipts are not accepted due to authenticity and verification requirements.

If you receive a handwritten receipt:

  • Request a printed receipt from the vendor
  • Ask for an emailed receipt
  • Request an invoice and proof of payment
  • Consider using vendors that provide itemized documentation

What If My Receipt Is Damaged or Unclear?

Receipts must be legible and complete.

If your receipt is:

  • Faded
  • Damaged
  • Missing information
  • Difficult to read

you may need to contact the vendor and request a replacement copy.

Tips for Successful Reimbursement Requests

✓ Request itemized receipts at the time of purchase.

✓ Review receipts immediately to ensure all required information is included.

✓ Keep receipts until reimbursement is approved.

✓ Take clear photos of paper receipts.

✓ Store digital receipts in an organized location.

✓ Verify that all uploaded documents are readable before submitting.

Need Additional Help?

If you are unsure whether your documentation meets reimbursement requirements, please contact Odyssey Support before submitting your reimbursement request.

Our team can help you determine whether your documentation includes the information needed for review.

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