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.
Quick Links
- Required Reimbursement Documentation
- What Makes a Receipt Acceptable?
- Word Processor and Document Editor Receipts and Invoices Requirements
- Payment App Documentation Requirements
- Receipt vs. Invoice
- Documentation That Is Not Accepted
- Damaged or Unclear Receipts
- Documentation Tips
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. |
Cash and Check Payments
Reimbursement requests paid by cash or check must be supported by documentation generated by the vendor's point-of-sale (POS) or invoicing system at the time of purchase. Acceptable documentation includes receipts or invoices that contain all of the following:
- Vendor name and contact information printed or populated by the system (not handwritten).
- Transaction date and time, automatically recorded by the POS system.
- Itemized description of goods or services purchased, including individual line-item amounts.
- Transaction or confirmation number assigned by the vendor's system.
- A total amount that matches the sum of itemized charges.
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.
Word Processor and Document Editor Receipts and Invoices Requirements
Odyssey acknowledges that there are many providers that are small businesses who may not utilize a POS system. These documents will be accepted but will require additional documentation to verify the transaction.
Receipts and invoices that appear to have been created using a word processor, document editor, or similar software — rather than generated automatically by a point-of-sale or invoicing system — require additional proof of payment, regardless of the payment method stated on the document.
When Does This Requirement Apply?
A document may be subject to this requirement if it lacks system-generated elements such as:
- Transaction IDs
- Terminal numbers
- Approval codes
- Automatic timestamps
Acceptable Additional Proof of Payment
To accompany a word processor or document editor receipt or invoice, you must submit one of the following:
Accepted Documentation |
Requirements |
|---|---|
| Bank or credit card statement |
Submit a statement from the financial account used to make the payment. The statement must show: • The name of the account holder • The vendor name or a reasonably identifiable variation of it • The transaction amount matching the receipt or invoice• The transaction date |
| Digital payment confirmation | A screenshot or confirmation record of a completed digital payment. Refer to the digital payment documentation guidelines within this policy for accepted formats and requirements. |
What Is Not Accepted as Additional Proof?
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
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:
VenmoTo locate your transaction details: |
PayPalTo locate your transaction details: |
Cash AppTo locate your transaction details: |
ZelleTo locate your transaction details: |
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.