In preparation for the 2026–27 school year Odyssey has published an updated Purchasing & Reimbursement Policy and Acceptable Documentation for Reimbursements guide. While many of the core rules remain the same, there are several important changes and clarifications that families should be aware of before making purchases this year:
1. Faster reimbursement processing
Odyssey will process reimbursement requests within 10 business days of receiving a complete submission.
2. Expanded proof of payment requirements
The updated policy provides more specific guidance about what documentation is required with every reimbursement request. Families should expect to submit:
an itemized receipt showing exactly what was purchased;
proof that payment was completed (not just an invoice or order confirmation); and
documentation identifying the payment method used.
If you pay a vendor using a payment app (such as Venmo, PayPal, Zelle, or Cash App), you must submit both the vendor's itemized receipt or invoice and a screenshot of the completed transaction (this includes the transaction ID and payment method).
3. New requirements for cash and check payments
Families requesting reimbursement for purchases paid by cash or check must obtain a receipt or invoice generated through the vendor's point-of-sale system. The document must include:
the vendor's name and contact information;
the transaction date and time;
an itemized list of goods or services;
a system-generated transaction or confirmation number; and
the total amount paid.
Self-prepared invoices will not be accepted for cash or check purchases moving forward.
4. New requirements for manually created receipts and invoices
Odyssey recognizes that some providers, particularly small businesses, may use Word, PDF, or other document editors instead of a point-of-sale system. These receipts and invoices may still be accepted, but families must now provide additional proof of payment, such as:
a bank or credit card statement showing the transaction and vendor; or
documentation of a completed digital payment.
A second copy of the invoice, a letter from the vendor confirming payment, or a photo of an uncleared check will not satisfy this requirement.
5. New review standards for higher-cost purchases
Reimbursement requests for goods over $1,000 will receive additional scrutiny. Reimbursements will be honored for items and services comparable to those available in the Odyssey Marketplace, provided the cost does not exceed the Marketplace price by more than 10%. For example, if a sewing machine is listed in the Marketplace at $500, a comparable sewing machine priced up to $550 would be reimbursable — but a $2,000 sewing machine would not qualify under this policy.
These updated policies were designed to make expectations around award spending as clear as possible. Families who use the Marketplace whenever possible and keep detailed, itemized receipts with proof of payment should have the smoothest experience spending their funds this year.
As always, if you're unsure whether a purchase will qualify, it's safest to review the policy first or use the Odyssey Marketplace whenever an equivalent product or service is available.