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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.
For more information on acceptable documentation for reimbursements, please refer to the FAQ article Acceptable Documentation for Reimbursements.
What this means: The document you submitted cannot be accepted as proof of purchase for reimbursement purposes.
Common examples:
How to fix it: Submit a complete, official receipt that shows the merchant name, purchase date, itemized products/services, and proof of payment.
What this means: Your receipt shows a $0.00 balance or indicates no payment was made.
Common examples:
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.
What this means: While you have a receipt, it doesn't clearly show that payment was actually completed.
Common examples:
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.
What this means: Your receipt doesn't specify what was actually purchased.
Common examples:
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").
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.
What this means: The digital file you uploaded cannot be opened or is too unclear to read.
Common examples:
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.
What this means: You selected the wrong expense category when submitting your request.
Common examples:
How to fix it: Review the program's expense categories carefully and resubmit with the appropriate category selected.
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.
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:
How to fix it: Double-check to ensure you're only requesting reimbursement for eligible amounts as shown on the receipt.
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.
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.
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:
How to fix it: Verify that all dates match exactly and fall within the eligible program period, then resubmit with correct information.
Review before submitting: Check all information for accuracy
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.