Common Reasons Payment Requests Are Returned (Format Requirements)

Payment requests are most often returned when required formatting or documentation guidelines are not followed. To ensure timely processing, all submissions must follow the standard format outlined below. Requests that do not meet these requirements will be returned for correction.

All receipts must be itemized and uploaded as one complete PDF per receipt.
Do not upload multiple screenshots or partial images of a single receipt. Uploading a full PDF allows us to view the entire charge at once and verify all required details.

Each receipt must be entered on its own line in the payment request.

Example:

• Three separate receipts from Costco must be uploaded as three separate lines.

Combining multiple receipts into a single line will result in the request being returned.

If a receipt does not show proof of payment, an additional document (such as a bank or credit card statement) is required.

• The receipt and proof of payment must be uploaded on the same line.

• Do not upload the receipt and proof of payment as separate lines.

Example:

• If a DoorDash receipt does not show proof of payment, upload the DoorDash receipt and the corresponding bank statement together on the same line.

If you are requesting a partial reimbursement, this must be clearly specified in the Line Description or Summary Description field.

Do not place partial reimbursement explanations in Internal Comments.

Our processing team does not review internal messages to determine funding intent. If the partial amount is only explained in comments, the request may be delayed or returned for clarification.

To ensure smooth processing:

• Clearly state “Partial Reimbursement” in the Line Description

• Specify what portion is being reimbursed (e.g., “Partial reimbursement – food only” or “Partial reimbursement – 50% of total cost”)

• Make sure the reimbursement amount entered matches the description

Example:

If a receipt totals $200 but you are only reimbursing $120 for approved items, the line description should state:
“Partial reimbursement – approved supplies only ($120 of $200 total).”

Clear labeling allows our team to process your request quickly without needing to interpret comments or follow up for clarification.

Requests that do not clearly indicate partial reimbursement in the line or summary description may be returned for correction.