A receipt is necessary when a service or good has been paid for and the parent/guardian would like to be reimbursed.
An invoice is necessary when a service or good has not been paid for and the parent/guardian would like the service provider to be reimbursed.
The receipts or invoices that are uploaded in the claim process should contain the following information:
Receipts to be reimbursed to the parent/guardian:
- The name and address of the service provider
- Name and address of parent/guardian that purchased the service or good
- Where possible, the name of the child should always be included
- Description of allowable service (e.g., tutoring, music lessons, afterschool program)
- The date the service(s) occurred or will occur (Not more than 30 days in advance unless it is for a camp or curriculum (homeschool only))
- All service dates being claimed must not be more than 30 days in advance from claim submission. For services that go beyond 30 days, multiple submissions are required. See exceptions for day camp or homeschool curriculum below.
- Example: Dates of service may be included by listing specific dates (9/4, 9/11, 9/18, 9/25) or by listing the month, day, and time the service takes place (September, Wednesdays 5pm)
- The date the service was paid for
- The total amount paid
- Unit cost/cost per session for services and the total number of units (for example, 3 hours of tutoring at $20 per hour, total $60)
Invoices to be reimbursed to the service provider:
- The name and address of the provider
- Name and address of parent/guardian that purchased the service or good
- Where possible, the name of the child should always be included
- Description of allowable service (e.g., tutoring, music lessons, afterschool program)
- The date the service(s) occurred or will occur (Not more than 30 days in advance)
- All service dates being claimed must not be more than 30 days in advance from claim submission. For services that go beyond 30 days, multiple submissions are required. See exceptions for day camp or homeschool curriculum below.
- Example: Dates of service may be included by listing specific dates (9/4, 9/11, 9/18, 9/25) or by listing the month, day, and time the service takes place (September, Wednesdays 5pm)
- The date the service was paid for or invoiced
- The total amount paid or invoiced
- An indication that the invoice has been reviewed and approved by the parent/guardian
- Unit cost/cost per session for services (for example, tutoring $20 per hour, $100 per week, etc.) and total number of units (for example, 3 hours at $20 per hour, total $60)
Receipts/Invoices for Curriculum and/or Materials for homeschool only:
- The name and address of the provider
- Name and address of parent/guardian who purchased the curriculum and/or material
- Where possible, the name of the child should always be included
- Description of allowable curriculum and/or materials
- The name of the curriculum and/or materials (homeschool only)
- The date the curriculum and/or materials were purchased or invoiced (homeschool only)
- The date the service was paid for or invoiced
- The total amount paid or invoiced
- An indication that the invoice has been reviewed and approved by the parent/guardian (for pay-to-provider claims only)
Fees included on invoices must align with fee schedules found online or on file with Merit.
NOTE: Dates of service on the receipt/invoice may not be more than 30 days in advance. Exceptions: Parents seeking reimbursement for an eligible camp or homeschool curriculum that has been paid for by the parent.
*Claims lacking the above items will be rejected, and a new invoice must be submitted for review. Resubmitted invoices will undergo expedited review to minimize delays (parents must notify Merit that the claim has been resubmitted).