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 of person 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)
- 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 of person that purchased the service or good
- Where possible, the name of the child should always be included
- Description of allowable curriculum and/or materials
- The date the service(s) occurred or will occur (Not more than 30 days in advance)
- 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 of person 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. The only exception is parents seeking reimbursement for a camp that has been paid for by the parent.