FES-UA proof of payment: what families should check

Proof of payment is not the same as an itemized receipt

An itemized receipt explains what was purchased. Proof of payment explains that money left the parent or guardian account. A strong reimbursement packet often needs both, especially when the receipt does not show the payment method or paid-in-full status.

Accepted proof forms usually need the same core fields

Across paid receipts, card statements, PayPal records, cleared checks, and paid provider invoices, the handbook language stays consistent: the document should show the full transaction date, provider name, amount paid, and the payment method or funding source.

• Paid receipt with the transaction date, provider name, amount, and payment method details.
• Credit or debit statement with the matching provider, date, and amount.
• PayPal receipt with the funding source visible.
• Cleared check images with the payment date and provider information.
• Provider invoice that clearly shows paid in full and the payment method used.

What causes proof-of-payment problems

• The amount on the payment record does not match the amount on the receipt or invoice.
• The payment record shows a billing processor name, but the receipt shows a different provider name with no explanation.
• The document only shows an authorization or invoice total, not that the purchase was actually paid.
• Cash was used with a private seller who is not affiliated with a real company or institution.
• Installment purchases are submitted before the relevant payment was actually made.

Extra cases families run into

If the provider name on the proof of payment does not match the provider name on the receipt, Step Up may ask for a short explanation letter from the provider. If reward points, gift cards, or installment plans were used, the documentation should still make the cash value and paid amount clear.

For tuition-management systems or family accounts with multiple students, the reimbursement request should make it obvious which scholarship student and which transactions are being claimed.