How do I submit an Invoice from a Qualifying Provider (pay a vendor)?

An invoice is an itemized document that records the items or services that have been or will be provided to a scholarship student.

• This is a document that is typically provided to a scholarship parent prior to payment.
• Invoices are required for using the DirectPay payment method in ClassWallet.

Click here to learn more about DirectPay. 

• You can include multiple invoices in one DirectPay transaction request, but they must be from the same provider (either physical or online). This can save you time and effort.
  • You may include up to 5 documents in one transaction.

Below are the required components that must be included on each invoice:

1. Scholarship Student’s Full Legal Name
   • The invoice must include the full, legal first and last name of the scholarship student.
     • The student's full legal name may be in an itemized line item OR at the top of the invoice. 
   • An invoice may only have the items or services related to the student named.
   • Each scholarship student will need their own invoice. 
2. Name of the Qualifying Provider
   • Provider that offered the services or materials.
3. Date(s) of Service
   • Dates when the educational service was provided or when the educational material was purchased.
4. Invoice Date
   • Date on which the invoice was created.
5. Itemized List of Scholarship Expenses
   • Provide a detailed description of each expense related to the educational service or material.
   • The invoice may not include any items or services that are not an approved expense.
     • If the item is prohibited, or if pre-approval was not obtained, the invoice will be denied in ClassWallet. 
6. Total Amount Due
   • Clearly state the total amount that is due for the educational services or materials provided. Taxes and fees are included.
7. Payment Due Date
   • Include the date by which the payment is due.

Example Invoice Template

While Qualifying Service Providers can use their own invoice templates, they must ensure it includes the components listed above. Here is an example of what an invoice might look like:

Ensure that all invoices submitted for Utah Fits All Scholarship expenditures include all required details. This helps in processing the payment efficiently and without delays.