Reimbursement Request
If you have purchased items or paid for services on behalf of your Homeowners Association (HOA), you can submit a request for reimbursement. Follow the simple steps below to ensure your submission is processed smoothly and without delay.
Step 1: Complete Form
Download and complete the HOA Homeowner Reimbursement Form.
📝 Form Download Link: HOA Homeowner Reimbursement Form.
Please make sure to fill out all required fields:
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HOA Name, Homeowner Name, and Unit #
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Date of purchase or service
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Vendor name and location
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Purpose of Expense (a brief description of what was purchased and why)
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Amount and Total Amount
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Signature and Date at the bottom of the form
Step 2: Gather Required Receipts
Proof of payment is required for all reimbursement requests. Please ensure your attached receipts include the following details:
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Date of purchase
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Vendor name and location
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Itemized list of items/services purchased
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Method of payment (e.g., credit card end-digits, cash, check)
Note: Reimbursements cannot be processed without valid receipts meeting all the above requirements.
Step 3: Submit Your Request
Email your completed reimbursement form along with copies of your receipts to:
What Happens Next?
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Board Review & Approval: Once received, your request will be forwarded to your Board of Directors for review. Reimbursements are only issued upon Board approval.
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Payment Processing: After approval, reimbursement will be issued as a physical check sent to the mailing address on file for your account.
Payee Name: The check will be made payable directly to the legal homeowner name(s) registered on file.
Need help? If you have questions about a pending reimbursement request, please contact Accounts Payable at ap@virtualhoa.com or call us at 833-989-4HOA.