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Default Reimbursement Documentation

What documents are required when submitting a default reimbursement request with OneApp

To ensure a smooth and efficient reimbursement process, you'll be asked to upload certain documents when submitting a default reimbursement request. Required documents vary based on the reason for your reimbursement request, but may include: 

📁 Core Lease Documents

  • Original signed lease agreement
  • Any lease amendments that match the OneApp agreement

⚠️ Note: Renewals are not automatically covered.
To continue the OneApp lease support service for an existing resident who is renewing::

  1. Log into your OneApp dashboard
  2. Look up the resident, and select “Renew Resident”.
  3. The resident completes the renewal and pays a new OneApp fee equal to 50% of the new base rent.

🔄 Re-Leasing Documentation

  • Incoming lease agreement for the new resident (once the unit is re-rented)

💰 Financial Records

Provide a full accounting ledger showing all charges and payments received from:

  • Lease start → Move-out date 

OR

  • Lease start → Date property regained possession

The ledger must include:

  • Charges
  • Payments
  • Deposits
  • Credits
  • Fees
  • Adjustments

🧾 Income Verification

Submit the income documentation originally collected (pay stubs, bank statements, etc.).
Documents must show:

  • Resident’s name
  • Identifying details (e.g., DOB or address)
  • Pay stubs and W-2s must include:
    • Full Legal Name
    • Last 4 digits of SS#
    • Employer Name
    • Pay period start and end date (of pay stubs)
    • Gross Pay
    • Net Pay
    • Year-to-date totals

 

📘 For full details, go to our Income Verification Requirements.

🏚 Property Condition Documentation

Always include:

  • Move-in inspection report (if the unit condition at move-in is undocumented,  charges at move-out will not be verifiable)
    • Photos are optional
  • Move-out inspection report
    • Photos are required if damages are claimed.

If requesting reimbursement for damages, include:

  • Itemized invoices or receipts
  • Proof of amount paid or owed
  • In-house work must appear on the ledger

⚠️ Not Covered: Routine turnover costs, including, but not limited to, normal wear and tear expenses (e.g., painting, cleaning, carpet cleaning, and maintenance).

⚖️ Legal Documentation

To qualify for reimbursement, a clear timeline showing proper due diligence and compliance must first be established.

Submit:

  • Late rent notices, Pay-or-Quit, etc.
  • Notices corresponding to each month of unpaid rent (if applicable)
  • Complete eviction documentation (if applicable):
    • Initial notice (e.g., late notices)
    • Court filings
    • Summons/complaint
    • Judgment orders
    • Writ of possession
    • Any documents served to the resident

👍 Accepted Formats:

  • Scanned copies
  • Digital signatures
  • Court portal documentation (images or PDFs)

📘 For full details, go to Legal Document Requirements.

📄 Lease Violation Notices

Provide formal written notices that include:

  • Resident’s Name
  • Address
  • Date of occurrence
  • Details of the lease violation
  • Violation description
  • Date issued
  • Confirmation that the resident was notified

Examples include: unauthorized pet(s), unauthorized occupant(s), property damage, etc.

Once you've gathered your documents, you can submit your reimbursement request. Learn more about submitting a default reimbursement request.