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::
- Log into your OneApp dashboard
- Look up the resident, and select “Renew Resident”.
- 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
⚠️ Important: An official full accounting ledger (also referred to as a tenant or rental ledger) should be generated from a recognized property management, accounting, or bookkeeping system. The ledger must include a complete, itemized and dated history of all charges, payments, credits, and balances for the relevant period.
Documents created manually (e.g., Word documents or spreadsheets) will not be accepted unless they are system-generated exports that clearly reflect all transactional records. The ledger must be sufficiently detailed to verify the accuracy and completeness of the account, informal summaries lacking necessary information cannot be accepted.
🧾 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.