> ## Documentation Index
> Fetch the complete documentation index at: https://docs.witt-play.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Host reimbursements: recover costs from players

> How to set a per-player cost for communal expenses, why the social gathering certification is required, and how players pay and hosts confirm receipts.

Witt & Play reimbursements let you recoup shared costs — court rental fees, equipment, or a space reservation — from each approved player. The system is not a ticket or a payment processor: money moves outside the platform via Venmo or Cash App, and Witt & Play tracks the status so both sides have a record.

<Warning>
  Reimbursements are for **communal cost recovery only**. Cash prizes, entry fees that pay out winnings, or any pay-to-play arrangement violate the platform rules. You must check the social gathering certification when setting any cost — hosting a game with cash prizes can result in your account being restricted.
</Warning>

***

## Setting a cost when creating a game

In the game creation form, the **Reimbursement per player (\$)** field appears next to **Max players**. Enter the dollar amount each approved player should send you. Leave it at `0` (the default) if the game is free.

You must also check the **Social gathering certification** checkbox — *"I certify this is a social gathering. Fees are for reimbursement of communal costs and not for cash prizes."* This checkbox is required to submit the form any time a cost is set, and is always required regardless of the amount.

You can update the cost later using the **Edit** button on the game detail page.

***

## Adding your payment handles

Players can only open your Venmo or Cash App directly if you have added your handles in **Settings**. Without them, the reimbursement dialog tells players: *"The host hasn't added a Venmo or Cash App handle yet."*

To add your handles:

1. Go to **Settings**.
2. Enter your Venmo username (without the `@`) and/or your Cash App `$cashtag` (without the `$`).
3. Save. Your handles are only shown to approved players in your games — they are never publicly visible.

***

## How players pay (ReimbursementCard)

When an approved player opens a game with a non-zero cost, a **Reimbursement** card appears on the game detail page. The card shows the amount due and the host's name.

The card has two actions:

<Steps>
  <Step title="Open the payment app">
    Click the **Reimburse** button to open a dialog. If you have Venmo or Cash App handles configured, deep-link buttons appear for each:

    * **Open Venmo · @{handle}** — opens the Venmo app (or website) with the amount and a "WittPlay reimbursement for \[host name]" note pre-filled.
    * **Open Cash App · \${handle}** — opens the Cash App with the amount pre-filled.

    On mobile, these links open the native app directly if it is installed.
  </Step>

  <Step title="Mark as sent">
    After completing the payment outside Witt & Play, click **Mark as sent**. This creates a reimbursement record with status `sent` and notifies the host to confirm receipt. The button toggles to **Marked as sent** and turns green.

    If you marked it sent by mistake, clicking it again removes the record (as long as the host has not confirmed yet).
  </Step>
</Steps>

Once the host confirms receipt, the card updates to **Payment confirmed** and shows a green "The host confirmed receipt. This payment is recorded." message. The button is disabled — a confirmed payment cannot be changed.

***

## How hosts track payments (HostReimbursementsPanel)

On the game detail page, a **Player reimbursements** card appears for you as the host when any cost is set. It shows a row for every player who has marked a payment as sent, with:

* The player's name
* The amount they sent
* Status: "Marked sent" or "Confirmed"

Click **Confirm receipt** once you have received the money outside the platform. The row updates to a green **Paid** badge and the player sees the confirmed state on their end in real time.

You can also track payments in bulk from the [Host Console](/hosting/host-console) **Payments** tab, which shows pending confirmations across all your games in one view.

***

## Payment status reference

| Status        | Meaning                                                      |
| ------------- | ------------------------------------------------------------ |
| *(no record)* | Player has not interacted with the reimbursement card yet    |
| `sent`        | Player clicked **Mark as sent** — awaiting host confirmation |
| `paid`        | Host clicked **Confirm receipt** — payment is fully recorded |