Parents purchase approved educational resources for Custom-built courses and Technology Allowance, pay tuition for 3rd Party Provider courses, and seek reimbursement for their purchases.
Key dates:
Purchase Window: April 1 – March 31
All receipts must be dated between April 1 and March 31 to be eligible for reimbursement.
Reimbursement Window: September 25 – April 30 (January 15 – April 30 for the mid-year program)
Request for Reimbursement forms are available in InfoCenter.
Instruction Window: August 1 – May 31 (January 1 – May 31 for the mid-year program)
Instruction (tutoring, lessons, classes, and field trips) must occur between August 1 and May 31 of the current school year to be eligible for reimbursement (between January 1 and May 31 for the mid-year program).
Instruction that occurs in April and May must be paid for by March 31 to be eligible for reimbursement.
Grades 9-12 Period 6 semester-based courses:
1st Semester instruction must occur during the 1st Semester (August – December).
1st Semester receipts can be dated April 1 - December 31.
2nd Semester instruction must occur during the 2nd Semester (January – May).
2nd Semester receipts can be dated April 1 - March 31.
Memberships or subscriptions (i.e. Crunch Labs, IXL, Kiwi Crates, Netflix, Audible, etc.) that allow students access to a service throughout the year may be purchased between April - March of the current program year. Instruction and classes (i.e. trips to museums, swim lessons, sports competitions) must take place between August - May of the current program year to be approved for reimbursement.
How to request reimbursement:
Stay active. Make sure your child is demonstrating active participation in the program.
All Weekly Learning Logs have been submitted.
The student’s grade in Homeroom is at least 80%.
Organize your receipts. Make sure they meet the receipt requirements (see below).
Use the optional Reimbursement Tracking Sheet to help.
Sign in to InfoCenter; click on Direct Orders & Reimbursement.
Create a Hyperwallet account (see Article 5.3A).
Fill out a Request for Reimbursement form.
Review the Withdrawal/Repayment Policy before submitting the form.
NOTE - We are unable to process requests totaling less than $1.01.
Instructional Slides: How to Submit a Request for Reimbursement
Receipt requirements:
All receipts must be dated between April 1 – March 31.
All receipts must be provided by the vendor and include the following details:
Date
Description of item(s) purchased
Price paid
Payment type
Vendor contact information (phone or email)
Note: As part of our reimbursement process, our team may contact a parent or vendor for additional proofs of payment, or to verify cash payments. This step ensures the accuracy and integrity of all transactions. In the event that the transaction can't be sufficiently verified, we may be unable to approve the reimbursement request.
Helpful tips for managing receipts:
When purchasing approved items, consider placing separate orders for each student and period so you don’t need to itemize receipts.
If a receipt includes items for multiple students and/or periods, indicate directly on the receipt the student name and period to which each item applies. Then upload the receipt to as many Requests for Reimbursement as it applies. See examples here.
If an item on a receipt is not for any student’s class, simply cross it out or write “n/a” next to it.
Each Request for Reimbursement form can accommodate up to 20 uploads. If you have over 20 receipts, put some in a multi-page PDF file. Doing so will allow you to submit as many receipts as needed.
Watch this two-minute video: How to Use the Snipping Tool to add multiple receipts into one document (Cmd+Shift+4 for Mac users).
Instructional Slides: How to Resubmit a Request for Reimbursement
If you still have questions, our team is always happy to help! Please submit a request to [email protected].