Policies Related to Use of Funds
Excerpts from Parent Link:
Different Ways to Use Funds | Reimbursement Overview | Commonly Approved for Reimbursement |Items That Will Never Be Reimbursed | Reimbursement for Supplemental Programs
Marketplace Purchases
OpenEd's marketplace offers a wide range of resources from the curriculum providers that you know and love.
Every listing in the marketplace is individually priced, letting you mix and match to build a curriculum that's just right for your student. As long as what you're purchasing supports a subject on your student's education plan, you're good to go.
Orders are funded directly from your OpenEd wallet, meaning that you don't have to wait to be reimbursed. On the checkout screen, you'll be able to see exactly how many funds you have remaining – along with how much your purchase will deduct.
Orders Through OpenEd
To supplement your student's education, you can place orders for materials through Amazon or Rainbow Resource.
The cost of your orders will be taken from your OpenEd wallet, and your items will be shipped directly to your home.
Reimbursement
OpenEd will reimburse you for approved educational expenses that are related to your student's education plan.
To submit for reimbursement, go to the Reimbursements menu option in OpenEd's platform.
After you upload your receipts, you'll be asked to fill out a few details about your item, including:
What the item is
The amount
The date of purchase
The vendor
Which subject on your student's education plan the item relates to
Which student's wallet the funds will be deducted from
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)
Please note: As part of our reimbursement process, our team may contact a parent or vendor to request additional proof of payment or to verify details—especially for cash transactions. This step helps ensure the accuracy and integrity of all reimbursements. If we’re unable to sufficiently verify a transaction, the request may not be approved.
To help avoid delays or denials: We strongly discourage cash payments. If paying with cash is the only available option, please ensure that the receipt includes all necessary details—such as the vendor’s contact information, date, itemized list of purchases, and payment confirmation. OpenEd may require additional verification to process these requests.
Note: All reimbursements are subject to review based on your state’s guidelines and the details of your student’s education plan. When in doubt, contact our team for clarification. Note that we will be unable to verify approval until we see your student’s education plan.
Commonly approved expenses that align with most educational plans:
Curriculum & Learning Materials
Secular curriculum (e.g., math, reading, science, history)
Educational workbooks, textbooks, and unit studies
General Educational Supplies
Basic school supplies (e.g., pencils, paper, binders, dry-erase boards)
Small organizers (not furniture), desks, or whiteboards used for student learning spaces
Printer ink and paper for assignments and curriculum
Manipulatives (e.g., math cubes, letter tiles, flash cards)
Classroom tools like timers
Classes & Instructional Support
Supplemental classes or tutoring (e.g., Outschool, co-ops, microschools)
Online learning services or in-person part-time instruction (non-religious)
Instructional DVDs, audiobooks, and streaming subscriptions
Technology for Learning
Laptops, monitors, and accessories used for schoolwork
Educational software and coding programs
Drawing tablets, 3D printers, and related supplies
Enrichment Subjects
Art supplies, design software (e.g., Canva, Adobe Creative Cloud)
Music equipment and instruments (e.g., keyboards, microphones, amps)
Foreign language curriculum and tools (e.g., Rosetta Stone, Kindle for language)
Science & Hands-On Learning
Science kits, lab materials, and curriculum (e.g., SuperCharged Science, CrunchLabs)
STEM toys, LEGOs, Magnatiles, and engineering kits
Physical Education
Sports equipment (e.g., balls, agility ladders, golf clubs)
Fitness gear for student use (e.g., jump ropes, balance balls)
Educational Experiences
Museum and science center memberships (student-focused)
Admission to educational events or field trips with clear academic value
General Providers & Subscriptions
Programs like Outschool, Miacademy, Teaching Textbooks, IXL
Subscriptions that offer educational value (e.g., Audible, Curiosity Stream)
Reimbursement guidelines for supplemental programs and classes
OpenEd may reimburse for:
1. Non-Accredited Supplemental Programs Covering Multiple Subjects
This includes programs like micro-schools and co-ops that provide instruction in multiple subjects but are not accredited.
2. Supplemental Classes (Not Full-Time Tuition) at Accredited Programs
This includes individual classes taken through accredited private programs, universities, or other accredited educational institutions.
Please keep in mind that a receipt must include the following:
Date of transaction
Description of each class or service purchased
Price paid for each item
Payment method (e.g., Visa, check, etc.)
Vendor contact information (phone number or email address)
OpenEd will not reimburse for:
Full-time accredited private schools
Publicly-funded charter schools
Items that will never be reimbursed
Unrelated or Personal Use Items
Anything not clearly tied to the student’s approved education plan
General household items (e.g., furniture, rent, utilities, cleaning supplies)
Essential living expenses (e.g., clothing, food, transportation, fuel, and utility bills—excluding internet, which is not considered a utility)
Gift cards or pre-paid debit cards
Amusement park tickets, theme parks, or general entertainment
Fishing poles or similar recreational equipment
Playground equipment
Payment to a family member for services
Non-Educational or Non-Student Services
Parent-focused training or classes
Home gym machines or fitness equipment for general family use
General Eligibility Restrictions
Instruction or classes in June or July (outside the academic year)
Religious curriculum (not applicable or available in some states), learning, or resources (even if "Religion" is included on your student's education plan)
Items not tied to your student’s education plan
Animal purchases or related supplies
School tuition that replaces full-time traditional school enrollment
Weapons and ammo
Technology and Devices
Cell phones, smart watches, or cellular service plans
Gaming systems
Watches
Travel
Travel-related expenses
Family vacations or personal travel
Lodging, airfare, mileage, or meals
Repayment Policy for Early Withdrawal or Lack of Participation
I acknowledge my student will remain enrolled full-time as a home-based, distance education student with OpenEd's Partner School for the entire school year and will not simultaneously enroll in another public school unless explicitly approved.
If my student withdraws before the school year ends or does not actively participate in the approved educational plan—including required testing or opt-out procedures—I agree to repay the prorated cost of all curriculum, kits, software, devices, equipment, and technology received from OpenEd or reimbursed through the program. Repayment is calculated based on the total cost of resources multiplied by the percentage of the school year remaining at the time of withdrawal.
Technology Device Policy
Computers, Chromebooks, or tablets purchased new remain school property for three years. If my student withdraws after year one or two, I will repay its depreciated value.
Processes for Repayment
Within five days of withdrawal, families will receive an invoice with a direct link for prompt payment. This invoice will include an itemized statement of all wallet deductions within the current program year and any qualifying technology device deductions incurred within the last three years. Payment is due within 15 days of the date the invoice is issued.
Ramifications for Non-Payment
Failure to repay funds owed due to early withdrawal, non-participation, or violation of OpenEd’s participation policies may result in the following consequences:
Ineligibility for Future Enrollment: Families with outstanding repayment balances will not be permitted to re-enroll with OpenEd until the full amount owed is repaid.
Wallet Deduction for Rejoining Families: If a family with an unpaid balance attempts to rejoin OpenEd, any new program funding (wallet allocation) will be automatically reduced by the amount due, and that amount will be applied toward the outstanding balance before any other purchases or reimbursements are approved.
Follow-up and Recovery: OpenEd will follow up directly with families regarding repayment and reserves the right to initiate repayment recovery through the original payment method, including but not limited to initiating an ACH debit for the amount owed, where legally permissible.
Withholding of Student Records or Access: OpenEd may restrict access to student portals, transcripts, or other program-related materials until the repayment obligation is fulfilled.
We encourage families to reach out to our support team if they believe an error has occurred or need assistance arranging repayment.