Reimbursement Reminders

Here are a few tips to ensure smooth processing of your reimbursements:

• Do not include sales tax.
• Make sure the receipt shows "amount paid" (also preferred to have method of payment) rather than just an order total.
• For Amazon receipts, turn in the "final details" version once items have shipped. Now that their receipts have changed, you might need to submit the "delivered" version if it doesn't show the charges at the bottom.
• Payment verification is very important - you may combine multiple documents if needed such as a screenshot of a bank or credit card statement to show the date and amount charged if the receipt from the vendor doesn't clearly show this.
• For any classes/lessons/tutoring, be sure to include the date range, day of week, and time of lessons. Pre-approval form
• For internet reimbursements, turn in your monthly bills to show the charges for internet service. No additional confirmation of payment is needed.
  
• We recommend turning in reimbursements regularly rather than waiting until the deadline so you don't get caught in the rush or miss the submission deadline.

January 31 is an important deadline because all receipts from July 1-Dec 31 need to be turned in for reimbursement by 4:30pm. Our business office is not able to process reimbursements for July-Dec receipts that are turned in after this semester deadline. We recommend submitting early to beat the rush and to ensure that you don't miss the deadline.

This deadline applies to internet bills as well, so be sure to get those turned in also. Reference the billing/invoice date at the top rather than the due date to make sure you turn in your December bill also. Let us know if you need us to check our internet log to see which bills you have already turned in this year.

Families have several different options for how to submit their reimbursements for processing.

1. Drop off at office (Note: Since the deadline is on a Saturday this year, please plan to drop off your reimbursements by Fri, Jan 30 if you want to use this method.)
2. Mail to office
3. Email form & receipts to admin & advisory teacher

Sometimes old forms have a tendency to resurface, but we update them regularly to ensure clarity for processing, so please make sure you are using the most current form. (revision date on bottom right corner is 10/22 - you may choose portrait or landscape)

If you need more reimbursement forms, you can stop by our office to pick them up, or here are fillable digital versions.

• Reimbursement Form (portrait)
• Reimbursement Form (landscape)
• Reimbursement Instructions
• Family Accounts Information

Progress reports must be up-to-date with grades, progress summaries, and work samples in order for us to be able to process reimbursements. This is a great time to check to make sure your Q1 and Q2 reports have already been submitted in Brightways. That will ensure timely processing of your reimbursement without it being put on hold. Thanks!