Reimburs$ments

Home | Guidelines | Ordering | Reimbursements

Reimbursement Process

Step 1: Vendor name-Write the name of the vendor/vendors that purchases/services were rendered from. You may enter more than one Vendor into the field.

Step 2: Choose the name of the WWSLP instructor you have been assigned to.

Step 3: Type in Parent Name.

Step 4: Add Items: Please read your fields closely when adding Items.

A. Each Title must be added separately. Your WWSLP instructor will cross reference your request with your WWSLP to make sure that your purchase corresponds to your WWSLP as a resource for the applicable Subject area.

B. Be sure to check whether the item/book is consumable or non-consumable. All non-consumable items must be bar-coded by our EHRC Librarian.
Consumable items consist of workbooks, paint, pens etc. In the case of general school/art supplies, most of these are consumable, therefore do not need to be listed separately. Non-consumable school supplies like binders, pencil boxes etc. are NOT reimbursable. Workbook are consumable and titles must be listed separately.
Non-consumable items consist of textbooks, calculators, educational games, etc. Anything that can be re-used by another student. These items are the property of the Edmond's School District. If you need to continue use of a particular item for your student, the following year you may renew it if it is in the WWSLP of that student. You may not hold an item for a student if it is not in his or her WWSLP.
Remember, even though you purchased the item with your student's curriculum funds, you actually purchased it for Edmonds Homeschool Resource Center.

C. Cost: Put in the cost of the item pre-tax. You may add separate line items for the tax on each receipt. If you have a receipt with only supplies on it, you can submit the total of that receipt including the tax.

D. Subject: Choose the most appropriate subject area.

E. Account Code: It is very important that you chose all of the correct code options on your request. They are as follows:
General supplies-paper, pens, paint etc.
Instructional Materials-books, manipulatives, educational games
Software-educational only. Not operating system oriented.
Admissions Fees/Tickets-museums, plays, event admission. Edmonds HRC will pay for one adult admission per family. You may also reimburse for the transportation cost, for a field trip as long as it is curricular in nature and a fee comparable to that of a traditional school field trip.
Note: Occasionally we add other codes. Please use them if they apply to your purchase.

F. Student: Choose the applicable student. If your item is for more that one of your students, choose "all".

Step 5: Click the “"add/complete request"” button when you are ready to submit.

What to do after you have typed in your request

Your reimbursement or order request will electronically go to your WSLP instructor. Bring all non-consumable items to the Library for bar coding. In a day or so they will review your request and either approve or ask for more information, item barcode, etc. You can continue to check the status of your request. Once your request is approved, print it and in the case of a reimbursement, attach all original receipts and a copy of the originals, and bring your requests into the office and place it in the on-line reimbursement box. Remember, this process can take a few days, so please submit all requests to your WSLP instructor at least a week before any of the deadlines mentioned below.

Your Receipts

When shopping for students, please pay for items on a separate transaction, as this will make the receipt reconciling process much quicker. All receipts must be originals; there will be no exceptions. We must have a proper receipt for all purchases. If your purchase is made with your credit card, we must have the receipt that has the items on it. This is an auditing requirement.

Do not itemize consumeable supplies on your request. Simply type "supplies" in the field, put the total amount for the consumeable supplies, and select the "all" option in the student name area. You do not have to break up your receipt so that it is reflected under several of your student's names.

Editing Requests

If there is a need for any corrections, I will call you so you can make corrections and re-submit.

When will you be paid?

Reimbursements are paid every two weeks. When you notice on your family budget page that your reimbursement has been completed, it takes another 5 days to mail the checks.