Reimbursement Best Practices
for Families
Receipts
Retailer Receipt Requirements:
(ex: Amazon/Walmart/Target/ Best Buy)
Receipt must have retailer's name, date of purchase
with the year, item purchased, proof of payment (if
applicable) and purchase price (including subtotal,
taxes, shipping, grand total, etc.).
Please Note: If you are not requesting all items listed
on a receipt or invoice, please highlight or make a
notation specifying the items you want reimbursed.
(
For instance, you can encircle or highlight the item for
which you need reimbursement..)
FTC/FES-EO & PEP pg.15, FES-UA
Handbook pg.15, New Worlds pg. 32
This receipt captures all the fields needed for
submission:
1. Retailer’s name
2. Date of purchase with the year
3. Item(s) purchased
4. Payment Method
5. Purchase price
a. including subtotal, taxes, shipping,
grand total
This Amazon receipt is a great example
of a purchase with many items, but the
parent is only requesting to be
reimbursed for one of items.
Tips for Submitting Reimbursements
This is an example of a receipt with multiple items, in which you are only requesting reimbursement for
one item. When submitting the receipt, you may “X” out the items which you are not requesting a
reimbursement for to make it easier for the processor to determine.
Tips for Submitting Reimbursements
This is an example of a receipt for a subscription which
contains all the necessary information as listed below:
1. Retailer’s name
2. Date of purchase with the year
3. Invoice Number
4. Subscription purchased
5. Purchase price
a. including subtotal, taxes, shipping, grand total
6. Proof of payment will also be required
(please see
proof of payment section on slides 9 -14)
Tips for Submitting Reimbursements
This is an example of a receipt for a subscription;
however, this receipt is missing information, therefore it
will be placed “On Hold.”
Missing Items:
1. Retailer name
2. Missing the item purchased (“subscription charges” not a
detailed explanation)
3. No purchase price including subtotals, taxes, shipping,
grand total, etc.
Although it states PayPal, we would need a PayPal invoice including the funding source.
Tips for Submitting Reimbursements
This receipt contains all the
necessary components to submit for
a successful reimbursement.
1. Retailer’s name
2. Date of purchase with the year
3. Item(s) purchased
4. Payment method
5. Purchase price, including subtotal,
taxes, shipping, grand total
Tips for Submitting Reimbursements
This is a sample of the same receipt
from the previous slide however it was
placed “On Hold” because it is missing
the retailer's name.
The retailer’s name must be on the
receipt
Tips for Submitting Reimbursements
Proof of Payment (POP)
FTC/FES-EO & PEP pg.14, FES-UA
Handbook pg.14, New Worlds pg. 31
Proof of Payment (POP) - Please provide a document that
includes any of the following: a copy of the credit card
receipt, a cleared check (front and back), a copy of the
entire money order made out to the provider, a receipt
from a mobile payment service such as CashApp, PayPal,
Zelle, or Venmo, an invoice displaying the funding source,
or a copy of the bank or credit card statement.
**New Worlds does not accept cash payment
transactions**
Proof of Payment Requirements
Both receipts are great examples
of Proof of Payment (POP).
They both include who was paid,
the date it was paid, and the
amount paid.
Receipt on the left: It can serve as
both a proof of purchase (POP) and a
receipt as it displays details such as
the payment method, purchased
items, the seller, shipping costs, and
the total amount paid.
Electronic Funding Transfer (EFT)
We can accept a receipt/invoice that
says ACH (electronic transfer) but, not
EFT (electronic funding transfer). If EFT
documentation is provided, we will
need an additional source of Proof of
Purchas (POP).
Proof of Payment Requirements
To make a cash payment to a provider,
you need to provide a signed and dated
letter from the provider on their letterhead.
The letter should include the name of the
provider, the first and last name of the
student, a description of the service (such
as tuition or registration), the full payment
dates (in the format mm/dd/yy), the
payment amounts, and the payment
method (such as cash).
Proof of Payment Requirements
Please Note:
A statement marked “PAID” or
showing a zero balance will not be
accepted as proof of payment.
Sports Lessons Invoice Requirements-
Please make sure that the invoice or receipt is printed on
the company's official letterhead.
It should include the full name of the student, which
should match the name provided in the scholarship
application.
The document must also contain a detailed description of
the item(s) being purchased (such as "registration", "hula
dance class", etc.), along with the date(s) of the service
and/or program, including the year (mm/dd/yyyy).
Please note: These instructors are not considered as part
of the elective requirements.
Proof of Payment Requirements
Provider Invoice Criteria - Invoice/receipt must
include the student's full name as shown on the
application, dates of service (including the month,
day and year), type of service rendered, provider's
full name, business address and license number,
and amount due.
Please Note: Cash payments to a provider require a
signed, dated letter from the provider on their
letterhead including the provider’s name, student’s
first and last name, description service (i.e., ABA
therapy, counseling , physical therapy etc.), full
payment dates (mm/dd/yy), amounts, and payment
method (i.e., cash.)
Proof of Payment Requirements
**This does not apply to New Worlds Scholarship
Account families.
Tutoring Invoice Requirements:
Student's full name, date(s) of service
(including the month, day, and year), hourly
rate and quantity of hours, type of service
rendered, provider's full name, business
address and license number, and amount
due.
Tutoring Reimbursement Requirements
FTC/FES-EO & PEP pg.16-18, FES-UA
Handbook pg.17, New Worlds pg. 33
Missing Information:
Based on the sample provided here, this invoice
for tutoring services would be placed “On Hold.” It
only has the tutor’s name and not the tutor’s
credentials. It also is missing the dates if service.
Tutoring Reimbursement Requirements
Full-Time Tutoring Instructor Credentials:
A valid and active Florida Department of
Education license
Tutoring Reimbursement Requirements
FTC/FES-EO & PEP pg.16-18, FES-UA
Handbook pg.17, New Worlds pg. 33
Part-Time Tutoring Instructor Credentials:
A College Degree in the subject area, Florida
Department of Education license number, or
Florida Teacher Certification Exam Score
Step II:
There are two options you may use to
search for the instructor’s
credentials.
1. Educator’s Name
2. License Number
Steps for Locating Instructor’s Credentials
Steps for Locating Instructor’s Credentials
Step III by Name:
Enter the instructor’s last name and
first name; the district field is
optional. Then press “search.”
Step III by License Number:
Enter the instructor’s license
number. The other fields are optional.
Then press “search.”
School invoice criteria:
The invoice must contain the following components:
The school name and school address, description of
the fee charged, the relevant school year for the
charges, the relevant date in mm/dd/yy format, the full
name of the student as it appears on the scholarship,
and documentation that lists all required fees for
enrollment including the annual tuition (please note
this is often referred to as the Annual Tuition & Fees
Schedule).
Before this submission would be complete, you will
need to submit a Proof of Purchase (POP) and Tuition
and Fee Schedule.
If a FACTS statement is provided, please ensure that the
FACTS letterhead and/or website is shown.
School Invoice Criteria
FTC/FES-EO pg. 19, FES-UA Handbook
pg.20-21
School Invoice Criteria
Please note:
A common mistake we often see on school invoices is
the absence of the school address. Please ensure that
all critical components are included before submitting
your reimbursement request.
School Invoice Criteria
School Uniform Policy- A copy of the school's
Uniform Policy that shows all mandatory items
for attendance.
Please Note: Accessories such as belts, ties,
socks, shoes, hairbows, hats, etc. are not
approved. The reimbursement will be denied
and/or, the requested amount will be adjusted to
reflect the amount without these items.
School Uniform Policy
School Uniform Policy- When
submitting proof of purchase for
uniforms, it is imperative you submit all
pages that pertain to the school uniform
policy.
School Uniform Policy
School Uniform Policy
This is an example of a receipt for uniforms which
contains all the necessary information as listed below:
1. Purchase Date
2. Item purchased
3. Proof of purchase (POP)
4. Retailer’s name
5. Purchase price
a. including subtotal, taxes, shipping (if applicable),
grand total
We need to be able to see that the instructor has
experience in the subject they are providing services
for. We can accept:
- a valid or expired Florida educator’s certificate
- documentation showing at least 3 years of experience in
the relevant subject (for example: a resume or LinkedIn
account)
- currently enrolled or have a degree from a postsecondary
educational institution in the relevant subject
or
- a certification/national accreditation in the relevant
subject.
Note: This does not apply to sports
Elective Criteria
Elective Provider criteria-
Sample of Elective
Documentation
Example of a good receipt:
1. Student’s name
2. Purchase date
3. Class name
4. Dates of classes
5. Proof of Purchase
6. Organization name
7. Retailer’s name
8. Teacher’s name
9. Grand total ,taxes, fees, ect
Elective Criteria
Sample of Elective
Documentation
An Educational Benefits Form must be completed and
submitted with the reimbursement request for:
▪ Museum Admission
▪ Aquarium/Zoo Admission
▪ Programs or Events at Museums/Zoos/Aquariums
▪ Museum or Library Memberships
▪ Aquarium/Zoo Memberships
▪ Ticketed Events (including plays, musicals, or
orchestral performances)
▪ Admission to Cultural Programming Events or
Facilities
▪ Admission to a Florida theme park*
▪ School Field Trips fees paid to an Eligible Private
School or eligible Home Education Program
▪ Elective Courses and/or Elective Supplies
Elective Criteria
Educational Benefit Form Explained-
Please ensure all necessary questions are
thoroughly answered and a detailed description
is given for the educational benefit of that item,
lesson, field trip. (Located in Purchasing Guide)
Elective Criteria
Example of Teacher Certification
requested for elective classes
Diploma
Resume
Elective Criteria
Full-time Tutoring Agreement
Full Time Tutoring Agreement Explained-
Requirements for approved Private Full-Time Tutors include:
The tutor must hold a current, valid Florida teaching certificate for the subject
or grade level in which they will tutor
For grades K-3, full-time tutoring is considered 720 hours per school year
For grades 4-12, full-time tutoring is considered 900 hours (equivalent to
180 teaching days)
A tutor seeking to provide services must certify compliance with relevant
statutes, including attendance requirements, and file annually a W9 form with
the appropriate Scholarship Funding Organization prior to the receipt of
education savings account funds (ESA), and then annually thereafter. The
FLDOE may institute a standardized compliance form.
Students in grades K-3 receiving 720 or more of tutoring hours or students in
grades 4-12 receiving 900 hours or more are required to submit a Full-time
tutoring agreement per Florida Statute S.1002.43 FTC/FES-EO/ PEP/UA
(Located in Purchasing Guide)
We cannot reimburse multiple providers
on the same reimbursement. Please
indicate which provider you would like
reimbursed for this reimbursement, and
please resubmit a new reimbursement
for each additional provider you would
like to be reimbursed for services.
Multiple Providers
Multiple providers on invoices –
Vision Reimbursement Request-
We accept the following types of documentation for vision reimbursements. Please note
that warranties or maintenance agreements for eyeglasses are not eligible expenses, and
the reimbursement will be adjusted accordingly to exclude the cost of such warranties or
agreements.
Vision Reimbursement
Acceptable Reimbursement Dates- For reimbursement, purchases must be made between July 1 and June 31 of
the school year. The deadline for submission is August 31st of the same school year.
Elective & Sports Uniforms- are not an approved expense (examples: Sports Jersey, Cleats, Chorus Uniforms, etc.)
UA pg 36-37/ New Worlds not an approved category /FTC-FES-EO pg 29
School Uniform Accessories and PE Uniforms- Belts, ties, socks, shoes, hair accessories, hats, and similar items are
not allowed and will result in denial.
30 days On Hold– You have 30 days from the day a reimbursement is put on hold to provide the required
documentation. Failure to do so will result in denial of the reimbursement, requiring you to resubmit the request.UA
pg 14/ New Worlds pg /FTC-FES-EO pg 14
Hand-Written Alterations to Invoices– We cannot accept any handwritten corrections on invoices or receipts. If we
receive any such documents, they will be placed on hold until we receive additional documentation.UA pg 14/ New
Worlds pg /FTC-FES-EO pg 14
Reimbursement Callouts
Students Name- any invoice/ receipt that requires the students name please make sure that it is spelled exactly as
listed on the scholarship for example if the scholarship just lists first name & last name only or first name middle
name and last name or first name middle initial last name or shows Jr III ect.
Game Consoles- Customers must provide proof of owning educational games or purchase an educational game to
qualify for the purchase.UA purchasing guide
Theme Park Admission- Please note that only student admissions are permitted. Any invoices received with
additional costs will be adjusted to reflect the amount for just the student. The student must be of appropriate age
and the admission must be to a Florida theme park. Tickets or admissions must be purchased directly from the
venue, and secondary market or resale tickets are not approved. The price cap for a ticket cost is $299 plus tax, once
per school year. An educational benefit form is required for this purchase. Please note that annual passes are not
approved.UA purchasing guide
Reimbursement Callouts
