Expense Report Meeting. Empowerment Scholarship Account (ESA) Program

Transcription

1 Expense Report Meeting Empowerment Scholarship Account (ESA) Program

2 What is an Expense Report? An expense report is a form that parents fill out to show how ESA funds are being spent (accountability). In order for a parent to receive their next quarterly funding, he or she must submit an expense report 4 times a school year. ESA staff are also held accountable for how parents spend ESA funds.

3 Funding Calendar Quarter Expense Report Due Dates 1 Sunday, September 3 p.m. 2 Sunday, December 3 p.m. 3 Sunday, March 3 p.m. 4 Monday, June 3 p.m. Disbursement Dates October 15-October 30 January 15-January 30 April 15-April 30 July 15-July 30 Yes, expense reports are due on a Sunday. Please do not wait until the last few days and especially the last day!!

4 What do I need to include in an Expense Report? An expense report must include ALL of the following: Expense Report & Verification Form There are 2 forms this year: Form 1 Private school only (meaning ESA funds pay for Private School Tuition, Private School Fees, & Private School Required Textbooks) Form 2 Home schooling (tutors, therapists, curriculum, etc.) OR for private school students who also utilize therapies, tutors, etc.

5 What do I need to include in an Expense Report? An expense report must also include: Paid Invoice from the private school, tutors, therapists, paraprofessionals, curriculum vendors, etc. Receipts from stores many stores do not provide invoices (e.g., Barnes & Noble, Lakeshore Learning, etc.)

6 What is an Invoice? An invoice is a complete account statement that shows how funds were spent.

7 Sample invoice for tutors, therapists, or paraprofessionals

8 Expense Report MUST include: Expense Report & Verification Form Paid Invoices and Receipts We no longer need your ESA bank statements Do not submit additional documents such as checklists, student records, copy of your ESA bank card, etc.

9 Card Holder s Name ONLY How to fill out your expense report Name of the Private School Not Online School Amount Paid with ESA card Not Total amount of tuition Not amount paid with ESA and out of pocket FEES; such as Registration Lab Technology Required Books by the school Not bought at Barnes and Nobles or Amazon

10 Name of Therapist Name of Tutor Total amount for the quarter If paying a Facility and the therapist directly, please write the name of facility OR If paying the therapist using PayPal, please use the name of the PayPal account Name of Paraprofessional or Aide Total amount for the quarter

11 Curriculum Name AND Vendor (where it was bought) Total Amount spent at Vendor Name of Online School OR Online Program

12 Where is the account opened? Entity used to transfer the money

13 Fees associated with the university Place of where equipment was rented and type of equipment Name of museum (currently ESA only approves Science Museum or Art Museum)

14 Signature of Card Holder ONLY Name of student not signature

15 Where do I submit my Expense Report? [email protected] Upload online (ESA website) Mail or drop off: Arizona Department of Education Attn: ESA 1535 W. Jefferson St. Bin 41 Phoenix, AZ 85007

16 Will I get a confirmation? If you YES If you upload online: YES automated from the upload system (if you do not receive an automated message, that means your report did not go through.) Mail: No -- you will have to call us Drop off: Yes

17 Incorrect Expense Report OR Missing Documents Incomplete expense reports will not be accepted An ESA staff member OR your Program Specialist will reach out to you via with EXACTLY what needs to be corrected or what documentation is missing You will be given a deadline to submit before your report is considered LATE

18 What happens if there is a disallowed expense? If the expense (item) is questionable, an ESA Staff member or your Program Specialist will send an informal requesting additional information If the expense is black & white, the Account Coordinator will send a formal letter via seeking repayment Funds will not be disbursed until full repayment is received

19 Who is my Program Specialist? Student s last name A-B: Kayla Pebler, Account Coordinator C-D: Esther Valerio, Program Specialist E-K: Karla Bravo, ESA Coordinator L-Rn: Sami Jaskolski, Program Specialist Ro-Z: Edgar Garcia, Program Specialist You should have received an Siblings are grouped together

20 Questions? Thank you for joining us!