Reimbursement of Funds

PRIVATE SCHOOL STUDENTS

The CFEF platform allows qualifying schools to upload invoices for tuition and fees for attending scholarship students. Private school tuition payments will be made via a secure ACH process directly to qualifying schools on behalf of scholarship students as follows:

• A scholarship award of $9,348 will be paid quarterly in the amount of $2,337 per quarter
• A scholarship award of $11,685 will be paid quarterly in the amount of $2,921.25 per quarter
• Quarterly payments will be made as follows:

 

HOMESCHOOL STUDENTS

Homeschool scholarship students will have funds available on a quarterly basis. The funding schedule will be as follows:

• A scholarship award of $9,348 will be paid quarterly in the amount of $2,337 per quarter
• A scholarship award of $11,685 will be paid quarterly in the amount of $2,921.25 per quarter
• Funds will be deposited into each student’s online account quarterly as follows:

 

Quarter	Date
Quarter 1	July 1
Quarter 2	September 1
Quarter 3	November 1
Quarter 4	February 1

 

REIMBURSEMENT SCHEDULE

Parents or guardians of homeschool students (and private school students with excess funds after tuition has been paid) can upload invoices or receipts for reimbursement of funds from their student’s scholarship account each month. The CFEF staff will review and approve all invoices and receipts and initiate payments. Funds will be paid through the CFEF platform via a secure ACH process as reimbursements to families for approved expenses.

Reimbursement Submission Deadline

Requests must be submitted no later than 10:00 PM on the last day of each month via the Parent Dashboard. Any submission after 10:00 PM will register as the next day, and will be processed with the following month’s requests. Requests submitted by this deadline will be processed and reimbursed funds will be received by the 25th of the following month. Requests submitted after the deadline will be processed with the following month’s requests.

To ensure smooth and timely processing of reimbursement requests, it is essential that all reimbursement submissions strictly follow the policies outlined. Requests that do not meet the requirements will be denied without follow-up, so please read carefully before submitting.

 

Reimbursement Specifics

Scholarship accounts must have sufficient funds to cover the entire cost of the requested product or service. Partial reimbursement requests are not allowed.

For items that have specific funding limits, receipts must reflect that the purchase is at or below this limit. If there is uncertainty as to whether an item qualifies, please submit a Pre-Approval Form before making your purchase.

Example: The limit for a bicycle is $500 (including sales tax), if the receipt for the purchase of a bicycle is over $500, it will be denied in full. Reimbursements cannot be made for partial amounts for items that exceed the stated limit.

 

Receipt and Invoice Requirements

Reimbursement requests can be submitted from July 1 through April 30 of each program year. Receipts must be dated on or after July 1 and before April 30 of the current program year.

• All reimbursement requests must be accompanied by an invoice or receipt from approved service providers, regardless of payment method. This applies to Venmo as well as checks, debit cards or credit 5 card payments. A Venmo proof of payment (such as a screenshot) is not sufficient on its own. It must be accompanied by an itemized invoice or receipt showing the required purchase details
• To be considered valid, all receipts or invoices must include the following:
  • The date of transaction
  • The name of business or service provider
  • The product or service provided
  • An itemized cost for each product or service, sales tax (if applicable), total due
  • The proof of method of payment (i.e. check, debit card, credit card, or Venmo)
• Receipts from Amazon and other vendors must be the full invoice showing all details. A screenshot of the order confirmation is not sufficient
• Do not combine personal purchases with reimbursable items on the same receipt. If combined, the receipt will be denied.
• If a service is provided, the student’s name should be included on the receipt or invoice
• Handwritten receipts are not accepted
• If only item categories (not individual products) are listed on a receipt (e.g., from Hobby Lobby), photos of the purchased items with prices visible are required
• Reimbursement requests that do not include all required information will be denied. If there are questions about whether a document qualifies as a valid receipt or invoice, please contact CFEF staff or submit a Pre-Approval Form before making your purchase

 

Submitting Multiple Documents

In some cases, a single receipt or invoice may not include all the required information. If additional documentation is needed to verify all required information, please submit these documents along with the receipt. Because the parent portal does not allow multiple documents to be uploaded for a reimbursement request, please combine all relevant documents into a single file before uploading and submitting. Please ensure that all required documentation is combined into one file when submitting a reimbursement request. Incomplete submissions will be denied without follow-up.

Options for combining files:

• Use the free, secure Adobe PDF Combiner online: Adobe Online PDF Combiner
• Adobe Acrobat has a built-in “Combine Files” tool under the “Tools” menu

 

Approved Vendor Requirement

Before submitting any reimbursement request, you are responsible for verifying that the vendor is listed on the CFEF Approved Vendor List. Requests involving unapproved vendors will be denied. Exceptions are not made for unapproved purchases.

 

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Note: Utah State Law requires any vendor who provides services or products to recipients of the CSOS Program, administered by CFEF, to submit an application and be approved by CFEF.

 

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Families are responsible for communicating with service providers regarding payment details and timelines. CFEF is not the financially responsible party for a service the scholarship student has signed up for, that responsibility is still the parents. CFEF will process requests that the parent submits to CFEF, if funds are available in the scholarship student’s account. Monthly reimbursements are processed before payment requests.

 

Payment Methods for Direct Purchases

CFEF may purchase approved items directly from a vendor for a scholarship student. Direct purchases must be submitted to the CFEF staff through the Theo system. A direct payment link for service providers is preferred. If no payment link is available, service providers will receive a mailed check. Note: There is no guarantee of payment by a specific due date; checks may take additional time to be received. If there is follow-up for clarification on direct purchases, this will delay ordering. Direct purchases will be made according to the following schedule:

 

 

Subscription & Account-Based Products

Recurring payments for subscriptions or services need to be submitted by the parents each month. CFEF does not automatically pay a request each month.

• If a subscription does not offer a gifting option, it must be submitted for reimbursement
• If a product requires creating an account for the parent or student to access, that request must also be submitted for reimbursement

 

Viewing Rejection Reasons

If a reimbursement request is denied, the portal will show the reason for the denial. To view the comments:

• Click the “Reimbursement” tab
• Scroll to the “Rejected Reimbursements” section
• Click the request number or hover over the information (ℹ️) icon to read the notes

These notes will help clarify why the request was not approved. If a reimbursement request was denied due to missing documentation or an incomplete submission, please resubmit the request with the appropriate information attached. The new submission will be reviewed and move forward if all guidelines are met. Depending upon when the resubmission is processed and approved the reimbursement will be paid in whatever month it is finalized.