Reimbursement

How much money does my family have access to per year?

• Each family enrolled full time in Alliance Academy will have access to $1,200 per student per school year.

What will happen if I enroll my student mid-year?

• Students enrolled after the school year begins will have a prorated amount allotted to them.

What can the money be spent on?

You can spend your reimbursement money on: 

• activities such as sports, art, and music.

• consumable school supplies needed to participate in lessons, activities, and/or instructional classes. 

• monthly consumable subscriptions like KIWI Crates.

• entrance fees and memberships to museums, zoos, etc. (for the student only.)

• printer ink.

• the cost of your wireless internet bill. (If you have multiple Alliance students in your family, the cost of internet will be divided evenly between all students.)

What items CANNOT be reimbursed? 

• Personal items such as shoes, helmets, balls, uniforms, etc. 

• Anything non-consumable, such as novels, games, school supplies like scissors and rulers, Chromebooks, iPads, etc.

• Travel expenses and transportation for educational trips. 

How will the money be allotted during the school year?

• Each full time student will receive up to $600 per semester.

• Any money not spent in the first semester will be carried over and added to the $600 allotted for the second semester.  

• The intent is for you to spend $600 of enrichment money per semester so opportunities are spread out throughout the year for the student. 

• Please note: Only activities that occur during the school year are reimbursable. You may pay for activities before the school year starts as long as the receipt is clear that the activities will occur within the school year. Consumable supplies intended to be used during the school year cannot be purchased prior to mid-August. 

Vendors for activities will need to be approved by the Alliance Academy director. If the vendor and activity are not approved, families will need to provide appropriate documentation in order to be reimbursed for the cost. 

• Student admission for field trips organized by the Alliance Academy will be reimbursable. 

• There will be an online portal to access and pay for individual field trip costs. 

• Parents will need to print the receipt received from that payment and submit it along with all other reimbursement receipts.

• Approved documentation/receipt must include the name of the vendor, description of services and dates provided, and amount paid. 

• Itemized receipts are required for all purchases; if receipts are not supplied, we cannot process the reimbursement.  

• By law, we need to have itemized and accurate information as required by our auditors.  

• Receipts should not be older than 3 months. 

• Reimbursement requests can be submitted by entering information into the Google Form and attaching a picture of the itemized receipt/invoice. 

• The link will be sent out via email and is also on our website.

• If there are any questions/concerns regarding receipts or requests that have been submitted, we will reach out to clarify the concern.                     

• If you have any questions about allowable activities, supplies, or vendors, please contact Mckinsey Hoodenpyl at hoodenpylm@ycschools.org or (503) 852-7627 prior to expending any funds.

• All approved reimbursement requests submitted by the 10th of the month will be processed for payment by the last Friday of each month.           

• You may start submitting for reimbursement in October.                                                                                                                                                         

• February 10th is the final due date for the 1st semester and will be paid on the last Friday of February.                                                                        

• June 1st will be the final due date for the 2nd semester and will be paid by the end of June.