Using your allotment

Allotments are monies set aside to help offset educational expenditures parents incur throughout their child's educational experience

Some things you can use your allotment for:

  • Curriculum (online, textbook, and packaged)
  • Books and textbooks
  • General supplies
  • Literature
  • Art supplies
  • Math manipulatives
  • Science supplies
  • Field trips
  • Technology (software, internet, computers, mobile
  • Educational toys and brain games
  • Even more

Accounting Forms

Instructional Receipt
Pre-Approval Form (Curriculum, Class, Technology)

Reimbursements

The reimbursement process is the most common form of accessing allotment funds. This is where you buy products or services and then request reimbursement for those expenses.

There are some guidelines and rules regarding how this is done please see below.

Important Dates

  • December 4, 2020 (Optional)
    Any complete receipts submitted will be reimbursed by Christmas.
  • January 15, 2021 (by 8 PM) *NEW POLICY*
    ALL receipts dated July 1, 2020 to December 31, 2020 must be submitted.
  • April 30, 2021 (by 8 PM)
    Jan 1, 2020 to Apr 30, 2020, items and services received.
  • June 15, 2021 (by 8 PM)
    For educational expenses from May 1-June 15 (may include educational services provided through June 30)

Materials/Equipment

Materials needed to help learn throughout the year.

- Textbooks & Workbooks
- School Supplies
- Computers, iPads, etc.
- more...

Instruction

Tutoring or instruction from community partners (vendors).

- Academic Tutoring
- Physical Education
- Extended learning
- more...

Educational Activities

Educational learning activities that extend student learning.

- Museums & Cultural Centers
- Performances
- Field Trips
- more...

  • Every purchase or reimbursement must be directly related to the Individualized Learning Plan and aligned with State of Alaska standards for education. Materials purchased with allotment funds are the property of MSBSD.
  • Appropriate use and maintenance of these materials is the responsibility of the parent.
  • Equipment over $150 and some other non-consumables must be tagged as property of Mat-Su Borough School District. In these cases, reimbursement payments will only be made after the equipment is  brought to the school for inventory.

1. Make sure your expense is related to your student’s ILP.


If in doubt, contact your advisor first.

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2. Make sure your receipt is complete.

For instruction, you may use the Instructional Receipt.

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3. Take a photo or scan of the receipt.

You may use your phone. Consider reducing the file size.

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4. Log in to the Parent Portal to submit.

For this step, you can any device You will need a ParentVue account.

  • After logging into ParentVue, select "Home School Sites" on the left column, then select Mat-Su Central to get to the Parent Portal.
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  • Whenever possible, try to have at each reimbursement request add up to at least $100. This helps to reduce the overall amount of reimbursements in the system and speed the process up for everyone.
  • Receipts must show date, payment form, and services or materials purchased. (Internet bills must show cost for internet access).
  • Reimbursements for instruction are only available if the vendor is currently on the Mat-Su Central Instructional Partner List.

Mailed Check

This is the default option.

Direct Deposit

- Download the EFT Direct Deposit Form.
- Fill in the form online or print and fill in.
- Send the completed form with a voided check to: MSDPURCHASING@matsuk12.us

If you need help, bring the form to MSC and we can forward for you.

  • Payments are sent to the first individual listed on the ParentVue mailing address.
  • Checks are processed by the Mat-Su Borough School District, not Mat-Su Central.
  • If ParentVue information changes, you will need to also update your payment information with Mat-Su Central.

Please DO the following to help speed the process up.

Make sure:
  • Grades and proficiency plans are up to date
  • Receipts are legible
  • Proof of payment is clear
  • Provide itemized receipt for multiple items
  • Only one student is on a request
  • Your instructional vendor is on our list
  • Your total request is at least $100
  • Remember, you can always include multiple receipts.

The following may slow payment or require lead to denial of payment.

Make sure you don't:
  • Exceed your available funds
  • Use a vendor that is not approved
  • Have multiple students on a single request
  • Purchase items/services not associated with a course on your ILP
  • Instructional Partner (vendor) receipts must show dates, times, and description of activity. See the Instructional Receipt for example of required information.

A reimbursement is money paid back to parents out of their student’s allotment for items they have purchased out of pocket, such as curriculum, resources, supplies, etc. (as outlined in the ILP).

Guidelines

  • Save your original receipts after submitting into parent portal.
  • Reimbursement request can only be submitted for one student per request.
  • Each student’s request for reimbursement submission should total a minimum of $100.00, except the final reimbursement for the year, which can be less than $100.00.
  • Receipt totals must clearly state the purchase, (i.e. Internet receipts must clearly show an Internet total.)
  • All incomplete receipts (invoices) will be rejected and need to be resubmitted with complete information.
  • No items deemed excessive by MCS advisor or MCS Administrator will be reimbursed.

‘Family’ Allotments

  • Student Account funds may be transferred between siblings (proficiency and grades will be considered)

Preschool Students:

  • Households enrolling a student or students in the allotment-based program may use up to $500.00 of their family’s allotment for the educational needs of their 3 and 4 year old pre-school children. A MCS enrollment form must be filled out for each preschool student. A birth certificate must also be provided. (see front office)
  • If submitting for Pre-School student, please clearly indicate “preschool” in description field.
  • Clearly mark all preschool items  “Preschool” on Pre-Order forms.

Non-Consumable Equipment & Items over $150.00

  • Equipment valued at and over $150.00 is considered non-consumable and must have MCS Property ID tags affixed. Some items of lower value may also be tagged, such as graphing calculators or external hard-drives, etc.


Proficiency & Assessment Requirements

  • Student accounts may be restricted if quarterly progress grade documentation is not provided.
  • Participation in MCS ongoing assessment plans, including all statewide assessments, is a requirement to submit reimbursements. Accounts may be restricted if participation in the mandatory testing requirement is not met.


Approved Instructional Partner (Vendor) Services

  • Vendor must be on the MCS approved instructional vendor list.  
  • Requests for reimbursement must list month, days and times for lessons and show “PAID”.
  • No services may be provided by persons less than 18 years of age.


Prohibited Approved Expenditures

  • Payment for services provided to students by a family member.
  1. Family member is defined as a spouse, guardian, parent, stepparent, sibling, step-sibling, grandparent, step-grandparent, child, uncle, or aunt.
  • Family travel, including transportation, food, or lodging; or for expenses during, or for any travel out-of-state;
  1. “family travel” does not include travel in which a student is accompanied by the student’s family for assessments or other required activities initiated by the school district;
  • Mat-Su Central School does not reimburse for rentals of physical education equipment, musical instruments, and computers, except for skate, ski, and snowboard rentals.
  1. Skate, ski and snowboard rentals must be approved by the Advisory Teacher and the Accounting Office. Computers and musical instruments for student use need prior approval for purchase by Mat-Su Central School / MSBSD. Transferring students utilizing Buy Out Options are exempt from this approval requirement.
  • Medical expenses or medical insurance is not reimbursable, including school physicals and sports physicals.
  • pets and other animals;
  • furniture;
  • entertainment;
  • items that are considered excessive by the school administrator.


Prepaid Services & Memberships

  • Prepaid Services (Fitness clubs, piano lessons, karate lessons, sewing lessons, etc.) during current year will be reimbursed on a monthly basis, only after services are rendered.
  • Memberships, passes and activity fees will be reimbursed for students. (Effective March 1, 2017, a chaperone may also be reimbursed).


Reimbursing for Materials and Services

  • Nonsectarian services and materials may be purchased from public, private, or religious organizations with student allotments if:
  1. the services and materials are required for the course of study in the ILP textbooks, services, and other curriculum materials and the course of study:
  2. are approved by the school district
  3. are appropriate for the student
  4. are aligned to state standards
  5. comply with Alaska law related to the prohibition of partisan, sectarian, or denominational doctrines from being advocated in a public school during school hours
  6. comply with Alaska law related to the prohibition of discrimination in textbooks and instructional materials, and supports a public purpose


Rollover Allotment Monies

  • Unexpended funds provided for student allotments may be carried over from one fiscal year to the next, provided the student continues to be enrolled in the correspondence program for which the annual allotment was provided.


Withdrawal from MSC

  • As per Alaska State Correspondence regulations, if a student is no longer enrolled in the correspondence program for which the allotment was provided, the unexpended balance of the student allotment must be returned to the budget of the department or district.

Purchasing

For some special ordering needs, we can purchase items and have them shipped to the school or, in some cases, to your residence. Please contact your advisor initially if you have a special order request.


MSBSD Project Childfind

Purchasing Forms

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Frequently Asked Questions

Can I use a Vendor even if they aren't on the MSC list?

To satisfy parts of your ILP, you may use non-vetted MSC Vendors. However, MSC cannot reimburse for vendors who have not gone through the vetting process. We work with vendors all the time to help them become vetted so that you can use allotment dollars to pay for their services. If your vendor needs to start this process, please have them contact visit the Instructional Partners page and contact Gena Chastain.

Are Sales Tax and/or Shipping Costs reimburseable?

Yes. These are required expenses in some cases in order to purchase items, so you are eligible to claim them for reimbursement.