‍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.

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