Reimbursements Ruffling Your Fur?

Tips for those purchasing items, curriculums, and whatnot through Step Up (I use this particular organization. I do not know how AAA works)...

• Save yourself some frustrations and buy what you can and find Providers on the ScholarShop. It is about eleventykajillion times easier. If it's not there and reimbursement is a must...

  
  

• Buying online is much easier to reimburse than physically buying it. When you physically buy something, you have to take pictures of the actual items to add to your receipt and proof of payment. 

  
  

• Buy different materials separately. For instance, if you're buying textbooks, school supplies, and PE equipment, put the individual categories on separate charges. Otherwise, be prepared to upload the same receipt/invoice and proof of payment multiple times with a letter and highlights explaining what splits you are making for each category. Do NOT try to get them reimbursed in one request. They will only approve one category of reimbursements off the receipt. You will then have to figure out what they actually approved which gets flabbergasting trying to figure out taxes and shipping and leaves you pulling out eyebrows. Then, you will need to upload everything again anyway to get the other categories reimbursed.

• When something has the potential of being even the slightest bit confusing, write a letter explaining things and attach it with your uploads.

  
  

• If a reimbursement is denied and you don't think it should have been, ask questions. I find the online chat at sufs.org is usually quicker than a phone call, but sometimes you need to explain a situation more in-depth than chat messages will allow. 

  
  

• Highlight documents when you can. Highlight your address and name (they will only accept the child’s name or the names of parents/guardians listed on the scholarship), the cost, the form of payment, the date (which must include the year), all the pertinent information.

  
  

• Don't assume that a recurring cost will easily be approved each time. Unfortunately, more than once I have had one Step Up employee approve a reimbursement only to have it denied the next month even though nothing has changed (that’s where I learned the gift of uploading explanation letters). There doesn't seem to be a completely uniform approach to approvals and denials yet. Hopefully, they will work that out sooner rather than later. 

• Be patient. I honestly think that the overwhelm of students who now receive these scholarships have knocked Step Up’s socks off. The beginnings of new ideas always have their kinks. It can get very aggravating (hence the reason I decided to write this post), but all in all the scholarships are still a huge blessing to so many families.

Please add any other tips that you know down in the comments below.