If your school is in good standing and you are within the required deadlines, you may request reimbursement by following these steps:
Step 1: Complete the appropriate reimbursement request form
- Stipend Reimbursement Form – Use this for coach and club advisor stipends.
- Expense Reimbursement Form – Use this for all non-stipend expenses (e.g., transportation, supplies).
Please be specific when describing the reason for your purchase. Avoid general statements like “This contributes to a culture of inclusion in our school.” Instead, provide a direct and practical explanation, such as: “Supplies are being used in the Unified PE class” or “Transportation costs to attend Unified Soccer Cup.”
Clear, detailed descriptions help ensure your reimbursement request is processed efficiently.
Step 2: Include all required documentation as detailed on the Reimbursement Checklist:
For stipends:
- Completed Stipend Reimbursement Form with the individual’s role and dates worked.
- Proof of payment from the school or district to the individual (e.g., a copy of the check or a payroll report).
For other expenses:
- Completed Expense Reimbursement Form.
- A copy of the original invoice from the vendor (quotes or estimates are not accepted).
- Proof of payment to the vendor (e.g., a copy of the check or an account/ledger report).
- For Amazon purchases, include a screenshot of the “Delivered” page.
Step 3: Submit your complete request:
Email all documents in PDF format to UCS@SONJ.org. with your school name and “Reimbursement Request” in the subject line. For example Subject: Main Street High School Reimbursement Request. Please note: we cannot accept image files.
Helpful Reminders:
- Submit a separate reimbursement request for each school, even if the reimbursement is being issued to the district.
- If a cost is being shared between two schools, submit a separate request for each school and clearly indicate the cost split on each form.