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
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).
- Reference the Reimbursement Checklist
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.
- Reference the Reimbursement Checklist
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.
Reimbursement Processing & Payment Timeline
Most reimbursement requests are reviewed within five business days and paid within four weeks of submission. However, processing times may be longer during peak periods or when major events and deadlines are taking place.
- Confirmation Email: If you do not receive an email confirming receipt of your reimbursement request, we likely did not receive your submission. Please contact the UCS team as soon as possible.
- Payment Status: If you have not received payment within six weeks of submitting a reimbursement request, please reach out so we can verify its status.
- Payment Discrepancies: If you believe there is an error, omission, or missing payment related to your reimbursement, you must notify the UCS team no later than July 20 of the grant year.
After July 20, grant expenditures are reconciled and the grant is considered closed. Once a grant has been closed, additional payments, adjustments, or reimbursement requests cannot be processed.
Reminders and Resources:
- The UCS grant period runs from September through June. Only expenses incurred and paid during that period are eligible for reimbursement.
- 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.