Contents

FTC/FES – Florida Tax Credit Scholarship / Family Empowerment Scholarship – income based ................1
Transportation – sub category of the FTC/FES Scholarship ....................................................................2
Gardiner – special needs .....................................................................................................................2
Hope – bullying or violence related. .....................................................................................................3
Reading – public school 3rd, 4th or 5th grader .........................................................................................3

FTC/FES – Florida Tax Credit Scholarship / Family Empowerment

Scholarship – income based

• Families apply using our OnLine Application (OLA)

o Students are kids on the application that the family is applying for
o Child(ren) are kids on the application that are NOT being applied for but count in the
household size.
• The application data goes to our SAS (Scholarship Administration System)
• Applications will be processed through multiple methods (OIAI (Once In-Always In), Electronic
Verification or Manually)
o OIAI – follows rules if previously funded
o Electronic Verified is if they have a yes response on the Direct Certified (food stamp ping
and meet certain requirements) application can be approved automatically
o Manually processed by SUFS internal employees
• For FTC parents take the award letters to school who complete online the SUFS School Commitment
Form (SCF). Explanation of how much we pay will be discussed at a later time.
• The submission of the SCF creates a Journal Entry in Epicor, our accounting system to show how
much we will pay on the student for the year.
• Four times a year the school complete a Verification Report (VR) during a time period called the
Verification Window to confirm that the students are still attending their school.
• At the end of the Verification Window the VR information is uploaded to Epicor as an AP Invoice
entry.
• This starts what we call our ACH process for payment
o Currently the information is also sent to software system called Decisions.
o Email notification are sent to the parent to have them confirm the students are at the
schools, once confirmation is received accounting will release the payment to the schools
via a ACH payment
• Our FTC school have requirements that they need to do every year.
o Become compliant with the Department of Education (DOE)
o Enter the fees they charge on our website (Tuition & Fees (T&F))
 o Mayhave to submit to SUFS a couple of documents.
o SUFS internal staff reviews and approves them as a school for the year
o Once they are approved they can submit the SCF’s mentioned above
o If a student leaves a school then the school completes the Exit Confirmation Form (ECF).

Transportation – sub category of the FTC/FES Scholarship

• Qualification and applications is the same as FTC/FES
• Scholarship is worth up to $750.00
o Amount is calculate by using Google maps from parent home to new school and using
the current milage reimbursement rate.
• Only scholarship pays for the student to attend a public school outside of their assigned school.
(Previously was outside of district)
• The parent sends us enrollment at their new school.
• SUFS makes a note in SAS that the student is on Transportation.
• Paid Quarterly
o Parent has to submit a copy of the students quarterly report card or current progress
report
o Final quarter must be the end of year report card.
o There is a manual process that creates the Journal entry and the AP Invoice entry.
• Paid directly to parent via check (currently the only scholarship that pays via check to the parent –
other programs use ACH)

Gardiner – special needs

• Families apply using our OnLine Application (OLA)
• The application data goes to our SAS (Scholarship Administration System)
• The applications are processed manually
• SUFS sends to the Department of Education (DOE) a list of students we’ve approved.
• The DOE reviews and sends us back a list of students that they will funded. This funding file will lead
to a Journal Entry being created in Epicor.
• Once the student has funds assigned the parent is able to spend the money in a several of ways.
o Parent submits a reimbursement to be paid to the parent for goods and services provided .
o Parent submits a reimbursement to be paid to the provider for goods and services provided.
o Have the providers submit a reimbursement paid to provider – parent needs to approve
these
o Once reimbursement request is received by SUFS then internal SUFS employees either
approve or deny the request
o MyScholarShop (MSS) order
• Reimbursements are sent to Epicor as AP Invoices for payment
• MSS orders allows the parent to order directly from some vendors using the Ariba system
o Funds are reserved as soon as the parent places the order
o Invoices are sent to Epicor once the vendor completes them
o Have rules around if items are auto or manually approved
Hope – bullying or violence related.
• Families apply through Survey Gizmo
• SUFS downloads the data from Survey Gizmo to a spreadsheet
• We require a the following document
o From school district that a bully incident was report
• SUFS manually reviews and either approves or denies scholarship
• Four times a year the school complete a Verification Report (VR) during a time period called the
Verification Window to confirm that the students are still attending their school.
o This report is created manually and sent to the schools via a spreadsheet
o Schools complete and return the report back
• Both the Journal entry and the AP invoice entries are a manually process between OPS and Finance
• School that accept Hope scholarship
o Have to go to DOE to be a school that accepts Hope yearly

Reading – public school 3rd, 4th or 5th grader

• Families apply using Survey Gizmo
• SUFS downloads the data from Survey Gizmo to a spreadsheet
• The applications are processed manually
o SUFS requires a letter from the district students who are enrolled in grades 3 through 5 in
a Florida public school and who scored a level 1 or 2 on their most recent third- or
fourth-grade English Language Arts section of the FloridaStandards Assessment
o SUFS does a pings to validate the District has that student at level 1 or 2
o SUFS either approves or denies
• SUFS sends to the Department of Education (DOE) a list of students we’ve ‘conditionally eligible’.
• The DOE reviews and sends us back a list of students that they will funded. This funding file will lead
to a Journal Entry being created in Epicor.
• Once the student has funds assigned the parent is able to spend the money in a several of ways. USE
Survey Gizmo.
o Parent submits a reimbursement to be paid to the parent for goods and services provided.
o Parent submits a reimbursement to be paid to the provider for goods and services provided.
o Have the providers submit a reimbursement paid to provider – parent needs to approve
these
o Once reimbursement request is received by SUFS then internal SUFS employees either
approve or deny the request
o Can purchase electronics from a limited number of vendors paid to vendor.
• Survey Gizmo purchases and direct purchase from vendors is downloaded and approved/denied for
payment. Manually process through multiple spreadsheets.
• Reimbursements are sent to Epicor as AP Invoices for payment
McKay – state run program – IEP (Individual Education Plan) not
managed by SUFS
• Student has to have a IEP
• If student is in a school for 10 days they state pays for the full quarter
• If the school misses getting the student on their version of the Verification Report the student
misses the full quarter payment.
• State ran
• Parent applies through the DOE
• Paid Quarlerly via check
• Legislation says that may end up merging McKay and Gardiner