Frequenty asked questions

Each California state student generates funds by their average daily attendance (ADA). The funds are budgeted for use as outlined in the school’s Local Accountability Plan (LCAP). The amount of funding is based on the ADA calendar the state uses to appropriate school funds.

Yes. The IF amount is prorated and differs depending on the student's enrollment date. Students who are enrolled on the first day of the school year, will have the maximum amount of appropriated funds when planning their educational program. Students who enroll later in the year will have less than the maximum amount of appropriated funds with which to plan.

The management and allocation of Instructional Funds (IFs) is a collaborative process between the parent/guardian and the Teacher of Record (ToR), with the primary objective of supporting optimal student learning outcomes. Excel Academy may not provide funds, goods, or services to students, parents, or guardians that a traditional public school district would be prohibited from providing under the law. 

No. Instructional Funds are disbursed in two budgeted allocations each year. The Teacher of Record (ToR) will assist the family in managing these funds to support the student’s educational goals and objectives for each learning period.

No. Funds cannot be used to purchase materials for the following school year. All items ordered must be used by the end of the school year, and no services can be paid for past the last day of school (06/01/2026).

Your ToR will be able to assist you with any CCP-related questions.

All approved CCPs must provide proof of background check clearance (Live Scan) from the Department of Justice, proof of commercial liability insurance, and complete our pre-approval process. The CCP must be requested by a current Excel Academy family or teacher, and all CCPs will be subject to the final approval by Excel Academy. 

Any Community Provider who will be working directly with students—either in person or through live virtual instruction—is required to complete a Live Scan background check. Providers can easily locate Live Scan services and associated costs by searching online or using Google to find a location near them.

In order to request a new CCP service, you must first speak with the CCP to see if they are interested in working with Excel Academy. Make sure they: (1) do not provide any religious materials or services, (2) have business liability insurance, and (3) accept Purchase Orders (NET 30). If they do, inform your ToR you would like a new CCP added and your ToR will complete the CCP request form. 

Do some research online and make sure the materials CCP: (1) does not sell any religious materials, (2) is open to the general public and (3) will accept Purchase Orders (NET 30). If they do, inform your Teacher of Record (ToR) you would like a new CCP added and your ToR will complete our CCP request form.  

We cannot guarantee a timeline. Approval depends on the CCP completing required steps, including fingerprinting, insurance, and tax documentation, and working with third-party agencies. Some CCPs delay, submit incomplete paperwork, or never finish the process. Excel Academy cannot approve any CCP until all requirements are fully met.

Your ToR will be able to provide you with this information. Please be sure to tell the CCP to check their spam folders if they say they have not received the packet. 

If a CCP used to be on our active list but is no longer showing, they likely did not submit the required documents for renewal. Please send an email to your ToR and request CCP reactivation. Once the CCP returns the requested documents, they will be reinstated. 

Students are automatically added from SIS into OPS every 12 hours once the MA has been approved. If it has been over 24 hours since an enrollment record has been created in SIS and you do not see the student in OPS, please email purchasing@excelacademy.education. 

There are some common issues that may cause a login error. You may have caps lock on, or your browser may be auto filling incorrect login information. If you have copied and pasted your login information from another window, ensure that no spaces before or after the login information are present. If you cannot login after troubleshooting, please contact your ToR. They have the ability to provide you with your login information. 

Prepending: Order has been placed by the parent and is pending review by the ToR.

Pending: ToR has carefully reviewed the order to ensure that the items or services being ordered correspond to Excel Academy guidelines, OR the ToR has placed the order on behalf of the parent (orders placed by ToR are assumed to have been carefully reviewed). 

Processed: Order has been sent to the CCP for fulfillment. 

Received Partial (EMR ONLY): ToR has indicated that some, but not all, of the items on the order have been received.

Received Full (EMR ONLY): ToR has indicated that all items on the order have been received. 

Invoice Matched: Excel Academy has received the invoice from the CCP and matched the order in OPS to match what the CCP is charging. 

Paid (VCI ONLY): Invoice has been submitted to our back office for NET 30 payment. This does not mean that payment has been sent to the CCP.

Search the PO in OPS using the instructions provided in the EACS Handbook. If the PO status says PROCESSED the order has been placed and sent to the CCP.

We are unable to approve Purchase Orders (POs) for services provided before the PO approval date. POs submitted mid-month must be prorated accordingly.

Prior to placing your orders, ensure that they are in compliance with the Ordering Guidelines, Family CCP Agreement, and all other applicable documents. Ensure that you have discussed the items or services being ordered with your ToR and that the PO details (including item numbers, descriptions, pricing, quantity, and/or months) are complete and correctly entered. 

Search for the purchase order (PO) in OPS. If the PO is marked "Processed," the shipping option selected will be listed in the order notes. Please make sure your shipping address in OPS is current, especially for subscription orders. An outdated or incorrect address is the most common reason for lost or delayed shipments.

All materials purchased with state instructional funds are the property of the program. The materials are loaned to the students while they are enrolled in the program and are for their use for educational purposes. When a student is no longer enrolled with the program, all the materials purchased with the state funds must be returned to the program within 5 days.

Service CCPs must submit an invoice through OPS after services for the month have been completed. Once submitted, Excel Academy has up to 30 days to process the payment, which will be issued by mailed check or ACH deposit.

CCPs should always contact the Business Services Department regarding payment status. If a CCP contacts you, please direct them to our department for prompt service.

First, double-check the PO to confirm that the student’s school email address was included. If the email was listed, contact your ToR to verify if it was received. If not, your ToR will notify the school, and we will promptly work to resolve the issue.

Students’ attendance fees for field trips may be paid using their Instructional Funds (IFs), subject to school approval processes.

No, PO’s for services can only be placed on instructional days. 

The growth of Excel Academy’s Community and Content Provider (CCP) list is driven by our parents and Teachers of Record (ToRs). New CCPs are "sponsored" by Excel staff members or families who recommend them for approval.

Individuals connected to current Excel Academy students are eligible to become CCPs; however, family members of the CCP may not use their Instructional Funds (IFs) to purchase services from that CCP.
**This ensures the ethical use of public funds and avoids any conflicts of interest.