FrequentLy 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. The IFs are placed into the IF account in two disbursements during the school year. No school funding is provided directly to parents or students for any purpose.

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 (05/28/2027).

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

No. Instructional funds may only be used for services provided on Excel Academy instructional days. Services scheduled on weekends, holidays, school breaks, or other non-instructional days are not eligible for payment with instructional funds. 

No. Excel Academy does not reimburse families for materials or services paid for out of pocket. All required approvals must be completed, and the CCP must receive a fully processed PO before services begin. 

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.

No. Excel Academy cannot split the cost of a CCP service with a family. The PO must cover the full approved cost, including all required fees. Families may not pay the remaining balance or price difference for the same service. 

All CCPs must complete Excel Academy’s pre-approval process and provide all required documentation, including:

• A current W-9 form

• Department of Justice background-check clearance through Live Scan for each instructor who interacts with students, including through virtual instruction, or proof of an ORI number

• Proof of business liability insurance that meets Excel Academy’s requirements

• Proof of completed mandated reporter training for every individual who interacts with students

The CCP must be requested by a current Excel Academy family or Teacher of Record (ToR). All CCP requests are subject to final review and approval by Excel Academy.

Excel Academy cannot guarantee a specific timeline for approving new CCP requests. Approval depends on the provider completing all required steps and submitting all required documentation, which may include fingerprinting, insurance, tax forms, mandated reporter training, and other required paperwork. Timelines may also be affected by third-party agencies, delayed provider responses, incomplete submissions, or a provider’s decision not to complete the approval process.

A CCP cannot be approved or activated until all requirements have been completed, submitted, and reviewed. Families should not begin services until the CCP has been officially approved and activated by Excel Academy.

Before requesting a new Service CCP, please speak with the provider first to confirm they are interested in working with Excel Academy.

Please make sure the provider meets the following basic requirements:

1. They do not provide religious materials, instruction, or services.

2. They have business liability insurance.

3. They accept purchase orders with NET 30 payment terms.

4. They can provide proof of completed mandated reporter training.

5. They can provide proof of background check clearance, Live Scan, from the Department of Justice.

If the provider meets these requirements, please inform your Teacher of Record, that you would like to request a new Service CCP. Your TOR will complete the CCP request form for review.

All new CCP requests are subject to Excel Academy’s pre-approval process and final approval by Excel Academy.

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.  

Service requests may not exceed $500 per student, per CCP, per month, including all fees. Only one PO per student, per CCP, per month is permitted. 

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 was previously approved by Excel Academy but is no longer listed, the provider may not have completed the required renewal process or submitted updated documentation. Excel Academy cannot reactivate the CCP until all renewal requirements have been completed, submitted, reviewed, and approved.

If your family previously used the CCP and would like to work with them again, you may contact the provider directly and encourage them to complete their renewal requirements. Please do not begin or continue services until the CCP is officially approved and active.

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. 

Pre-Pending: 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.

No. PO requests must be submitted by the 26th of the previous month for services beginning the following month. Requests submitted after the deadline cannot be processed for the current service month and must be submitted for the following month.

Services may not begin until the CCP has received a fully processed PO from Excel Academy. Excel Academy will not pay for services provided before the PO is approved and issued.

To help avoid delays with CCP service or EMR material orders, make sure your request is complete, accurate, and follows the requirements outlined in Excel Academy’s Ordering Guidelines, the Family CCP Agreement, and all other applicable documents.

• Confirm that all required information is complete and accurate.

• Discuss the requested materials or services with your Teacher of Record (ToR).

• Verify that all PO details are entered correctly, including applicable item numbers, descriptions, pricing, quantities, service dates and times, schedules, and instructor information.

• Respond promptly if your ToR or the Business Services Department requests clarification or additional information.

Incomplete, inaccurate, or ineligible requests may require additional review and delay processing. Approval timelines may vary, so please plan ahead.

Search for the purchase order (PO) in OPS. If the PO is marked Processed, the selected shipping option will be listed in the order notes.

Please confirm that your mailing address in OPS is current, especially for subscription orders. If your address is incorrect, notify your Teacher of Record (ToR) and request an Address Change Form. An outdated or incorrect address is a common cause of lost or delayed shipments.

For Amazon orders, the mailing address listed in OPS is always used for shipping. Please disregard the address displayed in Amazon, as that address is used only to set up the account.

Materials purchased with state instructional funds remain the property of Excel Academy and are loaned to students for educational use while they are enrolled.

Consumable items may be kept. These include items purchased for $50 or less or items that, through normal educational use, cannot be reused by another student, such as paper, notebooks, pens, art supplies, and student workbooks.

Non-consumable items must be returned upon withdrawal or graduation. These include items costing more than $50 or items that can be reused by another student, such as teacher or instructional books, hardback books and book sets, electronics, and musical instruments. Families are responsible for keeping these items in good condition.

Service CCPs must submit an invoice through OPS after the month’s services have been completed. Once a complete and accurate invoice is received, Excel Academy has up to 30 days to process payment. CCPs may choose to receive payment by ACH or mailed check. 

CCPs should not contact families regarding invoices or payment status. The CCP must contact the Business Services Department directly for assistance.

Processing times vary based on the number of orders submitted by families each day. Please allow up to 14 days for Excel Academy to review and process an order. Once the order has been processed and sent to the provider, fulfillment and delivery times will vary based on the provider’s processing requirements, product availability, and shipping timeline. 

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.

No. Students may attend a learning center for a maximum of two days per week, regardless of the payment source.

Excel Academy’s independent-study model requires the parent or guardian to serve as the student’s primary educator. Learning centers are intended to supplement instruction provided at home, not replace it. Therefore, attending a learning center for a third day is not consistent with Excel Academy’s independent-study program.

Yes. A student may attend a learning center for a maximum of two days per week and participate in an additional standalone tutoring session. Because tutoring sessions are generally about one hour, the tutoring session does not count as a third learning-center day.

When submitting the service requests in OPS, families must provide complete scheduling details for each service, including the provider, approved instructor, service days, and times. This allows Excel Academy to clearly distinguish learning-center attendance from tutoring services.