Placing a VCI Order

VCI Order Deadlines and Requirements

• Submit all service requests by the 26th of the month for services beginning the following month.

• Requests submitted after the deadline will not be approved for the requested month. Services must begin the following month.

• A fully approved PO must be created and received by the CCP before the student begins services.

• Service requests may not exceed $500 per month,Per Provider including all fees.

• Only one PO per student, per CCP, per month is permitted.

• Services may only be provided by instructors approved by Excel Academy.

• Learning center services are limited to a maximum of two full days per week (12-14 hours per week)

• Students may participate in either reasonably priced basic group lessons or a limited number of private lessons. Group and private lessons may not be combined within the same month.

Excel Academy does not reimburse parents for services paid for out of pocket.

1. Review the CCP’s website or contact the CCP directly to confirm the class description, schedule, cost, instructor, and whether payment is requested monthly or as a lump sum.

2. Follow Steps 1 and 2 on the Placing an EMR Order page to log in to OPS, select the student, and begin a new request.

3. Select the correct CCP from the “VCI Requests” dropdown menu.

4. Review all red notes before entering the request. Red notes contain provider-specific ordering instructions and may also include an approved price list. Make sure the information entered in the PO matches the price list. 

5. Select the most appropriate Category, then select the instructor from the Approved Instructor dropdown menu. Only instructors approved by Excel Academy may provide services.

In the Description field, enter:

Title of Class - Start Date - Day(s) of Class - Time of Each Session - Parent Email

6. Select the correct service month(s) and enter the cost.

• For one month: Select the same month in both dropdown menus.

• For multiple months: Select the first and last month of service. OPS will create a separate PO for each month.

• For monthly payments: Enter the monthly cost and click “Add to Request.”

7. If the CCP requires a lump-sum payment at the end of the class:

• Create the PO for the final month of the class only.

• Enter “Lump Sum” in the Internal Note field and alert TOR.

• The Description must include:

  • Title of Class - Start Date - Day(s) of Class - Time - Parent Email

• Verify the information and click “Add to Request.”

8. Review the request, then click “Proceed to Checkout.” If everything is correct, click “Confirm Request.”

9. Verify that the order was submitted correctly by following the instructions on the Searching for Orders page.