Instructional Funds Guidelines

Introduction:

Instructional Funds are to be used for educational needs, reflecting standards appropriate for their age level and grade level. This list of guidelines is not all-inclusive but does give the best idea of what guidelines to use when placing orders using funds provided by Heartwood Charter School.  Your CST or the Heartwood Charter School Vendor Dept may deny an item or order if they feel that the order contains items or services that may put Heartwood Charter School in jeopardy with the authorizing county. Please note that these guidelines are subject to change without notice.

In the ordering system that you have been provided access to, you will always be able to see the available funds, any funding that is being held for orders in process, and the total funds each student has. For students who begin the year after the first instructional date, you will be provided with depreciated funding.

Please make sure that you have filled out the Family Ordering Acknowledgement before placing any orders.

Only place orders with vendors on our approved vendor list.  If you do not see that the vendor you would like to place an order with is approved, please fill out the form (Potential Vendor Request Form) so that we can start the approval process.  We are always eager and excited to grow our community.

Vendor Payments:

Heartwood Charter School will only pay for services when an approved purchase order (P.O.) has been generated and only for the dollar amount stated on the purchase order. Please make sure that you have taken the time to place the order as accurately as possible in our ordering system.  If at any time you need to make adjustments to the order notify your CST right away. Be advised Heartwood Charter School will not be responsible for any fees such as registration fees, holding fees, drop/change fees, late pick up fees, etc. Please be sure to read the vendor's policies carefully and follow their registration process.  All vendors are paid on a Net30 system and agree to this system upon approval with Heartwood Charter School, we can not process payment to a vendor until we have received an accurate invoice and it matches the order that you have placed.

When placing an order for instructional classes or courses you must place a separate order for each month of service.  This provides the vendor with the option of invoicing monthly and does not restrict the vendor to invoicing at the end of the course or class.  No upfront payments or costs will be paid to a vendor.

Reimbursement:

Heartwood Charter School does not reimburse for any material or service orders, upfront vendor fees or any other educational expenses.

Core Curriculum and Classes:

Work with your CST to ensure that your core curriculum is in place for the year. At least 60% of provided funding must be used towards materials, curriculum and services for the core subjects listed on the Master Agreement.  No more than 40% of funding can be used towards materials, curriculum and services supporting physical education and elective courses.

These guidelines are subject to change.