Complete this form: Reimbursement Requests and allow 3 weeks for our volunteers to process the request.
You will need your receipts ready to upload, as a .pdf, .jpg, or .png.
No PAC funds will be released until receipts are submitted.
Your final reimbursement will not be sent until we have received your final report and final reimbursement request.
NEW: If your project completes before May 15, you are required to submit your final receipts with your reimbursement request, and your final report by May 30.
If your project completes after May 15, discuss your final submission deadline with the treasurer when your project gets approved. Report and reimbursement request deadlines will be set in collaboration with applicants to ensure efficient processing during the summer months. The volunteer treasurers are parents like the rest of us and take holidays in the summer, which means emails are checked less frequently. We appreciate your understanding.
This new policy is necessary to accurately account for and announce the funds we will have available for the grants program that opens each fall. Late final submissions will make you ineligible to apply in the following application round.
Any questions, please email our Treasurer: NavigatePACTreasurer@gmail.com.
Thank you!
As stated on the funding application request page:
Plan for approved project costs to be reimbursed in 2 phases. Plan for a person in your community to pay upfront, and have our PAC Treasurer issue the reimbursement to them via eTransfer.
In most cases, up to 50% will be reimbursed when a corresponding value of receipts are first submitted at the start of a project. The remainder will be reimbursed when the final report and final receipts have been submitted at the end of a project.
Even if 100% of the project expense receipts are submitted at the start of a project, 50% of reimbursement is typically held back until project and report completion.
Each time you submit a reimbursement request, allow 3 weeks for processing. Please plan your cashflow for this repayment schedule.
For larger budgets and expenses, we understand that the 50%/50% reimbursement cashflow can be difficult. In some cases, we can make arrangements with the school, or make arrangements to pay a vendor directly. This process can take time to coordinate and must be discussed in advance of commitment with a vendor.
Always get receipts for project expenses. No PAC funds are issued without a receipt (provided by the adult who made the payment) or an invoice (made out to the PAC Treasurer for Approved Pre-payment).
Only expenses included in the approved application will be reimbursed. E.g., if you applied for 20 admissions to an event, and no other expenses, but only 14 students attended, you can not add in receipts for snacks in an attempt to be reimbursed for the full approved amount on your application.
This is the case even if the receipts come to the same total dollar value. This is because the committee didn't approve a snacks expense. Only the 14 admissions will be approved. Therefore, ensure your application includes all likely expenses.
Plan to get your final receipts and report in by your project's deadline.
If your project completes before May 15, you are required to submit your final receipts and report by May 30.
If your project completes after May 15, discuss your final submission deadline with the treasurer, if/when your project gets approved.
This policy is necessary to accurately account for and announce the funds we will have available for the grants program that opens each fall. Late final submissions will make you ineligible to apply in the following application round.