Ready to submit a reimbursement request?
Complete this form: Reimbursement Requests and allow 2 weeks for our volunteers to process the request.
You will need your receipts ready to upload, as a .pdf, .jpg, or .png.
No funds will be released from the PAC until receipts are submitted.
Your final reimbursement will not be sent until we have received your final report and final reimbursement request.
For follow-up questions, please email our Treasurer: NavigatePACTreasurer@gmail.com.
Thank you!
Guidlines for reimbursments
As stated on the funding application request page:
Plan for approved project costs to be reimbursed in 2 phases. In most cases, up to 50% will be reimbursed when a corresponding value of receipts are first submitted, and the remainder will be reimbursed when the final report and final receipts for the project have been submitted. 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 2 weeks for processing. Please plan your cashflow for this repayment schedule.
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). The most efficient process is for a person in your community to pay upfront, and have our PAC Treasurer issue the reimbursement via eTransfer.
For larger expenses, we understand that may be difficult. We can make arrangements with the school to make a payment and we reimburse the school, or make arrangements for an invoice that we can pay directly to a vendor. This process can take time to coordinate and must be discussed in advance of commitment with a vendor.
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 because the committee didn't approve a snacks expense. Ensure your application includes all likely expenses.
For follow-up questions, please email our Treasurer: NavigatePACTreasurer@gmail.com.