Materials Budget & Reimbursement Policy

1. Materials Purchases & Reimbursement

1.1 Materials Budget Eligibility

Only classes with a pre-approved materials budget are eligible for reimbursement. Budgets are communicated to EPs prior to assignment and must be reviewed and acknowledged before making any purchases. 

Togetherhood offers three types of materials budgets:

💡 Even when the budget is defined as Per Session, the total amount for the term is calculated and made available upfront. EPs may choose to spend the budget all at once or gradually over the course of the term.

🌟 Togetherhood encourages EPs to use their full materials budget to enhance the class experience and engagement.

 

1.2 Receipt Submission Requirements

To be reimbursed, EPs must:

• Submit each receipt individually via the Materials Reimbursement Form.

• Ensure receipts are itemized, clearly showing:

  • Vendor name

  • Date of purchase

  • List of items with individual prices

  • Total amount paid

• Each submission must also include:

  • Class name

  • School or partner site

  • Date of the class for which the materials were used

❗ Receipts missing any of this information, or including unapproved items, will not be reimbursed.

Examples of Acceptable vs Unacceptable Purchases

1.3 Reimbursement Timeline

Reimbursement requests must be submitted promptly after material purchases. Togetherhood reviews each request within seven (7) business days. If approved, the reimbursement will be included in the instructor’s next regular paycheck.

Instructors are responsible for ensuring that submissions are complete and compliant. Requests that lack required documentation, include ineligible expenses, or exceed the assigned budget will not be processed. Togetherhood is not responsible for delays resulting from incomplete or non-compliant submissions.

The timeline below outlines the standard process:

This process exists to ensure financial accountability and timely reimbursement. Instructors are expected to adhere to it without exception.

1.4 Submission Deadlines

All reimbursement requests must be submitted within 30 days of the final class session for which the materials were purchased. Submissions made after this deadline will not be accepted under any circumstance.

Additionally, to comply with Togetherhood’s fiscal year-end closeout, no receipts from a prior academic year will be reimbursed after August 31. This annual cutoff is final and applies regardless of the original purchase date or submission reason.

These deadlines exist to maintain accurate financial records and ensure timely reconciliation. It is the instructor’s sole responsibility to track and adhere to these requirements.

Failure to meet these deadlines will result in forfeiture of reimbursement, without exception or appeal.

2. Virtual Credit Card Program

Togetherhood offers a virtual credit card to eligible Enrichment Providers (EPs) for the purchase of class materials. This program is intended to reduce upfront financial burden while maintaining full accountability for spending.

*EPs may choose to receive the full funds upfront or have them distributed across the term; however, once a virtual card is issued, no changes will be made to the disbursement structure or terms.

2.1 Eligibility Requirements

To request a virtual credit card, instructors must meet all of the following:

• Completed at least one full term with Togetherhood

• Demonstrated consistent reliability, professionalism, and responsiveness

• Assigned to a class with a materials budget of $400 or more for the current term at a single partner site

Approval is not guaranteed. Togetherhood reviews each request and reserves the right to decline access at our discretion.

2.2 Authorized Use

The card is for curriculum-aligned material purchases only. It is not to be used for personal, non-instructional, or unapproved expenses.

Permitted Purchases:

• Items explicitly listed or related to the approved curriculum/catalog

• Supplies directly supporting classroom instruction

Prohibited Purchases (Examples):

• Meals, snacks, or beverages

• Transportation (including gas, rideshare, parking)

• Personal office supplies or general household items

• Subscriptions, digital services, or unrelated tools

• Any expense not directly tied to the approved class plan

Purchases that fall outside this scope will be considered misuse and handled according to enforcement procedures.

2.3 Documentation Requirements

Every transaction made with the Togetherhood card must be documented.

Instructors are required to:

• Submit an itemized receipt for each purchase

• Use the designated Virtual Card Portal

Receipts must meet the same standards as those in the standard reimbursement process. Submissions that are missing, late, or incomplete will be flagged for review and may result in immediate corrective action.

2.4 Misuse and Enforcement

Togetherhood enforces strict accountability for all spending on its virtual cards. Any use outside the scope of Section 2.2 constitutes misuse.

Togetherhood reserves the right to audit any card usage at any time. Repeated or egregious violations may result in disciplinary review and removal from future teaching assignments.

3. Support and Contact

All questions, clarifications, or issues related to materials budgets, reimbursement processes, receipt requirements, or the virtual credit card program must be directed to Togetherhood’s central support team.

Instructors must not rely on verbal confirmation or informal communication (e.g., phone, text, or side-channel messages) for approvals, exceptions, or policy guidance. All approvals and procedural instructions must be obtained in writing via the official support channel.

Contact:
info@togetherhood.us

Togetherhood aims to respond to all budget-related inquiries within two (2) business days. Requests that impact upcoming payroll timelines should be submitted with appropriate lead time to ensure processing.