Program Expense Agreements

Program Expense Agreements are used by ESs and Parents to designate student instructional funding for the support of a school program, which can include coops and sites, to be deducted from the ES’s IF account and to be deposited to the program budget. All of the expenses for the program including utilities, furniture, computers, wages for oversight, etc., will be deducted from the program designated funds budget.

To be a part of any school program, a parent and ES must sign the Program Expense Agreement, indicating the level of participation the students will have in the program. Once the Program Expense Agreement is signed by the parent, funds will be committed for the entire school year, but can be deducted from the ES IF account at the beginning of each semester when the IF for that semester is deposited, if necessary and approved by the program coordinator. Arrangements may be made between the program coordinator and the parents/ES for the students to have partial use of the facilities in exchange for partial support, if that arrangement is agreeable to both the program coordinator and the parent/ES. There must be sufficient instructional funding available for the indicated level of support to be designated to a program.

If an ES uses a school site for any reason, including checking out materials, calling families, writing learning records, or meeting with a student, then that student's IF budget must be deducted for that site visit, if a full support agreement is not in force for the students, just the same as if the parent/student had used the site themselves. This includes using the site to make copies for students. If you have not designated program funding for a student, then you may not use the site to benefit that student for any reason.

Directions:

1. Discuss the school programs the parents wish their students to be a part of. Sign one Program Expense Agreement per program.
2. Log onto ES Webfiles. Go to “View, Parent Accounts”. Click on the the Parent number under “Detail Link” for the contributing family. See the section entitled "Program Expense Contributions".
3. First select the program to receive the contribution from the drop down list under “Program Code”. Next select the student who will use the program from the drop down list. Enter the contribution amount as a number ($ not needed). Then click on the yellow “Enter Contribution” button. The deduction will be made for that student, and will be reflected in your ES Budget information immediately.
4. Repeat #3 for additional students in the family. Those funded with the contribution amount listed will show up below this section for your future reference.
5. If any information is missing when you try to enter the contribution, an error message will pop up to tell you what you need to complete before the transaction can be processed. If the amount you wish to contribute exceeds the parent balance amount, the transaction cannot be completed.
6. If an error is made during the transaction, you will not be able to delete the error. Please email your ES Advisor the details of any errors and what you need corrected.
7. If you are contributing for students on a partial or “per usage” basis, and have agreement from the program coordinator, you will need to make an initial deduction for the students to begin using the program. For example, if the usage fee is $10 per day, and you enter $30 for that student, they may use the program 3 times. Before they visit again, you will need to add more funding for that student to that program.
8. The ES files the signed original Program Expense Agreement in their parent’s file to save for future reference as needed.
9. It is the ESs responsibility to designate the additional funding at the semester (if deduction has been approved to be made on a semester basis) or as needed for their students when on a per usage basis. If no more funding is available, the ES needs to notify the parent that the student may no longer participate in the program.