FES Tutor Reimbursements

Deborah Kline, M.Ed, Ed.S.

I have had the joy of being a Family Empowerment Scholarship (FES, formerly Gardiner) part-time tutor for several years now. I started out simply providing detailed invoices to Gardiner clients then became a direct pay provider in 2020 to provide quicker service for clients. I’m writing this post in response to a number of inquiries regarding tutor invoices.

For clarification: “part-time tutors” are tutors who only teach one subject in one-on-one lessons (virtual or in-person). Full-time tutors teach all the subjects to a certain number of students. This information is for part-time tutors. Full-time tutors may have a different process.

To be reimbursed by the FES, the tutor must have either a valid, current Florida Department of Education certification and/or degree in the field of the subject being taught (i.e. piano or guitar teachers must have a degree in Music). Note: Physical education activities such as dance or sports are submitted as a PE Course, not “part-time tutoring.”

NON-DIRECT PAY PROVIDER INVOICES

Many FES families enter the scholarship already using credentialed tutors who are not familiar with the program. For those wonderful teachers with whom you wish to continue to work, please instruct them to submit regular invoices with the following information to ensure your reimburse goes through quickly.

Note: missing information can result in 3-6 week delays. If you’re like us, that reimbursement is how I am able to pay the next set of lessons – i.e. delays can be stressful because you want to be respectful and pay your Providers in a timely manner.

Information to include on a regular tutoring invoice:

• Student’s full name spelled correctly – Make sure it is spelled exactly like it is in the FES system (I’ve had an invoice flagged for missing a solitary letter, even with the FES number on the invoice)
• Student’s FES number – not required but helpful
• Tutor’s full name, business logo/information, tutor’s credential info and/or FL DOE certification number (if applicable)
• List of service dates
• Description of the class/tutoring service
• Invoice MUST BE PAID and MARKED PAID with a 0 balance
• Payment method noted on the invoice – if it is not, the recipient will need to submit a bank or credit card statement proving payment

Refer to the FES Handbook pages 24-25 for further clarification and guidance or chat with an FES customer service representative.

Note for FES Clients submitting the reimbursement…

• If the Provider is unable to include the Payment method on the invoice, you will have to submit a screenshot of your bank or credit card statement or the cleared check. Not having a payment method listed will result in delays.
• If the Provider does not have a way of providing his/her credentials on the invoice, you will want to provide a copy of their degree and/or certification with each invoice.

Samples:

SUBMITTING INVOICES AS A DIRECT PAY PROVIDER (DPP):

If your tutor is already a DPP, all the parent has to do is approve the reimbursement request in his/her account under the “Approve Provider Reimbursement” tab on the “Account Activity” page.

For the DPP, it does involve a few more steps. This section is for the new provider who is learning the reimbursement process.

I’m sure there are a variety of ways to submit invoices, this is simply my process which I have honed over the years.

1. Create the client invoice (see following sample) including all of the above information. I send the actual invoice to the client so they can see the break down of charges with a note “Do not pay: this invoice will be sent to FES for reimbursement.”
2. After the service(s) are rendered (can be weekly, monthly, whichever fits your schedule), submit the reimbursement on the FES Provider site (see samples). Note: You will need the student’s FES number.
3. The process for submitting Provider reimbursements is fairly straightforward but I have included a visual gallery to help guide you through the process.
4. To complete the submission, upload the invoice created in step 1.

Scroll through the gallery for a picture of steps 2-7 in submitting the invoices:

FOR PROVIDERS INTERESTED IN BECOMING A DIRECT PAY PROVIDER

The process of becoming a Direct Pay Provider (DPP) is fairly simple. It involves submitting an application, providing your credentials (degree, certification, etc.), completing a 1099 form, and setting up direct payments via linking a bank account. Here is the link to the application: https://providers.sufs.org/Control.aspx?OSP=191

Both methods have had pros and cons for me as a Provider:

Staying Independent (not a DPP)

• Pro: I was paid in advance and on time, in the same process and time frame as my non-FES students
• Pro: I did not have to report an MISC-1099 (the income is instead reported on the Schedule C under receipts and sales)
• Con: I noticed many potential FES clients did not pursue lessons with me simply because I was not Direct Pay

Direct Pay Provider (DPP)

• Pro: I have a steady influx of students with many on a wait list because so many FES parents look for DPPs
• Pro: The FES clients have all been very respectful, appreciative, and consistent
• Pro: Offers quickest, easiest service for the client
• Con: It does require a couple of extra hours of work a month as the online invoice submission process can be slow at times
• Con: Payments cannot be submitted until after the service is rendered (i.e. no advance payments)
• Con: Payments can take 3-6 weeks to be processed, sometimes longer in busier seasons which has been stressful at times
• Note: You have to include your 1099-Misc form from FES on your taxes which can alter tax/refund amounts.

Ultimately, I chose to be a DPP because it is my client niche: it is an absolute joy and honor to work with FES families. I am incredibly grateful for the scholarship program both as a Provider and as the parent of recipients myself. FES provides so many opportunities for out-of-the-box students which would never happen in the public schools, giving them the skills needed for their unique career and life goals. And, the FES clients I work with have all been incredible families.

I had wished for a scholarship which would help me provide music lessons as well as instructional consulting for ESE students – students whose parents have already had to invest thousands in therapies, schooling, interventions – simply because I whole-heartedly believe in the power of music training in transforming the brain and lives. For me, being an FES DPP has been the answer to a longing!