Expenses and Funding

A receipt is a document given to a customer as proof of full or partial payment for items or services. 

An accountholder is only required to add personal bank account information one time if they would like to process reimbursements. However, if the accountholder has multiple children in the program, they will need to use the toggle feature to select each child and click "Link To Existing Account" on the reimbursement tile on their homepage.

Additional guidance from ClassWallet is available here.  If you have a situation that requires using different bank accounts for children within the same family, please reach out to ClassWallet customer support. They are happy to help.

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Here is a sample of what ACH deposit: 

08/30/2024 ACH DEPOSIT CLASSWAL ACH DEPOSIT ACH DEPOSIT CLASSWALLET CR 240718113512OW0 PO# 12345678 JOE WALLET $1,000

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No, according to Utah Fits All law, (b) "Scholarship expense" does not include: (iii) ski passes or lift tickets.

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Upon submitting a transaction through the Marketplace, Pay Vendor, or Reimbursement module, you will be required to select the appropriate category related to your transaction. Please select only ONE category for each transaction. If your transaction contains items that have multiple categories, please select the category that is most relevant to your transaction.

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If your order has been approved, that order will be sent to the address that was used at the time the order was placed. 

If your order has not yet been approved, you may be able to cancel your order, wait for your address to update in ClassWallet and resubmit your order.

You can find additional information on how to cancel an order here. If you have trouble canceling your order, please contact our Customer Support Team. 

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Please send a check to ClassWallet so the funds may be re-applied to your account. 

You can find more information about this process here. 

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No. Kits like Baketivity Baking Kits, Edible Chemistry, etc., that include food ingredients or consumable items are not approved expenses under the Utah Fits All law. According to the law, “(b) ‘Educational supplements’ does not include: (iii) food or nutritional items.”

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Linking a bank account in the ClassWallet platform is simple. Please have your bank routing number and checking account number ready. 

1. Log into your UFA account and click "Access Funding Account."

2. If you haven't yet linked a bank account, the reimbursement tile will read, "Link Account"

3. You will be asked to enter your home address, bank account number, routing number and the name of your bank.

4. You will be asked to enter your name, date of birth and whether this account is a checking or savings account. 

5. Review and accept the information entered. 

6. You will see a message, stating that ClassWallet will make 2 micro-deposits (deposits for less than $0.10) into the bank account you entered. This will take between 24-48 hours.

7. Check your bank account and make note of the two amounts.

8. Return to ClassWallet and click verify account. You will be asked to enter the two micro-deposit amounts. 

9. You're ready to submit a reimbursement! 

You may also view step by step instructions with screenshots in ClassWallet's Knowledge Hub article here.

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When you initially log into your student's account in ClassWallet you must first sign the affidavit. Once you receive the email alerting you that your student has been awarded a UFA Scholarship, you will be prompted to sign the affidavit electronically by clicking “I agree” upon logging in to your account. Only after clicking “I agree” will you be able to see your scholarship student’s funds.   

If you click "I reject," you will need to contact the UFA customer support team in order to reset your affidavit so that it may be signed. You will not be able to access your student's funds, shop the marketplace, pay an approved provider or request a reimbursement until the affidavit is signed. 

The detailed instructions below will help you access your funding account once you receive the email alerting you that your student has been awarded a UFA Scholarship:

How to access your funding account once you receive your email:

• Step 1. Sign in to your UFA Account. If you have forgotten your password, click “forgot password” when signing in.
• Step 2. Click “Access Funding Account.”
• Step 3. Review and Accept the Affidavit by clicking “accept” for EACH scholarship student (this should pop up on your screen).

IMPORTANT NOTE: YOUR SCHOLARSHIP STUDENT'S ACCOUNT BALANCE WILL REMAIN $0 UNTIL YOU ACCEPT THE AFFIDAVIT. ONCE YOU ACCEPT THE AFFIDAVIT, YOUR STUDENT'S ACCOUNT BALANCE WILL BE UPDATED.

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When seeking pre-approval, we strongly encourage you to seek pre-approval for the regular cost of the item, not the sale price. That ensures a fast and smooth process when the receipt and pre-approval request are uploaded into ClassWallet for reimbursement. 

If the actual cost of the item at the time of purchase is LOWER than the cost listed on the pre-approval notification, the item will be approved. 

If the actual cost of the item at the time of purchase is HIGHER than the cost listed on the pre-approval notification, it may delay the approval of the receipt for reimbursement. 

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No. When completing your Pre-Approval request form, you only need to include the cost of the item itself. There is no need to account for taxes or shipping fees in this request.

We understand that the total purchase amount will be higher once taxes and shipping charges are added, but please rest assured that these additional costs will not affect the approval process.

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We understand that, in some cases, purchasing a family pass may be more cost-effective than buying individual passes to educational centers. However, under Utah law, “(b) ‘Scholarship expense’ does not include (ii) season tickets or subscriptions to entertainment venues.”

For this reason, ACE cannot approve general membership plans that grant access to individuals who are not UFA scholarship students or their adult chaperones. However, individual passes for UFA students and one chaperone per family are eligible for approval.

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Gym (fitness center) memberships and fees are approved for the scholarship student participating in fitness lessons, classes, and coaching with a professional instructor or scholarship parent. 

Recreational facilities are approved for physical education of the student. You will need to submit the following justification with your expense in ClassWallet for Physical Education expenses.

Please provide supplemental documentation that meets the following guidelines:

(A) align with state core standards; and

(B) are used in structured physical education instruction.

A scholarship expense for physical education requirements may not exceed an additional 20% of the total scholarship amount.

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UFA Scholarship funds can be used for extracurricular activities, but an instructor, teacher, tutor, or the parent of the scholarship student must be present and leading the activity to ensure proper instruction is taking place. The presence of a qualified instructor helps teach correct techniques and safety protocols, ensuring that the activities are conducted in a safe and controlled manner. This requirement aligns with the program's goal of providing a safe and supportive learning environment for all students, enhancing the educational value of the activity.

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Activities like gymnastics and martial arts are approved scholarship expenses under extracurricular activities. However, expenses for extracurricular activities may not exceed 20% of the total scholarship amount.

These facilities may also be approved for physical education purposes for the student once the student's extracurricular funds have been exhausted. To submit a physical education expense in ClassWallet, you must provide the following justification:

Supplemental documentation must demonstrate that the activity:
(A) Aligns with state core standards; and
(B) Is used in structured physical education instruction.

Scholarship expenses for physical education are subject to a separate funding limit and may not exceed an additional 20% of the total scholarship amount.

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If a family cannot find a service or item on the Expense List, you may submit the service or item using the Pre-Approval process, at which time ACE will review the request for consideration. ACE will then notify you as to whether the expense is approved or not.

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No, a receipt for education related items does not need to indicate that the item(s) have shipped. It does need to display that the items were paid for and payment method (cash, check or card). A screenshot of an online shopping cart that has not been transacted will not be sufficient.

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Students may be required to provide additional justification for expenses in the following categories:

Materials, Tools, and Equipment:

• Must be directly related to and necessary for subjects aligned with the core standards established by the State Board under Section 53E-4-202.

• Must support specific learning objectives or competencies.

• Must be used in structured learning activities or lessons.

• Justification must explain why the items are consumable or non-reusable.

Supplemental Learning Materials:

• Must demonstrate how they directly support or enhance instruction in core academic subjects.

• Must be tied to specific educational goals or outcomes.

• Justification must explain how they are not primarily for entertainment or general enrichment.

Arts and Music Education Materials:

• Must align with state core standards.

• Must be used in structured arts or music instruction.

Other Educational Materials:

• Must be necessary for meeting specific learning objectives.

• Must be appropriate for the student’s age or grade level.

• Justification must explain how they are primarily educational rather than recreational in nature.

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Read a ClassWallet KnowledgeHub article about shopping the marketplace here.

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What is an invoice?

• An invoice is an itemized document that records the items or services that have been or will be provided to a scholarship student.
• The scholarship student's name may be at the top of the invoice, or in an itemized line item.
• This is a document that is typically provided to a scholarship parent prior to payment.
• Invoices are required for using the DirectPay payment method in ClassWallet.

Click here to learn more about DirectPay by viewing step by step instructions and screenshots. 

What is a receipt?

• A receipt is a document given to a customer as proof of full or partial payment for items or services.
• When requesting reimbursement for education-related expenses, scholarship parents must submit clear and detailed receipts.

Click here to learn more about what receipts need to include. 

Reimbursement:

• Only items specific to education-related expenses qualify for reimbursement.
• A scholarship parent may only request reimbursement if their student’s account has been funded, and contains sufficient funds. 

Click here to learn more about reimbursements. 

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An invoice is an itemized document that records the items or services that have been or will be provided to a scholarship student.

• This is a document that is typically provided to a scholarship parent prior to payment.
• Invoices are required for using the DirectPay payment method in ClassWallet.

Click here to learn more about DirectPay. 

• You can include multiple invoices in one DirectPay transaction request, but they must be from the same provider (either physical or online). This can save you time and effort.
  • You may include up to 5 documents in one transaction.

Below are the required components that must be included on each invoice:

1. Scholarship Student’s Full Legal Name
   • The invoice must include the full, legal first and last name of the scholarship student.
     • The student's full legal name may be in an itemized line item OR at the top of the invoice. 
   • An invoice may only have the items or services related to the student named.
   • Each scholarship student will need their own invoice. 
2. Name of the Qualifying Provider
   • Provider that offered the services or materials.
3. Date(s) of Service
   • Dates when the educational service was provided or when the educational material was purchased.
4. Invoice Date
   • Date on which the invoice was created.
5. Itemized List of Scholarship Expenses
   • Provide a detailed description of each expense related to the educational service or material.
   • The invoice may not include any items or services that are not an approved expense.
     • If the item is prohibited, or if pre-approval was not obtained, the invoice will be denied in ClassWallet. 
6. Total Amount Due
   • Clearly state the total amount that is due for the educational services or materials provided. Taxes and fees are included.
7. Payment Due Date
   • Include the date by which the payment is due.

Example Invoice Template

While Qualifying Service Providers can use their own invoice templates, they must ensure it includes the components listed above. Here is an example of what an invoice might look like:

Ensure that all invoices submitted for Utah Fits All Scholarship expenditures include all required details. This helps in processing the payment efficiently and without delays.

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Yes! 

If you wish to split an expense across your awarded students, you may do so by filling out the Split An Expense Form. This form will allow you to choose how you would like to break up the expense costs amongst your students, even the tax! Once completed, you will get an email of the breakdown and each student portion allotted. Please submit a copy of this email along with all other required documentation in ClassWallet for reimbursement. 

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The turnaround time for reimbursements is within 10 business days. 

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Once approved, all scholarship students will have a scholarship account created for them. ClassWallet is our digital wallet platform. Families of scholarship students will have single sign on capability to access ClassWallet through the ACE Access Portal. This means the parent needs only one username and password to log into ACE Access, then may simply click a link to seamlessly transition to ClassWallet. Once scholarship funds are deposited into ClassWallet, parents can view each student’s balance, upload invoices, initiate payments to approved providers, view previous purchases, request reimbursements and shop the digital marketplace for goods and services using their student’s funds, and more. Separate accounts are created for all students, even students who reside in the same house. Families may toggle easily between scholarship students while logged onto the platform.

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No. The parent of a scholarship student may not receive scholarship funds as payment for the parent's time spent educating their child. This rule extends to immediate family members as well (i.e. siblings and grandparents). 

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Yes, private school tuition is not subject to state-based requirements.

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