Vermont Principals’ Association

Two Prospect Street, Suite 3 Montpelier, VT 05602

Phone: 802 229-0547 Fax: 802 229-4801

Kenneth PageBob Johnson

Executive DirectorAssociate Executive Director

To: VPA Service Learning Grant Recipients

From:Bob Hingston, Student Activities Coordinator

RE:Receiving Your Grant Funds

Date:November 1, 2015

Congratulations on receiving the Vermont Service Learning and Leadership Grant! Now, here’s how you can access your funding!

The VSLLP Grant operates on an expense-reimbursement model. Schools spend their money and are reimbursed for approved expenses from the grant funds from the VPA. Here’s how:

  1. Working from your VSLLP Action Plan, go ahead and purchase the materials, supplies, t-shirts, food and beverages, mileage, bikes – whatever was approved from your plan. Be sure to keep a copy of all receipts and invoices for what was purchased.
  1. Using those receipts, complete the invoice from your school and send it to us with receipts to document the expenses.Feel free to use your own invoice form or the one provide by the grant (sent electronically to project leaders). We prefer that all requests be made electronically, but snail-mail and hard copy is acceptable as well.
  1. We will verify the expenses, approve the reimbursement, and cut a check to the school.This should happen within thirty(30) days of our receiving the invoice and documentation.Be sure to maintain copies of all invoices and documentation for your records – just in case!

It’s that easy! Please remember the few simple rules of the grant:

  • Grant funds may not be used to pay salaries or stipends to staff, students, or volunteers.
  • No documentation = no reimbursement!
  • If there are any questions about allowable expenses, please call and receive approval before incurring the expense.

Help us help you!

  • Be sure to indicate the person at the school who should receive the reimbursement check. Checks can develop legs of their own when sent to a school without direction.
  • Please include the day phone number, with extension, of the person completing the invoice.

This memo and the invoice form can also be found on the VPA web site under the Grants tab. Please direct all reimbursement requests, forms, invoices and questions to me! Please call or e-mail me at Bob Hingston, and I’ll respond as quickly as possible. Good luck, and stay in touch!

VSLLP funding is provided through the generosity of The Vermont Student Assistance Corporation,

The Bay and Paul Foundations, and the Vermont Principals’ Association.