Procedures For Reimbursement Information

NDSP Procedures for the submission and payment of school invoices and procedures  for the reimbursement  of  sponsors and service providers

PROCEDURES FOR THE SUBMISSION AND PAYMENT OF SCHOOL INVOICES

When you have received your eligibility notification regarding your dependent's enrollment in the NDSP, you are responsible for organizing the submission of school invoices to the NDSP for payment purposes.A few options exist and you will need to determine the best option for your situation.

Possible Options:

  1. Check with your DoD NDSP Liaison at your post location to determine if a procedure already exists regarding the submission of invoices; or
  2. You may decide to have the school send the invoice directly to you.You can forward the invoice to the NDSP; or
  3. You may decide to pay the school directly and then request a personal reimbursement from the NDSP; or
  4. You may decide to have the school submit your dependent's invoice directly to the NDSP.

It is your responsibility to ensure that the NDSP receives all invoices for your dependent's education on a school-year by school-year basis.Please submit all authorized expenses with the name of the country in the subject line to:

  1. NDSP.Invoices.Americas@hq.dodea.edu (USNORTHCOM and USSOUTHCOM);
  2. NDSP.Invoices.Pacific@hq.dodea.edu (USPACOM); or
  3. NDSP.Invoices.Europe@hq.dodea.edu (USEUCOM, USCENTCOM, and USAFRICOM).

Allow thirty to thirty-five business days for processing purposes. If you have any questions, please contact the NDSP at 571-372-0591 (Commercial) or 312-372-0591 (DSN).

PROCEDURES FOR THE REIMBURSEMENT OF SPONSORS AND SERVICE PROVIDERS

Definitions:

  1. Invoice:A detailed list of goods or services rendered; an itemized bill.
  2. Receipt: An itemized bill that has been marked as having been paid.
  1. PARENT NDSP Sponsor Claim for Reimbursement:  Required for a sponsor requesting personal reimbursement for a school payment, bus/taxi transportation payment, speech therapy payment, etc.Invoices must be attached along with paid receipts and the exchange rate the day service was provided or the date the invoice was paid. Use the Oanda website at http://www.oanda.com/currency/converter/ for the currency conversion rate.
    1. School Invoices must provide itemized costs. English translation required. Questionable items remain pending until justification is provided by the school.
  2. PROVIDER NDSP Reimbursement for Services Rendered:Required for a service provider other than a sponsor requesting personal reimbursement to include a tutor, speech therapist, taxi company, etc.The service provider must complete the reimbursement request by providing the date, length, and the description of the service.If an exchange rate is required, use the Oanda website at http://www.oanda.com/currency/converter/ for the currency conversion rate.Prior to submission by the service provider, the sponsor must sign the Provider NDSP Reimbursement for Services Rendered.
  3. NDSP Sponsor Claim for Personal Occupancy Vehicle (POV):POV mileage reimbursement requested by a sponsor.Complete Standard Form 1164 Claim for Reimbursement for Expenditures on Official Business. No other forms are required.For mileage rates use the Defense Travel Management Office Mileage Rates website at http://www.defensetravel.dod.mil/site/otherratesMile.cfm.
  4. NDSP Sponsor Claim for Home-Based Education Reimbursement:Required for any sponsor requesting personal reimbursement for home-based education reimbursement.

 

Reimbursement Types

NDSP Reimbursement Form Required

Invoice Required

Receipt Required

Parent NDSP Sponsor Claim for Reimbursement

Yes

Yes

Yes

Provider NDSP Reimbursement for Services Rendered

Yes

Yes

No

NDSP Sponsor Claim for Personal Occupancy Vehicle (POV)

Yes (Standard Form 1164)

No

No

NDSP Sponsor Reimbursement for Home-Based Education

Yes

Yes

Yes

NDSP Electronic Funds Transfer Form

 

 

 

FISCAL YEARS:

  1. Sponsors must submit reimbursements requests following the government Fiscal Year (FY):
    1. FY14:01 October 2013 to 30 September 2014;
    2. FY15:01 October 2014 to 30 September 2015; and
    3. FY16:01 October 2015 to 30 September 2016; and
    4. FY17:01 October 2016 to 30 September 2017, etc.

Claims must be submitted no later than thirty days after the end of each FY.

REIMBURSEMENT REQUEST SUBMISSIONS

  1. Please submit all authorized expenses with the name of the country in the subject line to:
    1. NDSP.Invoices.Americas@hq.dodea.edu; or
    2. NDSP.Invoices.Europe@hq.dodea.edu; or
    3. NDSP.Invoices.Pacific@hq.dodea.edu
  2. The NDSP contact numbers are:
    1. Commercial Telephone Number:571-372-0591;
    2. DSN Telephone Number:312-372-0591; and
    3. Fax number is 571-372-1908.

TRANSLATION RESOURCE:MilitaryOneSource

All invoices must be in English or at least translated into English.Sponsors may request assistance through MilitaryOneSource  for translation of documents.Call 1-800-342-9647 and Military One Source will provide you with all the information to assist you with the translation process.Military One Source provides International Dialing Instructions for specific countries located on their website.  Each submission can include a maximum of 20 pages to translate.