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Help Center
Browse Help Center categories and articles.
- Getting Started
- Account Management
- Providers
- Reimbursement Projects
- Reports
- Students
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Reimbursement Projects
Learn how to create and finesse reimbursement projects for instant use.
- Two-digit years are treated as 20YY (e.g., 1/1/25 → 1/1/2025).
- Dates are automatically reformatted to M/D/YYYY.
- Future dates trigger an alert as they are not allowed.
Supported Formats
| Input | Interpreted As |
|---|---|
| 010125 | January 1, 2025 |
| 01012025 | January 1, 2025 |
| 1/1/25 | January 1, 2025 |
| 01/01/25 | January 1, 2025 |
| 1/1/2025 | January 1, 2025 |
| 01/01/2025 | January 1, 2025 |
| 1.1.25 | January 1, 2025 |
| 01/01/25 | January 1, 2025 |
| 1.1.2025 | January 1, 2025 |
| 01.01.2025 | January 1, 2025 |
| 1-1-25 | January 1, 2025 |
| 01-01-25 | January 1, 2025 |
| 1-1-2025 | January 1, 2025 |
| 01-01-2025 | January 1, 2025 |
Note: All formats must follow month/day/year.
year/month/day is not supported.
As shown, you may enter a date as a 6- or 8-digit number (no separators), using the MMDDYY or MMDDYYYY format. Leading zeros are required for single-digit months and days.
For example, entering 1125 will not work. Instead, try 010125.
Invalid Inputs
| Input | Issue |
|---|---|
| 1 1 25 | Spaces not allowed |
| 2025-01-01 | Incorrect format (YYYY-MM-DD) |
| January 1, 2025 | Month names not supported |
Additional Notes
Every option within the Category, Type, and Description dropdowns mirrors the classifications used by SUFS. This ensures your PEP and UA ledgers stay perfectly organized and consistent.
Dynamic Auto-Expansion: To keep your workspace clean and prevent errors, the Type and Description menus remain disabled by default. They will automatically unlock, expand, and populate with the correct relevant options only after you make a selection in the previous dropdown.
Reimbursement Projects save automatically every five minutes. Upon the first save (whether automatically or manually), you will be redirected to the Edit Reimbursement Project page.
Learn more about each project’s fields ›- Under Category, select either Funding or Interest. These are the first two categories listed.
- Enter the applicable date and amount.
- For a single deposit, enter 1 as the quantity and enter the full amount under Cost per Item / Service.
Adding Funding or Interest
Open a reimbursement project and add a new row for the student.
Selecting a Provider
You may create a provider specifically for these entries, such as PEP Funding or PEP Interest, and reuse it for future entries.
Saving the Entry
Click Save after completing the row. The amount will now appear for use in the reports.
- Click Open Reimbursement Project in the navigation menu.
-
View your list of projects, then
click Open next to the relevant project.
Method 1
- Click Manage Providers in the navigation menu.
-
Using the Select an Existing Provider list,
click on a provider. - Click Open next to the relevant project.
Method 2
The resulting Manage Providers page shows all Projects Using this Provider.
- On the right side of each row, you will find Up and Down arrow icons.
- Click the Up arrow to move a row higher in the list, or click the Down arrow to move it lower.
- The row will slide smoothly into its new position, and the project will be marked as having unsaved changes.
- At the top right of the Data Entry section, locate the Sort By menus.
- Select your primary criteria from the 1st Sort dropdown.
- Once you make your first selection, the 2nd Sort dropdown will unlock. Selecting a second option unlocks the 3rd Sort, allowing you to organize your data on up to three specific levels.
- Click the Sort button. Your rows will briefly highlight to confirm they have been reordered, and the project will be marked as having unsaved changes.
How to Move a Single Row
How to Sort Multiple Rows
Project Details
At the top, you’ll see fields for the Project Name and Project Descriptor. These are for your own reference but are required. Each is limited to 30 characters.
Data Entry Rows
Rows represent individual funding or expenses. Fill in the required fields, which are variable based on if the row is for a future purchase, a pre-authorization, part of a two-year cycle, and the like. Additional fields align with other reimbursement fields as well as for your own tracking purposes.
Selecting a provider ›
Accepted date formats ›
Real-Time Alerts and Validation
The system will flag issues as you type. For example, you’ll get alerts if you enter a future date, a forgotten Category/Type/Description dropdown menu, or leave a required field blank.
Row Management
Use the plus (+) icon (or Tab) to add a row, the minus (−) icon to remove a row, and the copy icon to duplicate a row.
Use the checkboxes to select and delete multiple rows at once.
Rows can be reordered using the up/down arrows on the right or sorted using the controls at the top.
Saving Changes
Use the Save button at either the top or bottom of the page. If you try to navigate away without saving, you’ll be prompted to confirm.
The system also auto-saves every five minutes.
Running Reports
Once data entry is complete, go to the Reports section in the navigation menu to generate your reports.
See available reports ›
This field is required.
Enter a whole number only—no decimals or fractions are accepted.
This field only multiples the Cost Per Item/Service field; it does not multiply Tax, Shipping, Etc.