Understanding PEP Reimbursement for Educational Programs

October 19, 2025

By Gemstone Academy

Introduction

If you are a homeschooling family in Florida and looking to use PEP funds for Gemstone Academy programs, this guide gives you the complete pathway—from eligibility, application, fund use, to reimbursement.
We walk through each step, highlight key compliance requirements, common pitfalls, and practical tips to make the process smooth.

What is the PEP Program?

The Personalized Education Program (PEP) is a Florida state scholarship program operating under the Florida Tax Credit Scholarship (FTC) umbrella.
It functions as an Education Savings Account (ESA) for families whose students are not enrolled full-time in a public or private school.
Eligible students: Florida residents, grades K–12, age 5 by September 1 of the school year.
Priority for funding goes to families whose income is ≤ 185% of the federal poverty level; next priority up to 400%.
Key requirements:
- Parent/guardian prepares and submits a Student Learning Plan (SLP) annually.
- Student takes a norm-referenced achievement test (or equivalent) annually and submits results.

Key Terms You Should Know

Term	What it means	Why it matters
ESA (Education Savings Account)	The account into which PEP scholarship funds are deposited	Funds must be spent in compliance with PEP rules
SFO (Scholarship Funding Organization)	The non-profit organization that administers the PEP funds	You work through the SFO to apply, receive funds, request reimbursement
SLP (Student Learning Plan)	A customized plan developed by the parent to guide instruction and identify services/materials	Submission required before funding for the year
Reimbursement Request	The process by which you ask the SFO to pay you back (or pay a vendor) for approved educational expenses	Must follow the SFO's purchasing guide and documentation rules

How PEP Works with Gemstone Academy Programs

Confirm that your student meets the PEP eligibility (see above).
Apply for PEP via an approved SFO (for example, Step Up For Students) and get award notification.
Use the awarded funds to purchase eligible services/materials—this can include curriculum, instructional materials, digital subscriptions, tutoring, and also costs for eligible programs like Gemstone Academy (assuming Gemstone's program qualifies under the categories).
Maintain compliance by submitting required documentation: SLP, test results, receipts for purchases, etc.
Submit reimbursement or vendor payment requests through your SFO.

What Expenses Are Eligible Under PEP?

PEP funds may be used for a range of educational goods and services. Key eligible categories (per law and SFO guidelines) include:

Instructional materials (books, curricula, digital materials).
Tuition and fees for a "home‐education instructional program" (which may include programs like Gemstone Academy if eligible).
Tuition and fees for part-time enrollment in a private school, or a public school district contracted service.
Tuition as a private‐pay student in the statewide online school (Florida Virtual School) under certain conditions.
Norm-referenced tests and other approved assessments.
Services of a Choice Navigator (optional) to help you select curricula, educational options.

Important: Some items are not eligible. For example, therapy services are typically not covered.

Step-by-Step Guide: Using Your PEP Funds for Gemstone Academy

Step 1: Apply and Get Awarded

Create an account with your chosen SFO (for example Step Up For Students).
Submit your student details, select "Personalized Education Program (PEP)" in the application.
Upload required proof of residency, etc.
Wait for award notification (helps to apply early).
Terminate any home-education registration with your school district if your student was registered there, because PEP is distinct from the standard home-education program.

Step 2: Create Your Student Learning Plan (SLP)

The SLP must be developed by the parent/guardian.
It should outline: student's current academic situation, learning goals, materials or services planned, how they will be used.
Submit SLP to SFO before your funds are approved for the year. Failure may delay or forfeit funding.

Step 3: Choose Gemstone Academy Program & Make Purchases

Review Gemstone Academy's program costs, schedule, credentialing to ensure it qualifies under PEP (tuition, home-education instructional program, or curriculum purchase).
Use PEP funds to pay directly or to reimburse yourself for purchases. Important: follow documentation rules (receipts with all required details).
You may need to submit invoices, receipts, highlight specific items if the receipt includes other non-eligible items.

Step 4: Submit Reimbursement Requests

Log into your SFO portal and submit the request under the correct category (e.g., "home education tuition/fee", "instructional materials", whichever applies).
Attach receipts/invoices and proof of payment. Ensure vendor name, date (with year), item(s), amount, payment method are visible.
Keep in mind processing times vary. Some SFOs process weekly if submitted by deadline.
Track your remaining funds in your ESA. Do not exceed your award amount.

Step 5: Maintain Ongoing Compliance

Every year update and submit a new SLP.
Annually arrange norm‐referenced testing and submit the results to your SFO.
Keep all documentation for possible audit.
Do not use funds for ineligible items (unapproved tutoring, purely recreational items, therapy unless approved, etc.).
Be aware that the award amount is based on grade level and county; funding may vary.

Common Questions & How They Apply to Gemstone Academy Families

Q: Can I use PEP funds for Gemstone Academy tuition?

A: Yes, if Gemstone Academy is operating as an eligible home-education instructional program or part-time private/home education provider that meets the law's criteria for PEP funding. You must categorize your expense under "Home Education Program Tuition/Fee" or equivalent in your reimbursement request.

Q: What about books, curriculum, digital subscriptions?

A: Yes. Instructional materials, digital materials (excluding devices in many cases) are eligible. Ensure you keep receipts with correct retailer, item description, date, and payment proof.

Q: Can I pay Gemstone Academy in installments and still use PEP reimbursement?

A: Check with your SFO and Gemstone about allowances. Some SFOs may charge processing fees for multiple reimbursement submissions.

Q: Do I still need to file a home-education termination letter with the district?

A: Yes. Because PEP students are not registered under the standard home-education statute (1002.41) but under PEP. The district must be notified.

Q: What happens if I don't submit required test results or SLP?

A: Your account may be frozen, no funds may be distributed, or you risk losing eligibility.

Practical Tips & Best Practices for Gemstone Academy Families

Start early: Application windows may fill; SLP preparation and documentation take time.
Separate eligible vs non-eligible costs: If you purchase a bundle of items only part of which are reimbursable, highlight the reimbursable items on your receipt.
Track your remaining balance: Avoid overspending your ESA award. Funds are limited.
Use correct categories: When submitting reimbursement, ensure you pick the correct category in the SFO system (tuition, instructional materials, etc.).
Maintain vendor details: If Gemstone Academy invoices you or you pay them, keep name, date, amount and description clearly visible.
Coordinate with Gemstone Academy: Confirm program qualifies under PEP eligible service, get invoice styling that supports reimbursement (e.g., states "tuition for home-education instructional program").
Keep documentation for audits: Retain all paperwork (receipts, proof of payment, SLPs, test results) for at least the time frame the SFO/network requires.
Plan ahead for next year: Know the deadlines, update SLPs, and ensure you budget for the next school year.

Conclusion

For families at Gemstone Academy, the PEP scholarship offers a flexible way to fund your customized education program under Florida's school-choice framework. By understanding the program, aligning your usage of funds, and following reimbursement procedures diligently, you can leverage PEP effectively.

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