Local Public or Private School

CLAIMS SUBMISSION INFORMATION

The Non-DoW Schools Program (NDSP) offers several types of claims to support education-related expenses for eligible students. Understanding the appropriate claim type and submitting complete and accurate documentation are essential to ensure timely processing and reimbursement. The sections below outline each claim type and the required documentation for submission.

GENERAL SUBMISSION REQUIREMENTS:

All claims submitted to NDSP must include complete and accurate documentation. Invoices and receipts must clearly identify the student, the services provided, associated costs, and the applicable dates of service. All documentation must be translated into English prior to submission to ensure proper review and processing.

Please allow 30–35 business days for claim processing. Business days do not include Saturdays, Sundays, or holidays. Missing or incomplete documentation may result in delays or require resubmission. Sponsors are responsible for ensuring that each claim is submitted under the correct category and includes all required forms and supporting documentation at the time of submission. All sponsor-submitted claims must be submitted through the Sponsor Portal.

All invoices must be in English or have been translated into English. Active-duty sponsors may request translation services via Military One-Source or by calling (800)342-9647.

For currency conversions, sponsors should use the OANDA Currency Converter to determine the appropriate exchange rate. When submitting a personal reimbursement claim, the exchange rate should reflect the rate on the date the invoice was paid. 

Sponsors are encouraged to consult their local NDSP Liaison to determine if there are location-specific submission practices. If additional guidance is needed, please contact the NDSP Resource Management Team and include the sponsor’s country of assignment in the subject line of the email. 

Please note that NDSP cannot process payments or reimbursements until the sponsor and family have arrived at the overseas assignment location. Also note that claims for expenses incurred should be submitted by the end of each fiscal year (30 September).

Careful adherence to these requirements will help ensure prompt review and payment.

SPONSOR REIMBURSEMENT CLAIMS

A Sponsor Reimbursement Claim is used when a sponsor incurs educational expenses out of pocket and subsequently submits a request for reimbursement through the NDSP.  This process allows eligible educational services and expenses to be reimbursed in accordance with applicable program policies and guidelines. 

To process this claim, the sponsor must submit a completed and signed Sponsor Claim Form. An official invoice must also be included and should clearly provide the student’s name, an itemized breakdown of fees, and the dates of service.

Proof of payment is required to confirm that the expense has been paid in full. Acceptable forms of proof include a paid receipt, a bank statement, or a wire transfer confirmation. Claims missing any required documentation may be delayed or returned for correction.

PROVIDER CLAIMS 

Provider Claims are used when NDSP issues payment directly to a service provider rather than reimbursing the sponsor. 

This type of claim requires submission of a Provider Claim Form signed by both the sponsor and the provider. An official invoice must accompany the claim and include the student’s name, a detailed description of services provided, associated costs, and the dates of service.

Additionally, documentation confirming that the services were authorized must be included. This ensures that NDSP approved the services prior to issuing payment.

SCHOOL INVOICE (DIRECT PAYMENT TO SCHOOL)

In cases where NDSP pays a school directly, a school invoice submission is required. The school must provide an official invoice that includes the student’s name, a detailed breakdown of tuition and fees, and the applicable dates of service. The invoice must be complete and clearly itemized to allow NDSP to validate charges and process payments efficiently.

Note: All contracts are established between the school and the sponsor. While NDSP provides financial support for tuition requirements, NDSP is not legally authorized to enter into contracts with foreign entities.

TRANSPORTATION CLAIMS

Transportation claims cover expenses related to student travel, including school bus services, contracted transportation providers, and privately owned vehicle (POV) use when transportation is not provided by the school. If the school provides transportation, alternative transportation is not reimbursable.

For standard transportation services, an official invoice must be submitted that clearly identifies the student, provides an itemized list of fees, and includes the applicable dates of service. 

When a sponsor transports a student using a privately owned vehicle, reimbursement may be requested by submitting a completed SF1164 POV form. Mileage reimbursement is based on rates established by the Defense Travel Management Office (DTMO). 

To support POV claims, sponsors must also provide a corresponding student attendance record for the claimed period. A separate attendance record is required for each student. Complete and accurate documentation is necessary to ensure timely and accurate processing of all transportation claims.