Vendor Relations

Important Guidelines

Beginning with the 2026–2027 school year, the Learning Fund will cover services provided by an approved vendor for August through May, provided the following guidelines are met.

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• Learning Fund Priority: Non-academic classes may only be considered after curriculum and technology purchases have been made. Epic cannot split the cost of any ordered item or curriculum with a family and cannot reimburse parents or guardians for expenses they have already paid.
   

• Approved Vendors: Before beginning any extracurricular services, verify that your selected provider is listed in Epic's approved vendor directory. Services provided before a vendor is approved are not eligible for Learning Fund payment.
   

• Summer Services: The Learning Fund does not cover services provided during June or July. Summer services are the financial responsibility of the parent or guardian and cannot be combined with or transferred to previous or future months.
   

• Truancy and Withdrawal: Students who are truant are not eligible to use the Learning Fund for extracurricular activities. If a student withdraws voluntarily or is withdrawn due to truancy while vendor invoices remain outstanding, Epic will pay only the prorated amount for services provided through the student's withdrawal date. Any remaining balance is the responsibility of the parent or guardian.
   

• Membership Fees and Other Non-Allowable Expenses: Membership fees are not covered by the Learning Fund. Admission fees may only be paid if they are required to access an educational class offered at that location.

The Learning Fund cannot be used to pay for, including but not limited to:
 

• Coach-related expenses (hotel, meals, travel, or similar costs)

• Uniforms and costumes

• Instruments (instrument rental fees may be considered)

• Equipment (sports equipment, sparring gear, etc.)

• Yearly or semester-long invoices

• Previously accrued balances

• Late fees

• Sales tax

• Advance payments or deposits

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• Related Vendors: Learning Fund vendors may not provide services to students to whom they are related. For the purposes of this policy, "related" includes relationships by blood, marriage, adoption, or domestic partnership within the third degree, including but not limited to:
   

  • Parents and step-parents

  • Grandparents

  • Spouses or domestic partners

  • Children, stepchildren, and adopted children

  • Grandchildren

  • Siblings

  • Aunts and uncles

  • Nieces and nephews

  • In-laws

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• Services provided by related vendors are not eligible for Learning Fund payment.
   

• Annual Deadline: The deadline to use this year's available Learning Fund is March 31 at 5:00 p.m. All product orders must be submitted by this deadline.
  
  If you plan to use your remaining Learning Fund for extracurricular activities in April and/or May, you must register with an approved vendor in March, and the vendor must submit all applicable monthly invoices to activity@epiccharterschools.org no later than March 31 at 5:00 p.m. This includes invoices for both April and May services. Students must remain enrolled at the time services are provided for Epic to issue payment.

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Vendor Information Link:

Epic Learning Fund Vendor Information & Application Guide