Reimbursements for Qualified Expenses

This article is intended for parents who are interested in receiving a reimbursement from the Wyoming ESA Program

If an account holder is unable to make a purchase or pay for an educational service directly through the Wyoming ESA Marketplace and the item or service is unable to be added to the Marketplace, the account holder may be eligible for the reimbursement option. 

 It is the responsibility of the account holder to contact the WDE ESA Finance Manager to obtain pre-approval for purchases made outside of the Marketplace. Reimbursement is not guaranteed without pre-approval.

All reimbursement requests must be submitted in the Wyoming ESA portal within 30 days of purchase following these steps:

• Log into the Wyoming ESA portal.
• Complete reimbursement request.
• Upload the appropriate documentation:
  • A receipt that must include:
    • Vendor.
    • Date.
    • Total charges.
    • An itemized list and full description of products or services.
    • Proof of payment method.
    • Handwritten receipts will not be accepted.
  • A copy of the approved Expense Pre-Approval Request form.

Reimbursement Decision: 

• The WDE will decide on a completed reimbursement request within fourteen (14) days of receiving the appropriate documentation listed above for any purchase not pre-approved.
• If the WDE denies a reimbursement request, a parent may request a review of the decision by submitting a request to the WDE within fourteen (14) days of receiving the decision.
• Upon receiving the request, the WDE shall convene a review panel of three individuals who were not a part of the initial denial decision.
• The panel shall decide within fourteen (14) days of the parent’s request and inform both the parent and the WDE of its determination.
• The panel’s decision is the WDE’s final decision.