How to submit an FES-UA reimbursement in EMA

2026-27 reimbursement dates and review time

Do not confuse this with October 31. In the Private School Family Handbook, October 31 is an account-interest deposit date. The 2026-27 reimbursement submission deadline is July 31, 2027.

Printable FES-UA reimbursement packet checklist

• The invoice or receipt identifies the item or service and shows the complete date and cost breakdown.
• Proof of payment shows a complete transaction date and the amount paid, or the invoice clearly shows paid in full or a zero balance.
• The student name matches the name in EMA when the category requires it.
• The EMA category matches the actual item or service—not merely the nearest broad label.
• Service dates, provider credentials, license numbers, attendance, or educational-benefit documents are attached when the category requires them.
• Names, dates, and amounts match across the required documents for the scholarship program being used.
• Every uploaded file opens, is readable on a phone, and keeps required fields visible after redaction.
• The reimbursement amount includes only the eligible line items being claimed.

Submit in this order

1. Confirm the expense is eligible in the current handbook or purchasing guide.
2. Match the receipt or invoice to proof of payment.
3. Choose the category and gather its supporting documents.
4. Redact unrelated sensitive information without hiding required evidence.
5. Enter only the amount and dates supported by the files.
6. Save a copy of the packet and submission details for follow-up.

Is the expense eligible in the first place?

A perfectly assembled packet still fails if the expense was never eligible. Eligibility is decided by the current handbook and purchasing guidance, not by whether the purchase feels educational, so confirm the category before you pay rather than after.

• Check the category, not the item. The same product can be eligible under one category and ineligible under another depending on how it is documented and who provided it.
• Check the provider. Several categories require the provider to hold a specific credential or license, and the credential has to be evidenced in the packet rather than merely asserted.
• Check the date. The purchase or service date has to fall inside the scholarship year you are claiming against. A July invoice for June services belongs to the prior year.
• Check whether reimbursement is even the right path. Some purchases are simpler through the marketplace, where you never pay out of pocket at all. Compare the two routes in MyScholarShop vs reimbursement.

The Step Up purchasing guides (sometimes searched for as the FES-UA purchasing guide) are the working reference for what fits which category, and the FES-UA handbook is the authority when the two seem to disagree.

Where reimbursements actually go wrong

Most delays are not judgment calls about eligibility. They are small evidentiary gaps that a reviewer cannot resolve without asking you, which is what turns a request into an on-hold item.

The full breakdown, with examples, is in the five mistakes that most often cause holds.

Common questions

How do I submit receipts for FES-UA?

Receipts are uploaded as files attached to a reimbursement request inside the portal at apply.stepupforstudents.org. Keep each document as its own file rather than merging everything into one PDF, so a reviewer can open the receipt, the proof of payment, and any category documents independently. If you are unsure which site to sign in to, see the portal login guide.

What is the FES-UA reimbursement deadline?

For the 2026-27 scholarship year, requests are due July 31, 2027, covering purchases made between July 1, 2026 and June 30, 2027. Requests against 2025-26 funds were due July 31, 2026. Do not confuse either with October 31, which is an account-interest deposit date in the Private School Family Handbook, not a submission deadline.

How long does a reimbursement take to review?

Up to 60 days after all required documents have arrived. The phrase "all required documents" is what matters: if the request goes on hold and you send a correction, the review window restarts from the corrected submission rather than continuing from the original date. That is why getting the packet right the first time is worth more than submitting quickly.

Can I be reimbursed for something I paid out of pocket?

Yes, that is exactly what reimbursement is. You pay the provider or vendor first, then claim the funds back. What you cannot do is claim an expense a provider was already paid for directly, or claim an amount larger than what your own documentation supports.

Is EMA the same thing as the scholarship?

No. EMA is the platform where an awarded scholarship is managed, which is why families sometimes see it written as "AMA reimbursement" or hear it as a separate program. The scholarship is FES-UA or FES-EO; EMA is where you file against it. More on the distinction in how to apply for EMA.

Where do I check what happened after I submit?

Status appears in the portal against each request. Submitted and In Review mean wait; On Hold means act promptly; Approved and Denied are decisions. Each one is explained in the EMA status guide, and if yours is on hold, the on-hold checklist covers the six most common causes.