How to Redeem Vouchers

First, you must purchase eligible products or services, and then your vouchers for those purchases may be redeemed for cash. The information below explains how to redeem your Education Technology K-12 Voucher Program vouchers for cash reimbursement for eligible purchases.

Product Eligibility: For information as to what products or services may be purchased with Education Technology K-12 Voucher Program vouchers, click on the Product Eligibility Information link on the left side of the page.
To Redeem Vouchers:

Complete the original Redemption Form for your district.

In each section of the Redemption Form (Product Purchases, IT Support Services and Professional Development Services Purchases), you must indicate the number of products and/or services you purchased and the dollar amounts.

The original Redemption Form must be signed by an individual authorized to sign and submit redemptions for your district as named in your district RFA. If you would like, please electronically complete and sign the form through Adobe Reader.

Attach the required documentation.

Required for All Purchases:

For all purchases, enclose an itemized receipt or vendor invoice and submit a copy of the original vendor invoice together with a signed certification of the district attesting to the authenticity of the copy submitted and that the original will be held by the district for audit purposes. Email the vendor invoice and the signed certification to: claimsadmin@edtechK12vp.com.

  • If claiming individual items on an invoice or receipt, circle the dollar amount of the items you are submitting for reimbursement.
  • If claiming all items on the invoice or receipt, circle the total price paid.
  • If only a portion of a purchase is being claimed for reimbursement, clearly indicate the amount claimed on the invoice or receipt.
  • If rebates or discounts were applied, clearly indicate the amount of the rebate/discount and the actual price paid on the receipt or invoice.
  • If claiming software that is eligible for reimbursement with the Specific Category Software Vouchers but is not itemized on the invoice because it was preinstalled as part of a new computer purchase, note on the invoice which software products were preinstalled. The Settlement Claims Administrator will reimburse each such eligible preinstalled software title on the Specific Category Software Voucher using the approved standard prices below.
  • o Microsoft Office for Mac

    $50
    o Microsoft Office Pro for Mac$62
    o Microsoft Windows (including Vista)$59
    o Microsoft Office Standard$50
    o Microsoft Office Enterprise$79
    o Microsoft Office Pro$62
    o Mac OS X$69
    o iLife ’06 or '08 Suite$39
    • Vendor price certification is required for all purchases.
      • Vendor price certification may be typed or handwritten.
      • The vendor must certify that the prices on the receipt or invoice are their standard academic prices for the products or services, or if academic prices are not available, the prices are the normal or standard prices charged by the vendor for such products or services.
      • The vendor price certification may be contained in the invoice or it may be contained in a bid, price quote, email from the vendor, or other document attached to the invoice submitted for redemption. Any document attached to the invoice must align with the items being claimed on the invoice (i.e., invoice number, number of items, item description, costs, etc.). Any document attached to the invoice may be a photocopy as long as the original invoice is submitted.
      • If a purchase is made through a CalSAVE, CMAS, US Communities, or WSCA pricing contract, documentation of the pricing contract name and contract number will be accepted as vendor price certification.
      • Following is a template districts may use to request vendor price certification for past purchases.

     

    Email Request for Vendor Price Certification from <Insert Vendor Name> 

    Dear <insert name of sales representative>, 

    We ordered products and/or services from you and were billed on the invoices listed below. We are seeking reimbursement for these purchases through the California Education Technology K-12 Voucher Program. A requirement for program reimbursement is that the vendor certify the prices we paid were standard academic prices, or the standard prices if academic prices were not available.

    Please reply to this email with your certification statement that the prices we paid on the purchases referenced below were standard academic prices, or standard prices if academic prices were not available. Thank you in advance for your prompt reply. 

     

    Invoice Date          Invoice Number

    <insert date>        <insert invoice number>

     

    Please contact me if you have any questions.

     

    Sincerely,

    <Insert district contact name>

    <Insert school district name>

     

    • Recently, the Court authorized an alternative for vendor price certification.  Under this alternative the district agrees to retain any relevant bid documents or quotes for audit purposes.  Then the district may certify in lieu of the vendor that the prices paid on the receipt or invoice are academic prices for the products or services, or if academic prices are not available, the prices are the normal or standard prices charged by the vendor for such products or services. To provide district price certification, send your certification statement in reference to the invoices you have submitted (for example, “For the purchases listed below, the XYZ school district certifies the prices we paid were standard academic prices, or the standard prices if academic prices were not available.”)

    Vouchers may only be redeemed for eligible products and/or services purchased between July 1, 2006 and September 25, 2015.

Additional Requirements for IT Support Services: IT Support Services documentation must show the requirements described in the "Required for All Purchases" section above and also:
  • Name of the approved provider.
  • Name of products procured through this settlement being installed or maintained.
  • Flat rate, or hourly rate if applicable.
  • Number of hours spent on the installation or maintenance.
  • Date of installation or maintenance.
All IT Support Services must be provided by an Approved Provider of IT Support Services. Note that the fact that a provider is on the Approved Provider list does not mean that all services offered by the provider are eligible. Click Here to review current Approved Providers.
Additional Requirements for Professional Development Services: Professional Development (PD) Services documentation must show the requirements described in the "Required for All Purchases" section above and also:
  • Name of the approved provider.
  • Name of PD event.
  • Agenda or summary of content.
  • Flat rate, or hourly rate if applicable.
  • Number of hours spent on the PD.
  • If products procured through this settlement were the focus of the PD, then the names of those products must be listed.
  • Dates of the PD.
  • If products were provided to participants as part of the PD, products and their cost must be listed separately.
All PD Services must be provided by an Approved Provider of PD Services. Note that the fact that a provider is on the Approved Provider list does not mean that all services offered by the provider are eligible. Click Here to review current Approved Providers.
Mail to:

Option 1 – Email to:

claimsadmin@edtechk12vp.com

Option 2 – Mail to:

Settlement Claims Administrator
Microsoft-California Settlement
P.O. Box 1125
Minneapolis, MN 55440-1125

Reimbursement Timeline:

Redemption Forms must be signed and postmarked on or before September 25, 2015. 

Reimbursement checks will be mailed to districts within approximately 30 days from receipt of voucher redemption transaction requirements.

Vouchers cannot be transferred to any person or entity and cannot be transferred between districts.

Voucher Redemption Flowchart: Click on the link below to view a flowchart for the voucher redemption process.

Voucher Redemption Flowchart

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