A note about reimbursement of PEP expenses:

As a general practice, NJEA recommends that members who purchase items for approved PEP expenses be made “whole” as soon as possible. This way, the local association can wait for the reimbursement and not the member. Asking members to wait for reimbursement can place a burden on them, and members may be discouraged from participating in PEP if they hear they wait to wait.

Photos from PEP events are no longer required with your reimbursement forms.

You must complete your project by the timelines described in your proposal. Your funding is guaranteed according to the reimbursement deadlines listed below. After the deadline date, your funding will no longer be available.

Be sure to keep an ongoing total of your expenses and a balance of your remaining funds. Please do not submit receipts for unapproved items or activities or for items that exceed your approved funding amount.

To speed up the reimbursement period, we suggest that you submit the reimbursement form as soon as you have completed a PEP activity.

The completed form with all sign-in sheets from the activity, your original bills, original receipts (all receipts, including credit card receipts, must be itemized), letter of acknowledgment (proof of payment/sponsorship), and/or copy of both sides of a cancelled check should be submitted to your UniServ office. The chart below identifies the final deadline for submitting your reimbursement forms.

Activity timeline / Reimbursement form deadline

Fall (Sept. – Oct. – Nov.)  / December 15
Winter (Dec. – Jan. – Feb.)  / March 15
Spring (March – April – May – June)  /  July 15
Summer (July – Aug.) /  August 15

School Budget Projects 5 days after election

Any extensions to complete your project must be requested and granted in writing. Approval will be based on the availability of funds.

The NJEA Executive Office will process reimbursement forms that are submitted on time and complete as quickly as possible.

To expedite the payment to NJEA’s contracted PEP vendor for promotional items, we will pay this vendor directly. After you order your items and they are shipped to you, the vendor will send you an acknowledgment, confirming what you ordered and the cost. An invoice with the same information will be sent directly to NJEA for payment. The invoice is payable within 30 days, so please alert your UniServ regional office immediately if your acknowledgment is not correct. This will enable us to make any necessary adjustments to the invoice before it is paid. The amount paid to the PEP vendor will be deducted form your total PEP funding.

*Please note: One promo item per activity.

To maintain positive working relationships with other vendors for non-promotional item expenses, please be sure to pay them by their due dates. All payments by NJEA will be made by EFT (electronic fund transfer).

Please be sure to complete page two of the PEP Reimbursement form. In addition, samples of all printed materials (invitation, agenda, flyer, thank-you letter, certificate, etc.) should be attached to the PEP Reimbursement Form as well as all sign-in sheets from your activity.