WEEKLY EFA email
Hello EFA Families,
Yesterday ClassWallet sent out an email regarding updates to their system that will be available to you starting next week. We wanted to send out additional information and answer some possible questions you may have about these new features.
First, we encourage you to view this walkthrough as it explains each step of the process. The password to access the walkthrough is: AREFA26!
ClassWallet Update Walkthrough
Common Questions About These Changes
How does this update change things?
This update will make submitting expenses easier. When you upload a receipt or invoice, the system can automatically read the document and fill in transaction details for you. You will also be able to categorize individual items within a purchase, so separate transactions for different expense categories will no longer be required. For example, if a single purchase includes both extracurricular and other eligible expenses, you can submit them together and assign a category to each individual item within the transaction.
What about requests that I already submitted?
No action is needed if you submitted your request before the update. Requests already in the system will continue to be processed, and you do not need to resubmit them.
What if my receipt or invoice has multiple pages?
No problem. The system can read multi-page receipts and invoices as long as all pages are included in a single file. If the pages are saved as separate files, upload the additional files and add those items manually within the same transaction.
What if the system can’t read my submitted receipt or invoice?
The system may occasionally be unable to read all information from a receipt or invoice. If this happens, you can edit the transaction details, including item descriptions, quantities, prices, taxes, and shipping costs. You can also add or remove line items as needed. Please review all information for accuracy before submitting.
What if there are items on my uploaded receipt or invoice that are not eligible for EFA funds?
You can remove any ineligible items from the transaction before submitting it. If your receipt or invoice includes both eligible and ineligible items, you may want to highlight the eligible items before uploading the document. This can help the reviewer understand why the amount requested differs from the total shown on the receipt or invoice.
What if I purchased items for multiple EFA students in one receipt?
If a receipt includes purchases for more than one EFA student, please mark which items belong to each student before uploading. Upload the receipt to each student's account and remove any items that are not associated with that student. Reviewers will compare the submitted line items to the receipt, and you can use the comments section to provide any additional details that may be helpful.
Since each item is now listed individually on the receipt, does that mean line-item approvals and rejections are possible?
It depends on the transaction type.
Reimbursements: Individual items may be approved or denied. If an item is ineligible, it may be removed from the reimbursement amount while eligible items continue through the review process.
Direct Pay and Marketplace transactions: Individual items cannot be approved or denied separately. If an ineligible item is included, the entire transaction will be rejected and must be submitted again without the ineligible item.
In some cases, a reimbursement request with multiple ineligible items may also be denied in its entirety.
Can I edit the line items in a transaction after it has been submitted for review?
No. Once a transaction has been submitted, you cannot add, remove, or edit line items. However, you may upload additional documentation to support the request. If changes to the line items are needed, you will need to cancel the pending request and submit a new transaction with the correct information.
We hope these updates help simplify the expense submission process. For additional guidance, please review the walkthrough linked above, which provides step-by-step instructions and screenshots of the new features.
Thank you for your participation in the Arkansas Education Freedom Account Program!