School
Clothing & Extracurricular Activities
Reimbursement Program

Program Overview:

Through the School Clothing and Extra Curricular Activities Reimbursement Program (SCECARP), the Shawnee Tribe provides funds to assist with reimbursable expenses in purchasing clothing, shoes, and required extracurricular items for primary school-age tribal citizens. The tribe may also provide a Direct Purchase option for families unable to prepurchase school clothing and shoes for reimbursement.

Through SCECARP, eligible applicants may receive up to $800 of assistance per fiscal year for school clothing & shoes and up to $400 of assistance per fiscal year toward extracurricular activities expenses. Approved applicants may submit reimbursement requests up to six (6) times per fiscal year for school clothing & shoes and up to three (3) times per fiscal year for extracurricular activities purchases.

All reimbursements are mailed—there is no in-person pick-up. Processing typically takes 4-6 weeks depending on the number of applications in the queue. E.g., applicants submitting between July and October may experience a longer wait time due to the September 1 program deadline.

Applicants are encouraged to call our team before applying to learn complete details about eligible expenses and receive tailored guidance on the application and reimbursement process.

Website Headshot - Kimberly Miller
Kimberly
Miller
Deputy Administrator
Brittany-Crowe
Brittany
Turner
Program Specialist

Eligibility:

  • Any Shawnee citizen enrolled in a state-certified Head Start or Pre-K through 12th grade educational institution or program, including homeschool programs. (Homeschooled students are required to submit additional documentation for enrollment verification.)
  • Family income, location, or dual citizenship status are not used to determine eligibility for this benefit.
  • The school clothing allowance is to be used to purchase school clothing, shoes, or uniforms only.
  • Reimbursement for extracurricular activities purchases is considered on a case-by-case basis.
  • The Direct Purchase option cannot be used for extracurricular activity expenses.

Required Documents
& How to Apply:

A complete application packet and valid receipts are required for each child, each program year (Sept 2–Sept 1). Complete applications are processed in the order they are received. Incomplete applications will not be processed until all documents are received. Complete applications include the following:

  • A completed & signed Application Packet, including a completed & signed school enrollment verification form
  • A copy of the student’s Shawnee Tribe Citizen ID Card
  • Original receipts demonstrating qualifying purchases (see receipt guidelines for additional, important information)
  • Proof of custody or guardianship (if applicable)
  • Supplemental Form for Direct Purchase Assistance (if applicable)

RECEIPT GUIDELINES—Receipts must meet the following to be considered reimbursable:

  • Receipts must be itemized and include the purchase date, vendor name/place of purchase, and the total purchase price.
  • For in-store purchases, original paper receipts are required and must be submitted via mail or in-person delivery. If you are submitting one or more or original receipt(s), please submit your complete application packet by mail or in-person delivery as well. I.e., do not mail part of the application and e-mail the rest.
  • For online purchases, digital receipts are acceptable, as long as they meet the requirements listed here. Digital or e-mail receipts must be attached to the application as PDF files or printed and mailed/hand-delivered with the rest of the application packet. A delivery confirmation must also be included with the digital receipt.
  • Applicants must include the student’s name and Shawnee Tribe enrollment ID number on the top of each submitted receipt.
  • Do not use highlighters on original receipts, as highlighters can remove printer ink from thermal paper. Instead, use a pen to indicate the each child’s items.
  • Expenses for multiple children on the same purchase receipt are acceptable, so long as the applicant clearly indicates which items belong to each child.
  • Indicate on the receipt whether purchased items are for school clothing or extracurricular activities.
  • Receipts should not include any non-reimbursable items.
  • Applicants may submit multiple receipts for each student(s).
  • Handwritten receipts are discouraged. The Shawnee Tribe reserves the right to reject any handwritten receipt.

SCECARP Application Packet

Supplemental Form – Direct Purchase