Tips on Tracking your Scholarship purchases for Reimbursement
, by Gabrielle C, 8 min reading time
📚 How to Keep Track of Your Scholarship Purchases Without Losing Your Mind
Starting out with the Florida PEP scholarship (or any education scholarship) is exciting — but let’s be real: keeping track of purchases, receipts, and submissions can get overwhelming fast.
As a homeschool mom who knows the chaos of receipts in diaper bags, email inboxes, and under couch cushions 😅, I’ve learned a few simple ways to stay organized — without fancy software or complicated systems.
Here’s my easy, low-stress method to track your scholarship-related purchases, keep your receipts in order, and make submitting for reimbursement as painless as possible.
✏️ Step 1: Use a Simple Purchase Log
You don’t need a spreadsheet genius in the house. Just grab a notebook or download my free printable tracker (coming soon!), and log these basics each time you make a scholarship-eligible purchase:
| Date | Item | Vendor | Category (PE, Supplies, etc.) | Amount | Notes |
|---|
This helps you quickly see what you bought, when, and whether it might qualify under your PEP scholarship.
🧾 Step 2: Save Every Receipt (Right Away!)
Every time you make a purchase, ask yourself:
“Will I need to show proof of this for reimbursement later?”
If the answer is maybe, save it!
Here’s how:
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📂 Digital receipts → Save to a folder on your phone or Google Drive labeled “PEP Receipts – 2025”
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📦 Paper receipts → Snap a photo, then file the original in a labeled envelope or folder at home
Bonus tip: Highlight the product name and amount on printed receipts so it’s easy to read later.
📤 Step 3: Track Your Submissions
Once you upload a receipt or request pre-approval in the EMA portal, log it in a separate section:
| Date Submitted | Items | Method | Approved? | Notes |
|---|
This helps you avoid submitting the same item twice — or forgetting one altogether.
📌 Step 4: Label & Organize
Even if you're not a naturally organized person (hi 👋), this will make life easier:
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Use folders labeled by category (e.g., PE, Curriculum, Art)
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Or sort by status: "To Submit," "Submitted," "Approved," and "Denied"
💡 Tip: Keep a printed copy of your purchase log with your receipts so everything is in one place.
🧡 Final Thoughts from a Homeschool Mama Who Gets It
This scholarship is a blessing, but staying organized is the key to using it well. Whether you use a printable tracker, a Google Sheet, or a paper folder with sticky notes, the best system is the one you’ll actually use.
You’ve got this! And if you need tools, PE gear, or creative supplies along the way — you’re in the right place. 😉
The Homeschool Emporium Collective LLC is not affiliated with Step Up for Students.
See full legal disclaimer in the Legal Disclaimers section.
