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Curriculum Budget: Where to start when making a lesson or activity purchase

 

Please Note: HCOS does not begin accepting invoices for lessons and activities until October 1st

Step One: Determine if the Lesson or Activity Provider has a Criminal Record Check (CRC) on file with HCOS
  • Making a purchase for a lesson or activity begins by contacting the HCOS office to determine whether or not a lesson provider has a CRC on file with HCOS
    • HCOS Office: Contact Information

      Local: 778-721-5340                

      Toll Free:1-877-360-1313 

      office@onlineschool.ca

  • If the Lesson or Activity provider does not have a CRC on file with HCOS, the office will help guide the provider in the process of obtaining one.  This CRC will then held on file for 5 years. To start this process, the office will need the following information:
    • a contact name of the lesson provider
    • a contact email
  • Once you have determined a CRC is place with HCOS, you are ready for the next step

All lesson and activity providers, must have a CRC on file with HCOS prior to lessons begin, in order for HCOS to process payment

 

Step Two: Determine how the Lesson or Activity provider needs to be paid

1. Purchase Order/ Invoice: Most Lesson and Activity providers (music lessons, sports associations, etc...) will invoice HCOS and get paid via cheque. This is the preferred process for the lesson providers as well as HCOS.

  • Invoices need to be sent to accounts@onlineschool.ca  with the following information on it. 
    • Payable Name
    • Payable to mailing address
    • Student name
    • Student PO (this is the parents authorization for HCOS to pay on their behalf and must be on each invoice)
      • Failure to have this on the invoice will result in delayed payment as the HCOS office will need to contact the vendor or parent to obtain either permission to pay (from parent) or the PO number (from vendor)
    • Type of Service
    • Dates of Service: a start and end date is sufficient
  • If a Lesson or Activity Provider does not have an invoice, HCOS has an invoice template they are free to use

2. Recreational Program Online Form: This form is for City and Municipality Recreational Center purchases  (all City Rec center purchase MUST go through this form, do not ask them to invoice) as well as organizations that require payment at the point of purchase. 

Lesson and Activity providers are given a Lesson Provider Agreement to sign when they go through the CRC process. This document outlines how to successfully invoice HCOS

 

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