Reimbursement & Credits

We are excited to continue streamlining our fundraising efforts to help offset your dancer's Ensemble Team expenses. See below for information regarding our reimbursement process and policies.

The SWDC Booster Club Fundraising season runs from Aug 1st- July 31st of each dance season.

Fundraiser Participation

• Each family will be assessed a $25 fundraising fee annually to participate in any SWDC Booster Club sponsored fundraiser.

  • • • This fee covers administrative costs to manage the Booster Club (i.e. postage, software, website maintenance, bank fees, maintaining legal compliance, etc.)

• The fundraising fee can be paid directly to SWDC Booster Club or can be deducted from your fundraising balance.

• SWDC Booster Club will share individual family ledgers in an effort to keep track of funds earned through all fundraising avenues.

Reimbursement Policies

• Only SWDC Ensemble Company related expenses are eligible for reimbursement.

• Families must pay for their Ensemble related expenses directly through the studio and can submit receipts for reimbursement from their SWDC Booster Club ledger thereafter.

• SWDC Booster Club is able to provide reimbursements for charges related to the SWDC Ensemble Company including, but not limited to: 

  • • • Convention fees

      • Competition fees

      • Ensemble costumes

      • Ensemble choreography fees

      • Master classes

• SWDC Booster Club is unable to provide reimbursements for any other payments made to Studio West Dance Center including, but not limited to: 

  • • • Tuition

      • Recital fees and/or tickets

      • Class costumes

      • Registration fees

• Upon receipt of proof of payment, SWDC Booster Club will reimburse each family individually.

• Requests for reimbursements will be accepted between the 1st-15th of each month and will be processed and sent by the end of the month. 

• Fundraising credits will be posted to your family ledger once the fundraising hosting organization pays SWDC Booster Club. We cannot release funds to families until credits are posted. 

How to Submit for Reimbursement

• For reimbursements, upload a PDF copy of your receipt(s). A receipt is any document that contains ALL of the following elements: 

  1. 1. Name of vendor (company you paid) 

     2.  Purchaser (family name/your name) 

     3. Transaction date (when you paid) 

     4. Detailed description of goods or services purchased (what you bought/paid for)

     5. Amount paid 

     6. Form of payment (how you paid- cash receipt, check copy of front/back, or last four digits of credit/debit card) 

• Rename PDFs to your family's last name.

• Reimbursements will be processed once per month, after the 15th and before the month's end, and mailed to the address listed on your form.

• Families must request a specified dollar amount when submitting invoices. SWDC Booster Club is unable to honor "just pay what is left in the family ledger..." requests.

How to Submit King Soopers Credits

• At the end of every quarter, we will ask that you screenshot your Community Rewards total and fill out the online form by clicking the link at the top of this page. We cannot see individual donations from our master account, so it's important to fill out the form each quarter. 

• To find your Community Rewards:

  1. • Log into your King Soopers or City Market account

     • Select the drop-down menu in the top right and click “Rewards” 

     • Select “Community Rewards”

     • Your donation from last quarter will show up under “Contribution”

     • You can right click the page and click “Print” if you are on a computer, or screen shot from your mobile device