Freebies Smarter not Harder

My Tech High Reimbursement Tracker 2.0

This post may contain affiliate links.Β  Any purchases from those links may give me a commission which help me to maintain this website.Β  Thank you for your support πŸ™‚Β 

My original tracker is still up and running and updated to reflect current budget amounts as of 29 July 2020, if you’d prefer to use that one, or want to understand more about My Tech High and the history of this tracker click here.

UPDATE 11-11-2020: I’ve added support to select the full year program or half year program which will adjust all of your budgets based on whether you’re starting in August or January. By default it will assume the full year program but make sure you select the half year program if you’re starting in January so that you don’t have your budgets doubled in the spreadsheet!

I have been maintaining this tracker for a couple years now and I’ve been so happy to see it help so many people! This year as My Tech High announced funding increases for their students I decided it was time to update my reimbursement tracker too. I started by just updating the formulas to reflect the new amounts. I tried to convince myself I was done then… but then I spent a week totally revamping the whole process and basically rebuilding the whole thing. So let me tell you what’s new and how to use it πŸ™‚

New Features

  • Multiple Students in One Workbook: This was by far and away the biggest add. You can now manage the schedules and budgets for all of your students in one workbook (assuming you have less than 20 students, if you have more than 20 students then I really hope you have better organization skills than I do and heaven bless you!)
  • Budgets Categorized by Class instead of Budget Block: Maybe no one else ran into this but it would bother me all the time. In my old workbook all expenses were matched up with their budget block. So if you had a combined custom core for Math/English/Science that was one category. This was fine unless you changed your Science class from being custom built to being 3rd party. Then you’d have to go in and change all of your expenses to be associated either with this new 3rd party science class or with the new “Custom Core – Math, English” category. Now you simply select the subject the expense is associated with and it will follow that subject into whatever bucket you have it in at the time.
  • Custom Formatting: This may not have been the most important, but it was the most satisfying part of the process! I’ve changed the font to be a little prettier, added lots of color coding and generally made the whole thing more visually pleasing.

So let’s jump in to how to use it. If you don’t want to read through all of this I’ve made a little video tutorial that you can watch that shows you all of the steps.

The first thing you need to do is make a COPY of my spreadsheet. I frequently get edit requests for the master spreadsheet from people who miss that step, and then you have to wait until I see the email and respond to it… and I will tell you to make a copy πŸ˜›  So save yourself some time and don’t skip that step! Ok, here’s the link to the Google Sheet- MTH Reimbursement Tracker 2.0.  Let’s start with how to make your own copy.  To do this you go to File->Make a copy…

After you do that a box will pop up asking for a name for this document.  I usually name it something like “MTH [school year] so that I don’t my workbooks mixed up in future years.

Once you click OK your copy will pop up and you’re ready to begin filling it out.  I’ve tried to lock as many of the ranges that you shouldn’t be changing as possible so you don’t accidentally mess up something that you won’t be able to fix, so if you get a warning box saying not to change something – please try to heed it! The first thing you will need to do is select if your children are participating in the full year or half year program. If you’re starting (or already started) in September pick full year, if you’re starting in January pick half year. This will adjust your budget amounts to be either the full amounts or halved amounts depending on when you started the program.

The first thing you will do is enter your students’ names and grades in the Students sheet. You can also pick a color for each student which will just make the rest of the workbook prettier – and making it pretty is what’s most important right? Once you’ve done that go to the bottom of the page and click the “Schedules” worksheet.

You will see that your students’ names have already been populated and options corresponding to your students’ grades will show up. I like to go to the bottom and hide all of the schedules that are for non-existent students – just to make the experience a little bit cleaner for myself. To do this simply select the first row of empty schedules and then select all the way down to the last row. Then right click and you will see the option to “hide rows”, click that and all the extra schedules to disappear.

In the first column the only selection you need to make is whether your student is doing History or Science this year. Don’t change anything in the 2nd column. In the 3rd column you will select whether the classes are going to be custom built, 3rd party or My Tech High Direct. You will notice that as you change these selections that the funds in the second column change to correspond with the budgets you will receive from My Tech High. The 4th column is optional but it gives you a space to write out your course descriptions. You can use this as a place to take notes of things you want to do or to write out your official course descriptions that you will submit to My Tech High. If you use it for writing your official descriptions you might notice that in the last column there is a character counter. It will tell you how many characters you have left before you exceed the course description character limit in InfoCenter. You’re welcome to write more characters in the worksheet, no one will see this other than you. Ok you’ve finished the hard part now on to where the magic happens! Open up the budgets worksheet and we’ll continue on πŸ™‚

On the right it shows a budget breakdown for each of your students. At the top it tells you how much money you have remaining to spend. You will not need to make any changes to these columns because everything will be calculated automatically. Here’s what my kids’ budgets look like right now. You can see that I’m over budget for Sam in a couple of categories but it doesn’t take those negative amounts away from the total available to spend because you can’t spend over the limit for any particular category.

Let’s go on to the purchase list. Here you will simply enter in the items you have purchased, the price paid and then select the student and subject the purchase is associated with. As you do that you will notice that all of the “remaining” balances will update to show you how much is left in each category. If you select a subject with a student that doesn’t have that subject on their schedule the item will turn red and you’ll get an error message off to the side so that you can make sure to put that expense with a valid student/subject combination. Ok one last worksheet to go! Go ahead and click on the “Reimbursement Cover Sheet”

You won’t need the reimbursement cover sheet until it’s time to submit your receipts but I find this to be really handy. At the top of the page you can select a student and a budget and then the rest of the workbook populates with all of the purchases for that period. I will print this page to a PDF and then use it to help me make sure I have all of my receipts together before submitting them at reimbursement time. I use the free program PDFBinder and put the cover sheet first and then add all of the receipts in the order they’re listed on my cover sheet. This makes it easy for MyTechHigh to see at a glance what all of my expenses were and help me get reimbursed faster. Once you’ve already made one submission and you need to make another then if you go back to the Budgets worksheet and check off the “Submitted?” boxes on the expenses that you’ve already been reimbursed for, then when you go back to the Cover Sheet worksheet you’ll see that it only displays the receipts that you haven’t yet been reimbursed for. So that can be handy for helping you keep organized.

One last tip for anyone who considers themselves lightly advanced. If you want to sort your purchases – Select all of the purchase list cells by clicking on the “Item Purchased” cell and dragging your mouse until you are down to the submitted column on your last row. Then go to the “Data” menu and select “Sort range”.

Check the “Data has a header row” box and then you can sort things however you like. I usually like to sort by student, then by subject and then by cost high to low. The sorting won’t stay as you enter in more items, but I find this to be handy as I’m trying to keep organized – especially when I’m getting ready to submit.

And that’s it!  Hopefully this helps you to better keep track of your MyTechHigh expenses and budget in the coming years!  If you notice anything that I’ve missed please comment below so that I can get it fixed!  If this is useful to you consider making a donation to my site, or making a purchase through one of my affiliate links to help me keep this site going.  If you’re looking for more ideas on what curriculum you want to use check out my curriculum recommendations post or if you’re looking for ideas on how to schedule your day check out my homeschool scheduling post. Happy Homeschooling πŸ™‚

Here’s a link to the spreadsheet again, just so you don’t have to hunt through the article to find it – MyTechHigh Reimbursement Tracker 2.0.

Side note: Everything above shows actual items I’ve been reimbursed for and course descriptions I’ve had approved.  Feel free to use the descriptions and purchase list for inspiration for your own child’s schedule.  Just a quick plug for a couple of things we’ve especially loved –

  • Kiwi CratesΒ – these have been SO much fun for all of my kids and they’ve learned a ton from them.Β  I’ve gotten 1 subscription and made my three kids share it and it’s been great. I thought I was going to like the Kiwi Crate but it’s been so much better than I’d expected.Β  If you use my referral link you get $10 off of your subscription πŸ™‚
  • Tuttle Twins these books are AMAZING at teaching your kids about the role of government and how laws work. They are definitely from a libertarian perspective and they’re very engaging – I’ve even had lots to think about and discuss after reading them! As of the time of this writing promo code FORTY works to get you 40% off of the retail price.

Disclaimer: I have no affiliation with My Tech High other than as a parent to students within the program. This tracker is provided free of charge and without warranty. I intend to keep all formulas and information current and accurate however I accept no liability for any faults in the program. Use at your own risk.

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  1. […] and it will still work but if you would like to see the new and improved version click here – My Tech High Reimbursement Tracker 2.0 […]

  2. Lindsey moffat says:

    Thank you so much for making this available! It is just what I need to keep organized. I’m just wondering if you submit for reimbursement of taxes? I noticed you itemized the cost of each item but didn’t include the cost of tax.

    1. Yes, taxes are reimbursable! I just include them in my line items and don’t itemize them out separately πŸ™‚

  3. C Blackburn says:

    This tracker is exactly what I had dreamed about making for myself but didn’t have the know-how. Thank you SO much!

  4. Ashlee says:

    THANK YOU SO MUCH FOR THIS!!! You are a lifesaver! We’re new to mytechhigh this year and having this has made it so smooth. I had a question on period 7. We are doing a mytechhigh class for it and when I choose that option it doesn’t take anything away from the tech allowance. I thought that it was supposed to take $300 from it. Am I wrong? I was playing around with this and when I chose the custom built option it did take away $225 from the allowance. I want to make sure I’m understanding this right. Because if it doesn’t take away from it I can move things around in our schedules as to not take away from the tech allowance. I hope this makes sense. Thank you for helping this newbie homeschooling mama out!

    1. I am SO sorry that I missed this for so long – all of my comments weren’t coming through to me for over a year and I had NO idea ? If you’re still having this problem would you let me know and I can see if I can figure it out. It’s obviously too late for last year but I’d love to help fix it if it’s a problem this next year!

  5. Keri Beirdneau says:

    Oh my gosh this is amazing! I love using excel and discovering new features, but this is outta this world. You are so generous to be sharing it for free! God bless you! I seriously want to cry looking at this. I’m so grateful you posted it on the FB page so I could find it. Thank you thank you thank you.

  6. Marni says:

    Just starting MTH and this is incredibly snazzy. Thank you for helping a newbie out!

  7. Ashley says:

    This tracker is incredible! Thank you for taking the time to make and share it!

  8. Cynthia Johnson says:

    Thanks so much! I’m new to all this, but my kindergartner could only enroll for Math, English, and tech (period 6). So, on your tracker, when I enter this, it retains the money for History/Science that he doesn’t qualify for. At least I believe? There weren’t options for me to add other classes. So his total possible reimbursement with all of them being CB, is $925. How do I adjust the tracker for this?

  9. Cynthia Johnson says:

    Oh my. I just figured it out on your tracker! I see the kindergarten option in the pull-down. Thanks.

  10. Karli says:

    Hi! First of all, this is so amazing! Thank you. I am having some trouble with my kindergartener’s schedule though. It is showing that he has $900 to spend for main classes but he has less because he’s in kindergarten so he has 675 total and no tech class. So it’s showing he has more money to spend than he does. Is there a way that I can fix that?
    Thank you!

    1. Karli says:

      My brother helped me figure it out. For some reason in the schedule portion he wasn’t chosen as a kindergartener. I got it now. Thanks again!

  11. Olivia says:

    This is great! Thank you for sharing!

  12. Thank you SO much for putting this together and sharing it. It is a life saver!

  13. Cora Lambert says:

    how would you go about editing this for colorado MTH. we only have 4 classes. a preset homeroom, which has multiple programs to access but no reimbursement. then 3 others that can be custom or MTH direct. also our reimbursement amounts are different.

    1. Sorry this is probably WAY too late to be helpful, but one of the dad’s in the Colorado program actually re-programmed my spreadsheet for the Colorado program! I believe it works pretty much the same but with the different budgets. Hopefully this helps –

  14. L. Griffiths says:

    Hi! This is so amazing! It is so generous of you to share your hard work with fellow MTH parents. You truly have saved my bacon because I wasn’t sure exactly where to start.

    I have a question about grades 1-5 electives through MTH. If I select this option (my kids are doing art and rockets through MTH) it leaves the Elective 1 blank (instead of 0.00) and won’t give me a correct total under budgets on the budgets sheet, it just has the numbers “675500”. I tried another child to see what it would do and as long as it is in the 1-5 grade level it does this. My 7th grader’s budget added up correctly.

    I can do excel but can’t seem to figure out how I would change the format or formula to fix this.

    Thanks again for doing this!

    1. Sorry for the delayed response, all of my comments got caught up in some sort of spam filter that I didn’t know existed ?‍♀️. I will go look into this and see if I can find the problem. Thanks for the heads up!

  15. Emily says:

    Super helpful!! Thanks you for all your effort putting this together and sharing it!

  16. Thank you so much for the time you put into making this! It is my first year homeschooling and this spreadsheet has made it a dream to keep track of it all! I am so grateful for you every time I use it! πŸ™‚

  17. Jennifer says:

    How do I adjust the spreadsheet for half year for my son and full year for my daughter?

    1. Unfortunately the half year/full year is set for the whole spreadsheet, you would have to do a new spreadsheet for your daughter. I can look at making this more adjustable later though. (sorry for the delayed response, apparently my blog has not been sending me notifications of comments ?‍♀️)

  18. Liz says:

    This has been a huge life saver. Thank you for all the time and effort you’ve put into it!!! However I just got back on to my saved sheet to finish up reimbursements and found this error: Error
    Exceeded maximum execution time (line 0).
    Any idea what this mean and how I can fix it?

    1. Sorry! I didn’t get a notification of this comment for some reason πŸ™ Usually if you just refresh the page it will work. There’s a LOT of math that the spreadsheet has to go through and sometimes it times out.

  19. casey dubbs says:

    I love spreadsheets and this is a work of art. Thank you!

  20. thanks for this tool and video. i’m hoping to do a better job with reimbursements this year. imagine if i could print a pdf for submissions. my past submissions look like the crayon scribblings of a madman, lol, compared to that.

  21. Lisa Pilkington says:

    Thank you Brittny for this wonderful tool. We used it last school year and it was a game changer.

    Quick question: I’ve re-downloaded the tracker for this coming school year, but as I enter in purchases it’s not subtracting and showing me what I have left, even after refreshing. Also, when I go into the “reimbursment cover sheet” tab and try to load a child’s purchases it doesn’t bring anything over. Can you help me solve this?

    Thanks so much!

  22. Cashena R Tomlin says:

    Thank you so much! As a first time MTH mama this is a lifesaver!
    One question…. if I add something in, assign it to my kid and give it a subject but then delete the item it is still showing my kids name and the subject tab. How do I delete it so it’s not in the way?

    1. I’m so glad that it’s been helpful! The reimbursement cover sheet only refreshes when you change which sheet is being generated. So to get deleted items to be removed you just need to pick a different sheet and then go back to the sheet you were on and the deleted item should be gone πŸ™‚

  23. Lissie says:

    Thank you so much! I will support you! Thank you for doing something I couldn’t! Could you tell me if you have the system made if my kid is doing the whole Sparks program?

    1. I’m glad you like it! I had to go look up how the Spark program works before I could answer. So it looks like Spark would put you with a Direct option for periods 2-6, basically you just have the $500 tech allowance to work with for funding for that student. Hopefully that helps!

  24. Kaylynn says:

    I am loving your spread sheet. There is one thing I would suggest or request for version 3.0. I like to number my receipts when I save them to make it easier to find which one I need later. It would be helpful to have a column on the budgets page to put the receipt number and to have the reimbursement cover sheet tell me which receipts I need! That would be a huge time saver for me.

    1. I’m so glad you’re loving it! I will definitely consider that when I make the next round of changes – it’s a good idea!

  25. LaRisa says:

    Thank you for sharing your gifts with all of us!!:) This spreadsheet is amazing and so simple to use (especially after watching your video). What a blessing to so many people!!:)

    1. Thank you for taking the time to say something, it means the world to me πŸ™‚

  26. Laura says:

    I have 8 kids in MTH, and I have to say, I would be completely lost without this tracker!!! There is just no way I could keep track otherwise. I submitted the first half of my receipts, and they all went through right away, just because I was able to keep everything organized. Thank you so much for sharing this amazing spreadsheet with all of us!

    I ran into a problem tonight for the first time, so I wanted to ask. Since we have so many things to purchase with a large family, I filled all the way to row 300 for “items purchased.” It asked if wanted to add more rows, which I did, and then I realized pretty quickly that it stopped subtracting the costs from the totals. The spreadsheet looked like it was working (it would say loading after I entered all of the information), but the total amount left remained the same. And I couldn’t see any way to adjust the formula to include the new rows. I ended up just starting a new spreadsheet and continuing with my totals from there, but I was wondering if you had an idea of how to make the new rows behave the same way.

    1. I think you should probably get a prize! When I built this tracker I tried to pick what I thought would be an outrageous number of line items to track and you exceeded it πŸ™‚ I think there are just 3 lines in the code that would need to be updated to the right number of line items and then the lines would need to be added to the tracker itself. How many line items do you think you would need for your family? The tracker might run a little bit more slowly because it will have that extra processing load but it’s probably worth the performance hit to be able to keep everyone in one workbook! (sorry for the delay in responding, it’s been a busy month)

      1. Laura says:

        I laughed so hard that we exceeded the “outrageous” number you came up with. It’s true! It’s a ridiculous amount of items with this many kids in school. I’m struggling to find a way to spend it all! Honestly, I think we could use another 150 lines. I’ve still got another $3,000 to figure out! Hopefully that doesn’t mess up the workbook. I apparently need to find bigger ticket items next year so I don’t have so many individual entries. πŸ™‚ Heaven help us when the baby enters kindergarten and I need to figure out nine kids! Thank you so much! (And no worries at all on the delay! I’ve been working around it, and it’s totally fine.)

  27. Kendra Wright says:

    My copy won’t allow me to do a second semester elective for my 9th grader. It gives us a $0 budget. Thoughts?

    1. Do you have the elective selected as a direct class? You wouldn’t get any money for direct classes. If it’s not that let me know and I’ll send you my email address so I can look at it.

      1. Kendra Wright says:

        No, it just says None, but doesn’t have anything else in the drop down.

  28. Laura says:

    I’m having the same issue as Kendra–it won’t allow me to set a second semester elective for 9th graders. It continues to say “None” under the “Type” column. If I switch them to 10th grade, it’s fine, but 9th isn’t included in the spreadsheet (I asked MTH, since this is my first year with 9th graders, and they said that they do get the chance to switch electives the second semester even though they’re “technically” Jr. High.)

  29. Stacie L says:

    Is there a way to have this sheet recognize the classes kindergarten gets? My kindergartener only gets Math, LA, and an Elective. It’s throwing me off to see the extra $450 for custom built classes that he actually doesn’t get (tech class and science/history). Can I take those out of the spreadsheet? I don’t want to mess anything up!

    1. If you have already selected your student’s grade as being kindergarten you should be able to change the class type for History/Science and Tech Class to being “Kindergarten” which will remove the funding from the budgets page. Let me know if you aren’t seeing that though and I can try to help you further!

Tell me your thoughts :)