Vendor Application

NOTICE TO VENDORS: All vendors wanting to invoice through Summer of 2023 will need to apply before April 30th, 2023. All vendors applying after that date will not be able to invoice until the beginning of the next school year.

Listed below are the two forms required of each service vendor. Be sure the vendor has completed and submitted these forms to Epic so that payments may be issued in a timely manner.

PLEASE NOTE:

Teachers (former or current):
Current Epic Teachers/Staff can NOT be vendors.
Former Epic Teachers/Staff can be vendors.
Current or past teachers (Non-Epic) from anywhere else in Oklahoma can be vendors.

Any vendor:
Relatives of Epic students that want to become a vendor must provide a business EIN. Under no circumstance though can vendors bill us for students that are related. We use the term “related” to refer to any person who has a relation by blood or marriage within the third degree with our student. That includes people who live together in a domestic partnership or children who were adopted. This includes parents, step-parents, grandparents, in-laws, spouses or domestic partners, children, step-children, adoptive children, grandchildren, siblings, uncles, aunts, nieces, and nephews.

Affidavit Form W9 Form

 

*Once all requested forms are received with your application, it will be reviewed for approval. You are not authorized to begin offering services to our students until you have received an official “Approval” email from our Vendor Relations department.
Both the Affidavit and W9 forms have to be signed and dated. The Affidavit must be notarized! 

Please complete the form and upload your completed W-9 and Affidavit. IMPORTANT: THIS FORM IS FOR VENDORS ONLY. Parents, students, and other school officials should not complete this application in lieu of vendors.
If you do not have one, don't worry! It is easy to apply and you can do so below https://www.irs.gov/businesses/small-businesses-self-employed/apply-for-an-employer-identification-number-ein-online
Please fill out all options, if it doesn't apply please fill in "N/A"
If different than name above.
Please fill out all options, if it doesn't apply please fill in "N/A"
If applicable.
In-depth description of services offered. Please note this will be reflected on the vendor directory for the parents and families to view.
Upload your completed and notarized affidavit.
If additional pages are needed upload here.
If additional pages are needed upload here.
Upload your completed W-9.
This will be linked in the Vendor Directory for families to see.

PLEASE READ THE FOLLOWING INFORMATION AS IT CONTAINS IMPORTANT INFORMATION.

Parents of Epic students are prohibited from being paid vendors for Epic unless their business possesses an Employee Identification Number (EIN). Under NO circumstances can parent vendors include their own children on invoices submitted to Epic.

The Learning Fund will NOT:

• cover the cost of uniforms and/or costumes or equipment/instrument purchases. (Rental costs of items MAY be considered.)

• pay yearly/semesterly invoices.

Families receiving services are responsible for paying the remainder of a balance once their Learning Funds have been expended (or frozen for disciplinary reasons by school administration.)

The invoice must include the items listed below.
*Failure to include any of these items may result in delayed payment for your services:

  • Business Name (must match your W-9)
  • Address, Phone #, and email address
  • Invoice number (must be a unique # that never repeats or duplicates)
  • Invoice date
  • Name of Student (one student per invoice)
  • Student ID #
  • Description of services provided
  • Date of services provided (can only bill for one month at a time except for summer activities)
  • Fee for each listed service
  • Total Amount due

Summer activity invoices for June, July, or August must be received by May 31st of that year in order to facilitate payment by June 30th.

These payments are subject to:

  1. The student’s re-enrollment status
  2. Adequate funds within their Learning Fund account.

Invoices must be in pdf format and can be sent to activity@epiccharterschools.org.  Any questions regarding your invoices can be sent to Finance at the same email address.

*(if yes, we will send out additional information)
In order to be paid by Epic Charter Schools, vendors must agree to the terms listed above.
If you have any questions or concerns about the vendor application you can contact the Vendor Relations Specialist, Savannah Stavinoha at savannah.stavinoha@epiccharterschools.org