U.S. Department of State

Frequently Asked Questions
Home Study/Private Instruction/Virtual Schooling

1. Q:  Why is an Education Allowance paid?

A: Title 5 United States Code (USC) 5924(4)(A) provides the basis for the education allowance. The intent of the law is embodied in Chapter 270 of the government-wide Standardized Regulations (Government Civilians, Foreign Areas) maintained by the Department of State (commonly referred to as the DSSR).

The education allowance is intended to assist employees to meet the extraordinary and necessary expenses incurred by reason of service in a foreign area, not otherwise compensated for, in providing an adequate elementary or secondary education for their dependent children. Reimbursement is limited to costs for educational services normally provided free of charge in U.S. public schools.  

While the law does not discuss Home Study/Private Instruction/Virtual Schooling, it is in the best interest of the USG to ensure students enrolled in a Home Study course, Private Instruction or Virtual Schooling in a foreign area are able to reintegrate into a public education system when they return to the United States. 

2. Q:  What is an adequate education?

A: The major criterion of "adequacy" is whether a child of normal ability, upon completion of a grade, or its equivalent, can enter the next higher grade in a public school in the United States.

3. Q:  How can an employee/parent ensure that their child obtains an adequate education?

A:  The child should attend an adequate school at post; attend an adequate school away from post; or experience adequate Home Study/Private Instruction/Virtual Schooling.

4a. Q:  What is adequate Home Study/Private Instruction/Virtual Schooling?

A:  Per DSSR 271f definition:

(1) “Home Study” means a complete academic core curriculum course in the home using guidelines and standards similar to or equal to those established for the greater District of Columbia, Maryland or Virginia region (referred to as the DMV). 

(2) “Private Instruction” means instruction provided on a regular basis using a recognized and accredited program of study in a setting other than a school; and

(3) “Virtual Schooling” means a method of education in an accredited program of study in which instructional delivery is either synchronous or asynchronous.

4b. Q:  What does "accredited" mean in the DSSR? By USG's definition schools can be accredited and teachers can be credentialed, but there is no accreditation process for curriculum or programs that are unaffiliated with an educational institution.  

A:  Defined at DSSR 271p. “Accredited means the recognition from an accrediting U.S. organization, association, commission, or body that a U.S. or international institution maintains a certain level of educational standards while honoring the unique culture and context of each institution it supports.”

The DSSR requires an accredited program be followed by the instructor (not a parent) who is teaching a child a full course of study by Private Instruction [DSSR 271f(2)].  The DSSR also requires that if a child is following Virtual Schooling [DSSR 271f(3)] the program must be accredited.  If a child is being educated at home by a parent [DSSR 271f(1)] the requirement is that the parent has put together a core curriculum of study similar to or equivalent to the core curriculum in the greater District of Columbia, Maryland and Virginia region (referred to as the DMV).

4c. Q:  Where can I find accredited programs of study for Private Instruction and Virtual Schooling?

A:  The Department of State’s Global Community Liaison Office (GCLO) Virtual Learning Resources website contains a list of accredited programs of study if using Private Instruction or Virtual Schooling.

5. Q:  What is a core curriculum?

A:  Per DSSR 271 o definition: “Core Curriculum” means a complete academic core set of courses including English/Language Arts, Foreign Language, Math, Science, Social Studies, Art, Music, and Health/Physical Education.    Physical Education develops motor skills, knowledge, and behaviors for physical activity and physical fitness.

6a. Q:  Where can I find Home Study guidelines and standards for the greater District of Columbia, Maryland or Virginia region (referred to as the DMV)?

A:  The Department of State’s Global Community Liaison Office (GCLO) Homeschooling Resources and Curricula website contains links to Home Study guidelines and standards for the DMV.

6b. Q:  What if I have been providing my home state’s guidelines for Home Study, can I continue to provide my home state’s guidelines or am I going to be required to convert to guidelines and standards for the DMV?

A:  DSSR 277.3c(2)a states For Home Study - Proof that the child is following the core curriculum of a Home Study program similar to or equivalent to guidelines and standards in the District of Columbia or one of the adjacent counties in Maryland or Virginia (referred to as the DMV). Most of the home state homeschool guidelines are similar to the DMV.  It is recommended that you review the guidelines and standards for the DMV and be able to provide your reasoning as to how your selected state’s guidelines and standards align with the DMV in the event the authorizing officer questions your documentation.  There is no requirement to convert to a DMV program.

7. Q:  Where can I find accredited programs of study for Private Instruction and Virtual Schooling?

A:  The Department of State’s Global Community Liaison Office (GCLO) Virtual Learning Resources website contains a list of accredited programs of study if using Private Instruction or Virtual Schooling.

8. Q:  If Home Study/Private Instruction/Virtual Schooling is the selected educational method, how can the post ensure that an education allowance is being granted for an adequate education in accordance with the law and regulation?

A:  Intended in law at Title 5 United States Code 5924(4) and carried out in DSSR 277.3c(2) a post must ensure that an education allowance is being granted for an adequate education by obtaining the following from the employee/parent.

a.  For Home Study – Proof that the child is following the core curriculum of a Home Study program that is similar to guidelines and standards in the District of Columbia or one of the adjacent counties in Maryland or Virginia (referred to as the DMV). You do not have to select a program in the DMV, but the chosen curriculum needs to be similar to guidance as provided in the DMV. Each state offers similarities to the DMV.

For Private Instruction - Proof that the child is being instructed using a recognized and accredited program of study. Private Instruction is not a tutor.  Private Instruction as defined at DSSR 271f.(2) includes hiring an instructor to teach the complete lesson plan using a recognized and accredited program of study. 

For Virtual Schooling - Proof that the child is in a recognized and accredited Virtual Schooling program. 

b.  Academic requirements for Home Study/Private Instruction/Virtual Schooling should be met each year to include:

Annual Plan;

Ability to Monitor Progress;

Ability to Assess End-of-Year Outcomes; and

Graduation Requirements (grades 7-12)

9. Q:  What is the education allowance amount allowed for Home Study/Private Instruction/Virtual Schooling?

A:  The annual maximums, which are for grades K-6 and grades 7-12, respectively, are given at DSSR 274.12b.  However, the maximum amount reimbursed for allowable expenses cannot exceed the "at post" education allowance listed in DSSR Section 920 when the school/grade at post is considered adequate and that maximum rate for school at post is less than the applicable maximum rate for Home Study/Private Instruction/Virtual Schooling.

Note: A separate education allowance for children with special needs qualifying under PL-105-17, the Individuals with Disabilities Education Improvement Act (IDEIA), is available from birth to the 21st birthday; for individuals receiving services or support pursuant to Section 504 of the Rehabilitation Act of 1973 (Section 504) this allowance is available for grades Kindergarten through 12th grade. The maximum education allowance rate for Home Study/Private Instruction/Virtual Schooling of children with special needs is shown at DSSR 274.12c. An additional 50% of the education allowance may be reimbursed at the post level for necessary, allowable expenses (DSSR 276.81).  Requests for reimbursement for allowable expenses above the additional 50% maximum must be submitted to the Director, Office of Allowances, U.S. Department of State.

10. Q:  Effective January 3, 2021, why were the grade ranges changed from K-8 and 9-12 to grades K-6 and 7-12?

A:  The change was made to better address the transition to the secondary school level.

11. Not in use.  Pertained to the 2020-2021 school year.

12. Q:  Where in the DSSR can I find allowable and non-allowable expenses for Home Study/Private Instruction/Virtual Schooling?

A:  DSSR 277.3a lists allowable expenses and DSSR 277.3b lists non-allowable expenses.  In addition, the DSSR 960 Education Allowance Worksheet page 2 shows allowable and non-allowable expenses.

13. Q:  Can an employee be reimbursed for expenses incurred prior to arrival at their foreign post of assignment?

A:  Per DSSR 273 reimbursement may not be received prior to the employee or family member's arrival at a foreign post. After the employee or family member has arrived at the foreign post of assignment, the Standard Form (SF) 1190 and DSSR 960 Education Allowance Worksheet may be filed to receive reimbursement of allowable expenses. 

14. Q:  What is the deadline for submitting the Standard Form (SF) 1190 to request reimbursement for allowable expenses under the Home Study/Private Instruction/Virtual Schooling method?

A:  Per DSSR 273 “Evidence of actual schooling costs for the ‘Home Study/Private Instruction/Virtual Schooling’ educational method (DSSR 274.12b) must be submitted no later than the end of the fiscal year (September 30) for schooling completed within the past 12-month period or when requested by the officer designated to authorize allowances, the Department of State, or other responsible authority.”

15. Q:  Can I rent a computer, laptop or tablet which will be used for my child’s school work?

A:   Yes.  Under Allowable Expenses, DSSR 277.3a(7) states “Electronic devices and other rentals: of a computer or similar devices of curriculum-related equipment; and other items such as microscopes and band instruments which would normally be provided free of charge in U.S. public schools.”

16. Q:  Can I be reimbursed for allowable expenses under DSSR 277.3a if my child is enrolled in a Home Study course with a religious focus?

A: Yes. You can be reimbursed for allowable expenses under DSSR 277.3a.  See DSSR 277.3c(2) for required documentation for the Home Study/Private Instruction/Virtual Schooling educational method.

17a. Q:  What expenses are allowed if an employee uses a third-party provider (referred to as an umbrella or cover school) to assist with their child’s Home Study program?

A:  DSSR 277.3b (7) “Third-party expenses:  An educational provider receiving payment must be providing the course teaching and evaluations directly to the student.  The course of study provided by the educational provider may be online, by correspondence, or through other appropriate materials.  Indirect or third-party service provider fees, such as umbrella schools/cover schools not providing direct instruction, course, or accredited virtual education, are not reimbursable fees or recognized as advisory fees. However, an employee/parent can elect to pay them as a personal expense.  Third-party service providers may not receive an advance payment as they are not the direct educational service provider.  The educational service provider must document that the child is enrolled and list out itemized goods/services/fee costs paid by the third-party service provider or directly by the employee/parent, and confirm that the fees paid are no higher than had the employee/parent enrolled the student directly with the educational provider.”

17b. Q:  Abeka will not accept payment directly from the government. If we pay out of pocket and submit for reimbursement, will it be approved? 

A:  When claiming expenses an invoice should clearly describe each expense so there is not a doubt what is being reviewed.  Note:  Employees/parents should review DSSR 277.3b(7) if Third-Party Expenses are involved. 

17c. Q:  Also, if we purchase a curriculum from Abeka that is not part of their full, accredited grade level (e.g.  just Language Arts classes to take over summer), is that reimbursable?  

A:  Yes.  DSSR 273 states the following “Evidence of actual schooling costs for the ‘Home Study/Private Instruction/Virtual Schooling’ educational method (DSSR 274.12b) must be submitted no later than the end of the fiscal year (September 30) for schooling completed within the past 12-month period or when requested by the officer designated to authorize allowances, the Department of State, or other responsible authority.”

17d. Q:  Under Third-Party Expenses [DSSR 277.3b(7)], there are many online classes (i.e. Outschool, iTalki, etc.) that the private instructor is paid by the company, not directly paid by the parent. Are these considered Third-Party Expenses and not reimbursed?  Also, why are administrative costs for schools at post and virtual schools allowable expenses while administrative costs for online education businesses not allowable?    

A:  DSSR 277.3b(7) states “The educational service provider must document that the child is enrolled and list out itemized goods/services/fee costs paid by the third-party service provider or directly by the employee/parent, and confirm that the fees paid are no higher than had the employee/parent enrolled the student directly with the educational provider.”

When dealing with schools at post and virtual schools you are dealing directly with the school or accredited program and not working through the additional layer of a company between you and the instructor.  The company is providing a service and charging for it.  This administrative charge is not an allowable reimbursement.  Cable 17 State 48162 made it clear what are allowable and non-allowable expenses when using a third-party provider.

18. Not in use.  Pertained to the 2020-2021 school year.

19. Q:  How can I ensure that my expenses claimed are allowable?

A:  When claiming expenses you should first review allowable (DSSR 277.3a) and non-allowable (DSSR 277.3b) expenses.  Your SF-1190/DSSR 960 Education Allowance Worksheet should note which core curriculum course(s) pertain to the items on your list of claimed expenses.  Available on Opennet only - Post Support Unit (PSU) Sharepoint provides a helpful Sample Template for Home School Expense Claims. Available on both Opennet and Internet here is the link to the Sample Template.

20a. Q:  I am following Home Study and educating my child at home.  My child requires additional instruction for a core curriculum course.  Can I be reimbursed for expenses for this additional instruction?  Could I use Supplementary Instruction under DSSR 276.9 for this additional instruction?

A:  Supplementary Instruction is allowed only in addition to the “At Post” Education Allowance method.  For Home Study/Private Instruction/Virtual Schooling, DSSR 277.3a(5) allows reimbursement for additional instruction when a child needs it for a core curriculum course.  DSSR 277.3b(3) does not allow reimbursement if a parent provides this additional instruction.

20b. Q:  Please confirm that tutors are reimbursable under DSSR277.3a(5).   

A:  DSSR 277.3a(5) states “Additional instruction: by an individual other than the parent:  costs only when necessary when a child needs instructional assistance in order to successfully complete a core curriculum (DSSR 271 o) course.

20c. Q:  Homeschooling almost always includes tutors and online courses. Can we be reimbursed for online courses and employ tutors in core subject areas? How does accredited apply in these cases? 

A:  One-on-one tutoring is not normally provided free of charge in U.S. public schools.  Under the Home Study/Private Instruction/Virtual Schooling method when a child requires additional assistance in a course then there may be reimbursement for such additional assistance via DSSR 277.3a(5).  For this additional assistance accrediting does not apply.

21. Q:  Can you explain why there are different requirements depending on if I am educating my child at home (Home Study); someone outside the home is providing the full course of study (Private Instruction); or an online synchronous or asynchronous course of study (Virtual Schooling) is being followed?

A:  The requirements at DSSR 277.3c(1) are intended to ensure that a child in a Home Study/Private Instruction/Virtual Schooling (HS/PI/VS) course in a foreign area can reintegrate into a public education system when and if returning to the United States.

If the child’s full course of study is via either Private Instruction [DSSR 271f(2)] or Virtual Schooling [DSSR 271f(3)] documentation under DSSR 277.3c(2) requires that a recognized and accredited course of study be followed.  Although not all-inclusive, a list of recognized and accredited programs is available on the Global Community Liaison Office (GCLO) Virtual Learning Resources website.

For Home Study [DSSR 271f(1)], DSSR 277.3c(2) requires a core curriculum similar to or equivalent to the District of Columbia or surrounding counties in Maryland and Virginia (DMV) and it does not carry the same “recognized and accredited” verbiage as does Private Instruction and Virtual Schooling. Links to the DMV school systems are available on the Global Community Liaison Office (GCLO) Transitioning From School to School website.

22. Not in use.  Pertained to 2020-2021 school year.

23. Not in use.  Pertained to 2020-2021 school year.

24. Q:  Why am I being told I must use a curriculum of a Home Study program similar to or equivalent to guidelines and standards in the District of Columbia or one of the adjacent counties in Maryland or Virginia (referred to as the DMV)? 

A:  Once you research the guidelines and standards for the DMV available on the Global Community Liaison Office (GCLO) Transitioning From School to School website you will realize there is a wide range of guidelines and standards which allow you flexibility in choice of which DMV standards and guidelines to match up with whatever Home Study standards and guidelines you are currently following.  With most USG agency headquarters in the Washington, D.C. area, if an employee is assigned to the DMV region, s/he will be required to adhere to the applicable DMV guidelines and standards.

25. Q:  Can I continue to use the curriculum that I put together from various sources to provide individualized instruction for my children with different academic needs? 

A:  Yes, however, per DSSR 277.3c(2)a For Home Study - Proof that the child is following the core curriculum of a Home Study program similar to or equivalent to guidelines and standards in the District of Columbia or one of the adjacent counties in Maryland or Virginia (referred to as the DMV).  Per DSSR definition 271 o “Core curriculum” means a complete academic core set of courses including English/Language Arts, Foreign Language, Math, Science, Social Studies, Art, Music, and Health/Physical Education.

26. Q:  Under the redefinition of "Private Instruction" as using a "recognized and accredited program of study", does this mean the instructor must be accredited somehow? Must the instructor teach following a specific type of program? Does the instructor have to be affiliated with a school or other institution? 

A:  DSSR definition 271f(2) “Private Instruction” means instruction provided on a regular basis using a recognized and accredited program of study in a setting other than a school.  It does not state that the instructor needs to be accredited or affiliated with a school or other institution.  However, when the full course of study is provided by a private instructor the employee/parent must provide documentation that the instructor is using or following a recognized and accredited program of study.  For reference, although not all-inclusive, a list of accredited programs of study are available on the Global Community Liaison Office (GCLO) Virtual Learning Resources website.

27a. Q:  Based on the requirement at DSSR 277.3c(2)b that “Academic requirements for Home Study/Private Instruction/Virtual Schooling should be met each year to include: Annual Plan; Ability to Monitor Progress; Ability to Assess End-of-Year Outcomes; and Graduation Requirements (grades 7-12)”, who will evaluate these? Financial Management Officers? Finance Locally Employed Staff?

A:  The DSSR requires that the post obtain documentation for these elements but not evaluate them.

27b. Q:  Why are these required for ONLY Home Study/Private Instruction/Virtual Schooling but NOT required for post school?   

A:  DSSR 277.3c provides the employee/parent the tools to chart and evaluate their children’s progress.  These were developed by a working group comprised of professional educators from the Office of Overseas Schools with vast knowledge of all education allowance methods as well as representatives from the Global Community  Liaison Office, CGFS Post Support Unit and the Office of Allowances with foreign post assignment and education experience.  The documentation is intended to assist and not to penalize if an employee/parent chooses the Home Study/Private Instruction/Virtual Schooling education method.  When an employee/parent chooses either the At Post or Away from Post education method these requirements are innate to established schools as they are authorized to operate in the country they are located and provide documentation to the student, such as report cards with evaluations.

27c. Q:  What specific documents do I need to submit to comply with this requirement?

A:  There are no formal forms or documents that are required.  What is required is a statement from the employee/parent saying what they will be following and how they will monitor progress and how they will assess end-of-year outcomes.   

27d. Q:  How are assisted and non-assisted schools held accountable to the Department of State with their student outcome?   

A:  Schools whether assisted or non-assisted must be accredited, licensed, registered or recognized within the country they are located in and requirements are embedded in the yearly reports for these programs.

28a. Q:  On the DSSR 960 Education Allowance Worksheet, PE and music classes are specifically listed as reimbursable "at school at post" and as "school charged group" expenses.  Does this mean we can only go through the at-post school for these courses? 

A:  No.  In addition to the charges more than what is charged to students attending the school at post, access fees are allowed for recreation facilities to attend group physical education classes.  Group music and physical education classes may be obtained outside of the school at post.

28b. Q:  Why does the Department require reimbursable PE and music instruction to be in groups even though this does not reflect foreign service realities such as availability, demand, and gender restrictions?  

A:  If PE and music instruction is not in groups this would be personalized one-on-one instruction which is not allowed.

28c. Q:  Can you please clarify what constitutes a group for group PE classes?

A:  A group may be defined as at least two persons. 

28d.  Q:  Are two physical education instructors allowed to teach the group at the same time? 

A:  Yes, if the two instructors are teaching the group in tandem and not providing one-on-one instruction. 

28e.  Q:  If two siblings attend a class, can this be considered a group?

A:  Yes

28f. Q:  You do not reimburse PE activities that are not available in the DC metro area. But you pay for post schools where instruction includes sports that are not found in DC/VA/MD. Can you help us understand this discrepancy? 

A:  Physical Education/physical activity encompasses a wide variety of allowable activity.  In this age of COVID and the need for distancing physical education/physical activity may include for example such sports as Tennis, Bowling, Softball, Baseball, Cross Country and Archery.

29a. Q:  On the DSSR 960 Education Allowance Worksheet, non-allowable expenses including "set or collection of books not part of curriculum".  When reading skills and literacy are foundational to education (and libraries overseas are often unavailable) why are ANY book purchases being disallowed?   How do I prove every book I purchase for homeschooling is part of the curriculum? 

A:  Book purchases may be reimbursed when required for the curriculum [DSSR 277.3a(2)].  Available on Opennet only - Post Support Unit (PSU) Sharepoint provides a helpful Sample Template for Home School Expense Claims. Available on both Opennet and Internet here is the link to the Sample Template.  The template allows you to enter each book with its associated core curriculum course. 

29b. Q:  Requiring that all books be tied to a curriculum is not appropriate for elementary students, for example, as all reading materials/leveled readers will be used as part of the language arts curriculum and are not tied to a specific subject or theme.  

A:  Language Arts is part of the core curriculum defined at DSSR 271 o.  Book purchases may be reimbursed when required for the curriculum [DSSR 277.3a(2)].  Available on Opennet only - Post Support Unit (PSU) Sharepoint provides a helpful Sample Template for Home School Expense Claims. Available on both Opennet and Internet here is the link to the Sample Template.  The template allows you to enter each book with its associated core curriculum course.

29c. Q:  Please explain how to document that language arts books are not used outside the course.

A:  The easiest ways to document this is for the books to be required for the course.  If an inordinate number of books are being claimed for use by a student during only the current school year questions may arise at the certifying level.  

30a. Q:  Homeschooling families pay for U.S. public libraries and public schools with our U.S. tax dollars. They rely on public libraries. At most posts, we do not have access to them.  In general, “At Post” schools will not give homeschooled students access to their libraries and online libraries are often not appropriate to teach early or new readers.

A:  Research shows that there are many public libraries by State, with special sections for young readers as well as paid libraries with dedicated grade appropriate materials starting with Kindergarten.  See openlibrary.org.

30b. Q:  Can you specify which online libraries will be reimbursed? 

A:  From a Post Support Unit (PSU) perspective, we would accept any age-appropriate libraries.

31a. Q:  Can there be a reasonable stipend, determined by the Office of Allowances, for expendable supplies like pencils, pens, markers, paper, paint, etc.? These items are sometimes provided in public schools in the U.S. depending on which U.S. school district you are comparing to.  How are we to know what is reimbursable? Will you provide a list of what WILL be reimbursed? 

A:  DSSR 277.3a(2) allows reimbursement for books and supplies required by the curriculum.  Emphasis is on required as opposed to optional which is the employee’s expense.  Non-allowable expenses include purchase of computers or similar devices, printers, electronic devices, and furniture.  Post Management should require evidence of books and supplies required by the curriculum.

31b. Q:  Why does the Department allege that art supplies are not reimbursable because public schools do not provide them, even though this is incorrect and public-school students do not need to bring paint brushes and sculpting clay to art class?  

A:  DSSR 277.3a(2) allows reimbursement for books and supplies required by the curriculum.  Emphasis is on required as opposed to optional which is the employee’s expense.  Non-allowable expenses include purchase of computers or similar devices, printers, electronic devices, and furniture.  Post Management should require evidence of books and supplies required by the curriculum.

32. Q:  I live in the Southern Hemisphere and use the U.S. school calendar August-June to homeschool my children. My concern is, “A home study program is timed to coincide with the school year that predominates at local post schools.” Does this mean that families in the Southern Hemisphere must shift their school year to January-December? This would be a hardship for my family as I do not want my child to have to be put in the grade ahead or in the grade they just completed to simply coincide with the school year at local post schools. 

A:  A Home Study program does not require conforming to the school year of the school at post and is not confined to the school year as defined at DSSR 271h since Home Study is not “a specific educational facility”.  Home Study may be year around.

271 h. "School year" means the total number of calendar days involved in obtaining, by means of a specific educational facility, elementary or secondary schooling within one prescribed maximum rate in one 12 month period.

Further supporting the year around nature of Home Study, DSSR 273 states that evidence of actual schooling costs for the “Home Study/Private Instruction/Virtual Schooling” educational method (DSSR 274.12b) must be submitted no later than the end of the fiscal year (September 30) for schooling completed within the past 12 month period or when requested by the officer designated to authorize allowances, the Department of State, or other responsible authority. 

33. Q:  Under the new DSSR, regarding sports, it is unclear about whether dance classes or group sports are still reimbursable, which they used to be. Can you clarify? 

A:  If group sports mean extracurricular team sports affiliated with the school at post then expenses charged above what is charged for children attending the school may be reimbursed.  Team sports outside of the school at post, such as county-sponsored sports in the U.S. are paid for by the parents and are not reimbursed under the education allowance.  General group dance classes may be reimbursed as physical education activity.

34.  Q:  Who within the Department of State apart from the Office of Allowances is responsible for advocating for and advising homeschoolers when there are concerns with reimbursements? 

A:  The Global Community Liaison Office (GCLO), Education and Youth team are available and ready to listen, guide, and advocate with our partner offices on any homeschooling issues that are brought to our attention from employees and their families. We have been and will continue to be a voice to convey policy concerns to better serve all foreign service families. However, we are not the education, allowances, or finance experts. In situations where there are more complicated circumstances with allowances or reimbursements, we would refer clients directly to the appropriate office.  The Office of Overseas Schools is also available to listen and provide guidance to support families that choose to use homeschooling as an educational option and will assist with clarification of common practices that exist within US public schools and international schools abroad that serve our diplomatic dependents.

35. Q:  Why are final decisions on allowable expenses being made by people who may or may not have any experience with homeschooling (or education more broadly)? Particularly overseas, homeschooling often means piecing together a curriculum and others may not understand that. 

A:  The final decision for a direct payment or reimbursement rests with the certifying officer, as this person is personally and financially liable for the legality and correctness of any payment made, however, a certifying officer relies on the Office of Allowances and Office of Overseas Schools for final interpretation of educational materials for reimbursement.

36. Q:  Why is every item scrutinized for homeschooling families, but not post schools? They are not made to justify (to non-educators) each purchase and connect it to a curriculum to receive funding as we are. It is discriminatory and degrading. Can the Department develop a spreadsheet with clickable options to standardize the process and take less time away from our children and/or work?  

A:  This is a misconception. Traditional school tuition bills are also reviewed for disallowable items. Homeschooling parents do not have to be more accountable, however, parents using a brick and mortar, or virtual school normally only forward the school tuition bill to the finance office and not individual expenses. Each education allowance method selected has a discrete set of regulations that governs payments; however, all methods must provide an adequate education that is provided free of charge by public schools in the US.

37a.  Q:  Why are families using schools-at-post not held to any standard for subjects taken, reimbursements, class size, or proof of progress? Why are school-using families not asked to reimburse the USG for the many non-covered expenses that homeschoolers are not reimbursed for (for example elective courses such as a computer class/digital imaging)?  

A:  The school at post already has a developed curriculum, progress established in testing and is accredited, licensed, registered or recognized in the country the school is located in.  In a core curriculum there is flexibility for elective courses, especially at the high school level.  When parents enroll children in schools at post these schools have curriculum articulations, courses of study, progress reporting expectations, and standards that are subject to verification from local host country authorities. Proof of progress would be the promotion to the next grade level. 

37b. Q:  Can my child take a computer class as a homeschooler; can we get reimbursed for computer coding supplies and what about computer lab fees and technology rental at at-post schools?  

A:  A computer class would normally be an elective offered in middle or high school (grades 6-12), however, if a claim is made for reimbursement of a computer class for grades K-5 it is recommended that you submit reference documents to support a claim at these lower grade levels.  Per DSSR 277.3a(2) (allowable expenses):  “Books and supplies required by the curriculum”. If computer lab fees and technology rental are stated as part of required course supplies, then these are allowable expenses.  Emphasis is on required as opposed to optional which is the employee’s expense.  Non-allowable expenses include purchase of computers or similar devices, printers, electronic devices, and furniture.  Post Management should require evidence of books and supplies required by the curriculum.

38. Q:  For supplemental materials, what is meant by "do not have a broader use than the course being studied" and how will that be clearly/consistently interpreted? 

A:  Effective 6/19/2022 ‘broader use’ language has been eliminated from DSSR Chapter 270 for all education methods.  DSSR 277.3b(1) (non-allowable items) states items that have a broader use.  They are “Purchase of computers or similar devices, printers, electronic devices, and furniture”.  DSSR 277.3a(2) (allowable expenses) now states “Books and supplies required by the curriculum”.  Post Management should require evidence of books and supplies required by the curriculum.

39. Q:  What record keeping requirements exist that protect my child's personal information (educational plan, progress monitoring and end of year results) from unauthorized disclosure in the E2 process and elsewhere?    

A:  The electronic submission of claims through E2 presents no greater risk of unauthorized disclosure than the traditional paper method. E2 is the official approved system for claims. In general, only the SF-1190 contains PII material–the birthdates for the students. This information is required in both processes.  Electronic records within the E2 system have only limited access to select individuals. Posts may further strengthen privacy by electing the routing to remove travel arrangers for these claims.

40. Q: The Cognitive Abilities Test (CogAT) is provided to all Northern Virginia (NOVA) students by Virginia law. It helps identify 2e and other underrepresented groups for Gifted/Talented (G/T) programs. It aids in transitions home and abroad. Why is it restricted only to students attending school at post? 

A: A generalization with G/T testing in the US public schools is that assessments are done between the ages of 5-8 to determine eligibility. Most international schools do not provide G/T testing nor offer extended G/T services. Testing varies from district to district, state by state to determine G/T. With that said, G/T testing is done free of charge in US Public schools if the child is enrolled. For home schooled children in the U.S. G/T testing is paid for by the parent.  G/T testing is not an allowable expense for reimbursement under DSSR 277.3.  

The Office of Overseas Schools (OS) does facilitate G/T testing if an assisted or unassisted overseas school indicates the child is performing at such a high level that G/T testing is recommended.  For students enrolled in Virginia’s Fairfax County Public Schools (FCPS), all grade 2 students are tested annually to determine eligibility.  For students entering FCPS, the testing for G/T in NOVA is based on a referral process to identify a student for potential Gifted services.  Referral approvals then require assessment to determine eligibility. If the child was not tested in grade 2, regardless of where they were enrolled for that school year, upon enrollment in FCPS the district should initiate testing in the next available window. Parents are encouraged to advocate for their children within the FCPS system when they enroll to ensure the G/T testing occurs if this is something they desire. There is not an option to test if the student does not attend FCPS. OS does provide G/T testing to students who are referred or recommended for G/T testing by schools overseas. 

41. Q:  In allowable expenses at DSSR 277.3a(6), (8) and (10), what is an "other authorized program"? Who is authorizing another program? How long will this authorizing process take? Will this information be broadly shared?  

A:  Effective 6/19/2022 this language has been eliminated.  For (8) and (10) these are allowable expenses as required by the curriculum.

42. Q:  Why are regs not applied equally to ALL students at post? Private schools are not put through this level of scrutiny, to receive funding. If this is not applied to all children at Post, you cannot selectively apply it to any Post children. 

A:  This is a misconception. Tuition bills submitted for payment are also reviewed before certification to ensure that funding does not go to disallowable items, such as uniforms, lunches, overnight field trips, yearbooks, etc. Homeschooling parents do not have to be more accountable, however, parents using a brick and mortar, or virtual school normally only forward the school tuition bill to the finance office and not individual expenses. Each education allowance method selected has a discrete set of regulations that governs payments; however, all methods must provide an adequate education that is normally provided free of charge in US public schools. 

43a. Q:  It is understood that the Office of Allowances (ALS) “owns” the regulation that applies to Homeschool.  

A:  The Department of State’s Office of Allowances (ALS) is delegated the responsibility to maintain the government-wide Standardized Regulations (Government Civilians, Foreign Areas), commonly referred to as the DSSR.  DSSR 270 contains regulations for the Education Allowance.  ALS is not responsible for agency implementing regulations which may be more restrictive than the DSSR but cannot go beyond the scope of the DSSR.

43b. Q:  Does ALS also “own” and publish the applicable FAMs and FAHs that establish the policy?  

A:  No.  The FAM and FAH contain the implementing policy for the Foreign Affairs Agencies which may be more restrictive than the DSSR but cannot go beyond the scope of the DSSR.

43c. Q:  If not, which office does “own” the policies (FAMs and FAHs)?

A:  4 FAM which governs the execution of payments falls under the purview of CGFS.

44a. Q:  Which office (Allowances, PSU, Post FMO, other) has the authority and should be determining if a claimed expense qualifies for reimbursement under the regulation (and associated policies)?   

A:  The Post FMO or PSU determines if a claimed expense is reimbursable consistent with the DSSR.

44b. Q:  Which office has the final decision on whether or not an item (that may fall into a grey area) is or is not reimbursable?  Is it Allowances, PSU, Post FMO, other?  

A:  The Post FMO or PSU determines if a claimed expense is reimbursable consistent with the DSSR.  A certifying officer must ensure that funds are used appropriately and consistent with regulation and law.

45. Q:  What is the appeal or resubmission process for an incomplete or denied claim?  

A:  The Office of Allowances does not process claims.  There should be instructions back to the employee/parent designating what is incomplete and/or the reason for the denied claim.  The employee should resubmit the completed claim and/or how the claimed expense is required by the curriculum.

46. Q:  Can you please put all the homeschool reimbursement forms and templates on platforms that are easily accessible and in one clear location? 

A:  Templates are available on both the internal State Department Opennet and Internet.  Available on Opennet only - Post Support Unit (PSU) Sharepoint provides a helpful Sample Template for Home School Expense Claims.  Available on both Opennet and Internet is the link to the Sample Template. 

47. Q:  Can you please provide the ALDAC for the DSSR270 updates from January 3, 2021? 

A:  20 State 125150 dated 12/31/2020.

48. Q:  If reading books are not reimbursable, why hasn't the Dept of State established an agreement with digital library providers such as OverDrive or Libby in the same manner as the military services?  See: https://www.myairforcelife.com/libraries

A:  The Department of State’s Office of Allowances (ALS) maintains the government-wide Standardized Regulations (referred to as the DSSR) and allowances under the DSSR which are applicable to all USG civilians in foreign areas unless an agency has its own authority.  The Department of Defense (DoD) has its own authority for educating children of both uniformed service personnel and DoD civilian employees.

The Department of State’s implementing policy pertaining to the DSSR are the Foreign Affairs Manual (FAM) and Foreign Affairs Handbook (FAH) which are maintained separately from ALS.  Programs such as referenced are not part of ALS’s portfolio, however, we note that both OverDrive and Libby are downloadable apps.   

49. Q:  We are the only homeschooling family at our post in a non-English speaking country. How is it fair to expect only group classes will be covered when there are not group class options available? Isn't this discriminatory to homeschoolers?

A:  Group classes may be available online.  Anything that is not a group (which may be two or more persons) would be individualized instruction which is not free of charge in U.S. public schools.

50. Q:  When was the allowance amount last updated, how was it formulated and why does it not reflect differences in cost of living around the world and inflation as other allowances do?

A:  Prior to the 1/3/2021 change from grades K-8 and 9-12 to grades K-6 and 7-12 the rates ($10,500 and $21,500, respectively) have been in effect since 8/5/2018.   Well-known and respected programs are used to develop the rates and the amounts are constant irrespective of world location.  The education allowance is one of the cost of living allowances mentioned in the Law at 5 US Code 5924.  The post allowance is a separate cost of living allowance which measures differences and the effects of inflation on the market basket of goods and services worldwide as compared with costs and inflation in Washington, D.C.  The post allowance is a separate measurement and does not include children’s education.

51. Q:  Are there hourly limits for the number of hours a family can use Additional Instruction [DSSR 277.3a(5)] for any of the 8 core courses under Home Study (i.e., no more than 3 hours of PE/week, by additional instructor)? If so, this info needs to be broadly shared and posted.

A:  Per DSSR 277.3a(5) “Additional instruction: by an individual other than the parent:  costs only when necessary when a child needs instructional assistance in order to successfully complete a core curriculum (DSSR 271 o) course.”  There is not a limited number of hours attached to Additional Instruction.  All DSSR methods of education (At Post, Away from Post, Home Study/Private Instruction/Virtual Schooling and Special Needs Education Allowance) are represented by a single dollar amount with reimbursement for all allowable expenses within the maximum rate set for each method.

52. Q:  Homeschool students are now being held to double-state standards, the DMV on top of their legal state of residence. This is an undue burden on parents, plus takes away from our home state's legal rights to govern the child's education.  WHY?

A:  The DMV provides a reference point, is not a restriction and does not impose undue burden on the employee/parent.  

53. Q:  Allowable expenses (6a) - can a family using Home Study submit expenses for reimbursement in this category? Please give examples of "digital learning resources'' that any family could submit for reimbursement, whether they use HS, PI, or VS. 

A:  DSSR 277.3a(6a) states “Access to digital learning resources:  for a recognized and accredited program of study or an accredited Virtual Schooling program.”  If a child is enrolled in whole or in part in an accredited program of study and these are additional charges by the accredited program then these are reimbursable expenses.  If a child is not enrolled in whole or in part in an accredited program then these are not allowable expenses for reimbursement.

54. Q:  Please clarify Private Instruction in the DSSR? It appears to have two meanings (1) an Instructional Method; and (2) as "additional instruction for a core curriculum course." 

A:  Effective 6/19/2022 the Private Instruction Method is at DSSR 277.3(a)(4) and Additional Instruction is at DSSR 277.3(a)(5). 

55. Q:  Many current homeschoolers are considering starting their own schools to avoid the limitations and problems of the homeschool allowances. Can we expect any changes to the DSSR regarding "School at Post” education allowances?

A:  The “School at Post” education allowances are reviewed annually and rates are normally based on the least expensive adequate school at post.  

56. Q:  What is the name and contact info for the person "in charge" of homeschoolers within DOS? Who should we go to when we have questions? Our CLO and FMO at Post have zero understanding of what homeschooling is nor the reimbursement process.

A:  The Office of Allowances, Office of Overseas Schools, the Global Community Liaison Office and CGFS Post Support Unit are all good references for questions.  The employee/parent is ultimately the person in charge of their children’s education.

57. Q:  Regarding documentation - who sees this information? Who has access? How is a child's privacy being protected? What happens to this documentation, & where does it end up? Private school students do not have to share this documentation with Post. 

A:  The electronic submission of claims through E2 presents no greater risk of unauthorized disclosure than the traditional paper method. E2 is the official approved system for claims. In general, only the SF-1190 contains PII material–the birthdates for the students and is required for all education methods. This information is required in both processes.  Electronic records within the E2 system have only limited access to select individuals. Posts may further strengthen privacy by electing the routing to remove travel arrangers for these claims.

58. Q:  What plans are there to provide more training about reimbursements for FMOs? Our FMO incorrectly quoted a reimbursement number, costing us over 3K out-of-pocket when they realized their error. 

A:  FMO training is not part of the Office of Allowances’ portfolio, however, perhaps this could be brought up in the State Department’s FINNET channel.

59. Q:  It seems as though homeschoolers are held to a higher standard than at-post schoolers. This reflects lack of trust in DoS parents to know what is best for their kids, as well as lack of understanding for what homeschooling entrails. Is there an appropriate forum for Homeschooling families to share their concerns in a productive manner to help the Department understand the unique challenges of homeschooling overseas?

A:  The intent of required documentation is to protect homeschooling as an option for families assigned to foreign areas.  Homeschooling in the United States is a choice and the main burden of expense is on the parent.  The Global Community Liaison Office (GCLO) Homeschooling Resources and Curricula website is a valuable resource and sounding board for homeschooling families. 

60. Q:  Can you please explain the reimbursement process? How long should the reimbursement process take? I would like a realistic expectation. And what is the appropriate way to follow up? 

A:  Each agency has its own procedures, including the Department of State.  You should probably first check with your FMO at post.  Also available is the Post Support Unit.  Their email address is GFSPSU@state.gov.  

61. Q:  Is it possible to invite DOS homeschooling parents on a panel to advise management and the Office of Allowances on a reasonable, streamlined, non-discriminatory budget that allows an exceptional education while still saving posts thousands of dollars?

A:  The education allowance is a cost of living allowance and not subject to federal income tax because it is a reimbursement for necessary expenses.  All cost of living allowances under the DSSR are reimbursements for actual expenses incurred as a result of an assignment to a foreign post.  To allow a lump sum of a cost of living allowance without justification opens this up to Congressional oversight/inquiry which in turn could lead to taxation of the homeschooling allowance. 

62. Q:  Many curricula do not offer some of the 'specials', health or phys. ed. Can you please explain why these are required for a curriculum to be accredited and reimbursable?

A:  DSSR definition 271o:  “Core Curriculum” means a complete academic core set of courses including English/Language Arts, Foreign Language, Math, Science, Social Studies, Art, Music, and Health/Physical Education.  This definition is to highlight all parts of a core curriculum, bringing attention perhaps to the less recognized such as Art, Music and Health/Physical Education.    By establishing what the core curriculum includes allows for reimbursement for instruction in these courses in addition to the accredited program the child is enrolled in. 

Last updated on February 1, 2023