Books, Supplies, and Equipment
Updated: 16 Nov 2017
Items authorized for reimbursement are
limited to purchase items that are considered ordinary, necessary and required
of all students at your school enrolled in your qualifying professional
degree program in your year level and course rotation. Students must submit
requests for reimbursement on a "Claim for Reimbursement of Expenditures
on Official Business," Standard Form 1164 (SF-1164). Students will be
reimbursed only one time for authorized items unless otherwise specified.
Students will NOT be reimbursed for items purchased while in a Leave Without
Pay (LWOP) status. STUDENTS ENTERING THE HPSP/FAP PROGRAM WILL ONLY BE
REIMBURSED FOR ITEMS PURCHASED NO EARLIER THAN 45 DAYS IN ADVANCE OF THE START DATE OF THE SEMESTER/TERM THE STUDENT IS ENTERING OR IN AT THE TIME OF
COMMISSIONING, as long as appropriate documentation is submitted.
Graduating students will not be reimbursed for purchases made within 60 days
prior to their graduation date or the date of completion of their academic
requirements, whichever is earlier. No items will be reimbursed which
would have been authorized at an earlier year level. NM Accessions is not
responsible for reimbursing participants for equipment or library
materials intended for active duty use.
Students that submit claims that do not have
supporting documents or are not completed correctly will be contacted and the
claims will be held for 30 days. After 30 days claims with unresolved issues
will be filed in the member's ADT/REIM folder unprocessed for no further
action. Members will need to submit a new claim to request reimbursements
for the items that were not processed due to incomplete claims.
Types of Reimbursements:
will be reimbursed for all school required books. A copy of the course syllabus
stating the book is required or a required booklist on school letterhead must be
sent with the request for reimbursement. Participants must include a signed Dean's
Certificate for all claims including books.
and Equipment: Click here for
the 2018 reimbursement list of all
supplies and equipment that will be reimbursed as well as the maximum
reimbursable amount. All claims for supplies and equipment reimbursement
must include a Dean's Certificate. If a purchased item does not appear on the
approved list, please submit a justification for the item along with the
standard reimbursement documentation.
a participant’s school requires health (medical, dental, disability, etc.)
insurance for all students, it is a reimbursable expense. The maximum amount
eligible for reimbursement is the "single coverage" rate that meets the minimum
coverage required by the school. The HPSP/FAP program does not reimburse for
family coverage and will not reimburse at a rate higher than the single rate
charged by the school. If it is not required that insurance be purchased from
the school directly, and the participant purchases coverage elsewhere, the
amount claimed cannot exceed the school’s "single" coverage rate. Disability and
liability insurance are reimbursable based on the same criteria. Proof of single
coverage and the period of coverage must be included along with the completed
insurance section on the Dean’s Certificate if reimbursement is requested. If
the participant’s school does not require insurance, it will not be
National Board Exams which are required by the student's contract for the
appropriate program of study are reimbursable. PLEASE NOTE! USMLE/COMLEX PART
III IS NOT REIMBURSABLE. Travel and lodging expenses ARE NOT REIMBURSED. State
exams or state licensing fees ARE NOT REIMBURSABLE. You do not need to submit a
Dean’s Certificate for any reimbursement claim that only contains a Board Exam.
Proof of payment is required, but the actual score on the exam is not. The HPSP
program reimburses only for each examination. Participants will be reimbursed
ONLY for the board exam that is relevant to the degree program. (Osteopathic
students will have COMLEX reimbursed. Allopathic students will have USMLE
reimbursed.) Results of board exams should be sent to USN.OHSTUDENT@MAIL.MIL
and NRMP Applications (Updated 20 July 2017): Because it is impossible to know who will be required to apply to the civilian match, ALL MEDICAL STUDENTS ARE REQUIRED to initiate an Electronic Residency Application Service (ERAS) Application as part of the Navy Graduate Medical Selection Board (GMESB) Application process. All students are authorized up to $300 for ERAS expenses and $65 for National Residency Matching Program (NRMP) or American Osteopathic Association (AOA) fees. Medical Corps HPSP students should file their claims for reimbursement per instructions found on this
page. A Dean's Certificate is not required as part of the reimbursement request.
and handling fees are not reimbursable. Taxes are not reimbursable from HPSP.
U.S Tax Exemption form SF-1094 was established for purchases made by the
Government. Click here
for an SF-1094. Complete the form and present it to the vendor prior to
your purchase of books and equipment for HPSP. It is up to each
vendor whether the SF- 1094 is accepted or not. There is no way to force a
vendor to accept the SF-1094.
DoD contract regulations, computers, PDAs, and pagers are not reimbursable.
However, up to $500 a year can be reimbursed for computer rental. A computer
rental agreement cannot include a lease with the option to buy because of the
How to Submit a Reimbursement for Books and Equipment Claim
Request for Books and Equipment Reimbursement consists a Deans’ Certification
stating that the items are required, an SF
1164 form filled in as discussed below, and proof that you paid for the
items. Receipts are required for books, insurance, equipment and
supplies. Under no circumstances will books, insurance, or supplies be
reimbursed without a receipt.
The following process is for the reimbursement of expenses related to
books, equipment, insurance, and fees. This process is not intended for use as
a Travel Reimbursement Claim/Voucher.
BLOCKS 2 and 3: Leave blank, this is for HPSP office use
Your full name; last, first, middle initial.
b. Your social security number.
c. Address where you reside while in school.
d. Phone number at school address.
5: Leave blank
BLOCK 6 :
a. Date item purchased.
c. & d. Describe item
e. Leave blank.
f. amount paid for
g. Amount sales tax paid.
h & i.
a. Total amount paid including sales tax.
b. Total of all items listed in column F.
Total of all sales tax paid in column G.
BLOCKS 8&9: Leave blank, this for HPSP office use only.
Attach Required Documentation:
a. Receipts for each purchase.
b. Syllabus stating required books or required book list on school letterhead
(for book reimbursements).
c. Proof of insurance (if it is not supplied by your school but required)
stating it is a single policy.
e. Proof that you paid for the items (Cancelled check,
credit card receipt, etc.)
the Above: Reimbursement
Requests are only accepted electronically. Faxes and requests sent via the mail
will not be accepted. Scan and e-mail all documents via the AMRDEC safe email system located at https://safe.amrdec.army.mil/safe/ to USN.OHSTUDENT@MAIL.MIL, with the subject line “ENS YOUR NAME – Book and
Supply Reimbursement Request.“ Please
scan using the lowest resolution that can still be read.
the student wishes to appeal the reimbursement of an item, the student should
contact the Reimbursement
Section directly and discuss the item and its requirement.