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Vendor Relations » Vendor Relations FAQ

Vendor Relations FAQ

VENDOR RELATIONS FAQ

PROSPECTIVE VENDORS

Are you accepting new vendors?

Yes. We are always looking to partner up with vendors who offer wonderful educational choices for our students.

How do I become a vendor?

If you are interested in becoming a vendor or have questions about becoming a vendor with Summit Academy please email our Vendor Department at vendors@summitacademycs.org and type "Prospective Vendor" in the subject line.  We will provide you with the necessary documents and requirements on becoming an approved vendor.

What does VCI and EMR mean?

Vendor Course Instructor (VCI) is a person or facility that provides tutoring, art/music lessons, physical education classes and other similar instruction.

Educational Materials Vendor (EMR) is a business that provides curriculum, books and supplies.

Is there a deadline to submit the vendor application?

No, we are always eager to bring on new vendors however semester deadlines may apply for processing purchase orders.

What are the payment terms?

All vendors must agree to 1) Net 30 payment; 2) Payment is initiated by vendor submitting an invoice; 3) Payments for classes are paid after service is complete either at end of each month or end of semester. Additional details can be found on our Terms for Vendors page.

Where do I send the completed vendor application?

Once you have received the application from the Vendor Department, please fully complete and return to vendors@summitacademycs.org

Do I have to LiveScan fingerprint all of my employees and volunteers (VCI vendors only)?

You must be a DOJ applicant agency and provide certification to Summit Academy. By entering into this contract then you are certifying that none of your staff or volunteers who come in contact with students have been convicted of a felony.

Youth Organizations Application (DOJ Agency) go to https://oag.ca.gov/sites/all/files/agweb/pdfs/fingerprints/forms/crimrecpkg.pdf

Or you can provide us with a verification letter from the agency that currently performs your background checks.

I LiveScan fingerprinted with another school/organization, do I need to go through the process again?

It is against the law for schools/organizations to share LiveScan results. The information is confidential and is protected by privacy laws. In keeping with the requirements of Department of Justice (DOJ), vendors WILL NOT be fingerprinted using Summit Academy's ORI number. However, you must be a DOJ applicant agency and provide certification to Summit Academy.

Where can I get my LiveScan fingerprints processed?

In keeping with the requirements of Department of Justice (DOJ), vendors WILL NOT be fingerprinted using Summit Academy's ORI number. However, you must be a DOJ applicant agency and provide certification to Summit Academy. DO NOT LIVESCAN USING SUMMIT ACADEMY'S ORI NUMBER. DOING SO COULD CAUSE YOUR VENDOR APPLICATION TO BE DELAYED OR DENIED.

How do I become a DOJ applicant agency?

You will apply for clearance directly with the DOJ and provide proof of authorization to Summit Academy.  Visit https://oag.ca.gov/sites/all/files/agweb/pdfs/fingerprints/forms/crimrecpkg.pdf to find the information and the application.

How is becoming a DOJ applicant agency a benefit?

First and foremost, this is required by law in order to provide service to our students. Second, the authorization will legally satisfy the LiveScan requirements of all California schools (per DOJ) so you don't have to fingerprint every time you want to grow and provide service to other schools.

How long will it take to become an applicant agency with the DOJ?

The typical experience is that it can take up to 4 months for DOJ to process your applicant agency application.

If I don't have verification, am I still allowed to provide service?

We still accept your vendor application and allow temporary clearance via waiver which means you will still be able to provide classes and, the Vendor Department will check back with you periodically to see how the DOJ process is going.

As a vendor can I work with only one particular family?

To become a vendor with Summit Academy, you will need to make your services/materials available to all interested students as your schedule allows. If you are unable to work with a particular student, please contact our Vendor Relations Department at vendors@summitacademycs.org

 

CURRENT VENDORS

I am a VCI vendor, how do I get paid?

Once a purchase order is received and all lessons are complete, you may submit an invoice by email or mail. If submitting by mail or email, include your invoice and signed copy of the PO. Invoice should include the PURCHASE ORDER NUMBER, dates of attendance, student name, amount, invoice number, and remittance information.

To submit your invoice by email, send to the Accounts Receivable Department: accountsreceivable@summitacademycs.org

Mail: Accounts Receivable, Summit Academy,  337 Baywood Drive, Newport Beach, CA 92660

Vendor Dept Email (for purchase order questions): vendors@summitacademycs.org

I am an EMR vendor, how do I get paid?

Once the purchase order is received and materials are sent, send an invoice to the Accounts Receivable Department by email accountsreceivable@summitacademycs.org

or mail: Accounts Receivable, Summit Academy,  337 Baywood Drive, Newport Beach, CA 92660

When will I receive payment?

All invoices are paid on net 30 terms as referenced in the vendor application. To process payment for services and materials, we must receive an invoice. For questions about invoice payments, please contact the Vendor Relations Department at vendors@summitacademycs.org

I don't have a PO for my student. Can I start classes with them? (VCI)

No. The vendor may not provide any service to any Summit student without an approved purchase order. Summit Academy is only obligated to pay for classes after a purchase order has been processed and sent.

How do I fill an order if not all materials/items are available? (EMR)

Summit Academy does not accept back orders. Please cancel the items in your ordering system and state “canceled” on the packing slip. Summit Academy can re-order items at a later date.

When and how much is Summit Academy responsible to pay for services/materials?

We are only responsible for payment once a purchase order has been received by the vendor. We will not pay for services/materials without a purchase order dated on or before the first class or shipment. Any services/materials not stated on the purchase order will not be covered by Summit and you will need to collect from student's parent/guardian.

How do I change my contact information?

Please email your new information to vendors@summitacademycs.org

Make sure to include your Business Name in the email Subject Line.