Important Information

Documentation is required for all expenditures.

  • For services already incurred, documentation may include receipts or invoices.
  • If a provider is not able to verify an expense, they will be required to reimburse the State.

As part of accepting Stabilization Fund grants, programs are agreeing to:

  • Implement health and safety policies in line with guidance and orders from the State, and, to the greatest extent possible, implement policies in line with CDC guidance.
  • Pay not less than full compensation, including benefits, for each employee, and will not take action that reduces weekly compensation.
  • Provide relief from co-payments and tuition payments for the families enrolled in the provider’s program, to the extent possible, and prioritize such relief for families struggling to make either type of payment.

Payments will be distributed through the Delaware Department of Health and Social Services. Applicants are required to be active in the state procurement payment system in order to receive payment (if your program received Enhanced Reimbursement and your business and tax ID are the same, you likely have an active account in the state procurement payment system).

Timeline Details

  • Round 4 payments are being processed in batches based on when your round 1-3 payment was made and verified. You will receive an email with your award letter approximately two weeks prior to your payment being made. If you have not received your payment within three weeks following receipt of your award letter, please reach out to stabilizationfund@udel.edu.

Round 4 applies to costs occurring January 1 – June 30, 2022.

Providers must expend and verify the funds within 6 months of receiving the funds.

Document Scanning and Uploading Resources

How do I scan receipts into my computer?

There are several ways to scan and upload the documentation into the application. Various options are outlined below.

  • In order to scan documents or images into your computer using an application on your computer such as Windows Fax and Scan, please refer to the following information:
  1. Your scanning device will need to be connected to your computer using a wired, wireless, or network connection. You may also use a printer with scanning capabilities that is paired with Windows Fax and Scan.
  2. Your computer will need a Scan application, such as Windows Fax and Scan, for Microsoft Windows. *Additionally, some devices require a driver to be installed on the computer. Please consult the company of your particular scanning device if you need further assistance installing a driver. 
  3. To begin scanning, make sure your computer and your scanning device are turned on and your Scan application is open and running on your PC, if applicable. 
  4. Place your document face-down on the glass, ensuring it is within the orientation marks on your scanning device. Close the top, if applicable. 
  5. With most devices, you press “Scan” on either your software application (Windows Fax and Scan) or on the device itself. Choose to start the scan when ready.
  6. When the scan has completed, the document/image is stored on the computer, typically in a “Scan” folder within your PC’s “Pictures” folder. 
  7. The document/image is now able to be uploaded directly from your computer. You may rename it or save it in another folder of your choosing on your PC.  

 The following video provides an outline of the process above, specifically using Windows 10.

  • In order to scan documents or images into your computer using an all-in-one or HP printer, please refer to the following information: 
    1. You will need a printer with scanning capability.
    2. The printer will need to be connected to your computer using a wired, wireless, or network connection.  
    3. Your computer may need an application for scanning files from your printer, such as HP Scan. *Additionally, some devices require a driver to be installed on the computer. Please consult the company of your particular printing device if you need further assistance installing a driver.
    4. To begin scanning, make sure your computer and your printer are turned on and your Scan application is open and running on your PC, if applicable.
    5. Place your document face-down on the glass, ensuring it is within the orientation marks on your device. Close the top. You may also load it face-up in the document feeder if your printer has this feature.
    6. Select the “Scan” option on your printer and/or computer application. Select the computer you are scanning to from your printer, if prompted. Follow the prompts on your printer within the Scan function. Choose to start the scan when ready.
    7. Select “Save” or “Done” if prompted. 
    8. A window will appear on your computer with the scanned document. The document/image is now able to be uploaded directly from your computer. You may rename it or save it in another folder of your choosing on your PC.   

 The following video provides an outline of the process above, specifically when when using HP Scan.

  • In order to scan documents or images onto a jump drive from an all-in-one or HP printer, please refer to the following information:
    1. To begin scanning, make sure your computer and your printer are turned on and your jump drive is inserted in the USB port on the printer. 
    2. Place your document face-down on the glass, ensuring it is within the orientation marks on your device. Close the top. You may also load it face-up in the document feeder if your printer has this feature.
    3. Select “Scan” on your printer and follow the prompts to “Scan to Memory Device” or “Scan to Jump Drive,” – whichever your particular printer prompts. 
    4. Choose to start the scan when ready. Some printers have the ability to allow you to name your document on the printer. Your printer will notify you when the scan is complete.
    5. Insert your jump drive into your computer.
    6. Open your jump drive using your computer’s particular file software, or your Windows File Explorer to select the jump drive.
    7. The jump drive may have a folder titled “Scans,” “hpscans,” or something similar. Open this folder and find your document. You may rename it or save it in another folder of your choosing on your PC.   
    8. The document/image is now able to be uploaded directly from your computer or jump drive. 

The following video provides an outline of the process above, specifically when using an HP printer.

How do I scan receipts from my mobile device to my computer?

There are a variety of free apps to download onto your mobile device that allow you to scan a document onto your device by using the camera on your phone. The recommended app is called Genius Scan.  

For Android devices: 

  1. Go to the Google Play store.
  2. Find Genius Scan (for free) and download to your mobile device. 
  3. Open the app and select the Camera icon in the lower left corner. 
  4. Above the Circle icon in the bottom center of the screen, select either “Single” (for one image/document) or “Batch” (for multiple images/documents).
  5. Take a picture of your receipts, one-by-one, ensuring the documents/images you are photographing are not obscured by shadows. Make sure the picture is clear and captures the necessary information on the documents/images. 
  6. As you take a picture of each receipt, they will auto-sequence in the order of which they were taken (for Batch photos). 
  7. Once finished taking pictures, the app will pull up your image(s) in Edit mode. Within this function, you can edit each individual picture to crop, rotate, change filter to black and white or color, or delete if necessary. Scroll to the right to access each picture for review and/or editing. 
  8. When finished reviewing and/or editing (if necessary) you may either save the document to your phone, or select the small “upload” icon in the lower right corner to send it to another location. 
  9. From the options, locate Export to and select Email. You may also select from the other options listed (Other Apps, Box, iCloud Drive, Dropbox, etc.) if you will be using a different platform other than e-mail. *Please note your mobile device must have email enabled in order to properly use the email function.
  10. For Email: You may then enter your own email address so the file will be emailed to you directly. 
  11. Open your email account on your computer, open the email that was sent from your mobile device, and save the file into a folder of your choosing on your computer. You may also rename the file. Your Genius Scan file will be auto-generated as a PDF file.
  12. The PDF file is now able to be uploaded directly from your computer.

For Apple iPhone devices: 

  1. Go to the App Store. 
  2. Find Genius Scan (for free) and download to your mobile device. 
  3. Open the app and select the plus sign (+) in the lower left corner (this may be a Camera icon instead depending on your iPhone model).
  4. Take a picture of your receipts, one-by-one, ensuring the documents/images you are photographing are not obscured by shadows. Make sure the picture is clear and captures the necessary information on the documents/images. 
  5. As you take a picture of each receipt, they will auto-sequence in the order of which they were taken (if you are photographing multiple documents). You will then press “Done” in the lower right corner. 
  6. If you select the “wand” icon in the lower right corner, you can edit each individual picture to crop, rotate, change filter to black and white, or delete if necessary. Scroll to the right to access each picture for review and/or editing. 
  7. When finished reviewing and/or editing (if necessary) you may either save the document to your phone, or select the small “upload” icon in the lower right corner to send it to another location. 
  8. From the options, locate Export to and select Email. You may also select from the other options listed (Other Apps, Box, iCloud Drive, Google Drive, Dropbox, etc.) if you will be using a different platform other than e-mail. *Please note your mobile device must have email enabled in order to properly use the email function. 
  9. For Email: You may then enter your own email address so the file will be emailed to you directly. 
  10. Open your email account on your computer, open the email that was sent from your mobile device, and save the file into a folder of your choosing on your computer. You may also rename the file. Your Genius Scan file will be auto-generated as a PDF file.
  11. The PDF file is now able to be uploaded directly from your computer.

The following video provides a straightforward tutorials= outlining the process explained above.

You may refer to the first video link above under the Android device instructions for general guidance, keeping in mind that there may be a slight difference in the appearance of the app and its functionality on an iPhone.

I am not using a computer to complete my application. How do I scan receipts directly from my mobile device?

There are a variety of free apps to download onto your mobile device that allow you to scan a document onto your device by using the camera on your phone. The recommended app is called Genius Scan. This section is similar to the steps described in the section above; however, it will focus solely on using your mobile device for scanning and uploading. 


For Android devices:

  1. Go to the Google Play store.
  2. Find Genius Scan (for free) and download to your mobile device.
  3. Open the app and select the Camera icon in the lower left corner.
  4. Above the Circle icon in the bottom center of the screen, select either “Single” (for one image/document) or “Batch” (for multiple images/documents).
  5. Take a picture of your receipts, one-by-one, ensuring the documents/images you are photographing are not obscured by shadows. Make sure the picture is clear and captures the necessary information on the documents/images.
  6. As you take a picture of each receipt, they will auto-sequence in the order of which they were taken (for Batch photos).
  7. Once finished taking pictures, the app will pull up your image(s) in Edit mode. Within this function, you can edit each individual picture to crop, rotate, change filter to black and white or color, or delete if necessary. Scroll to the right to access each picture for review and/or editing if necessary.
  8. Take a screenshot of each image generated by the Genius Scan app. You may tap on the image to enlarge it or to zoom in prior to taking the screenshot if necessary. Each screenshot will be saved onto your device in your Photos in a folder that is titled either “Screenshots” or “Snapshots.”   
  9. Exit Genius Scan and open the application you have been working on in your internet browser and view the Upload Receipt section. 
  10. Select Drop files or click here to upload.
  11. Access your Photos and choose the screenshot you wish to upload. 
  1.  You will know the upload was successful when the status bar reaches 100%.
  2.  Repeat this process as needed for each receipt or invoice to ensure all receipts are uploaded into your application.

 For Apple iPhone devices:

  1. Go to the App Store.
  2. Find Genius Scan (for free) and download to your mobile device.
  3. Open the app and select the plus sign (+) in the lower left corner (this may be a Camera icon instead depending on your iPhone model).
  4. Take a picture of your receipts, one-by-one, ensuring the documents/images you are photographing are not obscured by shadows. Make sure the picture is clear and captures the necessary information on the documents/images.
  5. As you take a picture of each receipt, they will auto-sequence in the order of which they were taken (if you are photographing multiple documents). You will then press “Done” in the lower right corner.
  6. If you select the “wand” icon in the lower right corner, you can edit each individual picture to crop, rotate, change filter to black and white, or delete if necessary. Scroll to the right to access each picture for review and/or editing if needed.
  7. Take a screenshot of each image generated by the Genius Scan app. You may tap on the image to enlarge it or to zoom in prior to taking the screenshot if necessary. Each screenshot will be saved onto your device in your Photo Library.
  8. Exit Genius Scan and open the application you have been working on in your internet browser and view the Upload Receipt section.
  9. Select Drop Files or click here to upload.
  10. Access your Photo Library and choose the screenshot you wish to upload. 
  11. You will know the upload was successful when the status bar reaches 100%.
  12. Repeat this process as needed for each receipt or invoice to ensure all receipts are uploaded into your application.

Here is a tutorial that shows how to use Genius Scan on your mobile device.

Follow-Up Assistance

  • Please ensure that your scanned images are legible so there are no delays in the approval process. If receipts are unreadable or obscured in a way that prevents proper review, a Stabilization Fund specialist will reach out to the contact listed on your program’s application for further clarification. 
  • Please refer to the additional supports provided on this Delaware Early Education &  Child Care Stabilization Fund webpage.