Guide to SELF-DIRECTED. Passport Funding

Transcription

1 HAMILTON Guide to SELF-DIRECTED Passport Funding Prepared by: Contact Hamilton, Passport Agency for the communities of: Brant, Haldimand, Norfolk, Hamilton, Niagara Six Nations of the Grand River Mississaugas of the New Credit First Nation REVISED August 2014 Based on Guidelines developed by the Ministry of Community and Social Services: July 2013 February 2012 June 2011 The Ministry of Community and Social Services are proposing changes to the Guidelines effective in October Once we have received the revised Guidelines, we will issue them to you and they will replace this version. Guide to Self-Directed Passport Funding (rev August 2014; rev July 2013; rev February 2012; June 2011) Page 1

2 General Information about Passport Funding Passport is a program that helps adults with a developmental disability to participate in their communities and helps caregivers take a break from their caregiving responsibilities. You can use your Passport funding for: EDUCATION - The cost of classes offered through a community centre or local school board (e.g. literacy, computer, cooking) - Fees for education programs not otherwise eligible for government subsidy/grant e.g. OSAP - Recreational programs (e.g. swimming lessons, camp fees) EMPLOYMENT - Job readiness or work activities (e.g. hiring a support worker to help with on-the-job training or job coach) VOLUNTEER ACTIVITIES - Support needed to participate or volunteer in community activities or events (e.g. transportation, support worker) ACTIVITIES OF DAILY LIVING - Activities that help develop social skills, independent living and personal management (e.g. learning how to do your banking, taking public transit or using the library) - Activities that assist with personal hygiene, dressing, grooming, meal preparation and administration of medication. ADMINISTRATION AND BROKERAGE - Getting help to manage human resources and financial reporting associated with managing your direct funding (e.g. support worker scheduling, recruitment, paying invoices and submitting claims for reimbursement) - If you choose, you may use up to 10% of your total allocation PERSON DIRECTED PLANNING - Getting help to develop a person-directed plan that builds on your strengths and interests and identifies the supports needed to achieve your goals - At this time you may use up to 10% of your Passport allocation to purchase person directed planning support, however the maximum amount of Passport funding that can be used to support person directed planning may change in October 2014 please stay tuned; in the interim, if you have any questions about this, please call us CAREGIVER RESPITE - Hiring someone to provide a break for the primary caregiver. This can be in your own home or a different location. - NOTE: Passport funding cannot be used to pay for expenses that are not directly related to supporting the person with the developmental disability (e.g. caring for other children in the home, housekeeping, property maintenance) unless you have extenuating circumstances AND you have advance approval of the Passport Agency. Approvals are short-term only (up to 6 months). If you think that you have an extenuating circumstance, please contact us in advance to determine if it is approved. Guide to Self-Directed Passport Funding (rev August 2014; rev July 2013; rev February 2012; June 2011) Page 2

3 What is self-directed funding? Self-Directed funding is when an individual or family receives Passport funding directly to purchase admissible services and supports. You must be willing to manage your funding yourself or you can have a third party help you (often called a broker ); please continue reading this guide for more information about the broker option. With Self-Directed funding, you can choose to purchase your admissible services and supports from anywhere or anyone you prefer, including from Ministry of Community and Social Services funded adult developmental services agencies. Regardless of who you purchase your services and supports from, you will need to make sure that they invoice you so that you can submit them to Contact Hamilton for reimbursement. Do I have to sign a funding agreement? You will be required to sign a formal funding agreement with Contact Hamilton before the funding can be released. How do I get my funding? Passport is a reimbursement-based program. That means that Contact Hamilton will reimburse you for your admissible expenses. You are responsible for submitting invoices and receipts to Contact Hamilton using the required forms and according to the reimbursement schedule (this allows for predictability). Contact Hamilton will review your expenses to make sure that they are admissible. If there are any questions about the expenses, Contact Hamilton will let you know. Contact Hamilton will reimburse you by way of Direct Deposit. For some people, paying for supports up front may cause financial hardship. In such situations, Contact Hamilton is willing to discuss your circumstances and help with making arrangements that work for you. Please call us if you would like to discuss this further. What reimbursement forms do I need to complete? There are three types of reimbursement forms: Support Worker expenses; Mileage expenses; Other expenses Once you have activated your Passport funding, we will provide you with the reimbursement forms (at the beginning and then following each reimbursement claim). If you like, you can also download the expense forms from Contact Hamilton s website Reimbursement Form Support Worker is completed for any support worker hours. If there is more than one support worker then you will need to complete a form for each worker. The first signature and date line is for the support worker and the second signature and date line is for the Primary Contact Person/Passport Funding Recipient. Reimbursement Form Mileage Expenses is completed for any claims for mileage (per kilometre rate or flat rate). This form requires a signature from the driver and the Primary Contact Person/Passport Funding Recipient. Reimbursement Form Other Expenses is completed for all other admissible claims, receipts and invoices. This form requires the Primary Contact Person s/passport Funding Recipient s signature and date. Guide to Self-Directed Passport Funding (rev August 2014; rev July 2013; rev February 2012; June 2011) Page 3

4 What are Admissible and Inadmissible Expenses? The intent of Passport funding is that funding is used to directly support the person. This is achieved primarily through support workers. Support workers assist the person in participating in their community and learning skills that help the person in achieving their goals and dreams. Support workers can also provide caregiver respite. Admissible expenses include: - Support worker hours and their out-of-pocket expenses like meal costs and admission tickets - Fees and supplies for learning activities (e.g. for a class, workshop) - Mileage or transportation costs to enable local community participation - Admission costs to enable participation at community events Inadmissible expenses include: - Basic / personal care expenses like groceries, clothing, child care, medical and dental including treatments, meals for the person receiving Passport funding - Tuition costs that are eligible for government student assistance - Assistive devices, equipment, furniture, mobility devices, appliances, televisions - Home modifications, renovations (other funding avenues to explore include March of Dimes Canada, Vehicle Modification programs and service clubs) - Professional services like speech/language, occupational therapy, physiotherapy, psychology, massage therapy, dietician - Vacations/holiday, air fare, train, accommodations (e.g. hotel, motel) etc. - Alcohol, gambling - Indirect respite services and supports - Housing - Household items and electronics - Telephone/telecommunications - Personal goods and services - Vehicle purchase and/or modifications, leases and rentals - Items for which individual receives an allowance form the Ontario Disability Support Program - Services covered under private insurance or funded by other government programs As the Passport Agency, Contact Hamilton reserves the right to seek additional information and/or approve or not approve expenses of these kinds. If you are unsure about whether an expense is admissible, please contact our Passport Administrator IN ADVANCE to avoid any disappointment. Guide to Self-Directed Passport Funding (rev August 2014; rev July 2013; rev February 2012; June 2011) Page 4

5 What are my main responsibilities if I Self-Direct my funding? Please refer to your funding agreement for details. You have the following main responsibilities: - Determine if you will be an Employer or if you will contract with self-employed persons. Call the Canada Revenue Agency about your responsibilities and requirements. They will give you the information you need. - Employer responsibilities include: o Ensure that administration and personnel practices are in place that meets the requirements of Employment Standards, the Labour Relations Act, the Workplace Safety and Insurance Board (WSIB), and Canada Revenue Agency as per the employment selected. o Ensure that adequate general liability insurance is in place when support is provided by paid staff. o Hire, set wage rate, supervise and schedule the worker(s). o Adhere to acceptable personnel practices as required by Employment Standards, Labour Relations Act, Workplace Safety and Insurance Board (WSIB), Canada Revenue Agency and any other governmental legislated act o Supervise workers, ensure quality of services and be responsible for any liability between workers and family o Remit to the proper authorities all necessary statutory payments and remittances (if any) including, without limitation, Income Tax, Employment Insurance, Canada Pension Plan, Employer Health Tax, Federal and Provincial Taxes, including applicable taxes - Independent Contractor (Self-employed Support Worker) responsibilities include: o Contract in writing with the self-employed support worker. This contract should identify the self-employed worker as solely responsible for remitting to the proper authorities all necessary statutory payments and remittances (if any) o Keep on file all invoices from the self-employed worker for support services as per contract - Make sure that a support plan is created and regularly reviewed; evaluate if goals are being met. - Supervise workers and the quality of services - Instruct service providers as to what services are needed and how and when they will be provided. - Make sure that services are provided in a manner that is safe for both the individual and the service provider. - Negotiate with and pay your service providers. Document what you paid out. - Submit invoices for reimbursement to Contact Hamilton in a timely manner as outlined in the schedule - Can I get help with managing my Self-Directed funding? Yes. This is optional and available to you if you feel you need it. You may use up to 10% of your approved funding to get help managing your funding (this service is referred to as brokerage). Brokerage describes a range of administrative supports that you may use to support you in managing your approved funding. You may choose to hire brokers from agencies, other brokerage organizations, or a person of your choice. Guide to Self-Directed Passport Funding (rev August 2014; rev July 2013; rev February 2012; June 2011) Page 5

6 For instance, brokerage may manage payroll functions on your behalf. In this role, the broker would make payments for services and supports while ensuring that required documentation such as signed receipts are received to support expenditures. Other functions of a broker could include: - Identifying a list of qualified support workers available for hire - Performing reference checks on potential workers (employment and/or criminal) - Assisting with other elements of recruiting and training workers The Ministry of Community and Social Services has published Hiring a Support Worker: A Guide for Ontarians with a Developmental Disability. You may obtain a copy by visiting the Ministry s website at: If you do not have access to a computer/internet and would like a copy of this Guide, please call or toll-free at and ask for the Passport Program. Can I get help with planning? Yes. A planning guide developed by the Individualized Funding Coalition for Ontario titled Creating a Good Life in Community: A Guide on Person-Directed Planning is available. This resource is free of charge. If you are interested in this guide, you can either get it on line at or by calling Contact Hamilton at You are encouraged to use the planning guide when developing your goals and objectives. You can also use up to 10% of your total funding to purchase planning (and/or brokerage) supports. This amount may change in October please stay tuned for more information. You can have an Independent Planner help develop your plan (an Independent Planner is not associated with any agency) or you can choose a Ministry funded agency to help you develop your plan. Independent Planners: - The Ontario Independent Facilitation Network is a provincial network whose purpose is to inform, educate, encourage, support, link and promote independent facilitation and planning in Ontario. Information and resources to support person-directed planning are available at - An online map and directory that provides background and contact information for Independent facilitators and independent facilitation and training organizations across the province is also available at: Ministry Funded Agencies: - Information about Ministry funded agencies from whom you can purchase person-directed planning is available at: - How much of my funding can I use for Administration/Brokerage? You can use up to 10% of your total funding for brokerage support. Guide to Self-Directed Passport Funding (rev August 2014; rev July 2013; rev February 2012; June 2011) Page 6

7 Can I hire family members? Yes, you can hire family members to provide supports except for: - Primary caregivers and their spouses regardless of residence - A child under the age of 18 - A spouse of the individual who has a developmental disability, regardless of residence Who do I contact if I have complaints about the service I am receiving? Complaints or concerns about your services and supports should be directed to the service provider delivering the service. How often do I have to re-apply for Passport? At this time, the Ministry of Community and Social Services is further developing this matter. We will let you know once we receive new information. Important Resource Information For more information about Passport please call: Contact Hamilton Passport Program; toll free at (Hamilton local ) For information on Employment Standards, call: Ontario Ministry of Labour, Employment Standards Branch, For information about financial responsibilities under the Income Tax Act, the Canada Pension Plan Act and Employment Insurance, call: Canada Revenue Agency, For information on Workplace Safety, call: Workplace Safety and Insurance Board (WSIB), Guide to Self-Directed Passport Funding (rev August 2014; rev July 2013; rev February 2012; June 2011) Page 7