Autism Funding Programs - ACT · PDF fileAutism Funding Programs A Guide to Invoice Payment Forms Why is Autism Funding Provided? The primary intent of Autism Funding is to assist

Autism Funding ProgramsA Guide to Invoice Payment

Forms

Why is Autism Funding Provided?

The primary intent of Autism Funding is to assist families with the cost of purchasing autism intervention that will promote their child’s development in:

• Communication• Social-emotional skills• Academic (or pre-academic) • Functional life skills

MCFD-Autism Funding Unit Presentation on Invoice Payment System - December 2009

1

Eligible Autism Intervention: Under Age 6

• Services of Behaviour Consultants, Speech-Language Pathologists, Occupational Therapists, or Physiotherapists listed on the Registry of Autism Service Providers (RASP) list found at www.actcommunity.net

• Behaviour Interventionists who are over the age of 19 and have a clear criminal record

Eligible Autism Intervention: Ages 6 to 18

• Services of Behaviour Consultants, Speech-Language Pathologists, Occupational Therapists, or Physiotherapists

• Behaviour Interventionists• Life skills and social skills programs• Out of School Tutoring/Learning Support• Specialized therapeutic activities and camps

designed to address your child’s ASD• Dietary or Nutritional Counseling from a registered

dietician/nutritionist• Family counseling/therapy• Other interventions as recommended by a

professional (written pre-approval recommended)• Administrative costs (e.g. bookkeeping services, up

to $50 monthly) and applicable employer costs (e.g. EI, CPP, WorkSafeBC)


2

What is Invoice Payment?

Invoice Payment provides funding for eligible autism intervention services through an Autism Invoice Payment Agreement • Under Age 6: up to $20,000 per year

(Up to $22,000 as of April 2010)• Ages 6 to 18: up to $6000 per year

The Invoice Payment Method (IP)

• Autism funding is set aside in an "account" held within government in the child's name

• Parents choose the eligible service providers and interventions they need

• Parents then notify the Autism Funding Unit by submitting a Request to Pay Service Providers/Suppliers form

• Once the eligible service has been provided, service providers submit invoices to the Autism Funding Unit


3

The Invoice Payment MethodPaying Service Providers

• The Autism Funding Unit pays service providers directly for eligible intervention services

• MCFD is committed to paying all authorized invoices within 30 days of the date they are received, although most are paid sooner

• Parents can request an account balance at any time by contacting the Autism Funding Unit

Invoice Payment Con’t

• GST is not added to the cost of purchases paid directly by the government, including services and equipment

• Any amount of funds can be accessed at any point during the funding agreement term

• Autism Funding Agreements are automatically renewed each year

• A separate bank account is not required


4

Forms

• The following 4 forms are used for the Autism Funding programs:

o Justification for Equipment/Supplies (JFE)o Request to Pay Service Providers/Suppliers (RTP)o Request to Amend Invoice Payment Authorization

(RTA)o Reimbursement for Autism Expenses

• The JFE is completed by a service provider • The RTP, RTA, and Reimbursement forms are

completed by the parent/legal guardian

Forms

• The forms can be filled out online, then printed and signed (Easiest option!)

• The forms are completed the same way for both the Under 6 and Ages 6-18 programs

• The Autism Funding Unit can answer any questions you have about completing forms.

Call 1-877-777-3530


5

Justification for

Equipment and Supplies

CF0908CF0908(JFE)

Justification for Equipment and Supplies (JFE) Form

• The JFE is used to request equipment and supplies necessary for effective autism intervention. The JFE is completed by a professional/specialist and sent to the Autism Funding Unit for approval.

• The Autism Funding Unit reviews the JFE to ensure the recommended equipment is an eligible expense, and sends a response letter directly to the parent

• It is recommended parents wait to purchase any equipment until they have received an approval letter from the Autism Funding Unit


6

The JFE must be completed by the professional who will be overseeing the use of the equipment/ supplies, and who is one of the following:

•Behaviour Consultant•Physiotherapist•Speech-Language Pathologist•Occupational Therapist•Registered Psychologist•Registered Psychological Associate•Paediatrician•Psychiatrist•Neurologist

JFE Form

JFE Form

• You can ask to see the JFE before the professional/specialist sends it to the Autism Funding Unit

• The form starts with your child’s information:

Smith Jack L 1996/06/20

555 Vancouver Avenue Vancouver V5V 5V5 (555) 555-5555


7

JFE Form

• Column D is used to record as much detail as possible about the purpose of the recommended items

Small Reinforcers (candy) $20 Communication To use during daily ABA Therapy

Boardmaker $450 Communication Jack will .........

Request To Pay (RTP) Service

Providers/Suppliers

Part ACF0925CF0925(RTP)


8

The Request To Pay (RTP) Service Providers/Suppliers

FormThe Request to Pay Service Providers/ Suppliers (RTP) form is used to request authorization so service providers/suppliers can submit invoices for:

• Eligible autism intervention (Part A of the form)

• Eligible travel, training, equipment and supplies (Part B of the form)

RTP Form

• Please ensure that you complete every box• Start with information about you and your child

o The parent/legal guardian must be the person who signed the Autism Funding Agreement.

o Only select yes for “child in care” if the child is in the care of the ministry

Smith John W 555 555-5555 604 555-5555

555 Vancouver Avenue Vancouver V5V 5V5

Smith Jack L 2006/06/20 X


9

RTP Form• Fill in the service provider’s name, address and

phone number• Payment will be sent to the address listed

Autism Services Inc.

Jane Doe


1235 Victoria Way Victoria V5V 5V5 250 555-5555

RTP Form

• Indicate to whom the cheque is payable: this will either be a SERVICE PROVIDER or AGENCY

Jane Doe X




10

RTP Form• Fill in the FROM (service start date) and TO

(service end date)• The TO date must be on or before the last day of

the month of your child’s birthday• It is recommended that RTP forms be completed

for at least three months to reduce your paperwork

Jane Doe X



2009/07/01 2010/06/30

RTP Form

• Describe the TYPE OF SERVICE that will be provided (e.g., behaviour consulting, speech therapy, behaviour intervention, etc.)

• State the FEE and indicate if it is an HOURLY or DAILY rate

Jane Doe X



Behaviour Consultant 2009/07/01 2010/06/30

75.00 Hr.


11

RTP Form• Calculate the TOTAL AMOUNT that the service

provider can be paid for this service over this period of time

• For example: Hourly rate ($75)multiplied by the expected number of hours of service per month (2 hours) multiplied by the number of months that service will be provided (12 months)equals the Total Amount ($1,800)

Jane Doe X



Behaviour Consultant 2009/07/01 2010/06/30

75.00 Hr. 1,800.00

RTP Form• If a parent wants to pay an agency for a package of

services, then list all services and the hourly rate of each service in the Type Of Services box

• If the child is Under 6 then the names of the RASP qualified service providers must also be included.

• The Total Amount can be calculated by using the method described on the previous slide and then adding the totals for each service together:



Behaviour Consultant $75 per hour Jane Doe 2009/07/01 2010/06/30 Behaviour Intervention $15 per hour Occupational therapy $70 per hour John McDonald

X


12

Request To Pay Service Providers/Suppliers:

Part BCF0925CF0925(RTP)

• Part B of the RTP is used when a service provider or supplier is willing to be paid directly by the government for travel, training or equipment

o Examples: a hotel; an equipment distributer; a training organization

• It is recommended parents wait to purchase any equipment until they have received a JFE approval letter from the Autism Funding Unit

RTP Form: Part B


13

RTP Form: Part B

• The following information is required for each type of expense:

o Travel – Name of traveller, reason for travel, type of expense (e.g. hotel, mileage), travel from/to location, dates of travel and cost

o Training – Name of person who will receive training, name/type of training, dates of training and cost

o Equipment – Item(s) purchased, cost

RTP Form: Part B

• Complete Part B of the RTP, beginning with the name of the service provider and their contact information:

ASD Training Centres Sammy Samson 604 205-5467

5555 Vancouver Street Vancouver V5V 5V5


14

RTP Form: Part B

• Describe the expenses and note the costs• If you require additional lines, please add

a second piece of paper

John Smith / Introduction to ASD / Dec 10 2009 $75.00$ 122.50Introduction to ASD - Book $47.50

ASD Training Centres Sammy Samson 604 205-5467

5555 Vancouver Street Vancouver V5V 5V5

RTP Form

• Please remember to sign and date the bottom of the form so that it can be processed

• The RTP must be signed by the person who signed the Autism Funding Agreement

• The RTP can be mailed or faxed to the Autism Funding Unit

2009/06/14


15

Request to Amend Invoice

Payment Authorization

CF0925ACF0925A(RTA)

Request to Amend Invoice Payment Authorization Form

(RTA)• The RTA is used to change one or more

of the terms on an approved RTP form

• For example, you can:o Change the service start or end dateo Change a service provider’s hourly rateo Increase or decrease the amount of

money that may be billed by a service provider


16

RTA Form

• Complete Sections 1 and 2 with key information about your child and the service provider


Jane Doe Behaviour Consultant

Autism Service Inc.

RTA Form• Complete Section 3 with the specific

changes you would like to make• For example, if you are increasing a service

provider’s hourly rate and increasing the total amount, then the form may look like this:

X X

85.00 1940.00


17

RTA Form• Be sure to include the billing number for this

specific request (from the RTP authorization letter you received)

• If you need assistance finding the billing number, please call the Autism Funding Unit

X X

85.00 2240.00

H551115PI

85.00 1940.00

X X

RTA Form

• The person who signed the agreement prints and signs his/her name, adding the date and a daytime phone number

• Mail or fax the form to the Autism Funding Unit. You will receive an amendment letter to confirm the change has been processed.

John W. Smith 604 555-5555

2009/11/30


18

Reimbursement for Autism Expenses

CF0926CF0926

Reimbursement for Autism Expenses Form – Two Purposes

1. The Reimbursement form is used to reimburse a parent/legal guardian for travel, training, or equipment that he/she has paid for directly

o Reminder: It is recommended parents wait to purchase any equipment until they have received a JFE approval letter from the Autism Funding Unit

2. The form is also used to reimburse parents for employer-related costs such as WorkSafeBC, Employment Insurance, Canadian Pension Plan


19

Reimbursement Form

• As with the previous forms, start with information about you and your child:

o The parent/legal guardian must be the person who signed the Autism Funding Agreement; and,

o Only select yes for “child in care” if the child is in the care of the ministry

Smith John W 555 555-5555 604 555-5555

555 Vancouver Avenue Vancouver V5V 5V5


Reimbursement Form• Describe your expenses. If more space is

needed, attach a second piece of paper• Note the cost of each item as well as the

total cost

July 10, 2009 Small Reinforcers (Candy) $22.00

July 22, 2009 Boardmaker V6 $446.88July 29, 2009 John Smith / 144km - round trip between Vancouver $57.60

---------------------- & Abbotsford for ACT Evidence Based Practice training

$624.23

Aug 3, 2009 Toys R Us (sticky ball, koosh ball, pencil grip) $35.25

Aug 7, 2009 Staples (paper, ink, laminating sheets) $62.50


20

Reimbursement Form• You must attach original detailed receipts or invoices with

proof of payment• Receipts are not needed to be reimbursed for mileage

costs• The Reimbursement form must be mailed in to the Autism

Funding unit, faxes cannot be accepted as original documents are required.

July 10, 2009 Small Reinforcers (Candy) X $22.00

July 22, 2009 Boardmaker V6 X $446.88

$624.23

Aug 3, 2009 Toys R Us (sticky ball, koosh ball, pencil grip) X $35.25

Aug 7, 2009 Staples (paper, ink, laminating sheets) X $62.50

July 29, 2009 John Smith / 144km - round trip between Vancouver X $57.60

---------------------- & Abbotsford for ACT Evidence Based Practice training

Resources

• The Ministry of Children and Family Development’s autism website contains many helpful resources including

• A Parent’s Handbook: Your Guide to Autism Programs

• Funding Program Frequently Asked Questions• All Autism Funding Forms

www.mcf.gov.bc.ca/autism/index.htm


21

Questions?• The Autism Funding Unit staff are

available between 8:30 and 4:30 Monday to Friday to help you with any questions you may have

1-877-777-3530

Additional Contact info• email: [email protected]• Fax: (250) 356-8578• Mail: Autism Funding Unit

PO Box 9776Victoria BC V8W 9S5


22

Documents

Autism Funding Programs - ACT · PDF fileAutism Funding Programs A Guide to Invoice Payment Forms Why is Autism Funding Provided? The primary intent of Autism Funding is to assist