Over the past several months HQMC EFMP and the MCAS Beaufort & MCRD/ERR Parris Island, SC EFMP office has facilitated several adjustments and changes in the policies and guidelines of the Installation Respite Care Program for Marine Families. These modifications were designed to and subsequently have enhanced the delivery of the respite care benefits to program participants.
The effectiveness and efficiency of our Installation Respite Care Program is clearly impacted by how well informed our clients are aware of the respective policies and guidelines of the program. With this in mind, we are taking this time to restate the purpose of the program and reiterate several of the critical guidelines of the Installation Respite Care Program. It is our belief that this information will continue to empower clients to utilize the program in a way that enhances the welfare of their respective families, while maintaining the integrity, effectiveness and efficiency of this program.
We respectfully request that you thoroughly review the following information and contact your EFMP Case Worker or our office at (843) 228-3188 if you have any questions regarding this matter.
NEWS FLASH EFFECTIVE 1 JULY 2010
PROCEDURAL CHANGES TO INSTALLATION RESPITE CARE PROGRAM
1. MARADMIN 308/10 dated 1 June 2010 has changed the way that we will administer the Installation Respite Care Program. http://www.marines.mil/news/messages/Pages/ MARADMIN308-10.aspx We respectfully request that you thoroughly review the above website and contact your EFMP Case Worker or our office at (843) 228-3188 if you have any questions regarding these changes.
2. All new families requesting Installation Respite Care as of 1 June 2010, will comply with MARADMIN 308/10 dated 1 June 2010. Families that were utilizing Installation Respite Care prior to 1 June 2010, will transition to the new procedures effective 1 July 2010.
Some of the changes include, but are not limited to:
- Families receive up to 40 clock hours per month of respite support at an hourly cost designed to include age-typical siblings if needed. Hour counts do not vary if more than one child is supported.
- Reimbursement rate of care. The Marine Corps respite care formula is determined by CMC (MRY-1) using the Installation CDC hourly rate. For families utilizing the installation respite care program, HQMC EFMP will determine the appropriate Respite Care Level and the reimbursement rate per hour will be based on that Level X the Installation CDC Drop-off Rate. Also, based on the number of other age eligible children. In some cases Marine Corps respite care reimbursement may not cover costs expended by the family and therefore should be considered as a subsidy for care and not an entitlement.
- Respite levels do not necessarily align with categories.
- Families must include provider documentation of qualifications for level three and level four reimbursement. Installation Program Manager will review documentation provided to determine that providers meet requirements for the appropriate level of reimbursement. Level three and level four providers must be over 18 years of age. Request for upgrade of level will be forwarded when needed to HQMC EFMP for approval.
- Respite care options shall include, but not be limited to, an installation reimbursement respite care program that can be utilized by all levels of respite care needs and, in available locations, a nationally contracted respite care program to assist EFM families who require specialized support or skilled nursing care respite. National respite care is designed to support level three and four members only. National Respite Care cannot be used in conjunction with installation respite.
- Respite providers should not transport the EFM to activities or provide household chores other than providing meals or snacks as per parental direction.
- Respite care is not intended to provide medical or custodial care for adults or long-term care for children. Long-term care is noted as service for more than 6 hours consecutively.
In order to participate in the EFMP respite care program, the following is required;
- The EFM must be enrolled in DEERS, the EFM enrollment and/or update must be current, and the EFM must legally reside full time with the sponsor. If update is more than two years overdue, costs are not reimbursed. To reinitiate respite, update must be completed. Any costs incurred by the family during the time of ineligibility will not be reimbursed.
- Families who use providers who do not present adequate documentation of skill requirements are reimbursed at the appropriate lower level for 1 reporting period (30 days) and may not be eligible to participate in the program after notification.
- Families who used respite for any purpose other than those established will not reimbursed.
- The installation reimbursement request form will include detailed dates/hours when service was provided, who the service was provided to, sponsor’s signature, provider’s signature and contact information, the location(s) of the service, hours used and a statement noting that USMC EFMP retains the right to verify the provision of EFMP respite care. Also clearly noted on the reimbursement form is language, approved by local MCCS counsel that outlines legal recourse for fraudulent reporting.
3. The effectiveness and efficiency of our Installation Respite Care Program is clearly impacted by how well informed our clients are of the respective policies and guidelines of the program. With this fact in mind, we are taking this time to restate the purpose of the program and reiterate several of the critical guidelines of the Installation Respite Care Program. It is our belief that this information will continue to empower clients to utilize the program in a way that enhances the welfare of their respective families, while maintaining the integrity, effectiveness and efficiency of this program.
4. We respectfully request that you thoroughly review the following information and contact your EFMP Case Worker or our office at (843) 228-3188 if you have any questions regarding this matter.
5. Families receive up to 40 clock hours per month of respite support at an hourly cost designed to include age-typical siblings if needed. Hour counts do not vary if more than one child is supported. Families can take time for themselves, take one child to a medical appoint, take care of other responsibilities, or just take a break, while knowing that their child(ren), are being cared for by trained competent Child Care Providers. Families may use either installation or NACCRRA services. Families may not combine these respite programs until their program hours are in line with one another. Families can not exceed 40 hours total per month, per family.
There are three ways to access Respite Care:
(1) Installation Respite Care: Refers to those organizations; on-base or off-base that are reimburse from Installation funds. (i.e. Child Development Centers (CDC), Youth Centers (YC), Family Child Cares (FCC) home providers, (Non-NACCRRA Providers), Neighbors, Parents, or In-Laws, etc…)
(2) National Association of Child Care Resource & Referral Agencies (NACCRRA): Refers to a national program provided by off-base providers, but may also include some of the on-base FCC providers, that are trained and reimbursed for services directly by NACCRRA. (THE PROGRAM WILL BE GOING AWAY EFFECTIVE 1 AUGUST 2010)
(3) NACCRRA also provides 16 hours per month for deployed families (No EFMP enrollment required) to those families that are impacted by the Global War on Terrorism (GWOT). You do not have to be enrolled in the EFMP to be eligible, however, the SM must be pending or currently deployed for 6 months or greater, to be eligible for their children to receive the 16 hours per month of Respite Care. (THE PROGRAM MAY BE GOING AWAY EFFECTIVE 1 AUGUST 2010).
How to begin the Installation Respite Care process?
Anyone can provide the SM or the family member with the "Installation Respite Care Request Application. So the process can start at the EFMP, CDC, Youth Center, or FCC, or with the family for in home care. However, the family must complete the application and have it signed by a EFMP Representative prior to beginning services. This will validate that the family is enrolled in the EFMP and prevent a family from being enrolled in both programs. The family member will be given the original copy of the application once it is signed. EFMP will maintain a copy in the EFMP file. I encourage you to also maintain a copy for your records.
Once you have received a signed copy of the Installation Request Application, you can begin to utilize Installation Respite Care. At that time, you are also required to document time used on "Standard Form 1164, Claim for Reimbursement." Have the family member complete items 1 though 4, and sign item # 10, prior to starting Installation Respite Care. Maintain the daily usage for the month on the form and attach the weekly or monthly receipt(s) to the form. Add up and total item # 7, hours and amount claimed, and sign item # 10.
This document will then be forwarded along with the receipts to Mr. John Abney, EFMP Manager, or in his absence, Ms. Amy Banks, Family Care Program Manager, too sign item # 8. After we have signed item # 8, we will then forward this document to accounting for reimbursement. (Note: Reimbursement may take two to four weeks.)
Highlights of the Respite Care Program Guidelines
Who Qualifies for Respite Benefits?
- EFMP enrolled children with mild to moderate special needs 12 years old or younger.
- EFMP enrolled family members with severe special needs of all ages.
- Siblings or offspring of an EFMP enrolled family members ages 12 and under.
- Spouses and legal dependants with “profound” or severe special needs who require trained support, nursing-level care services, and/or assistance with “activities of daily living” in their home.
When can respite care begin?
- Families can utilize Installation Respite Care benefits upon approval of application and notification by their Family Case Worker (FCW).
Who can submit for reimbursement?
- Sponsor or spouse with power of attorney who have a family member enrolled in EFMP.
What can respite be utilized for?
- The purpose of respite care is to provide “temporary rest periods” for family members who have disabilities or who are responsible for the regular care of a family member with special needs. However the benefits CANNOT be used as ‘child care’ while the sponsor/spouse is working, attending school, or during home business activities.
- Respite Care cannot be used to subsidize full-time childcare.
Who is eligible for reimbursement as a provider?
- Any adult age 18 years and older who is deemed appropriate by the sponsor/spouse. However, families may not utilize their own children or legal dependents to be a provider. (Example: An EFMP enrolled 18 years of age may not be reimbursed to care for siblings.)
Is the income taxable for providers?
- Yes, the income or compensation that the provider receives may be considered taxable in- come by the IRS. It is the provider’s responsibility to claim taxable income.
Reimbursement Claim Highlights:
- “Loading” respite hours at the beginning or end of the month is strongly discouraged.
- All reimbursement requests must be submitted within 30 days of the “last day of care” of a given month.
- Fiscal policy guidelines require that all reimbursement monies be electronically deposited into the sponsor’s checking or savings account. There are no exceptions.
- The “time/hours” of care must be documented on the SS 1164 reimbursement form. (Example: See attached Reimbursement Receipt or SS Form 1164)
- Respite care hours are not transferable to another sponsor.
- Additional documentation may be requested by your FCW or the EFMP office to clarify a reimbursement, if deemed necessary.
5 STEPS TO SUBMITTING A GOOD REIMBURSMENT FORM (FORM 1164)
- Complete reimbursement form in BLACK ink.
- Document date, “hours of care” (i.e., 0800-1200), total hours used, EFM child, sibling, or spouse, and rate of hourly pay for each day Installation Respite Care was utilized.
- Attached “Standardized” receipt(s) reflecting payment(s) made to service provider(s).
- Begin utilizing Installation Respite Care AFTER the Installation Respite Care Program Request Application has been received and approved by your FCW or EFMP representative.
GETTING PREPARED FOR DEPLOYMENT
- Do we have a copy of your Power Of Attorney (POA) on file?
Your respite care services may prove to be a great support to your family or household during your deployment. Please provide or update your copy of your POA to your FCW prior to deployment.
Note:
(1) If a Provider cares for a child in their home for more than 10 hours per week on-base (in base housing), they must become a FCC provider. Contact your CDC for more information.
(2) Anyone interested in using the Child Development Center (CDC) for Installation Respite Care need to schedule a “Special Needs Evaluation Review Team” (SNERT), prior to their child beginning services at the CDC to ensure that your child’s accommodations can be met.
(3) Respite Care does not in any way replace or supplement any portion of child care being utilized through a CDC.
We respectfully request that you thoroughly review the following information and contact your EFMP Case Worker or our office at (843) 228-3188 if you have any questions regarding this matter.
Respectfully,
Mr. John Abney, LMSW
EFMP Program Manager
MCAS Beaufort / MCRD/ERR, Parris Island, SC
Installation Respite Care Forms:
For more information, please contact your EFMP Office. |
