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.
Each enrolled family (one family unit) is eligible for up to 40 hours of Installation Respite Care per calendar month
Respite Care provides eligible families reimbursement of up to 40 hours per month, per family. This combines care for the Exceptional Family Member (EFM) as well as the typical child(ren), in the same household. 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 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 reimbursed 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.
(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.
How to begin the Installation Respite Care process?
Anyone can provide the SM or the family member with the "Installation Respite Care Request Application (Attached). 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 part of the EFMP. 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 Respite Care 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 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 moderate to severe special needs who require trained support, nursing-level care services, and/or assistance with “activities of daily living” in their home and have a qualifying child in the 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?
- Sponsors or spouses 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 income 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 by the last day of month following the “last day of care” of a given month. (Note: Last day of care in Oct must be turned in by 30 Nov.)
- 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: 5 hours of “assistance with daily living” or “child care” @ $10.00 per hour/ 0800-1300 or 8 am -1 pm.)
- 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 “hours of care” (i.e., 0800-1200), total hours used, and rate of hourly pay each day Installation Respite Care was utilized.
- Attached “numbered” receipt(s) reflecting payment(s) made to service provider(s).
- Begin utilizing Installation Respite Care AFTER the Installation Respite Care Request Application has been received and approved by your FCW or EFMP representative.
- Keep current “hold harmless” forms on file for each care provider.
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.
How to begin the NACCRRA Respite Care process?
The SM or family member can contact their Case Worker at MCAS Beaufort at (843) 228-6903 or at MCRDPI at (843) 228-3843, to receive the NACCRRA application(s). Once the application(s) is completed, return it to your Family Case Worker (FCW), to be forwarded to NACCRRA.
You may also contact NACCRRA direct to begin the process. The point of contact is Ms. Gay Clement-Atkinson at (803) 360-2548 (Cell) or (803) 935-5238 (Work). She can also be reached at via email at:
gay.clement-atkinson@uscmed.sc.edu.
Note:
(1) If a provider care 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 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.
Instillation Respite Care:
NACCRRA:
NACCRRA (16 Hours):
For more information, please contact your EFMP Office. |
