May 2019: Click for Important Information about Passport Payment Delays
About the Program
Passport promotes social inclusion by helping people be able to take part in their community’s activities. It respects personal choices and works with the person to achieve goals. It builds independence by developing social and life skills.
Funding support allows people the chance to participate in community activities whether they are in school, have left school, or are living independently. It can help caregivers of an adult with a developmental disability take a break from their caregiving responsibilities. Passport funding can be used to hire support workers, create a person-directed plan to reach goals and arrange respite care.
Passport is a reimbursement program. Individuals and families have the option of receiving funding to purchase services or they can choose to access services through Ministry funded agencies.
Participation supports can include programs, classes, camps, pre-employment and employment supports and transportation to and from activities among others.
The funding cannot be used to compensate a primary care giver regardless of their residence, the spouse of a person with a developmental disability regardless of their residence, or a child under the age of 18.
The Role of Catulpa Community Support Services
- Provides program funding information to families and individuals within Simcoe County
- Assists families with funding documents and planning
- Provides program accountability to Ministry of Community and Social Services
- Provides person centred planning based on the strengths, needs and values of the person
Referral to the Passport Program is only through Developmental Services Ontario (DSO), Central East Region. Access to funding under the program is based on available resources. DSO will confirm eligibility for adult developmental services and supports under the Services Inclusion of Persons with a Developmental Disabilities Act, 2008 and complete DSO Application package for eligible applicants.
There is no fee to Passport Program participants. Funding is provided by the Ministry of Children, Community and Social Services.
Passport recipients may choose an individual, agency or organization to act as a broker to manage their Passport funding on their behalf. Some examples of the types of services that may be provided by a broker include: assistance with budgeting, submitting invoices to PA on recipients behalf, recruiting and scheduling workers, etc. Brokers may charge a recipient a brokerage fee up to a maximum of 10% of the individual’s funded amount.
See how people are using their Passport Program funding in their community.
PassportONE was created by the Ontario government and Passport agencies to improve the Passport Service experience by making invoice processing and reimbursements faster and more efficient.
Your local Passport agency, in this case Catulpa Community Support Services, continues to be your point of contact if you are in the Passport program. However, with the implementation of PassportONE, all invoices and receipts submitted for reimbursement are sent directly to PassportONE for payment.
For your information, here are several short PassportONE instructional videos, as well as steps to follow when completing a Passport expense claim.
Steps to submit a Passport expense claim
When submitting your Passport expense claim, you must include:
- copies of all invoices and receipts you claiming, and
- a signed Passport Purchase of Service Invoice Form
Step 1: Collect all your information
Collect all your invoices and receipts. If they are hard to read, use a black pen to write the date, amount and item(s) on the receipt. You must have a receipt or invoice to claim an expense in the community participation and “other” sections.
Step 2: Fill out the Passport Purchase of Service Invoice Form
• PAGE 1. Your local Passport agency fills out the client name and payee information. If you note an error, contact your local Passport agency.
• PAGE 1. Sign the form. The “person managing the funding” is the person who signed the service agreement with the Passport agency.
• PAGE 2. Complete only if you hired a Support Worker. The Support worker writes her/his name in the “Name of support worker” and signs the bottom of the form.
• PAGE 2. If you hired multiple Support Workers, you need to fill out a separate PAGE 2 for each worker. Each Support Worker signs his/her form.
• PAGE 2. Travel expenses for a Support Worker or other caregiver can be claimed without a receipt. Just write “flat rate” in the rate section if you paid a flat fee rather than a cost-per-kilometre fee.
• PAGE 3 . Travel expenses for a taxi or ride service (Uber, Lift, etc.) can be claimed in section #9. You must provide a receipt.
• PAGE 3. If you used an administrator, you must have a receipt to claim this expense. NOTE: Total annual expense can’t be more than 10% of your total annual funding.
• “BLANK” PAGES. If you don’t have any expenses to fill out on a page, you don’t have to submit that page. For example, if your only expense is a camp fee you paid, you can just submit Page 1 and Page 3.
Step 3: Submit your claim
If you prefer to submit by email
• Your email attachments cannot exceed 10MB. If your email attachments are more than 10MB, you must fax your claim instead.
• Never split up your expense claim into multiple emails.
• Scan your receipts/invoices OR take a photo. You can combine multiple receipts into 1 photo if every receipt is clearly readable.
• Scan your Passport Purchase of Service Invoice Form or take a photo of each page.
• Attach all photos and/or scans to your email. Do not embed photos in to the body of your email.
• Never ZIP attachments, encrypt or add password protection
Email address for claim submissions: firstname.lastname@example.org
If you prefer to submit by fax
• Page 1 (the logo page) must be your fax cover sheet. Do not use any other fax cover sheet. Include all invoices/receipts and your Passport Purchase of Service Invoice Form
Fax numbers for claim submissions: 1-416-943-6293 or 1-855-814-2403 (toll-free)
If you are submitting claims for more than one person, you need to repeat the above process separately for each person. Each expense can only be assigned to one person.
If you have one receipt/invoice that covers costs for multiple individuals eligible for Passport funding, make photocopies and break down the expense per person. For example, you received a $40 receipt when going bowling with 4 clients. Photocopy the receipt 4 times. On each copy, write a note to say $10 applies to the client for whom you are preparing a claim.
Step 4: Processing of your claim
• It may take up to 30 minutes for PassportONE to receive your submission by fax or email. An automatic email will be sent back to you to let you know the forms have been received. Please be patient.
• Your expense reimbursement will be deposited into your account when your claim is processed. If PassportONE has questions about your claim, or information is missing, you will be contacted.
1. Introduction (1:24)
2. Eligible & Ineligible Expenses (3:14)
3. Self-Administered Fund (0:57)
4. Person Managing Funds Form (2:40)
5. Payee Form (2:21)
6. Purchase of Service Invoice Form (6:19)
7. Support Workers Registration Form (1:51)
8. TPA Form (4:14)
9. Brokerage Form (1:40)
10. FAQ (2:39)
11. About Info Package (3:01)
Contact Catulpa Community Support Services with any questions you may have about filling out the form, what expenses are eligible for reimbursement, or the reimbursement payment you received.
If your last name begins with letter A through H, please contact Katherine Marman at 705-733-3227 x2104, or at email@example.com
If your last name begins with letter I through Z, please contact Lisa Teske at 705-733-3227 x2241, or at firstname.lastname@example.org
DO NOT send questions to email@example.com. This email account only accepts Passport claims.
Referral to the Passport Program is only through Developmental Services Ontario (DSO), Central East Region.
DSO Website: www.dsontario.ca/agencies/dso-central-east
Bill 148, the Fair Workplaces, Better Jobs Act 2017 may impact expenses for people and families in receipt of direct funding. Information about changes in funding to maintain existing services can be found at: www.dsontario.ca/news/bill-148-funding/
Download the Guide on Personal Direct Planning here.
Feedback about Catulpa Services and Programs
Catulpa Community Support Services is interested in how you feel about your services and programs, whether a compliment or complaint. Your feedback is important since it can help us to improve. Your feedback will never negatively impact any of the services or programs we provide you.
If you have any questions or comments, please contact us.