7.0 FINANCIAL ARRANGEMENTS

Family and Children's Services values the services of its foster families and relies on the foster care program to meet the placement needs of children. The agency is committed to working in partnership with foster parents by providing an equitable system of compensation.

7.1 Foster Care Rates

  • Regular Daily Foster Care Rate

    This daily amount varies according to the age of the foster child. This payment is to compensate foster parents for all regular daily expenses involved in caring for children.

  • Supplemental Points

    See Appendix Q of the handbook: Point Rating Sheet for Supplemental Payments (see also Appendix P: Foster Parent Supplemental Points).

  • Relief Foster Care Rate

    Foster parents often provide relief on either a planned or unplanned basis for other foster parents, for RAFT homes and for primary families.

    The rate for foster children coming from another foster home for planned relief is the same rate paid to the regular home. The rate for children coming from a RAFT home for planned relief is the same rate paid to the RAFT home. The relief rate for children coming from a primary family is one and a half times the basic rate for that child's age range. This is referred to as an F4 placement. Emergency or short-notice placements arranged during regular working hours (i.e. not After Hours) are referred to as an F6. This rate is also one and a half times the basic rate and is applied to the first 21 days of the placement.

  • Temporary Absences

    When a child is temporarily absent from a foster home (e.g. at camp, having an extended visit with the natural family etc) the foster parents are paid the regular foster care rate for the first five days of the child's absence. Supplemental points are not paid for these 5 days.

7.2 Reimbursable Items

General Information

The agency needs foster parents to submit receipts for almost all reimbursable items. (This allows the agency to claim the GST and to comply with accounting requirements).

If prior written approval is required for an item it should be submitted with the expense form.

As of September 1, 1996, foster parents will be able to submit their expense claims twice a month. Expense sheets must reach the office one day prior to the scheduled cheque transmission date. Refer to following form: 2996 EXPENSES TRANSMISSION SCHEDULE. (Also see Appendix R).

Foster parents may arrange for a "float" to help them manage expenses for foster children. To arrange this, foster parents should contact the Bookkeeper or the Manager of Finance to discuss the amount and the details. The funds will then be issued to the foster parent by cheque or automatic deposit. When the foster parent makes a purchase and submits the receipts on their next expense claim they will be reimbursed for the full amount of the receipt. This "float" is then back to the original amount. The recommended amount for a float is $200.00.

7.3 Personal Needs

The following items are to be covered by the regular daily foster care rate and are not to be included on an expense claim:

  • soap
  • toothpaste
  • lotions
  • shampoo
  • deodorant
  • hair colouring
  • make up (includes nail polish and face creams)

(Please note that some of the above items may be purchased by a teen with their allowance)

The following items may be submitted on an expense claim. Receipts are required:

  • haircuts
  • tampons, sanitary napkins
  • dry cleaning
  • perms (one per year)
  • jewellery (over $100 requires prior written approval from Children's Services Social Worker)

7.4 Babysitting

Babysitting expenses should be submitted on a babysitting expense form (on the back of the regular expense form). All sections of this form must be completed.

There is an expectation that foster parents will obtain receipts for babysitting whenever possible.

Babysitting that allows foster parents to be involved in FFA work will be reimbursed by the agency out of the FFA budget. Foster parents should clearly mark this item as "FFA" on the expense form.

Babysitting that allows foster parents to attend cluster meetings or special training workshops will be reimbursed by the agency.

Babysitting for foster parent recreation will be reimbursed. If babysitting is being arranged for more than 2 days, foster parents should have prior written approval of the babysitting feeds from their Resources social worker.

Babysitting/Daycare for foster parents who are working will be reimbursed by the agency. Foster parents should submit in advance a written plan for their daycare expenses. The plan should include a daily rate and a monthly maximum. This plan should have prior written approval from their Resources social worker.

When foster parents are babysitting for other foster parents, the foster parents requesting the babysitting must submit the babysitting expense form. (This does not apply to overnight care by foster parents which is a Relief placement).

7.5 Prescriptions

Foster parents will be given a personalized letter from the agency authorizing any pharmacist to bill the agency directly for prescriptions. This may only be used for prescription drugs. All other non-prescription medications and supplies should be submitted on the regular expense forms. Receipts are required.

7.6 Baby Supplies

Diapers, baby formula and other baby care items should be claimed on the regular expense form. Receipts are required. Baby food jars (jars and cereals) should not be claimed on the expense form as they are covered by the regular daily foster care rate.

7.7 School Expenses

The following items may be included on an expense claim. Receipts are to be obtained when possible:

  • beginning of the year expenses (e.g. lockers, gym fees, activity fees etc.)
  • day trips
  • graduation expenses
  • school pictures
  • bus pass, tickets for school

Foster parents may be reimbursed up to a maximum of $7.50 a week for school lunches that the foster child purchases. This includes special pizza and hot dog days. Receipts are not required. (Packed school lunches are covered by the regular daily foster care rate).

7.8 Recreation

It is important that foster children feel encouraged and supported in participating in community recreation activities. Memberships, lessons, uniforms, equipment and bicycles should be claimed on an expense form. Receipts are to be obtained whenever possible.

Prior written approval from the Children's Services social worker should be obtained by foster parents for any item over $100.00.

Foster parents should discuss plans for summer camps with the child's social worker. In general, these arrangements are paid for directly by the agency.

7.9 Books, Magazines, Videos, and Computer Games

Foster parents may be reimbursed up to a maximum of $10.00 per month for books, magazines, and videos for the foster child. Receipts are required.

Foster parents should get prior written approval from the children's Services social worker before purchasing a computer game for the foster child.

7.10 Mileage

Foster Parents should claim for mileage expenses when they are required to make a special trip for the foster child (e.g. to take the child to school, court, doctor's appointment, recreational event, etc).

If the foster family would be making the trip anyway (if the foster child were not in the home) mileage should not be claimed.

Mileage expenses for foster parents who are involved in FFA activities (e.g. Executive meetings, FFA AGM etc) will be paid by the agency out of the FFA budget. Foster parents should submit this on their regular expense form and clearly mark it as an FFA item.

Mileage expenses for foster parents involved in other agency business (e.g. cluster meetings, training events, agency meetings, agency committees, FF Recognition Dinner etc) will be paid by the agency.

7.11 Restaurant Meals

Foster parents may claim the expense of restaurant meals for the foster parent and the foster child when they must be away from home at meal times for a special reason directly related to the foster child (e.g. court, a doctor's appointment, a special school event). The limits for these meals are the same as for agency staff: Breakfast $8.00; Lunch $12.00; Dinner $18.00. Receipts are required.

Foster parents may claim up to a maximum of $30.00 per month for restaurant or "fast food" snacks for the foster child. Receipts are required.

7.12 Snacks

Snacks such as chips, pop, candy, gum, cookies, popcorn or other grocery items are covered by the regular daily foster care rate and should not be submitted on expense claim forms.

Foster parents will be reimbursed up to $7.50 per week for school lunches that the foster child purchases. This includes special pizza and hot dog days. Receipts are not required.

7.13 Vacations

Foster parents may claim expenses for vacations. A vacation could be one extended trip or a series of day trips (e.g. 6 day trips planned for a two week period in the summer). The expenses that should be submitted are:

  • any costs beyond what the family would normally incur (e.g. extra hotel room or campsite)
  • any costs directly related to the foster child (e.g. their admission to Wonderland)

Receipts are required.

Any vacation for which expenses will be more than $100.00 should have prior written approval. Foster parents should submit a written plan of expenses before the vacation for signature by the Service Manager or designate following recommendation by the Resource Worker, Children's Service Worker or the Finance Manager.

7.14 Telephone Calls

Long distance calls made by the foster parents:

  • Long distance calls to the agency or to community agencies regarding the foster child should be claimed on the expense form. Please note that the agency has an in-wat phone number 1-800-265-8300 for those calls to Guelph within the 519 area code.

  • Long distance calls regarding cluster meetings should be claimed on the expense form.

  • Long distance calls regarding FFA business should be claimed on the expense form. They should be clearly marked as an "FFA" item so they can be paid out of the FFA budget.

  • A copy of the foster parents phone bill should be submitted as a receipt when a claim for telephone expenses is made.

Long distance calls made by the foster child:

  • "Call me" cards (or equivalent) must be used by a foster child when making a long distance call to the foster home. Collect calls made without a Call Me card may not be reimbursed.

  • A maximum of $35.00 per month will be paid for a foster child's long distance phone calls. If the foster child's phone bill is higher than that, arrangements should be made to deduct this money from the child's allowance.

7.15 Allowance

Helping a foster child manage an allowance is primarily the responsibility of the foster parent. Having the foster child do chores around the home to earn some of their allowance is acceptable. There should be a plan for helping the foster child save a portion of their allowance for special purchases.

The following are guidelines for weekly allowances:

  • children up to 12 years - $6.00 weekly
  • children 13 years and over - $7.00 to $15.00 weekly

(If foster parents give less than $15.00 weekly they may withhold the remainder and help the teen make the purchases they want).

Teens who are working toward independent living may negotiate an individualized allowance amount with their foster parent and social worker.

7.16 Clothing

When a child enters a home their wardrobe should be reviewed by the foster parent and the social worker to determine needs. The foster parents can then purchase whatever clothing the child requires and claim this on their expense form. Receipts are required. Any single purchase over $100.00 needs prior written approval by the Children's Services social worker.

7.17 Clothing Allowance

Teens who are working toward independent living may negotiate a clothing allowance with their foster parent and social worker.

Teens will be expected to provide receipts for their purchases.

Seasonal and special event items may be covered separately by the agency. These require prior written approval by the Children's Services social worker.

7.18 Emergency Placement Expenses

A social worker (it may be a Family Services social worker or an After Hours worker) making an emergency placement into a foster home may authorize up to $100.00 for the foster parent to make necessary immediate purchases. Receipts are required.

Authorization of any other expenditures of an urgent nature must be given by the After Hours Supervisor or a Children's Services Supervisor who has authorized the placement.

7.19 Gifts

Foster parents may spend up to $100.00 on Christmas gifts and up to $50.00 on birthday gifts for the foster child. Receipts are required.

7.20 Driving Lessons

Foster children are expected to earn half the cost of driving lessons and all of the cost of car insurance. Foster parents are NOT expected to allow their car to be used by the foster child.

7.21 Equipment

Foster parents who wish to be considered for placements involving young children or infants should have the necessary equipment (e.g. crib, stroller, high chair, etc...) in their home. Only in exceptional circumstances will the agency purchase equipment to be used in a foster home. Any item purchased by the agency remains agency property.

7.22 payment schedule for 2001 omitted.

7.23 Foster Parent Insurance Coverage

  1. Liability Insurance

    Family and Children's Services has a comprehensive General Liability Insurance Policy which provides coverage for foster parents in instances of liability arising out of their duties on behalf of the agency.

    In situations of civil liability the policy applies to circumstances of negligence which causes bodily injury or property damage to third parties. The policy also applies if a foster parent is sued because of something they have done, or failed to do, in carrying out responsibilities on behalf of the agency.

    In situations of criminal liability a special clause in the agency's liability policy covers legal costs associated with the defence of any charges provided the foster parent is acquitted.

  2. Homeowner (Tenant) Insurance

    Foster families have a responsibility to protect their interests through appropriate supervision of children, care of valuables, and purchase of homeowners (tenants) insurance. Homeowners should consider additional coverage for especially valuable items. (One should also be aware of the difference between depreciated value insurance and replacement cost insurance).

    With regard to automobile insurance foster parents are required to purchase insurance for public liability and property damage. A minimum of $1,00,000 is required. Foster parents should consider consulting their agent regarding the transportation of foster children. The agency also carries additional third party automobile insurance, in the event the $1,000,000 collectable is insufficient and there is an award against the foster parent policy.

  3. Compensation Payments to Foster Parents

    In instances of unusual damage arising from malicious or accidental bahaviour of a child, or in other special circumstances, where the insurances described above are not applicable, the agency will consider compensation. Examples of such situations would include theft, damage to household furnishing, etc. (see Appendix V - Policy on Damages).

    If you have any questions or concerns at any time regarding your insurance coverage or compensation claims, consult your Resource social worker and/or the agency's Finance Manager. It is also advisable to contact your insurance company through your agent to receive an understanding of current policies. In any event your insurance company should be formally advised that you are foster parents for Family & Children's Services of Guelph & Wellington County.

    The following format is suggested when notifying an insurance company.

    Date: __________________________

    Re: Policy NO. ________________________

    We are foster parents for Family & Children's Services of Guelph & Wellington County and as such are authorized to care for no more than four unrelated foster children.

    We understand that our foster child/children will be considered insured persons as defined in our Policy.

    Signed: _______________________