Expense Claim Guide for Therapy and Counselling Funding Program
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
Expense Claim Guide for Therapy and Counselling Funding Program
oct-oeeo.ca/fb oct-oeeo.ca/yt oct-oeeo.ca/tw oct-oeeo.ca/pi oct-oeeo.ca/ig oct-oeeo.ca/li
Table of Contents 1 Funding Support for Therapy and Counselling 5 How to Submit Your Expenses 7 Therapy and Counselling Expenses 9 Prescription Drugs / Medicinal Substances 11 Transportation 17 Meals 19 Accommodation 21 Child Care 22 Translation Services 23 Frequently Asked Questions 26 Forms
Program Overview
Funding Support for Therapy and Counselling
If an Ontario student has been sexually and Counselling to download the guide
abused or involved in child pornography by a and submit an application form, if you
member of the Ontario College of Teachers, think you might qualify. If you would prefer
help may be available for the student, their to speak with someone directly or if you
parents or guardians, and siblings. need more information, please email us
at fundingsupport@oct.ca or phone us at
These events can have traumatic
416.961.8800, ext. 379 or toll-free in Ontario
consequences for students and their
at 1.888.534.2222, ext. 379.
families. The College wants to help families
get the assistance they need. That’s why there
is a funding program to help pay some of the Access to therapy and counselling funds
costs required for therapy and counselling.
The first step is to apply to confirm your
The College’s therapy and counselling eligibility for the program. Once your
funding program complements other application is assessed and approved, we will
wellness services and benefits that may be notify you by email (or by other means, if you
available to you by providing coverage for prefer) and provide a number (Family Code)
some costs not paid for under the Ontario for you and other eligible family members/
Health Insurance Plan (OHIP) or private guardians to use when making claims.
health insurance plans.
What expenses are covered?
This guide describes the services and items The College will make funding available
that can be claimed under the therapy to help cover your costs for therapy and
and counselling funding program, and the counselling. Approximately $17,000 -
requirements for submitting claims to the $18,000 can be claimed. The amount is
College for reimbursement. equivalent to what OHIP would pay for 200,
half-hour sessions of individual out-patient
psychotherapy. The student’s parents/
Who is eligible
guardians or siblings can also apply to be
Students who were sexually abused or reimbursed for eligible expenses from the
involved in child pornography by a College same claim fund, if they require therapy or
member may be eligible for funding. Funding counselling to support the student.
is also available for their parents, guardians,
Within the therapy and counselling fund, you
or siblings, if the therapy and counselling is
can claim:
necessary to support the student.
y prescription drugs and other medicinal
For further information about eligibility
substances, and
requirements, please review the Eligibility
y costs reasonably required for you to
Guide available on our website. Go to oct.ca
attend your therapy or counselling
Public Protection Funding for Therapy
sessions, including:
EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAM 1i. transportation prescribed by a person to whom you have
ii. accommodation a family relationship
iii. meals y benefits that are payable by any other
iv. child care, and government agency
v. translation services. y treatment of a condition that existed
prior to the student’s sexual abuse or
In all cases, the College’s resources must involvement in child pornography by a
be sufficient to provide the funding amount College member, unless the condition
requested. You may prefer to contact us to worsened as a direct result of the events
confirm the eligibility of your expenses and y services or products normally provided
the availability of funds prior to incurring without charge
significant expenses. y the portion of charges that OHIP or
To maximize the funding available for private insurance is required to pay
therapy and counselling, families may wish y the portion of charges that are the legal
to consider options such as: liability of any other party
y using a therapist or counsellor for whom For more specific information about whether
travel is not required, if appropriate services an expense can be reimbursed, please
are offered locally to meet your needs consult the eligibility guidelines and claims
y using a therapist or counsellor who tips found within each section of this guide.
speaks your language
y booking travel arrangements, if required, When does funding begin and end?
as far in advance in possible to obtain the
most economical fares Funding period
y using the most economical mode of Funding under the program may be provided
transportation for any eligible expenses during the period
y discussing the needs of all eligible that starts on the earlier of,
claimants within your family group to
1. the first day that a person receives
ensure sufficient funds are available for
therapy and counselling, and
those with the highest needs.
2. the day that the student who was
What expenses are excluded?
sexually abused or involved in child
Expenses normally covered through the
pornography by a College member
College’s therapy and counselling program
becomes eligible for funding.
may not be claimed for:
Funding ends on the later of,
y services unless they are reasonably
necessary to facilitate access to your 1. ten years after the day the funding began,
therapy or counselling sessions or
y services and supplies provided or
2 EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAM2. the day that the student who was the 5. The student or the College withdraws
subject of the sexual abuse or involved in the sexual abuse or child pornography
child pornography turns 22 years old. allegations.
Additional criteria for ending funding
Once the maximum amount of funding Guide updates
available under the College’s therapy and
Edition: May 14, 2021. This guide may be
counselling program is claimed or reached,
amended periodically.
no further funding will be made available
to the claimant or another eligible claimant
within the family.
The College will reduce the amount of
funding by the amount received from public
funding or damage awards. If this amount
exceeds the available funding, no further
funding is available.
Where the maximum amount of funding has
not been reached, funding would also end in
any one of the following circumstances:
1. The application is determined to be
frivolous, vexatious or an abuse of process.
2. The College member has been found
not guilty of sexual abuse and/or child
pornography by the College’s Discipline
Committee or a court hearing an appeal
from the Discipline Committee decision.
3. Allegations, including those relating to
sexual abuse or child pornography, have
been withdrawn, and the College member
has not entered into an agreement with
the College not to teach.
4. The Investigation Committee does not
refer allegations of sexual abuse or child
pornography to the Discipline Committee
for a hearing.
EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAM 3How to Submit Your Expenses
Steps with your first expense claim form.
If any information changes, please
1. REVIEW this guide to confirm the expenses
contact the College.
that are covered and the documents you
need to submit with your claim. If you prefer, you can request that
your therapist or counsellor invoice
2. GATHER your receipts, invoices (or other
the College directly for your therapy or
proof of payment) and any other required
counselling sessions.
documents.
4. SUBMIT the expense claim form to the
Please make a copy of your
College, including all required documents
documents, if necessary, as you need
and forms.
to submit original, detailed receipts
or invoices with your claim. If you are You can:
submitting your claim electronically,
y Email your claim: fundingsupport@oct.ca
please provide legible photos or
y Mail your claim:
scanned copies of your documents.
Retain your originals for six years for Ontario College of Teachers
audit purposes. c/o Therapy and Counselling Funding
Program
3. COMPLETE the Expense Claim Form -
101 Bloor Street West
Therapy and Counselling Program available
Toronto ON M5S 0A1
on the College’s website oct.ca Public
Protection Funding for Therapy and If you are submitting your expense
Counselling. claim form electronically by email,
please scan or take a clear photo of
We suggest that you complete the form
your required documents (receipts,
online to take advantage of fillable
invoices or other proof of purchase)
fields and other automatic features,
and attach them to your expense claim.
but you can print it, if you prefer to fill
Please retain original documents for
it out by hand.
six years for audit purposes.
You will be asked to provide the
5. CONTACT US, if you have questions
number (Eligibility Family Code) given
about your claim. You can speak to
to you when the College approved your
someone directly by phoning us at
eligibility application. Please contact us
416.961.8800, ext. 379 (toll-free in Ontario
if your application has been approved
at 1.888.534.2222, ext. 379), or you can
and you need to reconfirm your code.
email us at fundingsupport@oct.ca.
There is a form to read, sign and submit
(Form B – Applicant Acknowledgements)
EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAM 5General tips for submitting claims We regret that we cannot reimburse you
for any expenses deemed ineligible or
When submitting your claim, please be
for individuals who are not approved as
aware that:
claimants. You are encouraged to request a
y Your claim must be reduced by the amount decision regarding eligibility for funding in
that is covered by OHIP or a private insurer. advance of incurring significant expenses.
You can claim any amount you are required
to pay that is above what these plans cover.
To assist us in processing your claim, the
College may request information about
your other insurance plans.
y As a matter of practicality, one person in
your family may pay for costs for group or
family therapy. Although only one claim will
be filed, the claim must include a detailed
receipt that lists the names of those in
the group and by whom the bill was paid.
y Claims for services (that is,
transportation, meals, accommodation,
child care and translation) must include
a detailed invoice for the corresponding
therapy and counselling session
attended, even if you are not claiming
reimbursement for the session.
y Fees for items and services must reflect
reasonable and customary charges for
the service provided.
y Unless otherwise noted in this guide,
you will be reimbursed for the most
cost efficient transportation and
accommodation service.
y You can submit eligible expenses for
therapy and counselling sessions you
attended prior to being approved for the
funding program, as long as the sessions
took place after the eligible incidents
of sexual abuse or involvement in child
pornography by a College member.
6 EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAMTherapy and Counselling Expenses
This section describes the therapy and requires that you sign a form acknowledging
counselling services that are eligible for that the person is not subject to
funding and the documents you need to professional discipline.
submit with your claim.
When therapy or counselling is provided Eligibility guidelines
by a medical professional such as a family
To be eligible to claim, therapy and
doctor or a psychiatrist, it may be covered
counselling services must be:
by OHIP. Other therapy may be covered by
private insurance. If this is the case, you y provided to
must first use the funding available to you
through these other sources. If you require i. an eligible student who was sexually
additional therapy beyond your coverage, abused or involved in child pornog-
or if a portion of the charge is not covered, raphy by a College member, or
you can submit a claim to the College for ii. a parent, guardian or sibling of an
reimbursement. eligible student, provided that the
purpose of the therapy or counselling
is to support the student
Choosing a therapist or counsellor
y provided by
You can choose your own therapist or
counsellor; however they must not: i. a health professional within the meaning
y be in any family relationship with you of the Regulated Health Professions Act,
1991
y have been found guilty of professional
ii. an Indigenous healer or Indigenous Elder,
misconduct of a sexual nature
or
y have been found civilly or criminally liable iii. a therapist or counsellor who is not a
for an act of a similar nature. regulated health professional, if you
Your family doctor or Family Health Team complete a form to acknowledge that
the person is not subject to profes-
may be able to recommend a therapist
sional discipline
or counsellor. You can also choose an
Indigenous Elder or healer to provide these
Eligible expenses include:
services, if they meet the criteria above.
To find an Indigenous Elder or healer, you y therapy and counselling services,
can contact your local friendship centre, including a diagnosis, provided in
Aboriginal Health Access Centre, or look your home, the practitioner’s office,
online at eMentalHealth.ca. a clinic, or hospital (if not covered by
other insurance or benefits), or through
If your therapist or counsellor is not a
videoconferencing or telehealth
regulated health professional, the College
EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAM 7You may not claim: y practitioner details
y the portion of fees for therapy and i. name (and business name) of the
counselling services covered through therapist or counsellor
OHIP or private insurance ii. contact information, including business
y fees charged on late or missed address, email and phone number
appointments with a therapist or iii. type of practice
counsellor iv. name of profession and registration/
y fees that are above reasonable and license or certification details (if
customary charges for the service applicable)
provided
y service details
Claim tips i. name of the person(s) receiving treatment
ii. session date and length (in minutes)
y Invoices for therapy and counselling can iii. session location (or virtual/telehealth)
be submitted to the College or you can iv. statement that the treatment is a
contact us for more information about result of the student’s sexual abuse or
how your therapist or counsellor can involvement in child pornography by a
invoice the College directly. College member, or required to sup-
y As a matter of practicality, one person in port the student where the claimant is
your family may submit a claim for costs for not the student
group or family therapy. Although only one
claim will be filed, the claim must include y the fee charged
a detailed receipt that lists the names
of those in the group, the amount of the i. the rate (per 30 or 60 minutes as
claim allocated to each individual, and applicable) and fee charged
ii. the amount of the fee covered by OHIP
identifies the person who paid the invoice.
or another public or private funding
source
Submit with your claim
Expense claims which clearly describe the
therapy and counselling session attended,
including the dates and times, must be
accompanied by original receipts for
reimbursement.
Include an itemized invoice from
the person providing the therapy or
counselling that shows:
8 EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAMPrescription Drugs / Medicinal Substances
This section describes the prescription You may not claim for items such as:
drugs and medicinal substances eligible
y publicly advertised medicinal items or
for funding and the documents you need to
products, which in the College’s opinion,
submit with your claim.
are household remedies
y expenses for diets and dietary
Eligibility guidelines supplements, drinks, infant foods, and
sugar or salt substitutes
To be eligible to claim, prescription drugs
y expenses for lozenges and mouth washes
must be:
y expenses for medicinal substances used
y prescribed by a physician or other mainly for cosmetic purposes
regulated health professional authorized y cannabis, other than a drug containing
to prescribe the drugs cannabis to which the Cannabis
y prescribed to an eligible person receiving Regulations (Canada) apply, or cannabis
therapy or counselling under the College’s obtained legally for medical purposes
funding program
y prescribed to address symptoms
Submit with your claim
relating to the student’s sexual abuse
or involvement in child pornography by a Include a detailed receipt or invoice that shows:
College member
y for both prescription drugs and medicinal
y a drug as defined in the Drug and
substances
Pharmacies Regulation Act
y expenses, including dispensing fees, that
i. name of the person for whom the drug
are reasonable and customary charges. was prescribed or recommended
To be eligible to claim, other medicinal ii. the fee you paid, and if not prepaid, the
substances must be: amount that you can be reimbursed by
OHIP or a private insurer
y recommended by a health professional iii. the quantity of the prescribed drug or
as identified within the Regulated Health medicinal substance purchased
Professions Act (1991) or, an Indigenous
healer or Indigenous Elder y for prescription drugs, a copy of the
y recommended for an eligible person who prescription with the following details
is receiving therapy or counselling under recorded
the College’s funding program
y recommended to address symptoms i. name of the drug and the drug number
relating to the student’s sexual abuse as identified in the Drug and Pharmacies
Regulation Act
or involvement in child pornography by a
ii. name of the qualified health profes-
College member
sional that prescribed the drug and
EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAM 9their professional registration/license
or certification number
iii. the name, address and telephone
number of the pharmacy which
dispensed the prescription
iv. the date the prescription was
purchased and dispensed
y for other medicinal substances
i. the name of the regulated health
professional who recommended the
substance, their profession and their
professional registration/license/
certification number, or
ii. the name of the Indigenous Elder or
Indigenous healer who recommended
the substance,
iii. the name, address and telephone
number of the person who provided
the substances
iv. the date the substances were
purchased and dispensed
10 EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAMTransportation
You can claim transportation costs that are iv. reimbursement for gratuities paid to
reasonably necessary to facilitate access to taxicab drivers up to a limit of 15 per
your therapy and counselling sessions. cent (15%) of the fare
v. reasonable subway costs without
In order to maximize the available funding, receipts
the College encourages, but does not
require, you to consider attending therapy y Train/bus travel
and counselling in the closest location
that has appropriate services to meet i. travel by train and bus (when it is most
your needs. economical, or if it is more timely and
convenient than driving)
ii. business class fares or reserved
Eligibility guidelines seating are eligible on Via Rail (or
another equivalent rail provider such
Unless otherwise noted in this guide, as Ontario Northland Railway)
you will be reimbursed for the most cost iii. where your travel service includes a
efficient method of travelling to your meal, an additional claim for the same
appointment. For example, if you travel by meal that day will not be accepted
car, the combined cost of your mileage, car
expenses and hotel should not be more y Personal vehicle
than the cost of economy airfare. If you are
travelling with more than one person to the i. travel by personal vehicle (when it is
same location, you should use a shuttle a cost effective and efficient form of
service or share ground transportation travel, or if no other transportation is
whenever possible. reasonably available)
ii. you must carry adequate insurance on
The following travel costs related to your vehicle, at your own cost, for your
attending your appointment may be own protection
claimed: iii. repairs to personal vehicles are not
eligible for reimbursement, even if the
y Public transportation/taxis/shared ride costs result from travel related to your
services therapy
iv. reasonable parking rates
i. use public transportation where v. mileage
possible (for example, city buses,
street cars, subways, taxicabs, ferries, reasonable mileage for travel
and rail links) to and from your appointment
ii. ride-sharing service (for example, (based on Government of Canada
Uber, Lyft) prescribed rates identified on the
iii. shuttle services to and from the expense claim form)
airport, where available
EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAM 11 the mileage rate covers all gas, the lot and identify any concerns
oil, insurance and maintenance on the contract before accepting
on the car the vehicle
all mileage claimed after the first review the rental contract to
5,000 km in a calendar year will ensure that the rate confirmed at
be reimbursed at a reduced rate the time of reservation is the rate
indicated
y Car rentals
v. insurance
i. travel by mid-size rental car (when
local transportation is not available most credit cards provide colli-
or when a car rental is less expensive sion damage waiver insurance
than other modes of transportation if your car rental is charged
such as taxis, airport limousines and to a credit card that provides
airport shuttles) insurance, the rental company’s
ii. vehicle size insurance option may be declined
if the credit card does not provide
mid-size (or standard size) econ- such coverage, the rental com-
omy cars are eligible vehicles pany’s insurance option should
the rental rate for a full-size be included in the rental
vehicle, SUV or van is covered please ensure you have personal
when three or more people are injury insurance as the funding
travelling together and this is program does not cover you in the
an economical transportation event of an injury while travelling
method
premium, luxury and specialty vi. parking
cars are not eligible
reasonable parking rates are
iii. reservations reimbursable
record the reservation number vii. rental return
and the confirmed rate in case of
a reservation or billing dispute every reasonable effort should be
made to return the rental to the
iv. pick up original rental city as additional
fees for drop off charges are not
check for any promotional rates, reimbursable
last minute specials or free rental cars should be returned
upgrades when picking up the on time to avoid additional hourly
vehicle charges and with a full tank of
inspect the rental car for damage gas to avoid refuelling premiums
or other issues prior to leaving one-way rentals may be used
12 EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAMwhen the cost for drop-off and classes (such as Priority, first
fuel combined are less expensive class or business class) may be
than the cost of alternate travel booked at your own expense
such as by plane or rail check for any promotional fares
or seat sales when booking your
viii. rental car accidents ticket
in the unfortunate event of an iv. seat selection
accident, loss of, or damage to
the vehicle, you should fees for advance seat selection
immediately contact the car are not eligible unless included in
rental company on the number the economy class airfare
printed on the contract and the
local authorities, as required v. change flight fees
• Air travel only book flights after therapy
appointments are finalized as
i. air travel may be necessary to attend airlines often charge a booking
your counselling or therapy sessions, change fee and this should be
in exceptional cases avoided
ii. eligible airlines
vi. stopovers and weekend layovers
use airlines such as Air Canada,
Air Canada Jazz, West Jet, Porter additional airfare and other costs
Airlines and Bearskin Airlines incurred for stopovers or layovers
if you need to travel to /from that are not required to attend
remote locations where these your therapy appointment will not
airlines do not provide coverage, be reimbursed
please contact us with ticket
information prior to booking the vii. frequent flyer incentive programs
flight to determine if the expense
is eligible you may participate in frequent
if a comparable flight is offered flyer programs as long as there is
by more than one airline, please no additional cost
take advantage of the lowest
available airfare viii. baggage
travel with carry-on luggage
iii. booking class approved by the airline (weight
economy class airfare is eligible and size)
for reimbursement charges for checked baggage are
upgrades to higher booking not reimbursable
EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAM 13ix. denied boarding compensation personal items lost while
travelling are not eligible for
airlines occasionally offer free reimbursement
tickets or cash allowances to
compensate travellers for delays
and inconveniences due to Claims tips
overbooking, flight cancellations
and so on y Make your travel reservations and obtain
you may volunteer for denied tickets as far in advance as possible to
boarding compensation, if the take advantage of lower fares and rates.
delay will not result in late fees y Wait until your appointment is finalized
or cancellation of your therapy or before booking your transportation to
counselling appointment, and if avoid charges for changing or cancelling
there are no additional costs to bookings.
the College (such as accommoda- y Claims for penalties resulting from a
tion, meals or transportation)
change in travel plans will be reimbursed
if you are involuntarily denied
in exceptional cases only.
boarding and are offered a free
voucher from the airline, you may y Eligible travel expenses are for
keep the travel voucher provided transportation costs to attend therapy
this does not result in any addi- departing from your home or place of
tional expenses to the College employment.
y The expense claim form identifies eligible
x. overnight delays mileage based on the Government of
Canada rates.
if a flight delay or unexpected
y Verify all rental car rates prior to signing
cancellation necessitates an
a contract or paying a bill.
overnight stay, you should
request complimentary lodging y Retain your tickets and boarding passes
from the airline to submit with your expense claim.
if there is no complimentary y Receipts are not required for subway
lodging, you can claim your trips (for example, TTC).
hotel expenses according to the y As a matter of practicality, one person
guidelines in the accommodation in your family may pay for transportation
section of this guide costs that include more than one family
member or claimant. Although only one
xi. lost baggage claim will be filed, the claim must include
a detailed receipt that lists the names of
airlines are responsible for
retrieving and compensating you those in the group, the amount allocated
for lost baggage to each individual and identify the person
who paid the invoice.
14 EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAMEligible expenses include: y charges to access Wi-Fi at an airport or
on a flight.
y bookings made over the telephone,
directly online or through an online
service such as Expedia or Kayak Submit with your claim
y travel expenses for one adult required to
Your transportation claims must include a
accompany a minor child to a therapy or
detailed invoice for the corresponding therapy
counselling session (or you can confirm
and counselling session that includes the
the availability of unaccompanied minor
date, time and location of the session.
travel services offered by airlines and
buses) Include detailed transportation receipts or
y reasonable public parking and airport invoices that show:
parking charges
y toll road charges such as the 407 y city buses, street cars, ferries
y reimbursement for gratuities paid to the date of service, number of
taxicab drivers to a limit of 15 percent of tickets purchased, fare charged
the fare
y reasonable costs for individual subway
trips without receipts y taxis/shared ride service/shuttles
y valet parking the date of pick-up
You may not claim: pick-up and drop-off locations
fee showing base rate, number of
y additional booking fees charged by travel passengers, any additional charges
agents and gratuity paid
y meal expenses, if a meal is provided
as part of your transportation or
y trains/rail service/intercity bus company
accommodation charge
y drop off charges for returning a rental the date of service and destination
car to a different city from where it was (pick-up and drop-off locations)
rented fare class (for example, business
y refueling charges for returning a rental class, Firm, student)
car without a full tank of gas fee showing base rate, number of
y most travel services for which a receipt tickets purchased, and any addi-
tional charges
or ticket is not available (for example,
also include proof of boarding (that
bulk purchase of travel services, multiple
is, boarding pass)
pass/fare purchases, fares from tap specify whether a meal (breakfast,
on card services such as Presto, pre- lunch or dinner) was provided as
purchased bus tickets or token, GO train/ part of the fare
bus tickets, subway tokens)
EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAM 15y parking y air travel/flights
location of lot, date(s) parked, time airline carrier, date of flight and
in/out, and rate charged flight class (for example, economy,
Flex)
y toll road charges departure and arrival location
proof of boarding (that is, boarding
the date, location and time that the
pass)
vehicle entered and exited the toll
specify whether a meal (breakfast,
highway
lunch or dinner) was provided as
proof of fee paid (for example, a
part of the fare
receipt or copy of your bill)
any additional charges should be
for Highway 407, use the online toll
outlined in an explanatory note that
calculator available at 407etr.com to
accompanies the claim.
identify the charge
y mileage for personal vehicles
use Google Maps available at
googlemaps.ca to measure the
distance from your therapy or
counselling destination to your
home or place of employment
identify whether the mileage is one
direction or return
any reasons for additional mileage
(for example, to drive to a hotel)
should be outlined in an explanatory
note that accompanies a claim
y car rentals
the size of car, type of car, pick up
and drop off dates and location
please identify if the rental is for
one-way
any additional premium charges,
including charges for refueling or
upgrading a vehicle (for example, to
a full-size vehicle or van) should be
outlined in an explanatory note that
accompanies the claim
16 EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAMMeals
In some cases, your therapy or counselling y if an individual meal is over the applicable
appointment may be a significant distance limit, only the maximum reimbursable
from your home or place of employment. amount is claimed as indicated above.
You can claim reasonable meal expenses, if
You may not claim:
attending your appointment requires you to
travel during a regular mealtime. y meals that could reasonably be eaten
before departing or returning to your
home or place of business
Eligibility guidelines
y alcohol purchases (cross off all alcohol
The following amounts in Canadian currency items from the detailed receipt and
are the maximum reimbursable amounts for provide a new total based on eligible
meal expenses. items) groceries and/or meals consumed
within your home community either prior
Meals $ to departure or on return
Breakfast $ 20 y meals included in the cost of your therapy
and counselling session, transportation,
Lunch $ 25
or accommodation
Dinner $ 50 y non-food items.
Total $ 95
Claims tips
For your expense to be eligible, please
If paying for your meal by credit card or
ensure that:
room service charge, please request a
y the maximum amount includes meal detailed meal receipt to submit with your
taxes and any gratuity paid to restaurant expenses. A credit card slip or hotel invoice
service staff up to a limit of 15 per cent of without further details is not considered
the cost of the meal (excluding taxes) a detailed receipt and not eligible for
y any travel costs to/from the restaurant reimbursement.
are included as part of the individual
For group meals, request individual
meal allowance and not submitted
bills from the server where possible. If
separately as an additional cost beyond
necessary, take a photograph of the bill and
the maximum amount
adjust it to reflect your meal.
y unused portions of the allowance are not
carried forward to another meal within If more than one person’s meal is on the
the same day or used to increase other receipt, please circle items from your meal
days’ allowances; to be clear, a meal and claim only the applicable amount.
claim for one individual cannot exceed
the amount shown
EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAM 17Where your travel service includes a meal, an additional claim for the same meal that day will not be accepted. As a matter of practicality, one person in your family may pay for group meal costs. Although only one claim will be filed, the claim must have attached a detailed receipt and list the names of those in the group and by whom the bill was paid. Submit with your claim Your meal claims must include a detailed invoice for the corresponding therapy and counselling session that includes the date, time and location of the session. Include detailed meal receipts or invoices that show: y the name and location of the restaurant or other meal provider y the date and time of the meal y the items ordered with ineligible items crossed off (such as alcohol, items consumed by others, or non-food items) y the amount paid, including separate entries for the amount of GST/PST and gratuities If an original detailed meal receipt from an establishment is not available, a photograph of same or a detailed hand-written meal receipt may be acceptable with an explanatory note. Please note that claims without receipts may be a taxable benefit. 18 EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAM
Accommodation
You can claim accommodation costs that are hotel, if you prefer, such as the private
reasonably necessary to facilitate access to home of friends, family or acquaintances
your therapy and counselling sessions. up to an amount of $50 per day
y gratuities paid for some transportation
and accommodation costs:
Eligibility guidelines
hotel baggage handling porters or
The funding program covers accommodation valets – $2 per occurrence
expenses for a standard single hotel room for: housekeeping staff in hotels –
y the evening prior to your appointment $5 for the first day and $2 for each
additional day
day, if your appointment is before 1 p.m.
hotel shuttle service drivers –
and travel is not possible in the morning
$2 per trip or $5 for multiple
y the evening of your appointment, if your passengers
appointment continues beyond 5 p.m.
and travel is not possible in the evening y a reasonable number of personal
telephone calls using personal mobile
In exceptional cases, some flexibility in the
device to keep in touch with immediate
guidelines may be required. For example:
family members while travelling (you
y the charge for an additional hotel night will not be reimbursed for extraordinary
supports the most economical travel charges such as personal telephone calls
option made from air phones or cellular car
y your appointment ends before 5 p.m., but rental phones).
there are no reasonable flight or other
You may not claim:
travel options for returning home
y two or more family members are y charges to upgrade your room or room
travelling together to attend therapy and charges above the cost of a standard,
a different hotel is more economical single room
y safe travel is not possible due to y “no show” charges or penalties for
inclement weather cancelling your reservation
y early or late check-out charges
Please contact the College if you require
y Internet access (You may wish to choose
additional accommodation, or if you prefer,
a hotel that offers complementary
provide an explanatory note with your claim
Internet in guest rooms or the lobby.)
for consideration.
y personal or miscellaneous items
Eligible expenses include: such as in-house movies, fitness club
memberships, laundry and dry cleaning
y the rate for a standard single room in a hotel services and spa treatments
comparable to three star service class y long distance phone calls made using
y lodging in a private residence in lieu of a your hotel room phone.
EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAM 19Claims tips costs for more than one member of the
family. Although only one claim will be
y Finalize your appointment before
filed, the claim must have attached a
confirming your hotel reservation, or
detailed receipt and list the names of
choose a hotel that allows cancellation
those in the group and by whom the bill
without penalty.
was paid.
y Hotels may have periods where the
regular rate is much higher than usual
because of a holiday or special event. Submit with your claim
You should try to avoid these dates when
Your accommodation claims must include
scheduling as the room rate may be cost
a detailed invoice for the corresponding
prohibitive.
therapy and counselling session that
y Some hotels offer program memberships
includes the date, time and location of the
with benefits. You may accrue or use any
session.
reward points as long as participating
in these programs does not result in Include a signed itemized hotel bill that
increased expense claims. shows:
y Hotels place a substantial surcharge on
local calls dialled without a calling card y the name and location of the hotel
and a 55 per cent surcharge on regular y the rate per night, number of nights
long distance rates. Please avoid placing stayed and the room type (that is, single
phone calls that incur a hotel surcharge. standard)
You should use your personal cell phone, y explanatory notation for each room
a charge/credit card, calling card or service and itemized, detailed restaurant
public phone, and utilize an 800 number charge
or call collect whenever possible.
y You must check and sign your invoices at
the front desk before leaving the hotel.
y Before checking out, ask the hotel to
provide you with detailed, itemized
copies for any restaurant or room service
charge.
y If your hotel bill includes personal
or miscellaneous items that are not
covered, please cross them off and
adjust the total on the invoice and when
submitting your expense claim.
y As a matter of practicality, one person in
your family may pay for accommodation
20 EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAMChild Care
You can claim child care costs that are y fees that are above the reasonable
reasonably necessary to facilitate access to and customary charges for the service
your therapy or counselling sessions. provided.
Eligibility guidelines Submit with your claim
To be eligible to claim, the care must be for: Your child care claims must include a
detailed invoice for the corresponding
y children who are below the established
therapy and counselling session that
minimum provincial age for remaining
includes the date, time and location of the
home unsupervised (in Ontario, 16 years
session.
old), or
y dependents of any age who require Include a detailed receipt or invoice signed
regular care (with an appropriate by the child care service provider that
explanatory reason provided), and shows:
y children for whom you are the parent or
y the date the services were provided
guardian
y the name and address of the licensed
child care provider, or the person
Claims tips providing care
y the fee paid, including
As a matter of practicality, one person
in your family may pay child care costs the name and ages of the children
while more than one member of the family length of child care time (in hours)
attends therapy. Although only one claim rate/hour.
will be filed, the claim must include a
detailed receipt that lists the names of the
dependents requiring care, the parents/
guardians in the group, the claim amount
that should be allocated to each parent/
guardian, and the name of the person who
paid the invoice.
You may not claim:
y services provided by a family member
that lives within the same household as
the children or dependents requiring care
y late pick-up fees charged at an additional
rate/hour
EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAM 21Translation Services
To maximize the funding available Submit with your claim
for therapy and counselling, you are
Your translation claims must include a
encouraged to use a therapist or counsellor
detailed invoice for the corresponding
who speaks your preferred language when
therapy and counselling session that
available.
includes the date, time and location of the
You can claim translation costs that are session.
reasonably necessary to facilitate access to
Include an original detailed translation
your therapy or counselling sessions.
receipt or invoice that shows:
y the date and name of the person
Eligibility guidelines
receiving the services
To be eligible to claim, translation services y the name of the person providing the
must: services, including professional details
such as certification information
y be performed by a certified translator, or
y the languages interpreted
y support Indigenous language speakers
y for written translation
to participate in therapy and counselling,
and the length of text or service (for
y use services that charge reasonable and example, number of words or pages,
customary fees. or hours of service)
the rate (for example, per word, per
page, per hour of services)
Claims tips the fee charged
If OHIP or a private insurance plan provides
coverage for some of the costs, you can y for oral translation
only claim the amount not already covered
the length of service (for example,
elsewhere.
number of minutes or hours)
As a matter of practicality, one person in the rate (for example, per minute or
your family may pay for translation costs per hour)
for more than one family member attending the fee charged.
therapy. Although only one claim will be
filed, the claim must have attached a
detailed receipt and list the names of those
in the group and by whom the bill was paid.
22 EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAMFrequently Asked Questions
1. What amount is available for funding? Expenses submitted more than 60
days after they are incurred will
The College provides a maximum of require special approval by the
approximately $17,000 - $18,000 in College controller and may be
funding. This amount covers therapy rejected.
and counselling, prescription drugs You have until January 15th to
and other medicinal substances, and submit claims that were incurred
other eligible services reasonably in the previous calendar year. The
required to facilitate access to your College may not be able to pay
therapy and counselling sessions. claims submitted after that time.
The funding is shared by eligible For significant expenses, you are
family members, including the encouraged to contact us in ad-
student, parents, guardians and vance to confirm your eligibility and
siblings. Once approved as eligible, the amount of funding remaining in
you will receive a “family eligibility your family account.
code” to use to access the funding.
Your family is encouraged to consider 4. What should I submit with my claim?
how to best use the funds to meet
the needs of eligible claimants. Make sure to request and save
original detailed receipts, invoices
2. What happens if I am already partially or or other proof of payment for all
fully covered for the costs? eligible expenses, including your
therapy and counselling sessions.
If you have coverage for some of Submit proof of payment with your
your costs through another source claim form.
(such as OHIP or benefits through Your detailed receipts should identify
a private insurance plan), you must the date, time, any PST or GST paid,
use these funds first. gratuities and the specific items or
If your costs are not fully covered, services that make up your bill.
you can submit a claim to the Include all required documentation
College for any eligible amount with your expense claim to avoid
remaining. payment delays.
3. When should I submit my claim? 5. What if there are other expenses on my
Submit your expenses as soon as receipt that I am not claiming?
possible after each counselling or If you are not claiming some costs,
therapy session. for example alcohol at a meal or
If your therapy or counselling extra days at a hotel, simply cross it
occurred prior to your application off on your receipt. Then adjust the
for funding approval, please submit PST/GST and provide a new total on
these expenses within 60 days of the receipt.
confirmation of your eligibility.
EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAM 23 If you shared a meal with others, Some costs you submitted may not
simply cross off the items that were be eligible for funding. For example,
not part of your meal and adjust the you can only be reimbursed if your
receipt. expense:
If you are claiming for more than
one eligible person (for example, a falls within an eligible category
student and parent shared a meal or (that is, therapy and counselling,
a taxi), you can submit one receipt. drugs and medicinal substances,
Please print the name of each transportation, accommodation,
eligible person on the receipt with meals, child care, and translation
the individual amount claimed. services)
6. How do I submit original receipts if I includes all required documents
to support your claim (in rare
submitted my claim by email?
instances when a receipt is
Expenses submitted electronically required but cannot be obtained
by email can include scanned or is lost, an explanation should
receipts or photographs, as long be included with the expense
as the copies are legible. You must claim)
retail original receipts for six years includes expenses for eligible
for audit purposes. family members that share your
Claims submitted by mail should family code
include only original receipts. is not fully covered by another
source of funding (for example,
7. When will I receive my reimbursement? OHIP, private insurance, damages
awarded by a court)
The College will make every effort to has not already been submitted
process your expense claim within to the College and reimbursed, by
15 business days. you or someone else
Please make sure all sections of the fully complies with the specific
claim form are complete and submit requirements identified in this
all required documentation to avoid guide
delays in processing your claim.
Your reimbursement was reduced
8. Why was I reimbursed a different amount to the funding amount remaining in
than I claimed? your family account.
The College may need to adjust For further information about your
your claim, if for example, there is claim, or the amount you were
a calculation error on the form or a reimbursed, please contact the
receipt. College and ask for the Therapy and
Funding Support Program.
24 EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAM9. Why was my claim denied?
The College will contact you by
email (or another method, if you
prefer) and provide the reason your
claim was denied.
If your claim has been denied, you
can ask for a subsequent review
provided you have relevant additional
information to submit that was not
part of the original claim.
Contact us
You can contact us at:
Ontario College of Teachers
c/o Therapy and Counselling Funding
Program
101 Bloor Street West
Toronto ON M5S 0A1
Email: fundingsupport@oct.ca
Further questions?
If you would like to speak to someone
directly to ask a question about the funding
program or your eligibility, please phone
us at 416.961.8800, ext. 379 or toll-free in
Ontario at 1.888.534.2222, ext. 379.
EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAM 25Forms
You can download a copy of all forms from Form D: New Therapist or Counsellor
the College’s website at oct.ca Public (Provider Statement)
Protection Funding for Therapy and
Ask each new therapist or counsellor to
Counselling.
complete and sign this form.
Form A: Expense Claim Form (Required)
Complete and submit this form each time
you request reimbursement for your therapy
and counselling expenses.
y The electronic version provides fillable
fields and other automatic features that
will assist you to complete your claim.
y If you prefer, you can also download and
complete a paper copy of the form to
submit by mail.
Form B: Applicant Acknowledgements
(Required with First Claim)
Sign and submit this form with your first
expense claim form. If any information
changes, please contact the College.
Form C: New Therapist or Counsellor
(Applicant Statement)
Complete and sign this form for each new
therapist or counsellor. You will require a
witness for your signature.
y Part A (review and sign applicant
attestations)
y Part B (complete and sign if your
therapist or counsellor is NOT a member
of a regulated health profession)
26 EXPENSE CLAIM GUIDE FOR THERAPY AND COUNSELLING FUNDING SUPPORT PROGRAMFor additional information:
Ontario College of Teachers
101 Bloor St. West
Toronto ON M5S 0A1
Telephone: 416.961.8800
Fax: 416.961.8822
Toll-free in Ontario: 1.888.534.2222
Email: info@oct.ca
oct.ca
Cette publication est également disponible en français sous le titre
Guide pour les demandes de remboursement Programme de fonds pour thérapie et consultations Edition: May 14, 2021You can also read
