Reimbursement Procedures
The Children’s Services Auxiliary is pleased to be able to continue providing funding and support to address the unmet needs of Ventura County’s court-dependent children. All children with an open dependency case with Ventura County Court and Children & Family Services are able to access funding throughout the case, prior to its closure. As the need grows for families to access resources we are extending our support to Guardianship and Family Maintenance cases. These cases will have the ability to submit for reimbursement funding up to 90 days after establishing Guardianship or returning home to parent(s). CSA provides reimbursements as funds are available. Funding is not guaranteed.
Listed below are some of the expenses the Auxiliary is currently funding. Please keep in mind there is a limited amount budgeted for each of these categories. All efforts must be made to utilize alternative funding sources where available. If it is appropriate, children (especially teens) are expected to make every effort to help themselves earn needed funds by participating in fundraising efforts, or through their own employment and savings to offset the cost of a school activity or registration for a youth sports team or other expense.
Listed below are some of the expenses the Auxiliary is currently funding. Please keep in mind there is a limited amount budgeted for each of these categories. All efforts must be made to utilize alternative funding sources where available. If it is appropriate, children (especially teens) are expected to make every effort to help themselves earn needed funds by participating in fundraising efforts, or through their own employment and savings to offset the cost of a school activity or registration for a youth sports team or other expense.
Reimbursement Request Process
With about 1000 children in need of support, it is with great necessity that we standardize our Spending Guidelines. Our Mission is to support the ongoing needs of our foster families and with that said, we need to be able to offer services to as many families as possible. Read the following section carefully. For any questions, please contact:
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Foster VCkids Team at hsa-cfs-resources@ventura.org, or
CSA board member, Leeann Mesa, at Leeann.csavc@gmail.com |
Reimbursement Form
Please click on the files to download the reimbursement form or the sample reimbursement form. Software that reads the .pdf document format is required to view and electronically fill the documents.
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Receipt Guidelines
- Hand written receipts will not be accepted unless the business name, address, phone number, date and a clear description of the expense, is included. All receipts must be LEGIBLE.
- All receipts must ONLY display items that were purchased for the DEPENDENT child(ren); no other purchases can be displayed on receipt.
- Invoices are not allowed (unless ILP). Purchases MUST be made for reimbursements to qualify.
Procedures
- If any other funding source is obligated to pay for an expense, that source must be exhausted prior to requesting CSA funds.
- Medical/Dental category requests will only cover expenses not covered by Medi-Cal. This must be submitted as a special request and include a denial letter.
- Funding is not guaranteed without prior approval and is subject to availability of funds.
- Approval is requested by calling/emailing Foster VC Kids at (805) 654-3220 or hsa-cfs-resources@ventura.org
- Requests MUST be submitted by Caregiver (Foster, Resource Family, Relative and Group Homes, or CASA).
- All claims MUST be submitted by the 30th of every month to be considered for reimbursement the following month.
- ILP (Age 16 -21) funds can be requested as direct vendor pay vs. reimbursement.
- Each receipt must be accompanied by a CSA claim form. Please use a separate claim form for each child or expense.
- Requests for reimbursement will only be considered within 90 days of original purchase.
- Reimbursement checks may take up to 60 Days to process.
- Please submit your claim ONLY ONCE. Multiple submissions result in extra processing times and delays in reimbursement.
- CSA has the right to deny any claims due to fraud, misrepresentation, or abuse of CSA systems.
- CSA reserves the right to conduct audits on any or all monthly requests for reimbursement.
- If a request is selected for audit, and there is no response from claimant or the retailer, the claim may be denied.
- Lost check fee cost – Bank fees incurred with a lost check will be deducted from the reissued check (non ILP only, up to $30 per check).
