How can I check the status of an Invoice?
Steps for signing up for the first time
- Select Vendor/Payments
- You can find your Vendor # on the paystub from a check you have received in the past.
Items that Require an Original Receipt
- Clothing - See Clothing Section for more details.
- Car Seats & Helmets - Car Seats and safety helmets are reimbursable with an original receipt. The car seat and helmet must accompany the child when they move from the foster home if the foster parent is reimbursed. It is Georgia Law that every child age 8 and under utilize a car seat or booster seat.
- School supplies - $50.00 per school year.
- Enrichment activities - Year Round Enrichment Activities/Summer Camp - Maximum of $500 annually is allotted to assist foster parents in providing foster children with enrichment activities that will be reimbursed with a receipt. This may include summer camp, sports activities, fine arts classes, or music lessons. Please speak with the child’s case manager to determine available funds for current year.
- Day Care- It is very important that the receipt contain letterhead, or other information, that will identify the type of provider (regular day care center, a licensed provider, relative, neighbor, and etc.) It is important that receipts are for one month—per child—per invoice.
- Supplemental Supervision: Daycare may be reimbursed if the foster parent works full time. CAPs must be applied for upon placement. Receipts must be submitted with invoice for reimbursement.
Clothing that is purchased for the child must accompany them when the child leaves the foster home.
- An expenditure that may be purchased during the first 6 months of a child’s initial placement in care. This allowance can be a one-time expenditure or spent in increments. Current amounts are:
- Age 0 – 12 years $311.00
- Age 13 and up $415.00
- (Get approval from the child’s case manager prior to purchase to determine how much initial clothing money is available)
- Current amount is $415.00 for all ages.
- An expenditure that may be purchased during a fiscal year (July 1 thru June 30). This allowance cannot be claimed during the calendar year that the child entered care, because the child is eligible for the State Initial Clothing program, during the first 6 months of placement.
- The Annual Clothing allowance can be a one-time expenditure or spent in increments.
- Examples of when Initial Clothing or Annual Clothing can be authorized:
Date Child Enters Care: Initial Clothing Authorization Begins: Annual Clothing Authorization Begins:
January 2013 January 2013 January 2014
March 2013 March 2013 January 2014
June 2013 June 2013 January 2014
Mileage is paid at .565 cents per mile. Odometer readings must be recorded and submitted with the invoice. Click here to download the mileage log.
- Family visits
- Court Citizen Panel Reviews
- Medical and Dental visits
Unless special approval has been given by the Administrator for special circumstances.
- Child to school
- Day Care
Reimbursable Items that Require Prior Approval
- Costs associated with tutoring, special camps, and related extracurricular activities require pre-approval by the Administrator or Supervisor. Please send a statement regarding the cost of the extra activity, as well as, a description of how you think it will benefit the child to obtain approval.
- School pictures, payment for field trips, sports activities and other school cots require pre-approval by a Supervisor, Administrator, or Independent Living Coordinator.
- Instrument rental fees, music lessons and costs, related to school band, must be pre-approved by the Administrator.
- Mileage for getting a child to school, camp, daycare, etc. requires pre-approval by the Administrator.
Non Reimbursable Items
- Per Diem is not allowable if the child does not spend the night. When a child moves from one home to another, the per diem will be paid only to the foster parent at the home where the child sleeps.
- Costs for diapers, formula, baby cribs, baby carriers and other baby items. The Foster Care Support Foundation may be able to assist with some baby items.
- Day Care rates that exceed the maximum State rate.
- Over-the-counter medicines, such as Tylenol, topical creams and vitamins, are not reimbursed unless they are recommended by a doctor and cost over $25.00. In order to be eligible for this reimbursement, the foster parent cannot be receiving a Level of Care per diem already.
- Airplane tickets for family trips or vacations.
- Meals away from home for the child
- Tickets to Six Flags and costs related to other recreational activities
- Instrument rental fees, music lessons, and costs related to school band, which were not pre-approved.
- Church youth activities and trips
- Birthday and Christmas Money
- Insurance deductibles for damaged property (please refer to insurance policy)
Additional Things we can put on the invoice
IRREGULAR OR TEMPORARY CHILDCARE is sometimes necessary while foster parents attend required DFCS foster parent training sessions. These childcare expenses are reimbursed through the foster parent invoice process for payments made by the foster parent directly to the childcare provider. Caregivers must attach original receipts to their monthly invoice. - page 22
PROPERTY DAMAGE COVERAGE: The Division of Family and Children Services provides insurance to cover damages to a foster parent’s personal property caused by the foster child in his or her care. Coverage includes the loss of property between $100 and $1,000 per incident. There is a $100 deductible for this coverage. All original bills for the repair and/or replacement of the damaged property must be submitted with the insurance claim. - page 44
DAILY RESPITE CARE: designed to provide foster parents with childcare for a period of fewer than 24 hours to allow time away from the home for short-term excursions, for example, healthcare appointments or personal activities not involving the child in your care.- page 53
There are even more items listed in the Foster Parent Manual, check it out.
Birthday Rate Change
Question: If my child's birthday is in the middle of the month and the rate changes, what do I do for the invoice?
Answer by the Regional Fiscal Administrator. "The rate for age changes happens the preceding month for instance, if youth birthday is in July the rate changes in August."