Veterans Independence Program - Ground Maintenance and Housekeeping Grants

As of January 1, 2013, semi-annual up-front grant payments are being providedfor grounds maintenance and housekeeping services offered under the VeteransIndependence Program (VIP). These benefits were previously being paid directly toproviders, being reimbursed to program recipients, or being given via advance pay.

Any new clients (Veterans / Primary Caregivers / Surviving spouses) applying for GKand HK under VIP will automatically be placed in the Grant program. The 105,000existing VIP recipients will be converted to grants upon their anniversary dates (the datethey started receiving VIP).

NEW APPLICANTS:There have been no changes to the eligibility for the program - the same serviceeligibility and identified health need requirements are in place. Once eligibility isdetermined then the Grant Determination Tool is applied and this tool calculates thegrant that the client will receive.

EXISTING RECIPIENTS:Everyone should have received a letter in fall 2012 advising of changes and a letter togive to their provider. If they did not receive a letter, they can get one by calling theNCCN 1-866-522-2122.

Upon the Anniversary date, the recipient's Benefit arrangement changes fromreimbursement / direct bill / advance pay to the semi-annual grants.

Grants calculations for existing recipients are based on:• If there has been no reassessment in the last year then the grant will be the

equivalent on what was spent in the previous year (11months, 3 weeks).• If the HK and/or GK was reassessed with the GOT after Jan 3, 2013 then the

grant is the what was calculated by the GOT.• If the HK and/or GK were reassessed in the last 2 months prior to conversion -

the grant will be equal to the reassessed amount.• If the HK and/or GK were reassessed in the past year more than 2 months prior

to anniversary date - there is a calculation that is based on percentage ofspending, projected spending, and amount of reassessment. (About 4000 VIPrecipients are going to fall in this category)

Six months after the first grant payment, a second grant payment will be sent to therecipient. At that time the receipts that were submitted after the first grant for theprevious year will have been factored in and an adjustment will be made to the grant.

STILL SERVING:As of 1 January 2013, primary responsibility for providing eligible still-serving CFpersonnel with treatment, home care, home assistance and personal care benefits and

services shifted from VAC to the CF. Men and women in uniform can access theseservices through their supporting CF Health Services Centre. This means that on arecipient's VIP anniversary date, the VIP benefits from VAC will be terminated.However, if the member had released, or was in the release process prior to January 1,2013, that person will not be impacted by these changes. Still Serving members wereadvised that documented confirmation of a 2013 release date needed to be forwardedto the VAC Transitional Support Unit. This unit is ensuring that anyone who self-identified prior to Jan 1, 2013 are not losing nor having a gap in their services. Anyonewho releases without having provided the documentation prior to Jan 1, 2013 will needto go through the VAC application process again.

NOTES ON GRANTS I COMMON POINTS OF CLARIFICATION:

- There is no overpayment for grants as there is for pensions or the previous advancepay system. If the recipient was eligible to receive grant on the day it was processedthen it is the recipients to keep. For example if an eligible recipient passes away afterreceiving a grant, there is no requirement for the estate to repay any part the grant. Thespouse of the Veteran recipient in cases such as this, is considered a new applicantand will be processed as per the GOT.

-The Spouses I Primary Care Givers of Veterans who live in Nursing Homes I Long -Term Care Facilities are eligible for the grant, however they cannot receive it by directdeposit at this time. This is a system generated barrier that the IT department is tryingto have changed.

- Window Washing is no longer a separate element, it is being included inHousekeeping. When existing recipients were converted the spent amount in WindowWashing was added to overall House Keeping amount. Window Washing has alwaysbeen a part of House Keeping, but it was added as a separate element for billingpurposes. VAC is going back to being in line with policy and including this under HouseKeeping.

- If a recipient requests a reassessment of the GK or HK because the recipient isreporting an increased health need, and the GOT computes an amount that is less thanwhat the recipient is currently receiving, the recipient is to be 'grand fathered' at theconverted amount and NOT reduced. Please note they are to be grand fathered at theconverted amount, not the previously approved amount. If the reassessment was dueto a change such as moving into a smaller home (for example from a 3 bedroom houseto a 1 bedroom apartment) the recipient's benefits will not be grand fathered.

- For those that may require support in managing the grants, they are eligible to accessthe support of VAC staff such as a Case Manager to help them identify potentialresources.

The Grant Determination Tool

The Annual Grant Determination Tool (GOT) was developed as part of the Budget 2012initiative to assist with the implementation of the Veterans Independence Program (VIP)Grant for Housekeeping and Grounds Maintenance.

The GOT is not an assessment tool. It is a calculation worksheet to determine theamount that can be approved for the Housekeeping and Grounds Maintenance grant.

The Annual Grant Determination Tool works differently for VIP Housekeeping (HK) andGrounds Maintenance (GM), For Housekeeping services, the tool determines theindividual's level of need for those services by assigning a level of need score based onanswers to a series of questions. The Level of Need Score (LN) is then translated intohours of services.

For Grounds Maintenance, the tool determines how much funds are required (up toannual maximum rates) based on the size of the individual's property and other factorssuch as geography.

The Level of Need Score derived from the completed Grant Determination Tool willresult in a fair and consistent approach that will standardize the way VIP Housekeepingand Grounds Maintenance services and costs are approved for clients nationally. Thereis no discretion beyond the scoring results provided by the Grant Determination Tool.The amount of the grant will reflect the needs of the recipient, as determined by theGOT.

November 2012 Protected Personal InformationFile:

NameAddress 1Address 2City, Province Postal Code

Dear [Name],

Starting on January 1, 2013, a semi-annual up-front grant payment will beprovided for grounds maintenance and housekeeping services offered under theVeterans Independence Program (VIP). These up-front payments will replacethe current reimbursement process for these services.

You will automatically receive your first grant payment when yourbenefit year expires on [DATE], provided you have submitted your VIPannual renewal form. Please continue to submit receipts for theservices that are rendered up until that date.

What this change means:

- Your grant payments are.for housekeeping and grounds maintenanceservices only. You will no longer have to obtain or submit receipts andwait to be reimbursed for housekeeping and grounds maintenanceservices.

- You will receive your grant payments up front and in two annualinstallments. Your first grant payment will be received when your newbenefit year begins in 2013. You will receive your second payment sixmonths later.

. .. /2

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- Your grant payment calculation will be based on your needs, local ratesfor housekeeping and grounds maintenance services and your previousexpense history for these services.

- You will be advised in writing of your annual grant amount.

- You may continue to use the service provider of your choice. You will beresponsible for paying your provider directly.

- Service providers registered with Medavie Blue Cross will be informed ofthis change. We have enclosed a letter that you may share with yourhousekeeping and/or grounds maintenance provider(s) identifying thedate you will begin receiving the up-front grant payments.

- Should you have any receipts outstanding from last year, please submitthem as soon as possible.

- If you are receiving other VIP services, please ensure that you or yourprovider continues to submit receipts for reimbursement. If you arereceiving advanced payments, these payments will continue for your otherVIP services.

We will continue to follow up with you annually to ensure your VIP services aremeeting your needs. You will be required to complete the annual follow-up formto ensure there is no interruption in your VIP benefits. In the meantime, if yourneeds change, please contact VAC directly.

You are responsible for managing the up-front grant payments issued toyou. The funds are intended to contribute to the cost of housekeepingand/or grounds maintenance services. Your annual grant amount will notbe increased unless your needs change.

For more information about the Veterans Independence Program and howVeterans Affairs Canada can help you, please visit www.veterans.gc.ca or calltoll free 1-866-522-2122.

1+1 Veterans Affairs Anciens CombattantsCanada Canada

November 2012 Protected Personal InformationFile:

Dear Provider:

Veterans Affairs Canada 01AC) advises you that effective [Date] [ClientName] at [Address] will begin receiving a semi-annual up-front grant paymentfor grounds maintenance and/or housekeeping services offered underthe Veterans Independence Program (VIP).

After this date, your client will be responsible for paying you directly and willno longer have to submit receipts or wait to be reimbursed. This also meansthat you will not be able to submit for reimbursement on a client's behalf forservices delivered after the beginning of their new benefit year.

Clients wi" receive two payments each year: The first at the beginning oftheir 2013 benefit year, the second six months later.

Other benefits provided under VIP wi" continue to be administered as usual.

If you have any questions, please contact the toll-free VIP Inquiry Line at1-888-827 -9222.

•BLUE CROSS·CROIX BLEUE Canada

VIP Grant - 01

VIP Grant Conversion (First installment, converted based onexpenses)

PROTECTED - PERSONAL INFORMATION

FILE: K1234567

Date

Recipient's First Name Last NameAddress Line 1City, Prov Postal Code

Dear (Name)

As you know, Veterans Affairs Canada is converting housekeepingand grounds maintenance benefits under the Veterans IndependenceProgram (VIP) to up-front grant payments. Effective (date), yourhousekeeping and/or grounds maintenance benefits have beenconverted to a grant and you will no longer have to send in receiptsand wait to be reimbursed for services provided after this date.

If you receive VIP benefits other than housekeeping and/or groundsmaintenance and submit requests for reimbursement either bysending receipts, Signing VIP claim forms, or a combination of both,you will need to continue to do so for those services.

Your grant amount was calculated based on your usage from theprevious year. If you have not submitted receipts for expenses in thepast year for either housekeeping or grounds maintenance, you willnot be receiving a grant payment for that benefit at this time.

-,

Based on this, the following will be provided to contribute toward thecost of services:

(Enter applicable amounts:

Housekeeping for $/per year (Enter HK amount)

Grounds Maintenance for $/per year (Enter GM amount).

= Total Annual Grant for $ (Enter grant amount).

Your grant will be issued in two semi-annual installments. The firstinstallment of $ (Enter amount of first installment) has been issued.However, please note that the actual payment you receive may bedifferent if any adjustments were necessary. Please refer to theExplanation of Benefits (EOB) statement accompanying the paymentwhich will list any adjustment or any other payments that may havebeen made at the same time. Your second payment will be providedin (Enter month and year of next payment issue), as long as youcontinue to be eligible to receive these benefits. Please be assuredthat your second payment will be adjusted to incorporate any eligiblereceipts from last year.

While you continue to have 18 months from the date services areprovided to submit any outstanding receipts for reimbursement, onlythose invoices and receipts that we receive by (Enter May 31, 2013for those converted in Jan and advance one month for eachconversion month on a go forward basis) can be considered incalculating your grant amount. Any required adjustments will beadded to your second grant payment.

You are responsible for managing the grant payments issued to youand paying your service provider(s) for their services. The paymentsare intended to contribute to your costs of housekeeping and/orgrounds maintenance services.

Your annual grant amount may be increased if your needs change. Ifyou have questions or concerns related to your grant payment,please call us at 1-855-342-3760. This toll free line has been set upspecifically to respond to inquiries on grant payments only.

If you feel that your annual grant amount has not been calculatedcorrectly, you may request a review by writing within 60 days ofreceiving this letter to:

Veterans Affairs CanadaNational 1st Level Appeals40 Alderney Drive, Stn #202Dartmouth, NS B2Y 2N5

In your letter, please include the reason you are requesting a reviewand any additional information to support your request.

Sincerely,

Tania StoteContract ManagerVIP Conversion Unit