Flexible Funding

Agency Referral Process

• If  you are completing the form on behalf of a client please first check whether your client already has an account that you can use. If not please create an account on their behalf with their details. You can supply your information within the form - there is a tick box for the question 'Is someone assisting you to complete the application?'. If you select yes we will ask for your details. Please let us know in the form who will be the point of contact for additional information requests - should we contact you or the person you are completing the form for?

Am I eligible?

Your family is eligible for Flexible Funding if your child/ren is:

• on a current Victorian order:
• Permanent Care Order; OR
• Adoption Order (if the child has special needs) AND currently receive DFFH Care Allowance; OR
• Family Law Court Order AND currently receive DFFH Care Allowance: AND
• more than 12 months past the granting of the Order, OR if less than 12 months there is a valid reason why the costs were not included in the DFFH Care Plan (eg new diagnosis after the Order was granted).

Please note: The DFFH care allowance normally ceases when a child is 18. Carers with children approaching 18 should contact PCA Families to discuss what Flexible Funding may be available to assist this financial transition.

How does it work?

You can only claim for the cost of the service, product, or activity that is not covered by another funding source (eg the DFFH care allowance, education and medical allowances, NDIS, Mental Health Care Plans etc., or another agency such as Kinship Care). Refer here to the care allowance fact sheet for further information.

Applications may be approved for full or partial costs, depending on the pool of funds we can distribute. 

Funds are paid directly to retailers or service providers, or if pre-approved by PCA Families, to you for costs you have incurred.

You may make more than one application.

What CAN the funding be used for?

If you are not sure the service you are seeking is eligible, please contact us on 03 9020 1833.

What CAN’T the funding be used for?

The following costs are not eligible for funding:

• Legal costs related to carer behaviours. However, if legal costs directly benefit the child and support the placement such as for estate planning purposes where complexity of child needs creates exceptional costs, or planning permits are needed for home modifications etc, they are considered on a case by case basis.
• Staff salaries or staff professional development costs. Carer/parent/guardian professional development costs benefitting the child (eg trauma informed parenting courses) are eligible.
• Services that are not currently in the best interest of the child.
• Services that are not trauma informed
• Voluntary school fees
• Daily everyday clothing
• Basic white goods required for everyday living
• Daily activities and items.

What do I need before I apply?

Before starting you will need copies of:

1. Child’s Statutory Court Order with court reference number in the top right-hand corner (required)

2. Your DHHS remittance slip (care allowance) from within 30 days of the date of application (required).  If you do not have a recent copy, contact DFFH carer reimbursement line on 1300 552 319 to request a copy.

If you do not have a copy of your Order:

1. Email Melbourne Registry at to request a copy, include your full name, child/ren’s names and date of birth;.
2. Please attach any other information that may be relevant:

• • quotes or invoices for the requested goods and services
  • supporting letters or reports from a relevant professional
  • information regarding other funding you have received or been refused, relevant to the application.

A staff member will contact you to discuss the application once we receive it. You may be asked to provide more information including:

1. recommendations/referrals from professionals,
2. your child’s school or others.

This is to ensure that the services are in the best interests of your child given their current circumstances, and must be trauma informed to maximise the benefit for your child. Other services may be identified for which you could apply.

We will notify you once your application has been fully or partially approved.  If your application is rejected, we will contact you to explain why. 

How do I apply for Flexible Funding?

1. Complete the Flexible Funding form

• You must be logged in to complete the form.
• You can add your children’s details as you complete your first application OR through My Flexible Funding Children. In either case the details are stored for all future applications. Note there are warnings in purple if it appears your child may not be eligible and prompts to contact us.
• You can start and save the form if you do not have all the information you need.

2.Use My Forms to return to a draft form, check on the status of your application or review previous applications made via the website.

3.If you unable to submit the form, check for “warning” in purple messages about missing information. 

How to get your Flexible Funding application approved faster?

We understand this is a stressful time for many permanent carers.  To help you get you Flexible Funding applications processed faster, here are some tips:

• We aim to process applications within 21 days. Please do not call us to check on the status of your application until after 28 days, as this takes away time from processing the applications.
• We have limited funding. Your application must meet the guidelines we have agreed with the Department of Families, Fairness and Housing, and we must be fair to all eligible applicants. You may not receive everything you ask for. To view what can and cannot be funded, look above at those tabs; (eg we cannot fund items covered by other funding sources such as the DFFH care allowance). We also consider how much funding you have already received.
• To avoid being asked to provide further information to help us assess your application, please provide supporting documentation with your application as to why the services (eg camps, counselling, animal therapy etc) are in the best interests of your child and how they are trauma informed services that provide the most benefit for your child. This might be a letter from a supporting professional, educator or the service provider.
• Specialist assessments: In order to ensure that your child or young person receives the most effective specialist service or equipment or service, sometime an assessment may be required from an appropriate healthcare professional such as a psychologist, occupational therapist or speech therapist. For education needs you may need a letter of support from the school. In specific circumstances you may need to engage an education psychologist or specialist teacher to undertake an assessment. Your PCA Families Advisor can assist you in identifying the required assessment to support your application.  Flexible funding may also be available to assist with these specialised assessments. 
• Please prioritise the items you are seeking funding for. The more items on an application the longer it takes us to process.
• We prioritise processing of applications for those who have not previously received funding and otherwise in the order they are received to be fair to all. If you believe there is an urgent need for funding then you must provide supporting documentation from a professional as to why this is the case.

Please make sure all your interactions with our staff are positive and respectful.

How do I provide feedback or request a review of a decision?

Feedback

We welcome all feedback, whether positive or negative, to help us improve our services to you. Informal feedback, including complaints, regarding the delivery of the Flexible Funding Program should be directed to  Complaints will be considered by the PCA Families CEO and a written response provided.

Grievances

Grievances relating to the Flexible Funding Program are complaints that are unable to be resolved through less formal means, arising from a decision, act or omission by any person or persons within PCA Families or the Flexifunding Alliance, which is considered by the complainant to be wrong, mistaken, unjust or discriminatory.  Grievances follow the PCA Families Grievance Policy.  Please email or if the CEO is involved,

Review of Flexible Funding Application Decision

If your application for Flexible Funding has been rejected, or partially rejected, and you feel that the original decision was wrong, mistaken, unjust or discriminatory, the procedure below is followed.

Urgent financial support

If you require urgent financial support please contact your local providers:

• Department of Families, Fairness and Housing
• Brotherhood of St Laurence
• Salvation Army
• State Schools Relief
• Good Shepherd Microfinance

Other financial support or grants

There are a wide variety of grants available that might support you and your family.

Australian Disability and Indigenous Peoples Education Fund – Grants of up to $2,500 for anyone living with a disability to help with education. Find out more here.

Centre for Multicultural Youth - for young people looking for work and offers support in other capacities too. Find out more here.

Country Education Foundation of Australia - Local Grants for 16-25yo to support education and employment expenses (non cash reimbursements). Find out more here.

CREATE - Create your future grant scheme is available for members 15-25yo for Driving Lessons, IT or learning and education. Find out more here.

Kids Under cover Scholarships - For young people with passion to study who dont have the resources here.

Dylan Alcott Foundation - Grant scheme for under 25yo with a disability who face barriers in meeting their personal, professional, vocational or sporting dreams. Find out more here.

Get Active Victoria – Helping kinship and permanent care children 0-18yo get involved in organised sport and recreation by covering up to $200 for membership and registration fees. More information here.

Higher Education Scholarships - For young people in regional or remote locations. More information here.

Kids Under cover Scholarships - For young people with passion to study who dont have the resources here.

National Disability Insurance Scheme - Support for persons with a permament and signficant disability. More information here.

Raising Expectations - Supporting young people to get to university or TAFE. More information here.

Skilling Australia Foundation – Financial support for 17-24yo for apprenticeships or traineeships when there is financial hardship or where they are from a minority group. Find out more here.

Social Impact Scholarships - For social impact scholarship programs. More information here.

Tertiary Access Payment – Regional or remote relocation support. More information here.

The Arthur Marsden Whiting Sympathy Fund – Grants of up to $3,000 for disabled people needing support for equipment, treatment, education or training. Find out more here.

Variety Children's Charity - Funding for 0-17yo for wheelchairs, specialist equipment and supplies where funding has already been sought funding government sources. More information here.

VET Scholarships - Are available directly from various educational institutions. More information here.

Can I pay myself and be reimbursed?

If I pay myself can I be reimbursed?

Parents/Carers may only be reimbursed from Flexible Funding if:

• Expenses are greater than $100 (under $100 are expected to be paid by the DFFH care allowance)
• Pre-approval of the expenditure is obtained from PCA Families.

To obtain pre-approval:

• Wherever possible, complete a Flexible Funding application as these are reviewed daily for urgent items
• In “provider name” enter parent or carers name and put an amount for EACH item you would like reimbursed (Please do not just put a total, we need to see each item is supported)
• Upload  supporting information including a “quote” for each of the goods or service  (screen shots must show complete details of expenditure item, amount, gst, provider name and ABN)
• In “Final comments” please add “Carer reimbursement requiring pre-approval” and add any timelines and reasons why a payment must be made urgently and not through the normal Flexible Funding process.

Once your application has been submitted, if pre-approval is granted:

• “Final comments” will note that pre-approval has been granted
• You will be asked to provide the invoices and evidence of payments made to complete the application.

In exceptionally urgent circumstances (eg emergency surgery or travel for the death of a birth parent) please contact us on 03 9020 1833 (option 1) to discuss with an Advisor and obtain pre-approval via email, which is then uploaded to the normal Flexible Funding application.

Frequently Asked Questions

Some common things we ask for more information about are:

Orthodontics

Please provide the treatment plan and a quote, details about whether or not you have private health insurance and how much will be covered by that (or details of your fund and consent for us to contact them) 

First Allied Health Treatment (occupational therapy, psychology, speech, basic dental)  

Please provide the treatment plan overiew, medicare statement showing that annual free sessions under a mental health plan (more information here) have been used (eg psychology (10 or 20 free sessions annually in a calendar year) or dental (free $1,026) under child dental benefits schedule (more information here)

Second Allied Health Treatment 

Please provide the progress report update and a quote, medicare statement if a new calendar year showing that annual free sessions under a mental health plan (more information here) have been used

Do you need a separate application for each child or for each item?

When submitting a flexi-funding application, you can submit applications collectively. That means you can submit one application for multiple items and for multiple children. You don't need a
separate application for each child.