Your Family Support plan is based on a Fiscal Year, not a calendar year. Our Fiscal Year begins July 1^st and ends June 30^th. However, all receipts, estimates, and invoices/timesheets must be in by June 1, 2027

• What the program will/will not pay for
• Statement of Understanding for your records
• Reimbursement dates
• Grievance and Appeals
• Vendor resource
• Medical Mileage Form (Online)
• In-Home Service Form (Online)
• Information Update Form (Online)

What Family Support Will Pay For

Category	Covered Items
Health Related (amount not covered by insurance)	Co-pays, therapy, glasses, dentistry Prescription (pharmacy printout only) & over-the-counter medication Medical supplies (gauze, etc.)
Specialized Equipment & Maintenance (amount not covered by insurance)	Wheelchairs, canes, crutches Scooters and orthotic braces Personal emergency response systems and monitoring Hearing aids and batteries
Nutrition, Clothing & Supplies	Diapers and briefs Blood pressure cuffs Doctor-ordered specialized diets & nutritional supplements Orthopedic shoes, orthotics, compression stockings
Care Services (Use In-Home Service Form)	Daycare and adult daycare Before and after school care In-home respite care Homemaker services Personal assistant and nursing care
Recreation & Education	Sports camps, leagues, uniforms, equipment, Gym memberships Music lessons Tutoring, educational costs, and Homeschool Tuition Computers, iPads, printers, and learning software
Transportation & Vehicle Support (Use Transportation Form)	Car repairs & maintenance Vehicle registration Taxi/rideshare programs and Wego tickets Medical mileage reimbursement Vehicle modifications such as wheelchair lifts
Home & Living Support	Home modifications (ramps, widened doors, accessible sinks/bathrooms) Utility payments for medically necessary equipment only
Other Approved Services	Attorney fees for conservatorship and special needs trust costs Service animal training and veterinary bills Marriage counseling, family therapy, and individual counseling

• Rent, mortgage, or standard utilities
• Cable and internet
• Medical insurance
• Food from grocery stores (unless doctor ordered)
• Restaurant food
• Money orders, tips, gratuity, or donations
• Loan repayments
• Property taxes
• School uniforms, supplies, or clothing
• Receipts without company information or dates
• Lay-away purchases
• Homeowner or life insurance
• Cell phones and phone bills
• Gas, car insurance, and car payments
• Rental items or rental cars
• Respite care from someone living in the home
• Furniture unless medically necessary
• Appliances
• Emotional support animal training/vet care
• Child support
• Gaming systems
• HVAC units or repairs
• Airline tickets or amusement/theme park tickets

• Receipts, invoices, and estimates for services must be turned in by June 1, 2027. We encourage you to submit receipts throughout the fiscal year. After June 1, 2027, funds are allocated to families in need.

• Maximum amount per invoice for in-home service form/timesheet is $500.00 a month. Please do not rush when completing the invoice/timesheets. Ensure all sections are thoroughly completed, particularly the provider's city, state and zip code as well as if we are reimbursing you or paying the provider. We do not want to make any assumptions as to who to pay or if it is a reimbursement. If you have not paid the provider for the service, you cannot request to be reimbursed. The State of TN considers that fraud. You can only be reimbursed if you paid the provider. If you owe the provider and we must pay them, their information and full address needs to go in the “Make Check Payable” section.

• If you or the provider lives in an apartment or duplex, make sure we have the apartment number or unit number /letter. Mail is being returned to our office because we do not have the full address.

• Home modification and car repair/maintenance work must be completed by a licensed business or contractor to receive reimbursement or vendor payments. You must also submit proof of payment.

• To be reimbursed for medications, a printout of out-of-pocket costs must be obtained from the pharmacy. The receipt stapled to the bag is not acceptable.

• It is the responsibility of the participant/guardian to immediately update our agency with any banking account or address changes. You must submit a new voided check or letter from financial institution with new account and routing numbers. We are unable to accept handwritten or typed account/routing numbers sent via email or mail. There is a change of information form on our website, and it must be completed.

• If you send anything to fsreceipts@arcdc.org , please check your email and spam first before emailing or calling us to see if we received it or contacting an outside agency that does not have access to our files/emails. We do miss a few here and there but for the most part we respond with “received”. If you do not get a response within 24 hours, please email the fsreceipts@arcdc.org again.

• If you are submitting receipts for specialized nutritional needs or medical supplies that can be bought over the counter, please pay for them separately and submit the receipt only for those items.

• For medical bill reimbursement and car repairs/maintenance, you MUST submit the actual bill and proof of payment in order to be reimbursed (cancelled check, payment confirmation, printed receipt). If you submit an invoice from a company or medical bill WITHOUT the proof of payment , we will pay the vendor.

➤ Methods to submit receipts, estimates, and invoices/timesheets:

Fax 615-627-1405

Mail to office address - caution may
experience Post Office delay

Email to FSreceipts@arcdc.org
Subject line: Receipts for
DO NOT email receipts, estimates, and
invoices/timesheets to our work emails

Drop off to Family
Support office staff

Place in after-hour drop box located
outside our office door

➤ If you have not used at least 75% of your Family Support funds by March 1, 2027, you will be at risk
of receiving a partial allocation or not receiving a Family Support plan at all for the 2027-2028 fiscal
year. If you are holding off for a late purchase or camp, please contact us by March 1, 2027.

➤ Families, please understand that some requests require additional approval and thus additional waiting
time before we can get back to you with a response. We understand this may be an inconvenience
however we have to ensure all procedures are abided by. We ask that you be respectful when
conversing with the Family Support staff. If you choose not to be respectful, we will terminate the
conversation immediately.

➤ We will make every attempt to verify all submitted receipts/invoices and any supporting
documentation. Submitting false/fraudulent receipts is grounds for termination of Family Support.

➤ In the event of death, please notify Family Support as soon as possible. Any remaining funds may be
used to pay for funeral/cremation services paid directly to the funeral home/crematorium.
There will be no exceptions regarding this form.

The Arc Davidson County & Greater Nashville Family Support
2026/2027 Reimbursement Dates

Your Family Support plan is based on a Fiscal Year, not a calendar year. Our Fiscal Year
begins July 1^st and ends June 30^th.

Reimbursement dates will be on the 15^th of each month. If the 15^th falls on the weekend the reimbursement date will be on Friday:

*No reimbursements/payments in July 2026*

Friday, August 14, 2026

Tuesday, September 15, 2026

Thursday, October 15, 2026

Friday, November 13, 2026

Tuesday, December 15, 2026

Friday, January 15, 2027

Friday, February 12, 2027

Monday, March 15, 2027

Thursday, April 15, 2027

Friday, May 14, 2027

Tuesday, June 15, 2027

• All receipts, invoices/timesheets, and estimates are due on/by the 1^st of each month if you want to be reimbursed on the 15^th of that month, otherwise it will be reimbursed the following month.
• If you have not used at least 75% of your Family Support funds by March 1, 2027, you will be at risk of receiving a partial allocation or not receiving a Family Support plan at all for the 2026-2027 fiscal year. If you are holding off for a late purchase or camp, please contact us by March 1, 2027.
• June 1, 2027 is the deadline for all submission of receipts, invoices, and estimates. If you have late fiscal year spending, please notify our office.
• All needed forms can be found on our website at www.arcdcdc.org/familysupport

AND FRAUD, WASTE AND ABUSE POLICY

The following procedure shall be followed should a family become dissatisfied or have a dispute pertaining to program operations, staff, services provided, or decisions made. Every effort shall be made to settle the issue as quickly as possible and as close to the source as possible.

The complaint shall first be brought to the attention of the Family Support Coordinator at [insert agency name and contact information] The coordinator will attempt to remedy the situation to the satisfaction of all parties.

If attempts at resolution are unsuccessful at the agency level, the following procedure shall be followed to resolve any complaint or grievance regarding Family Support services:

1. Local Council Review - The family shall contact the DIDD Regional Office Family Support staff in writing or by phone.

Tammie Browning
275 Stewarts Ferry Pike
Nashville, TN 37214
615-231-5057

This notification shall occur within thirty (30) days of the aggrieved occurrence. The Regional Office shall forward the source of complaint in writing to the Local Council for resolution. The Local Council shall meet with the agency and family separately to discuss the grievance and for supporting documentation to be reviewed. It is the family's choice to attend the meeting in person, attend the meeting with an advocate, send an advocate to the meeting on their behalf, or rely upon written documentation of the complaint to be presented at the meeting. This meeting shall occur no later than thirty (30) calendar days following the receipt of the written grievance. Within ten (10) calendar days following the meeting, the Local Council shall compile a meeting summary and submit it to the DIDD Regional Office and Family Support staff, as well as notify the family of its decision in writing.

2. District Council Review - If the family is not satisfied with the Local Council decision, the family shall contact the DIDD Regional Office Family Support staff [insert Regional Office contact information]) in writing or by phone within ten (10) calendar days following receipt of the notification from the Local Council. The Regional Office shall forward the complaint in writing to the District Council for resolution. The District Council shall meet with the agency and the family separately to discuss the grievance and review any supporting documentation provided. It is the family's choice to attend the meeting in person, attend the meeting with an advocate, send an advocate to the meeting on their behalf, or rely on written documentation of the complaint to be presented at the meeting. This meeting shall occur no later than thirty (30) calendar days following the receipt of the written grievance. Within ten (10) calendar days following the meeting, the District Council shall compile a meeting summary and submit it to the DIDD Regional Office and Family Support staff, as well as notify the family of its decision in writing.

December 2018

Department of
Intellectual &
Developmental Disabilities

Family Support
Program

3. State Council Review - If the family is not satisfied with the District Council decision the family shall
contact the DIDD Regional Office Family Support staff [insert Regional Office contact information] in
writing or by phone within ten (10) calendar days upon notification from the District Council. The Regional
Office staff shall forward the source of complaint in writing to the chairperson of the Family Support State
Council and to the State Coordinator of the Family Support Program. All parties involved will present the
complaint or grievance before the Family Support State Council. It is the family's choice to attend the
meeting in person, attend the meeting with an advocate, send an advocate to the meeting on their behalf, or
rely on written documentation of the complaint to be presented at the meeting. This meeting shall occur at
the next scheduled meeting for the Family Support State Council. The Regional Office staff shall help the
family compile a written form of findings for the Family Support State Council meeting. The State Council
shall notify the family of its decision in writing within ten (10) calendar days following the meeting. The
decision of the Family Support State Council shall be final.

The Family Support Program and its staff, provider agencies and volunteers shall comply with DIDD Policy
70.2.1 related to preventing, detecting, and reporting fraud, waste and abuse of government funding.
Individuals enrolled in the Family Support Program (and/or his/her guardian/conservator) shall comply
with DIDD Policy 70.2.1, as applicable. See appendix (new appendix # with policy).

It is expected that the provider agency, volunteers, service providers and the individual enrolled in the
Family Support Program (or his/her guardian/conservator) shall cooperate with investigative matters.
Failure to cooperate could result in denial of a claim, termination of the Family Support contract,
disenrollment from the program and/or a criminal investigation. Disenrollment from the program would
prevent reapplication in subsequent years.

By signing and dating this form, I, the person supported or legal representative, understand that I must
abide by the procedures stated above and as applicable, incorporated in the Family Support Guidelines.
Furthermore, I understand that providing invalid, inaccurate, or incomplete information may be considered
as fraud, waste or abuse and may result in denial of a claim, disenrollment from the program and/or
criminal investigation. Disenrollment from the program would prevent reapplication in subsequent years.

A full copy of the Family Support Guidelines can be located at:
https://www.tn.gov/content/dam/tn/didd/documents/consumers/family-
support/Family_Support_Program_-_Guidelines.pdf

Note: A hard copy may be requested from the agency
***A signed acknowledgement form must be maintained in the file***

December 2018

• Incontinence Product Consultation
• Bulk Quotes and Pricing
• Delivery Options and Set-Up
• Sample Selection
• Ordering and Specialized Reports

Stephanie Stokes

Office: 877-516-4582 EXT 119
EMAIL: sstokesechoosepmf.com

"The best part of my job would have to be
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