A client's Fee Assistance Application must be submitted to the facility manager, who assesses its completeness.
Fee Assistance Applications can be emailed to the facility email for submission.
If a client turns in an application while the facility manager is absent:
1. Staff puts the application in a sealed envelope and sets the envelope on the facility manager’s desk for review.
And
2. The bottom of the “Fee Assistance Program Information” sheet serves as a receipt for the applicant to show when, and where, they submitted their paperwork. A staff member signs the receipt with his/her name, the date, and the facility’s information then returns it to the client for their personal records.
- The application has not been approved or even formally received and they may receive a call or email requesting additional documents. Expect the process to take at least three weeks.
- Incomplete applications will not be reviewed, and there will be a processing delay if it is incomplete.
- The application must be verified as complete by the facility manager before any partial-payment registrations can be done.
- All information submitted will be kept in the strictest confidence.
You must update PARKS DIRECT to include notation on the Household that a Fee Assistance application is pending. Update the tickler code of the household. This can be done from several places.
1. Sign in to PARKS DIRECT, open Global Sales, and locate the client's household. Once you have it, highlight their household on the DataGrid, and select the Change Household button on the screen's bottom left. PARKS DIRECT will open the Household Update prompt.
2. Select the Misc Info tab on the prompt.
3. Update the Tickler Code box by typing in FEE. PARKS DIRECT will suggest the code when you start typing.
4. Select the Financial Info tab. Ensure the checkbox next to Require Full Payment is left unchecked, so the client may partially pay their balances.
5. Select Save on the Household Update prompt's bottom left to save your changes.
The facility manager’s first step is to quickly scan the application to determine if it has all of the required elements before giving it a full review.
Going through all four sections, confirm that each criterion is met:
Section 1:
- All required application fields are populated.
- All family members listed exist as family members on the main contact’s account and have proper age verification documented.
- Applicant has attached a photocopy of his/her current residency verification document.
- Applicant has provided one of the following options:
- An IRS Return Transcript for the allowable tax years (see Appendix D) that includes all family members, or:
- Two IRS Return Transcripts (if applicant and spouse did not file together) representing all family members, or:
- A Verification of Non-Filing for self and both a Verification of Non-Filing and a proof of relationship for all other family members not represented on a tax return transcript
Section 2: If “No” is checked, Supplement Form #2 is attached along with a supplemental document
Section 3: If “No” is checked, Supplement Form #3 is attached along with a supplemental document
Section 4: Certification is signed
The facility manager will do a more thorough review of the application later. However, if all of these conditions are met, the manager can notify the client via email or phone that the application is now pending and the tickler code has been updated for the household (see Update PARKS DIRECT for a pending application above).