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1. Discuss the request for child or animal care with the worker
A worker who did not pay for child or animal care before their workplace accident may be eligible to receive financial assistance to offset costs when they need to hire child or animal care due to their injury in the following circumstances: - Attending a WCB sponsored treatment or re-employment program.
- Recovering at home.
- In the hospital.
When the worker makes the request, ask questions to determine eligibility based on the reasons for the care and what their child or animal care circumstances were before and after the injury. Questions could include (but may not apply to every situation): - Was childcare or animal care provided before the accident? If so, who looked after the child(ren) or animals during the day, such as school, daycare or doggy daycare?
- How did the child(ren) or animal(s) get to and from their day activities, such as school or daycare?
- Where did the child(ren) stay until the parent(s) returned from work?
- How did the worker previously transport the child(ren) or animal(s) to the care facility or the person who came to the home?
- Is the worker able to walk their dog and/or bend down to scoop waste?
- Does the worker need help with irregular animal/pet care, such as bathing, grooming, etc.?
- Is the worker receiving a personal care allowance that can be used towards the cost?
- Is a family member reasonably able to care for the child or animal?
Establish who will provide the care and discuss the expected duration and cost. Confirm that the need is related to a workplace injury. Note: Financial assistance for child or animal care is not considered for virtual physiotherapy or a virtual return-to-work program. If the worker has requested assistance to pay for livestock care, in order to be eligible for the benefit, confirm the livestock is not part of the worker's business. For example, chickens, horses or cattle raised for personal and family use would be eligible. The WCB does not cover the cost of animals that are part of the worker's business as the cost of care for these animals is a business expense.
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Administrative tasks
Document the discussion in a file note claimant/contact.
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2. Determine whether the worker meets criteria and the cost is reasonable
The worker must meet one or more of the following criteria to be considered eligible to receive financial support for child or animal care: - The worker needs to leave home to attend a WCB sponsored treatment or re-employment program.
- The worker is recovering at home after their workplace accident or surgery and the medical reporting supports that they are not able to perform some aspect of care for their child(ren) or animal(s).
- The worker is in the hospital.
- Any other exceptional circumstances not listed here.
The average cost per hour/day for child or animal care depends on a number of factors including the worker's circumstances, type of care required and location. Ask questions to ensure the suggested cost is reasonable. Questions to consider: - Where does the worker live?
- How many children or animals require care?
- How many weeks of care is required?
Additional questions for childcare: - What type of care do the children receive (daycare, day home or private)?
- What ages are the children (rates differ for infant, toddler, preschool)?
- What level of care (part time, full time, overnight, before and after school) is needed?
Additional questions for animal care: - What type of care do the animals need (feeding, ensuring their wellbeing)?
- Do the animals require care full time, part time, daytime or overnight?
- Is the care provided by an individual or an agency?
Reasonable cost for childcare Based on information on childcare costs in Alberta: - For full-time care- $700 to $1000 per month per child is a reasonable amount to pay. If a worker is in a four week program and has two children, the cost could be around $1500 to $2000. If the program is extended to 6 weeks, that cost would go up to $2100 to $3000 for the program period.
- For part-time care - the hourly amount of $15.00 to $50.00 is a reasonable amount to pay depending on whether the childcare is private or agency.
Approve the request when the criteria are met and the proposed costs are reasonable. Requests for animal care costs may need to be sent to a supervisor for approval. Evaluate the expenses, reason(s) and worker's circumstances when they are claiming costs that are above average or what is considered reasonable. Reasonable cost for animal care An hourly amount of $15 to $50 is reasonable depending on whether care is provided by an individual or an agency. The estimated cost for full time care per animal is between $700 and $1000 per month (four weeks). When the worker has multiple animals, the cost may be up between $1500 and $2000 for the duration of a four-week program. When the program is extended to six weeks, costs can increase to between $2100 and $3000 for the program period.
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Administrative tasks
Send animal care requests for supervisor approval when: - The coverage extends beyond six months.
- The amount of coverage increases from occasional to more than three times per month.
- Cost for care exceeds $400 per month.
- An extension to the coverage period is requested.
If supervisor approval is required, send a file note (Entitlement Decision) documenting the reason for recommending the payment, the duration and the cost.
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3. Call the worker to discuss the decision
When the animal or child care is approved, advise them to complete any needed forms, confirm the agreed upon terms, including the cost and how long the benefit is approved for and document the conversation. When the request is not approved, clearly explain the reasons for the decision verbally and in writing. Address any questions or concerns the worker has. End this procedure.
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Administrative tasks
For childcare expenses advise the worker to complete the Childcare Invoice (C1441)The form captures all relevant details about childcare expenses in order to ensure proper payments are made to the right party. form. They can submit the form by mail, fax or emailing the Customer Contact Centre. Document the discussion (Entitlement Decision). Include the reason for approval, duration, amount, payee and whether the worker is required to submit a receipt. Go to Step 4 for more information on when a receipt is required. Complete the Claim Expenses line. Use EX19 for both animal and childcare reimbursement. Include the details in the Care Plan Update (CL041F) letter. When the request is denied, send a Claimant Custom (CL000A) letter.
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4. Action the payment once all information is on file
Childcare expense payments are issued by Medical Aid once the required form has been received from the worker. Payment is made to whomever is indicated on the form the worker submitted. If a receipt is not required for animal care, the decision maker can issue the payment for the approved period. When animal care is not provided by an agency, payment can be made directly to the private provider and the amounts that display on the Payment Request screen are examples and can be overwritten. When a receipt is required, payment is issued once it is received. The worker must submit a receipt for animal care when: - The frequency is more than three times per month, which is considered regular care.
- The care extends beyond a six-month period.
- The total cost of care exceeds $400 in the month.
A receipt is not required for occasional care, which is fewer than three times per month. If the receipt is for more than the approved amount, call the worker to discuss the reason and determine if it is appropriate to issue payment for the entire amount.
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Administrative tasks
Once the Childcare Invoice (C1441) formThe form captures all relevant details about childcare expenses in order to ensure proper payments are made to the right party. is on file, a task is automatically sent to the medical aid team to make the payment or reimburse the worker for the cost of childcare.
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5. Review requests for an extension
Review all requests to extend child or animal care coverage beyond the initially approved period. Consider the circumstances when determining if the extension is reasonable. For example, a reasonable extension would be if the worker required child or animal care three times per week for six weeks while attending treatment or a return-to-work program, and the length of treatment or program has been extended. When an extension is reasonable, document the decision and forward the request for supervisor approval. Note: Supervisor approval is required each time the period of child or animal care is extended, and/or when occasional coverage becomes more regular, the period is beyond six months and/or costs exceed $400 per month. Call the worker to share the decision and confirm the agreed upon terms, including the cost and how long the benefit is approved for. Repeat this step until the child or animal care is no longer required or the extension is not approved. If the extension is not approved, contact the worker and share the decision, clearly explaining the rationale. Document the decision and send a letter outlining the conversation.
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Administrative tasks
When approved, send a file note (Entitlement Decision) to the supervisor documenting the reason for the extension, the additional period required, and the cost. Document the discussion in a file note (Claim Expenses, Childcare) and include the decision in the next Care Plan Update (CL041F) letter. When the request for an extension is denied, send a custom letter (CL000A) outlining the rationale for denying the extension.
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