Mini-Grants

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Purpose

PIC providers may apply to the Mental Health Trust Authorithy on behalf of enrolled children for additional fundin for items that will not be covered by Medicaid, Part C grant funding, or other funding sources. The MHTA receives $70,000-$90,000 dollars in requests from agencies per month and have about $30,000 to allocate. Therefore, MHTA will review requests in order of the following priority:

  1. Medical equipment and services
  2. Mental equipment and services
  3. Vision equipment and services
  4. Hearing equipment and services
  5. Physical, occupational or speech therapy equipment and services
  6. Home improvements or environmental modifications
Practice

PIC providers establish with the family their needs and concerns when applying for minigrant. If ordering man items, the provider will work with the family to prioritize the items requested in order from highest need to lowest need. $2500 is the maximum amount that that can be requested, and for items that are not included in thecategories above will be excluded from the award, and likely will be limited to $1250.

Providers should attempt all funding sources (Medicaid, insurance, parents) prior to applying for mini-grant funds.

The MHTA has requested that PIC consider carefully what items are requested in relationship to the categories list, prior to application. For example, specialty items such as a car seat that accommodates a disability, or a highchair that adjusts for a feeding need are likely to be awarded. Everyday items that do not fulfill a specific therapeutic need to increase child functioning. Additionally, they won't approve a trampoline, hoverboard, or everyday items such as a booster seat that any typical toddler might need or benefit from. Assure when requesting from this funding source that only specialty items for the child.

For OCS, please check in about funding that be available for a child through OCS—letter of denial from the OCS worker is helpful. This can be a copy of email that is included in the application.
 

PIC providers may withdraw the funding request after the award, if the amount awarded is insufficient.

Procedure
Providers:
  1. Add PIC provider name and client name to MHTA Mini-Grant Tracking here in Sharepoint to reserve a mini-grant spot
  2. Complete the Mini-grant Application at the MHTA website
    • Applications must be received by the close of business on the 15th of each month.
    • In the narrative state: the highest priority items, if the child will age out within a few months, consider items that go together as group (ie, iPad and apps), if time is limited equipment is needed to address developmental concerns immediately. Also in the narrative, add the following statement to allow for some flexibility with leftover funds: “With prices of goods changing daily, we also request that any funds left over due to a change in price be approved toward miscellaneous learning materials appropriate for this beneficiary (books, puzzles, etc.).”
  3. Complete this ordering and application worksheet to include item, shipping, website, and totals, shipping address and indicate the following
    • Ship to PIC, or to provider home, if preferred. Do not ship smaller items to families as they often get stolen from residential areas.
    • Very large or heavy items ship directly to families
    • Check shipping by completing order up to payment but DO NOT pay for item
    • Subscriptions and memberships can be requested--tell parents not to pay, as they cannot be reimbursed
  4. When the award is received:
    • Email award to Deputy Director or Executive director for signature.
    • Set an appointment with Julie when she is available Tu, We, Th. This is an FSC appointment for the provider—it will take an hour at least, and completing the worksheet is critical to expediting.
      • Prior to meeting with Julie--Provider confirms worksheet items, shipping, website and totals, or update items prior to meeting with Julie:
        • Reconfirm each item is available at the website.
        • For items that are not available: update with new items and check shipping through to payment page, but DO NOT PAY FOR ITEM.
        • Total must not be more than +/- $10 of the total of the award.
        • When confirmed, email list to Julie.
    • Attend appointment with Julie with worksheet, Julie will place order. If changes are needed, you update the worksheet as the order is placed.
Mini-grant Ordering--Julie will:
  1. Communicate with provider to set appointment to order items, request copy of worksheet and confirm that it was checked and updated prior to appointment.
  2. Order with providers: during order appointment any changes that are made to the order will be changed by the provider, including shipping and that order within +/- $10 of grant award.
  3. Remind providers that iPads are set up with the parents—they are hard to set up and if not set up with the parents, the app receipts may get hung up in process for weeks
  4. Handle payment for order.
  5. Collect and file receipts, provider work sheet and the signed mini-grant in SharePoint.
  6. Track order and shipment.
  7. Inform provider that order has arrived.
  8. Mark the file completed.
Finance Manager Process
  1. Sign the mini-grant, send out to Julie,  and the MH Trust, and provider.
  2. Confirm that money arrives in the account and inform Julie so that she can set appt with the provider.
  3. Send receipts from file in Sharepoint>Finance>Minigrants to Mental Health Trust.
  4. Confirm amounts spent and reconcile finances.