Participant Forms

Commonly Used Forms

Expense report icon — **Expense Report**

PICS payroll icon — **Payroll Calendar**

Purchase request icon — **Purchase Request**

Authorization to release icon — **Release of Information (ROI)**

Timecards

Timecards are due bi-weekly and must be submitted promptly in compliance with the current payroll schedule and based on the approved support plan. Timecards are submitted through the portal or a manual timecard (PDF) can be submitted by mail, email or fax to PICS.

The portal is a quick and easy way to submit timecards, expenses and mileage, and to view your spending summary at your convenience.

Payroll Calendar

You can view our payroll calendar for:

Timecard due dates
Expense and mileage report due dates
Payroll periods
Holiday hours

For questions or more information regarding filling out a timecard, please contact us.

Expenses

Expenses are due on Tuesdays and paid out on Fridays. All expenses must be approved in the Participant's support plan before they can be reimbursed by PICS. Expenses are submitted through the portal or a manual expense report.

For expenses to be approved, receipts or invoices must be attached to portal entry or expense reports. A receipt or invoice must have:

Date of service or purchase that falls within the service participant’s service year as listed on the budget and the Service Agreement
Item purchased
Cost
Method of payment

PICS cannot accept receipts that show other government funds were used as payment, such as SNAP or WIC.

Submitting Expenses

Follow these guidelines for submitting expenses to PICS.

Purchase Request

If you would like PICS to make a purchase on your behalf of an approved expense in the support plan, you must fill out a PICS Purchase Request form and submit it to your Service Coordinator.

Mileage

Mileage is due by noon on Tuesday and paid out on Friday. PICS can only reimburse if approved in the support plan and only up to the amount allotted in the budget. Mileage is submitted through the portal or a manual mileage form. Mileage cannot be paid for transportation to school or work.

Mileage Policy

Mileage will be reimbursed only if approved in the support plan and only up to the amount allotted in the budget. Mileage cannot be paid for transportation to school or work. Mileage is reimbursed at the rate approved in the support plan, cost proposal or Personal Support Plan.

Timeline for Submitting Mileage and Expenses

All expenses must be submitted to PICS within 11 months of the date it occurred in order to be eligible for reimbursement.