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In A Fog ?

We all experience this at times in our lives.  For that reason our Conference provides this counseling resource

Qualification              Eligibility            Limits of Funds

Reimbursement Request         Applicaton      How to Submit a Claim     

COUNSELING FUND REIMBURSEMENT GUIDELINES

PURPOSE:

WNY BOM is pleased to be able to make supplementary counseling assistance available to the clergy and clergy families of our Annual Conference. Professional counseling can be a valuable source of support and growth for many persons. Such counseling may be short-term or long-term, for personal or professional issues, for times of crisis or for ongoing concerns.

Since the Counseling Fund has a finite amount of dollars, and since requests for counseling assistance increase every year, BOM has had to establish policies to allocate limited resources in a just and accountable manner. It should be understood that the Counseling Fund is intended for those situations that are not covered by the clergy's health insurance. Clergy must first consult their health care representative to determine for certain that they are not covered. Though neither the reason or purpose for counseling need be revealed by clergy in their application for Counseling Fund reimbursement, they will be asked to confirm that their situation is not covered by health insurance.

The BOM Counseling Fund takes no responsibility for the inception, conduct, or outcome of counseling relationships.

1. Counseling situations not covered by the clergy or spouse's health insurance. The Counseling Fund Officer reserves the right to request documentation of denial of coverage from the relevant health care officer.

2. Counseling must be secured through agencies or individuals who are registered, licensed, certified, or qualified by a state government or professional association. This certification must be on file with the Counseling Officer before funds will be disbursed. Note: the Counseling Officer does not make referrals or recommendations of counselors. Please consult your District Superintendent or Health Care Provider.

1. The Counseling Fund is available to clergy, spouses, and their dependents, as defined by the Internal Revenue Service. "Clergy" is defined to include all full, probationary, and associate members of the WNY annual conference under appointment, plus local and student pastors who are serving at least half-time. Clergy on leave of absence are not eligible unless the counseling has been mandated by BOM or the Cabinet, or application has been made to the Division of Conference Relations, through the Counseling Officer.

 

1. Overlapping Coverage - If reimbursement is received from any other agency or policy, no Counseling Fund reimbursement is available.

2. Reimbursement Limit - Reimbursement of counseling fees will be at the flat rate of $50 per hour, or the actual fee, whichever is less. Total yearly reimbursement will be no more than $750.00

Application for additional reimbursement must be made through the Counseling Officer to the Division of Conference Relations, and will require justification of both monetary and counseling need.

3. Term Limit - Clergy must reapply at the first of each year, even if authorization has been given previously. Reimbursement is limited to two years per counseling situation/arrangement.

Requests For reimbursement of counseling situations beyond two years must be made through the counseling Officer to the Division of Conference Relations, and will require justification of both monetary and counseling need.

4. Counseling situation limit - A counseling "situation" is defined as a distinct counseling relationship or arrangement. An individual or family group may qualify for counseling fund reimbursement for more than one counseling situation a year, so long as they are for distinctly separate purposes. Reimbursement limits and term limits apply to counseling situations, not individuals or families. However, no more than two counseling situations per clergy/family will be covered a year. Requests for additional coverage must be made through the Counseling Officer, to the Division of Conference Relations, and will require justification of both monetary and counseling need.

1. Applications and information regarding counseling situations and Counseling Fund reimbursement are held in the strictest confidence. Only the Counseling Fund Officer is privy to Counseling Fund files. They may not be used by BOM, the Cabinet, or any other group or agency. Information regarding counseling relationships may not be shared without the express, written consent of the clergy involved, even when the counseling is mandated.

2. Billing and Reimbursement is conducted in a manner intended to balance the needs of confidentiality with those of oversight and accountability.

Clergy have one option for payment:

Option One: Payment may be made directly to the clergy person. Once authorization has been made by the Counseling Officer, bills and receipts may be submitted monthly to the Conference Center, marked CONFIDENTIAL and addressed to Accounts Payable Clerk. Checks will be issued to the clergy person with a code that cannot be identified as Counseling Fund reimbursement. This is the method of payment now in effect by BOM. The reason is that counselors have frequently over billed or incorrectly billed the Counseling Fund, and we have no practical way of checking their dates/figures. Confidentiality will still be maintained. Accounts Payable Clerk would play a similar role to that of a minister or counselor's secretary, and be an extension of that confidentiality. Another advantage of this method is that direct payment by the counselee often results in lower charges by the counselor.

Please note: It is the responsibility of the clergy person to keep track of reimbursement and approaching limits. BOM does not take responsibility for bills that exceed our reimbursement limit.

HOW TO SUBMIT A REQUEST:  Online Form

You must submit a request for approval before you can request reimbursement

1. All applications must be made to the BOM Counseling Officer. Do not send requests to the Conference Center, the BOM President, District Superintendents, or any other officer. The current Counseling Fund Officer is:

Rev. James Stevens 

61 Park Ave

Dansville NY 14437

Office Phone: (585) 335-5354

E-Mail: revstevens@netzero.net

1. Make a copy of your receipt or bill from your provider. Please make sure that it includes your name,

date(s) of service and the amount billed/paid. Your social security number on this COPY is also

requested. Please do this at least MONTHLY.

2. Mail your copy(s) to:

Accounts Payable

Western New York Conference Center, UMC

131 John Muir Drive

W. Amherst, NY 14228-1147

MARK THIS ENVELOPE CONFIDENTIAL

We will draw upon the counseling funds at monthly intervals. Please send in your copies and request for reimbursements in a timely fashion so you will receive payment in a timely manner.

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