Keep up with the Passport program
Sign up for emails from Passport Program to get interesting news, insights and updates.
Sign up for emails from Passport Program to get interesting news, insights and updates.
Passport recipients who self-administer their funding have two electronic options to submit claims that made the process simple and easy to manage.
If you are unable to submit claims electronically, you can complete your Purchase of Service (POS) Invoice Form, provided by your local Passport agency, and submit it by email, fax, or mail. To avoid delays in reimbursement, make sure the POS Invoice Form is thoroughly and accurately completed and all supporting documentation is submitted with your completed form.
For support with manual claims submissions, contact your local Passport agency.
What to include in a mileage log
Ensure the mileage log is legible and of clear image quality.
All mileage logs must meet the following minimum requirements:
Date of travel: Enter the date in the format DD/MM/YYYY for each trip
Purpose of Travel: Be clear and specific about the activity you participated in.
Destination (To/From): Provide a full address or the full name of the location
Distance (kms): Enter the total number of kilometres traveled
Rate: Specify the rate type, which can be a flat rate or per-kilometre rate
Total Amount: Make sure the total matches the amount you claimed on page 2 of the Purchase of Service (POS) Invoice Form
How to complete the Mileage Claim Form
Client Code: Enter the Passport program client code for the recipient making the Mileage claim
Period: Specify the time period that the log covers, e.g. October 1, 2025 to October 31, 2025
Provider Name: Enter the full name of the person (driver) who incurred the mileage expense.
Client Relationship: Select the appropriate relationship with the client from the dropdown menu: Client/Self, PMF, Primary Caregiver, Registered SW, Agency, TPR, or Other (please specify).
Start/End Dates: Use the date format MM/DD/YYYY.
📝 Note: Be sure to include the full year (YYYY) in the log.
Purpose of Travel: Provide the specific reason for the travel or trip (e.g., Visit Royal Ontario Museum, Attend Seminar).
⚠️ Avoid general terms such as “leisure” or “community participation.”
From/To: Enter the complete address (street number, name, and city) or the recognized location name (e.g., Royal Ontario Museum, Algonquin Provincial Park).
Distance (kms): Enter the total number of kilometres travelled.
⚠️ Remember to multiply return trip kilometres by 2 and indicate that it’s a return trip by writing “RTN” after the “To” address —📍see FAQs and Helpful Tips for how to enter a return trip.
Rate: Specify the rate type, which can be a flat rate or per kilometre rate.
🧾Note: For a flat rate, enter the total amount in the “Flat Rate” column and complete the “Distance (kms)” field.
When I fill out the Mileage section of the Purchase of Service (POS) Invoice Form, do I still need to complete a Mileage Log?
Yes, it’s a good idea to fill out the Mileage Log and either submit it with your Passport claim or keep it handy in case it’s requested later. The Mileage Log provides additional details about your travel that are not included in the POS Form. Verify that the dates and totals match between the mileage log and POS Invoice Form (page 2).
Can I skip the Mileage section of the Purchase of Service (POS) Invoice Form and just submit a Mileage Log?
No. The mileage log supplements—but does not replace—the requirement to submit a completed and signed Purchase of Service Invoice Form (POS).
📍How do I enter a return trip?
If your travel is a return trip – for example, you went from your home address to swimming at the community centre and back home again after swimming – there are two ways to show this in the log:
Option 1: You can indicate this by writing “RTN” after the address in the “To” column and doubling (x2) the one-way kilometres in the Distance column (see example below).
Example:
Option 2: Alternatively, you can enter a return trip on separate lines showing your drive to and from swimming as separate trips (see example below).
Example:
📍What if I make multiple stops on my trip?
Do not enter multiple trips as one entry. For example, if you went swimming and left from swimming to go to the movies before returning home, you must enter your trip to swimming as one entry, then your trip to the movies as another entry, and your trip back home as a third entry. See example below.
Example:
Note: Check the Passport guidelines (page 14-15) for information on travel mileage that is not allowed, such as trips to the bank, grocery store, medical appointments, etc.
What if I don’t know the address of the place I went to?
Mileage claims need a full address (street number and name, city) or a known location (e.g. Art Gallery of Ontario) that can be verified.
What do I write for purpose of travel or activity descriptions?
Write the specific reason for your trip (example, visit Royal Ontario Museum, attend seminar, went bowling).
⚠️ Avoid general terms such as “leisure” or “community participation.”
The Passport program now has a deadline for sending in your claims to get money back (reimbursement) for eligible expenses.
New claim deadlines starting March 31, 2027
Starting March 31, 2027, you’ll have 12 months after the end of each fiscal year (which ends every March 31) to send in your eligible claims.
This new rule applies to anything you buy on or after April 1, 2026.
Example
If you buy something between April 1, 2026 and March 31, 2027, you’ll need to send in your claim by March 31, 2028. If you send it in after that date, it won’t be reimbursed.
This deadline will apply every year moving forward.
If you have eligible expenses that happen on or before March 31, 2026, you must send in your claims by March 31, 2027. After that, expenses that happened on or before March 31, 2026 will not be reimbursed.
Make sure your expense follows the Passport rules from the year you made the purchase and that you have enough money in your budget from that year to cover the expense.
For example, if you bought a laptop in 2019, you can’t get money back because laptops only became eligible starting April 1, 2020.
Check the rules for each year.
Use the links below to see what was eligible in different years.
You can find all Passport guidelines here: https://www.ontario.ca/page/passport-program-guidelines
Expenses prior to September 1, 2021
Temporary Admissible Expenses from April 1, 2020 to March 31, 2023
Key Admissibility Changes
Expenses from September 1, 2021 to March 31, 2022
Expenses from April 1, 2022 to March 31, 2023
Expenses April 1, 2023 and later
Key Admissibility Changes
If your expenses are from April 1, 2020 to March 31, 2023, they may be eligible under the temporary expanded rules, which will be used when reviewing your claim.
More info: Temporary Expanded Guidelines
Some items and categories have limits. Check the guidelines to learn more about category limits in each fiscal year.
To learn more, read this tip sheet: Passport Program Tip Sheet—April 2023
Helpful Reminder
Try not to save up your receipts. It’s best to send in claims as you spend the money.
Need help? Contact your local Passport agency.
PassportONE is an administrative body that processes all invoices and receipts so that recipients can be reimbursed for their expenses. Any questions are to be directed to your local Passport agency.
How long does it take to get reimbursed? Will I get a notification?
Claims are processed as they are received. The length of time an invoice takes to be processed and reimbursed depends on a few factors, including:
To avoid reimbursement delays, please ensure that claim forms are properly completed and supporting documents, such as the Support Worker Information Forms or receipts, are included in the submission as needed. You can watch this video to learn more about how to fill out the claim form.
Also, You can be notified of direct deposit by selecting text, phone message, or email on the Payee form. Your local Passport agency can help you with this.
Submitting claims electronically through MyDirectPlan or eCLAIM can help you get paid faster: Filing Claims (passportfunding.ca).
Recipients are strongly encouraged to submit claims on a regular basis to avoid processing delays as processing times at fiscal year end are longer due to the volume of claims received.
You can submit your claims through eClaim, MDP, emailing, faxing or mailing. Processing and reimbursement may be faster if you use eClaim or MDP, provided that you submit all of the required documentation.
Visit our Filing Claims page to learn more.
Are there programs that can pay for services upfront for clients who cannot wait for reimbursement?
There are Transfer Payment Agencies (TPA), Service Agencies and Brokers that pay for services and bill directly to Passport. Speak to your Passport Coordinator about what is best for you and your situation.
No, you do not need to use a TPA, Service Agency or Broker. The client, caregiver or other designated person known as “Person Managing Funds” can self-administer the funding.
What is the difference between a TPA and a broker?
A TPA or Service Agency is an agency that administers funds on behalf of a Passport recipient. A Broker is a privately hired individual who is over the age of 18 and not the primary caregiver that manages funding.
How do you find a TPA agency or broker?
Contact your local Passport agency and they can provide you with this information as it varies region to region.
Who can be a broker? What is their role?
A Broker can be anyone over the age of 18 who is not the unpaid primary caregiver. They can support in the management of funds and submissions. Some brokers may support in arranging services and supports as well.
Can a TPA, Service Agency or Broker bill Passport directly?
Yes, TPAs, Service Agencies and Brokers can bill Passport directly.
If someone decides to self-administer or manage their own funding, where is the money deposited to?
The funds will be deposited into the bank account of the payee.
How much funding can be used for administration fees?
A Transfer Payment Agency, Service Agency or Broker administering funds on behalf of a recipient can claim up to 10% administration fee for each claim submitted.
I need more information about reimbursement. Who should I contact?
Contact your local Passport agency for more information on submitting invoices and processing payments.
Always use the most up to date invoice forms, regardless of which submission year the claim is for.
Your local Passport agency can provide the most current forms, or you can choose to submit your expenses electronically through eClaim or MyDirectPlan: Filing claims.
