Passport Funding Just Changed: The New 12-Month Claim Deadline Every Durham Family Needs to Know Before March 2027
A Durham family receives a Passport funding statement and realizes several months of receipts are still sitting in a drawer.
There are invoices for support worker hours, community activities, and transportation. Some expenses date back to 2024. Others were received early in 2026. The family intended to submit everything, but caregiving demands, work, school appointments, and confusing paperwork kept pushing the task back.
Under Ontario’s new Passport claim rules, waiting too long can now mean losing reimbursement for eligible expenses.
If you have eligible Passport expenses received on or before March 31, 2026, you must submit those claims by March 31, 2027. After that date, those older expenses will not be reimbursed.
A new annual deadline also applies to expenses received on or after April 1, 2026. Understanding the distinction now can help families protect their funding and avoid a last-minute administrative crisis.
The new Passport funding deadlines at a glance
Ontario’s Passport program operates on a fiscal year from April 1 to March 31.
There are two important rules:
Expense or service date | Claim deadline |
On or before March 31, 2026 | March 31, 2027 |
April 1, 2026 to March 31, 2027 | March 31, 2028 |
April 1, 2027 to March 31, 2028 | March 31, 2029 |
The new 12-month deadline applies each year after the end of the relevant fiscal year.
For example, if your family receives an eligible service on April 5, 2026, that expense falls within the 2026–2027 fiscal year. The claim must be submitted by March 31, 2028.
However, if the service was received on March 20, 2026, it falls under the transition rule. The final deadline is March 31, 2027.
The date the service or product was received matters. For certain purchases, the date delivered: not simply the date ordered: may determine which fiscal year applies. Activities such as camps may also be connected to the fiscal year in which the activity takes place.
Families should review the official Ontario Passport program information and the program’s Filing Claims guidance when checking specific expenses.
Why families are at risk of falling behind
Passport funding is a reimbursement program. Families or designated fund managers generally pay for eligible services or products, collect the required documentation, and submit claims for reimbursement.
That structure creates an administrative burden that can be difficult to manage alongside ongoing caregiving.
Common reasons claims are delayed include:
Receipts are stored across email, paper folders, and mobile phones.
Invoices do not clearly identify the service date or type of support.
Mileage is recorded without complete destinations or activity details.
Families wait until the end of the year to submit multiple claims.
A change in support worker or service provider creates inconsistent paperwork.
The person managing the funds is also managing employment, appointments, school communication, and household responsibilities.
Families are unsure whether an expense is admissible under the guidelines for that specific year.
The new deadline does not eliminate the need to meet Passport eligibility and documentation requirements. A claim must still relate to an admissible expense, fit within the available budget for the applicable year, and include the required supporting information.
A deadline review is therefore not just a matter of finding old receipts. It is a file-cleanup process.
What Durham families should do before March 31, 2027
1. Create a complete expense inventory
Start with a simple list of every Passport-funded service or product received on or before March 31, 2026.
Include:
Date the service or product was received
Name of the provider
Type of expense
Amount paid
Fiscal year
Receipt or invoice status
Claim submission status
Do not rely on memory. Review bank statements, email attachments, provider invoices, mileage records, and appointment calendars.
If you have recurring disability support services, review each month separately. A weekly support invoice may represent multiple service dates, and missing one invoice can create a gap in your records.
2. Separate respite care from disability support
Families often use Passport funding for more than one type of support, but the purpose of the service should remain clear.
Respite care provides temporary relief for a caregiver. It gives the caregiver time to rest, attend appointments, run errands, or manage other responsibilities while the individual remains supported.
Disability support focuses on the individual’s independence, participation, and development. It may include community participation, life skills, routines, daily living support, or individualized assistance.
These are related but different supports. A clear invoice should accurately describe what was provided rather than using vague terms such as “help” or “care.”
Relieve-Me Home Support Services provides both caregiver respite support and developmental disability support, with the service purpose documented according to the family’s support plan.
3. Check the rules for the year of the expense
Passport guidelines and admissible expense categories can change over time. An item or service that was eligible in one fiscal year may not have been eligible in an earlier year.
Before submitting older expenses, confirm:
The expense was admissible under the guidelines for that year.
The service or product was actually received during the claimed period.
There was enough Passport funding remaining in that fiscal-year budget.
The receipt or proof of purchase is available.
Any required support worker or provider information is included.
The Passport Program Filing Claims page provides year-specific guidance and links to current forms.
4. Make mileage records specific
Mileage claims require more than a general note that a person participated in the community.
A useful mileage record should identify:
The date of travel
The specific purpose of the activity
The full destination or recognized location
The starting point
The number of kilometres
Whether the distance is one-way or a return trip
The applicable rate
The total amount
For example, “YMCA art class” is more specific than “community activity.” A recognized destination or full address is more useful than simply writing “Oshawa” or “Durham.”
The mileage log should also match the Purchase of Service invoice. The program’s mileage templates and filing instructions explain the required details.
5. Submit claims regularly instead of waiting
Once older expenses have been identified, submit complete claims as soon as possible.
Families who self-administer can use electronic submission options such as:
Electronic submission can make it easier to track claim history and identify missing information. Manual submission by email, fax, or mail may also be available through the local Passport agency.
For Durham Region, the Ontario government identifies Canopy Support Services as the local Passport agency. Families should contact their agency directly when they need clarification about eligibility, forms, or submission status.
How a registered broker can reduce the administrative load
A family does not have to manage every Passport administration task alone.
Relieve-Me Home Support Services is a registered Passport Funding broker. Depending on the family’s arrangement and service needs, administrative support may include:
Reviewing service records and invoices
Organizing documentation by fiscal year
Helping identify missing receipts or information
Supporting a clear plan for recurring services
Coordinating eligible support services
Submitting claims or billing Passport directly where permitted
Tracking the use of allocated funding
Helping families distinguish caregiver respite from independence-focused disability support
This does not replace the family’s responsibility to follow Passport rules, and it does not guarantee that every expense will be approved. The purpose of administrative support is to reduce avoidable errors and make it less likely that eligible services are overlooked.
For families already using weekly or biweekly support, organized administration is especially important. Recurring services generate repeated invoices, service dates, and documentation. A consistent process can prevent paperwork from accumulating until the deadline is close.
The goal is not to spend funding simply to use it. The goal is to create a support plan that reflects the individual’s needs and goals, while maintaining accurate records throughout the year.
What organizations should learn from the deadline change
The new claim window also creates an operational issue for service providers, agencies, and community organizations.
Organizations serving Passport-funded clients should have a clear process for:
Recording the actual service date
Issuing accurate invoices
Describing respite and disability support separately
Maintaining support worker documentation
Providing receipts promptly
Responding to missing-information requests
Helping families understand recurring billing and claim timelines
When documentation is inconsistent, the administrative burden shifts back to caregivers. That can contribute to delayed reimbursement, interrupted services, and greater caregiver stress.
Training can help staff understand how their documentation affects the client’s ability to access funding. A half-day or full-day session can be designed around invoice accuracy, support descriptions, mileage records, family communication, and practical Passport navigation.
Relieve-Me Home Support Services can also help organizations examine where their current process is creating preventable delays. This is particularly relevant for agencies with staff training gaps, schools coordinating community supports, and organizations supporting adults with developmental disabilities.
A practical deadline plan
Use the following schedule:
Now through fall 2026
Gather all expenses received on or before March 31, 2026.
Request missing invoices and receipts.
Separate expenses by fiscal year.
Review mileage records.
Confirm which claims have already been submitted.
Winter 2026–2027
Verify admissibility under the relevant year’s guidelines.
Correct incomplete forms.
Submit older claims rather than waiting until March.
Ask your Passport agency or broker about unclear items.
Before March 31, 2027
Submit every complete eligible claim for expenses received on or before March 31, 2026.
Save confirmation numbers, copies, and submission records.
Review any rejected or returned claims immediately.
After March 31, 2027
Track expenses by the April 1–March 31 fiscal year.
Submit claims regularly.
Set a recurring monthly administration date.
Keep current records for services, receipts, mileage, and budgets.
Protect your funding before the transition deadline
The March 31, 2027 deadline is not a suggestion or a planning target. Eligible expenses received on or before March 31, 2026 that are submitted after that date will not be reimbursed.
If your family has fallen behind, the most useful first step is to build a complete expense inventory and identify what documentation is missing. If the process feels too difficult to manage alongside caregiving, a registered Passport Funding broker can help organize the administrative work and coordinate appropriate services.
For help exploring Passport funding navigation and disability support services in Durham Region, contact Relieve-Me Home Support Services. We support families with practical planning for respite care, community participation, life skills, and ongoing individualized disability support.
Organizations can explore workshop options with our training team. Workshops are available for schools, agencies, and community organizations.
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