Disbursement Step By Step

The trust program prefers to pay providers directly. This helps minimize the impact on the beneficiary's government benefits. The primary representative (PR) may:

1. Fill out a disbursement request form.
2. Print or scan the form.
3. Attach or scan bill or invoice to go with the form.
4. Send the form and paperwork to The Arc of Northern Virginia office.
   --Email the form and receipts todisbursements@thearcofnova.org.
   --Fax the form and receipts to (703) 208-0906
   --Mail or drop off the form and receipts. Our office is at 3060 Williams Drive, Suite 300, Fairfax, VA 22031

Staff at The Arc of Northern Virginia review the payment request. If anything is missing or not filled out right, the Account Manager will let you know.

Payment takes about two weeks.

Your primary representative (PR) can buy something for you and get paid back from the trust.  To do that, your PR will:

1. Buy or pay for something for you.
2. Save the receipt and any other paperwork needed to prove it was a valid expense.
3. Fill out a disbursement request form.
4. Print or scan the form.
5. Attach or scan receipts or other paperwork to go with the form.
6. Send the form and paperwork to The Arc of Northern Virginia office.
   --Email the form and receipts to disbursements@thearcofnova.org.
   --Fax the form and receipts to (703) 208-0906
   --Mail or drop off the form and receipts. Our office is at 3060 Williams Drive, Suite 300, Fairfax, VA 22031

Staff at The Arc of Northern Virginia review the payment request. If anything is missing or not filled out right, the Account Manager will let you know.

Payment takes about two weeks.

Do you have a bill that you need to pay periodically? This can include a phone bill, a dental bill, or even car insurance. To do so, the PR may:

1. Fill out a recurring disbursement request form. You just need to do this once.
2. Print or scan the form.
3. Attach or scan invoices/bills to go with the form.
4. Contact your vendor to change the billing address to The Arc of Northern Virginia. Keep your name on the bill.
5. Send the form and paperwork to The Arc of Northern Virginia office.
   --Email the form and receipts to disbursements@thearcofnova.org
   --Fax the form and receipts to (703) 208-0906
   --Mail or drop off the form and receipts. Our office is at 3060 Williams Drive, Suite 300, Fairfax, VA 22031

If anything is missing or not filled out right, the Account Manager will let you know.

The process of setting up recurring payments may take about two weeks. Sometimes, changing the billing address may take 1 billing cycle.

A credit card is handy for buying things online, making travel reservations, and taking care of emergency needs.

Here's how it works. The primary representative (PR) should:

1. Research the purchase to get information and total cost.
2. Fill out a disbursement request form. The payee is "Foundation of the Arc of Northern Virginia." The payee address is "3060 Williams Drive, Suite 300, Fairfax, VA 22031"  
3. Print or scan the form and attach invoices, estimates, or other paperwork showing information/cost.
4. Send the form and paperwork to The Arc of Northern Virginia office.
   --Email the form and receipts to disbursements@thearcofnova.org
   --Fax the form and receipts to (703) 208-0906
   --Mail or drop off the form and receipts. Our office is at 3060 Williams Drive, Suite 300, Fairfax, VA 22031
5. Staff at The Arc of Northern Virginia review the payment request. If anything is missing or not filled out right, the Account Manager will let you know.
6. The Trust Department will wait till the request is approved and the check is written.
7. When the Trust Department gets the check, the Account Manager will make the credit card purchase for you.

The process of requesting and making the credit card payment takes about two weeks.