General Information

Exciting News! KWRF Has Expanded!

The Keep the Wheels Rolling Repair Fund (KWRF) helps eligible nonprofit organizations cover the cost of wheelchair and scooter repairs for low-income Californians with disabilities.

KWRF now supports two types of repairs:

• Devices returned to their original owners: Wheelchairs and scooters can be repaired and returned to the person who already owns them.
• Donated devices: Wheelchairs and scooters donated to nonprofit reuse programs can be repaired or refurbished and provided to another Californian with a disability at no cost.

A wheelchair or scooter no longer needs to change ownership to qualify for funding.

KWRF provides up to $450 per eligible nonprofit organization per calendar month to help cover approved repair costs, keeping wheelchairs and scooters safe, functional, and in use.

Who May Apply?

To qualify for KWRF funding, organizations must:

• Be an established nonprofit organization.
• Accept donations of used wheelchairs and scooters.
• Provide cleaned, sanitized, repaired, or refurbished wheelchairs and scooters to low-income Californians with disabilities at no cost.
• Primarily serve individuals in California.
• Provide services without discrimination based on religion, sexual orientation, disability, race, or any other legally protected characteristic.
• Be an active member of the Ability Tools AT Reuse Community of Practice.

Membership is free! If your organization is not already a member, join the Ability Tools AT Reuse Community of Practice.

Eligible Repairs and Expenses

KWRF funding may be used to purchase parts, supplies, and specialized repair services needed to keep wheelchairs and scooters safe and functional.

Eligible repairs include:

• Repairs for existing owners: Repairing a wheelchair or scooter that will remain with its original owner, at no cost to the individual.
• Repairs for donated devices: Repairing or refurbishing a donated wheelchair or scooter that will be provided to a low-income Californian with a disability at no cost.

Examples of Eligible Expenses

• Replacement wheelchair or scooter batteries.
• Non-custom replacement parts.
• Missing or broken accessories essential to the device’s operation.
• Specialized repair labor for work that cannot be completed by the nonprofit organization’s staff.

Custom seating and other parts specifically designed for an individual are not eligible for funding.

Repair Cost Limit

The total repair cost may not exceed 50% of the device’s estimated value.

Organizations are strongly encouraged to obtain repair estimates before submitting an application to help confirm that the requested repairs meet program funding requirements.

Funding Limits

KWRF provides up to $450 per organization per calendar month.

Organizations may submit multiple applications during the same calendar month, provided the combined total of all funding requests does not exceed $450.

For example, an organization may request $200 for one wheelchair repair and $250 for another repair during the same month.

Important Funding Guidelines:

• Each wheelchair or scooter repair requires a separate application.
• Funding is available on a first-come, first-served basis until available funds are exhausted.
• Funding requests cannot be increased after an application has been submitted.
• Organizations will only be reimbursed for actual eligible expenses, up to the approved funding amount.
• Preference will be given to eligible organizations that have not previously received KWRF funding.

How to Apply

Organizations must complete the online KWRF application for each wheelchair or scooter repair.

Before applying, organizations should:

1. Identify the wheelchair or scooter requiring repair, including its name and model.
2. Determine the necessary repairs and estimated costs.
3. Confirm that the requested repairs meet KWRF eligibility and funding requirements.
4. Gather available estimates or quotes for replacement parts and repair services.
5. Complete and submit the online application.

Apply for the Keep the Wheels Rolling Repair Fund

Application Review and Approval

Applications are accepted on an ongoing basis until funding is exhausted.

Ability Tools staff will review applications for completeness, eligibility, and requested repair costs.

Applicants will receive a decision within four weeks of the date their application is received.

Organizations should receive funding approval before purchasing parts or proceeding with repairs for which reimbursement is requested.

After Approval: Repairs and Reimbursement

Once an application is approved, the organization may purchase the approved parts and arrange for the repairs.

Organizations are responsible for completing the repairs and submitting the required documentation to Ability Tools.

Required Documentation

The following documentation must be submitted for reimbursement, as applicable:

• Photographs documenting the repaired wheelchair or scooter.
• A detailed description of the device, including its name and model.
• Itemized invoices and receipts for approved repair expenses.
• Completed CFILC Waiver and Release Forms.
• Required demographic and service-related information.
• Customer satisfaction information from the individual receiving the repaired device.
• NATADS activity documentation, if applicable.

Documentation must be submitted within 30 days of application approval.

NATADS Reporting

Organizations with access to the National Assistive Technology Act Data System (NATADS) must record the applicable repair or reuse activity in NATADS before requesting reimbursement.

Organizations without NATADS access must provide Ability Tools with the information necessary to complete the required program reporting.

Reimbursement Guidelines

KWRF reimburses approved organizations for eligible repair expenses after the required documentation has been received and verified.

Please keep in mind:

• Reimbursement cannot exceed the approved funding amount.
• Only actual, documented expenses are eligible for reimbursement.
• Invoices and receipts must correspond to the approved repairs.
• All required program reporting must be completed before reimbursement can be processed.

Once documentation has been received and verified, reimbursements are generally processed and paid within six weeks.

Data Collection and Consumer Information

As part of KWRF participation, organizations are responsible for collecting and submitting required information about the repair services provided.

This applies to both wheelchairs and scooters returned to their original owners and donated devices provided to new recipients.

Information collected may include:

• General demographic information.
• Disability-related assistive technology needs.
• The reason the wheelchair or scooter required repair.
• The type of repair completed.
• The outcome or benefit of the repair.
• Customer satisfaction information.

Organizations must inform individuals receiving repair services that limited demographic and service-related information may be collected for program reporting purposes.

A CFILC Waiver and Release Form will be provided to approved applicants. Organizations are responsible for completing the required forms and submitting the appropriate documentation to Ability Tools.

Personal information must be handled appropriately and used only for authorized program purposes.

Application Deadlines and Important Reminders

• Applications: Accepted continuously while funding is available.
• Monthly funding limit: $450 per eligible organization, per calendar month.
• Application decisions: Within four weeks of receiving an application.
• Documentation deadline: Within 30 days of application approval.
• NATADS reporting: Must be completed before reimbursement is requested, when applicable.
• Reimbursement processing: Generally within six weeks after required documentation has been received and verified.

We encourage organizations to submit complete applications and documentation promptly to avoid processing delays.

Questions or Assistance?

If you have questions about KWRF eligibility, applications, documentation, or reimbursements, please contact the Ability Tools Team.

Email: AbilityTools@cfilc.org

We look forward to working with nonprofit organizations across California to keep wheelchairs and scooters safe, functional, and in use!