How to Enter Transportation

Option 1: The "Transportation" Screen

Select "Transportation" from the banner head.

For the “Category” select “Individual.”

Note: The “Employee” category is for reviewing staff transportation entries.

Select the Orange “+” button on the right-hand side to add a new trip entry.

A pop-up will appear. Begin by filling out the highlighted sections in the following order.

“Transportation Date:”

Enter the date the trip took place (i.e. Date of Service).

“Paid To” - Who the reimbursement will be issued to.

If a vendor name does not automatically populate, please reach out to FI@Yedei.org so that a vendor can be created for you.

Note: At this point, if you have previously created a “Template” you can select “View Templates” at the upper-right corner of the screen. See Transportation Templates for more information.

“Program”

Select the budget line the funding will be deducted from, such as IDGS or OTPS.

“Leaves From” & “Goes To”

The complete address needs to be entered, i.e. Street and number, city, state, and zip code.
- When typing each address in the “Street” line, it is recommended to select one of the addresses suggested by the system. This will automatically calculate the total miles. The mileage can be adjusted if necessary. A small “Auto” tag will be added to indicate when this feature has been used.
- For locations outside of the U.S. please ensure the complete address is listed in the “Leaves From” & “Goes To” sections.
  - Out-of-Country services must follow the same guidelines as Out of State requirements. The only allowable countries per OPWDD guidelines are Canada, Puerto Rico, Guam, and the U.S Virgin Islands.
If a location is used often, it can be saved as a favorite by selecting the “Star” icon next to the “Leaves From” and “Goes To” sections.
- Favorited addresses can be found by selecting the “Magnifying Glass” icon. Selecting the name of the address will automatically populate the full address details.
“Start Time” and “Stop Time” should be left blank.

“Purpose Of Visit”

Enter a Valued Outcome/Goal as listed in Section II of the current Life Plan.

“Miles” & “Amount”

“Miles” should be selected when driving the personal vehicle of the name in the “Paid To” section.
“Amount” should be selected if using public transportation, such as a taxi, bus, train, or plane, etc.
Selecting “Round Trip” will prompt the system to automatically adjust the “Total Miles.”

“Attachments”

If “Amount” was selected, a receipt/bill must be attached.

“Odometer Reading”

Can be left blank.

“Add as template”

For frequent trips, selecting this option will allow you to create a transportation template for future trips. This will then automatically populate each section of the trip (except for attachments, which must be re-added for each trip).
See Transportation Templates for instructions.

“Save”

Select “Save” once the entry is complete and ready for the FI to review. The trip can be edited until the status shows it has been “Approved" by the FI.

Option 2: The "Invoice" screen

Navigate to the SDS dropdown menu and select Invoice.

Select the Orange “+” button on the right-hand side of the screen.

Fill out the “Date Service Occurred”, “Program”, “Category” and “Paid To” sections.

For the “Date Service Occurred”, use the last transportation date for the trips you are entering for that month. For example, for trips on 1/1, 1/15, and 1/20, use 1/20.
For the “Paid To” select a name from the drop-down menu.

Select “Add Trips” to begin adding trips.