Transportation

IDGS Transportation is service-related, which is to and from Medicaid-funded services listed on the budget.

Note: Transportation entered by Self-Hired Staff needs to be reviewed by the individual/designee for the reimbursement to be processed. If corrections are needed the Individual/Designee will need to re-review the transportation entry once the corrections have been made. See "How to review staff expenses" for more information (click here).

Items on this page

• Requirements

• Mileage vs. Transportation

• Allowed vs. Not Allowed

• Instructions and Templates

Requirements

• The individual must be in the vehicle during the time of transportation.

• Each trip requires a Valued Outcome (VO) or a Provider Assigned Goal (PAG) as listed in Section II of the Life Plan.

  • Self-Hired Com Hab Transportation can only use VO’s or PAG’s assigned to Yedei Chesed Com Hab in Section II of the Life Plan.

  • Self-Hired Respite Transportation can use any VO’s or PAG’s.

  • Self-Directed Individual/Designee can use any VO’s or PAG’s listed in Section II of the Life Plan, even if it’s not assigned to Yedei Chesed. 

  • Exception: If the transportation was to and from an IDGS funded service, the purpose of the trip in eVero can be the service, such as “Approved [Name of Class]” or “Approved [Name of Membership".

• If IDGS Transportation is available it must be utilized, if applicable.

  • OTPS Transportation can only be used for service-related transportation if IDGS Transportation funds has been exhausted or is not currently in the Budget.

• Tolls/Parking Fees limited to Self-Hired staff only and can only be reimbursed under Staff Activity Fees (click here).

• Rentals vehicles are not allowed, including limousines or party buses.

  
  

Mileage (Miles) vs. Transportation (Amount)

• Mileage - miles traveled in a personal vehicle.

• Transportation - alternate forms of transportation used (such as a bus, taxi, etc.)

“Total Miles” (Mileage) – We recommend using verified addresses, so that the system accurately calculates the mileage. This is indicated by the “Auto Miles” tag.

• If the Total Mileage is adjusted, enter a reason. For example, “an alternative route was taken due to a road closure.”

• Stops must be listed as separate trips.

• When “Miles” is selected, a trip entry may not include multiple dates. For example, an individual attending the same Community Class four times a month must submit four separate trip entries.

“Amount” (Transportation) – If an attachment includes multiple trips for the same day or for multiple days, ex. Paratransit or monthly Taxi invoice:

• Attachments – Only required when submitting under “Transportation.” Needs to include the following information:

  • Transportation Provider Name

  • Date(s) of service

    • If multiple dates are submitted on one attachment, the name of the approved IDGS Service and the full addresses are needed for each trip.

    • If the IDGS service is to/from Self-Hired Staff – the Purpose of each trip must be specified on the attachment or description section.

  • The total amount paid

• For taxis, car services, and ride sharing companies, such as Uber or Lyft:

  • Tolls and surcharges included in the total are reimbursable.

  • Initial wait times are reimbursable.

  • Wait times for stops are not reimbursable.

  • Tips are not reimbursable.

• If a plane ticket is submitted, please see the following information:

  • Flights can only be reimbursed for the Self-Directed Individual. (Staff flights can only be reimbursed under OTPS Staff Activity Fees. See Staff Activity Fees for further details.)

  • There must be Self-Hired staff services provided during the flight for IDGS Transportation to reimburse the plane ticket; otherwise, it can be reimbursed under OTPS Transportation.

  • An itemized receipt from the airline with the total amount paid must be attached. Seat assignment and a baggage fee are only reimbursable for the individual’s portion.

Allowed Transportation:

• For the individual to travel to and from Self-Hired staff.

• Transportation being utilized while Self-Hired staff are present and providing Self-Hired services.

• Travel to and from any services in IDGS that have funds available for use, such as approved Community Classes and Memberships.

  • Transportation to and from a Direct Provider Purchased (DPP) service such as Com Hab and Respite can be reimbursed under IDGS with confirmation from the DPP Provider that transportation is not billed to and from their services (it is not sufficient to state that transportation is not provided).

Transportation that is not allowed:

• Travel from home to school or school to home (K-12)

• Travel to and from medical, dental, or therapy/clinical appointments, including Urgent Cares.

• Transportation while another HCBS service is being provided.

Instructions: Transportation can be entered two ways through eVero:

1. Either through the “Transportation” screen, or

2. through the “Invoice” screen.

Please see "How to enter transportation" for detailed instructions.

Please also refer to "How to review staff expenses" for detailed instructions on how to review Staff transportation.

Templates: For trips that are taken frequently, transportation templates can be used in eVero. We encourage using templates, as most of the information will automatically populate the trip. However, this is only available from the “Transportation” screen and not the “Invoice” screen. See the "Transportation Templates" for detailed instructions.