Self-Hired Staff
How to enter Mileage/Transportation in eVeroMobile
General information
IDGS Transportation is for service-related mileage/transportation to and from Medicaid-funded services listed in the Self-Direction budget.
Mileage/transportation entries can only be submitted for dates where services (Com-Hab or Respite) were provided and documented in eVero.
Mileage/transportation should be submitted as soon as possible and no later than 30 days from the date of service.
Entries submitted by Self-Hired Staff needs to be reviewed by the individual/designee within 60 days of the date of service for the reimbursement to be processed for payment.
If corrections are needed the Individual/Designee will need to re-review the transportation entry once the corrections have been made.
On this page:
Creating a Mileage/Transportation entry
After logging into the mobile app, select the "Mileage" icon from the home screen.
Note: If you do not see the "Mileage" icon, please reach out to FIHR@Yedei.org to ensure your driving documents are up to date.
Select the "+" icon on the upper right-hand side of the screen to add a new entry.
Select the date when the mileage was provided/transportation costs occurred.
Tip❕ If you already set up a "transportation template" you can select it now by pressing on the "Templates" button. For mobile app instructions click here. For web portal instructions, click here.
The "Paid To" and "Programs" fields will automatically prepopulate and should not be changed. If your vendor name does not appear, please send an email to FIHR@Yedei.org.
Select the "+" button to choose an individual and select "Done" when finished.
Choose a "Start Point" and "Destination".
(Option A) You can either choose an address from the "Location List", or
(Option B) Press "New" to create a new trip.
Option A - Location List
For the individual's home, select the address under "Individual Address".
For favorited community locations, select an address under "Favorites Address."
When prompted, you can select "No" for the "Start/Stop Time".
Repeat these steps for the "Destination".
Option B - New (trip)
(Optional) If your GPS is on, select "Current Location";
Otherwise, select "Search Location", begin to type in the address, and when the correct address populates, select it.
Note: this will automatically calculate the total miles.
Otherwise, manually type in an address in the "Street" field.
Note: this will not automatically calculate the total miles.
Add a location nickname to help identify this trip.
Optionally, select "Add to favorites" to save for future entries.
When finished, press "Done".
Repeat these steps for the "Destination".
(Continued)
Leave the odometers blank.
If applicable, select "Round Trip". This will prompt the system to recalculate the total miles.
If necessary, the total miles can be adjusted. However, you will be prompted to enter a reason for the adjustment.
When submitting for transportation vendor costs, adjust the amount in the "Amount" field to match the cost of the trip listed on the receipt/attachment.
Note: This will prompt the system to request an attachment.
Enter the Valued Outcome/Goal in the "Purpose of Visit."
If you are submitting for transportation costs, for example, Uber/Lyft, taxi, bus or train fare, etc., add an attachment.
(Optional) select "Save as Template" to save all details for future use.
Note: attachments cannot be saved in a template. However, all other details will populate when the template is used.
When finished, select the "Save" button located in the upper right-hand side of the screen. A message will be displayed that the data was saved successfully.
To add additional entries, repeat the above steps. The trip can be edited until it is reviewed by the Individual/Designee or approved by the FI.
Viewing your entry, status details, and resubmitting rejected entries
To view an entry, select a "Period" from the drop-down menu
Select an entry.
Note: The status of the entry is indicated by the status icon. For example, "Rejected", "Approved", "Invoice Generated" and "Paid" statuses all indicate the various stages of FI processing.
If rejected, select the entry, make the necessary edits and press "Save" when finished to resubmit the entry.
As a reminder, new and previously rejected entries can only be processed once they have the "Parent Reviewed" status.
For any questions or concerns, please reach out to FI@Yedei.org.
Related:
Creating & using templates (Click Here)