Transportation Assistance SR 99-08, 03/99 (FAM-A)

Transportation assistance, which includes direct payment to enrolled public/private carriers, mileage reimbursement, and automobile repair reimbursement, is available to individuals participating in approved NHEP activities when authorized on the EP.

The transportation assistance limits for travel are set at $65 per month, and with prior approval, $130 per month. These limits apply to services for public/private carriers and mileage reimbursement. Therefore, the NHEP team must take care when authorizing these services to insure that the monthly payment limits are not exceeded. Automobile repairs reimbursement has a separate payment limit. See Automobile Repairs Reimbursement below.

Payment to Enrolled Public/Private Carriers

A public/private carrier is an enrolled transportation services provider that transports the general public and charges for transportation on a multi-ride (i.e., a fixed number of rides, such as a 10 ride bus pass), weekly or monthly basis, depending upon the individual’s needs and transportation arrangements with the carrier. Direct payment to enrolled public/private carriers is available on behalf of individuals participating in approved NHEP activities when authorized on the EP.

Participant Requirements

In order for the carrier to receive direct payment on behalf of an NHEP participant, the individual must:

• Have an approved EP;

• Have NHEP prior authorization for the service on Form NHEP256A, Public/Private Transportation Carrier Provider Invoice, and

• Submit Form NHEP256A to the provider for completion and forwarding to the Bureau of Data Management (BDM).

NHEP Team Requirements

The NHEP team must complete the following steps when authorizing provider payments to public/private carriers:

• Determine the individual’s need for the service and indicate the service on the EP;

• Prior to authorizing provider payments to a public/private carrier, check the participant’s file for authorization(s) for mileage reimbursement or other public/private carrier services within the same month to insure that payment limits will not be exceeded;

• If payment limits will not be exceeded, authorize the service by completing and signing the NHEP section of Form NHEP256A; and

• Instruct the participant to take Form NHEP256A to the provider for completion and further processing.

Provider Requirements

The provider must:

• Be an enrolled provider with DHHS;

• Complete and sign the provider section of Form NHEP256A; and

• Forward completed Form NHEP256A to BDM.

Mileage Reimbursement

The provisions listed below apply to mileage reimbursement.

• Mileage reimbursement may be approved for NHEP applicants in the job search activity, and NHEP recipients in approved NHEP activities and for team visits.

Exception: Mileage reimbursement is not available for the first visit with the NHEP team.

• Mileage reimbursement is allowable for round-trip travel between the applicant’s or recipient’s home, child care provider and the activity site.

• Mileage reimbursement is not allowable for travel costs to and from unsupervised study sites, such as a library.

• Mileage reimbursement is paid at the following rates:

- The actual cost of travel, or $.25 per mile multiplied by the number of miles traveled, not to exceed a total of 260 miles per month or $65 per month, whichever is less, or

- The actual cost of travel, or an amount equal to $.25 per mile multiplied by the number of miles traveled, not to exceed 520 miles per month or $130 per month, whichever is lower, with prior approval by an NHEP team member.

• Mileage reimbursement may be approved at the higher amount ($130 per month) if the estimated travel costs incurred by the participant in NHEP activities exceeds $65 per month.

• Mileage reimbursement is allowable for employment, if a recipient continues to be eligible for NHEP financial assistance, from the start date of employment through the end of the following month.

Participant Requirements

In order to receive mileage reimbursement, individuals must:

• Have an approved EP;

• Have prior authorization if requesting mileage reimbursement up to $130 per month; and

• Bill for mileage reimbursement using Form 256, Transportation Reimbursement Invoice Request.

NHEP Team Requirements

• The NHEP team member must determine the individual’s need for the service and indicate the service on the EP.

• Prior to authorizing mileage reimbursement, check the participant’s file for authorization(s) for provider payments to a public/private carrier within the same month to insure that payment limits will not be exceeded.

• To authorize mileage reimbursement at the $130/month maximum, the NHEP team member must:

- Indicate the need for increased mileage on the EP; and

- Complete Form NHEP31, Request to Adjust Transportation Indicator, and forward to the Bureau of Data Management (BDM).

Failure to submit Form NHEP31 to authorize the higher mileage reimbursement amount will result in payment of mileage at the $65 monthly limit.

• To authorize mileage reimbursement for participants who are employed and still receiving financial assistance, the team member must submit a memo to the Bureau of Data Management (BDM). The memo must include the following information:

- Casehead Name,

- Individual Number,

- Begin Date of Employment,

- End Date of Reimbursement (which is the last day of the month following the month the individual became employed).

The team member, school official or training site coordinator must authorize mileage reimbursement on Form 256 and forward to BDM.

Exception: No agency authorization is required for employed individuals.

Automobile Repairs Reimbursement:

The term "automobile" has the same meaning as the term "vehicle" as defined the Family Assistance Manual, Part 409. The following applies to automobile reimbursement:

• Only NHEP participants may be reimbursed for automobile repairs.

• Auto repair reimbursement is limited to $240 per individual for each state fiscal year (July 1 through June 30).

• An automobile repair does not include any charge for providing the individual with a verbal or written estimate of expenses.

• Auto repairs reimbursement is not payable for the following instances:

- If repair expenses have already been paid by another source; or

- If repair expenses have already been partially paid by another source and a balance remains.

• For a recipient to be reimbursed for auto repairs, the automobile must be:

- Necessary for participation in an approved NHEP activity or employment; and

- Registered to an NHEP participant or, if a two parent case, to the participant’s spouse.

• Auto repair reimbursement is allowable for recipients in an approved OJT placement for the duration of the training contract, even if the recipient becomes ineligible for financial assistance.

• Auto repair reimbursement is allowable for recipients who become employed, and continue to receive financial assistance, from the start date of employment, through the end of the next month.

Participant and Provider Requirements

To receive reimbursement for automobile repairs, an NHEP participant must:

• Have an approved EP;

• Have a valid operator’s and/or commercial license in effect at the time the participant requests automobile repair reimbursement;

• Obtain 1 written estimate of the cost of automobile repairs from a licensed inspection mechanic, which contains:

- Name, address and telephone number of the provider;

- An itemized list which describes the auto-body and/or mechanical repairs required to make the automobile functional and the parts, labor and costs associated with these repairs; and

- A signature of the licensed inspection mechanic and date of signature.

• Submit the written estimate described above to the NHEP team in order to obtain prior approval for reimbursement from the Department.

• The NHEP participant or provider must complete Form NHEP255, Employment and Training Support Services Payment Request Invoice, after approved repairs have been completed and submit the completed form to NHEP.

• The provider must be enrolled using Form 251, Provider Enrollment and Registration Form, and Alternate W-9 Form-CIS, if being paid directly.

NHEP Requirements

The NHEP team member must:

• Review the written estimate for completeness and ensure that it meets the requirements specified in the heading entitled "Participant and Provider Requirements," above in order to approve or deny the repair; and

• Approve automobile repair reimbursement in advance of the actual service(s) to be provided, except in an emergency in which the vehicle required towing and repairs needed to make it functional.