Current through Register Vol. 43, No. 02, November 27, 2024
(1) Travel
expense incurred by a facility to send employees (except physicians, which is
covered below) to attend a required educational workshop within the state which
increases the quality of medical care and/or the operating efficiency of the
facility is an allowable cost. Workshops on medical techniques, health
applications, data processing, clinic accounting and cost finding, and other
administrative activities are examples of the types of workshops for which
travel expense will be recognized. Travel expense incurred by a facility to
send physician employees to attend educational workshops for licensure
requirements is an allowable cost if the workshop is held within the state. Any
physician educational costs above the licensure requirements is an unallowable
cost. Travel that is necessary and that is directly related to the operation of
the clinic claiming reimbursement for the expense will be an allowable cost for
reimbursement purposes pursuant to the following specific provisions.
(a) Automobile
1. Reimbursement will be based on a standard
mileage rate and will be limited to mileage which is documented by log entries
prepared in accordance with either of the attached sample logs. (See Schedules
9A and 9B found at end of chapter.) Reimbursement to employees for the use of
their personal vehicles will he limited to the lessor of the actual
reimbursement to the employee or the standard mileage rate per section (1)(a)3
of this rule. All log entries must be made at the time of travel, and log
entries will be subject to verification during audit. Failure to timely and
accurately account for travel mileage will result in a disallowance of this
cost.
2. Commuting mileage between
the commuter's residence and the FQHC is not allowable mileage for
reimbursement purposes. Non-patient care travel is also not
allowable.
3. The standard mileage
rate is as follows: The IRS mileage rates in effect on January 1 of the
calendar year in which the cost report is filed (January 1, 1991 for cost
reports filed as of September 30, 1991). These rates will be applied on a per
provider basis regardless of the number or type of vehicles used.
4. No reimbursement will be made or
considered for unusual or impractical vehicles, which include but are not
limited to aircraft, motorcycles, farm equipment and other vehicles not
necessary to the efficient operation of the center. Vehicles used as clinics to
provide for the delivery of Health Services for the Homeless, under the
direction of Public Health Grant 340, will not be reimbursed mileage; but, will
be reimbursed for gas, oil, depreciation, interest, insurance, taxes, and
repair and maintenance.
(b) Other Travel
1. Costs of travel to out-of-state
conventions or association meetings will be limited to those reasonable costs
incurred by a center for two trips during each fiscal year. If the center bears
the expenses of two persons attending the same convention or association
meeting, such attendance will be counted as two trips. Reimbursement will be
considered only for bona fide employees of the center whose attendance will
benefit the operation of the center. Expenses related to travel expenses of
employee spouses will not be eligible for reimbursement unless the spouse is a
bona fide employee of the facility and has a legitimate reason, related to
patient care, for such attendance. Since only patient care related travel is
allowable, evidence must be on file to verify that the travel was patient
related. Such evidence may be:
(a) seminar
registration receipts,
(b)
continuing education certificates, or
(c) similar documentation. If verification
cannot be made, reimbursement will not be allowed. Out-of-state travel living
expenses will be limited to $125.00 per day for the length of the functions
attended. Per them for the date of return will be limited to $50.00 because
lodging is not required.
2. Travel expenses in or out-of-state will be
limited to the ordinary and necessary costs of transportation, food, lodging,
and required registration fees.
3.
Whenever out-of-state travel could be accomplished at a lower cost by utilizing
air travel, reimbursement will be limited to the costs which would have been
incurred if such air travel had been utilized and the costs normally incident
to such air travel (meals, lodging, etc.).
4. No travel expenses of a nonbusiness nature
will be reimbursed.
5. Travel which
requires an overnight stay must be documented by a travel voucher which
includes the following:
(v) Actual cost of meals and lodging (lodging
must be supported by invoices, meal receipts must indicate number of meals
served for any meal in excess of $10.00).
(vi) Air, rail and bus fares (supported by an
invoice).
(2) Travel associated with political
activities or lobbying efforts is not allowable. This type of travel is not
directly related to patient care.
Author:
Statutory Authority: State Plan; Title XIX,
Social Security Act, 42 C.F.R. §405.240.1 - .2429.