Travel Expenses – Reimbursement for any travel expenses is at the sole discretion

Travel Expenses – Reimbursement for any travel expenses is at the sole discretion of MDCPS. Routine daily transportation is the responsibility of the Relative/Fictive Kin foster parent and is not reimbursable by MDCPS. Routine daily transportation includes transportation that would be considered “typical rental responsibility,” including but not limited to, transportation to and from school, day care, extra- curricular activities, and community activities. 1. General Requirements. Reimbursement for transportation expenses incurred on behalf of a foster child may be sought when it is beyond 50 miles one way from the address of the Relative/Fictive Kin foster parents. For example, a foster child has an appointment that is 75 miles one way from the foster home. The Relative/Fictive Kin foster parent(s) would be able to seek reimbursement for 25 miles for the transportation expense incurred on behalf of the foster child. However, a Relative/Fictive Kin foster parent may be reimbursed for any travel regardless of distance if the Relative/Fictive Kin foster parent is transporting the child to Youth Court, or for any task – such as visitation – that is required to fulfill the child’s permanency plan. 2. Medicaid. If the child is covered by Medicaid, transportation assistance is available through that program. a. If reimbursement is needed, prior notice must be made with Medicaid as it will be the first step in being reimbursed for medical appointments. b. Only after Medicaid has denied payment for such travel can MDCPS be requested to reimburse travel for medical appointments. c. Reimbursement for transportation expenses incurred on behalf of the foster child cannot be sought when a foster child and the foster parent’s biological child (if applicable) have the same transportation expense. For example, if both children attend the same school, then reimbursement for transportation expenses from MDCPS must not be sought. 3. Reimbursement Process. To seek reimbursement for transportation expenses, the following must occur: a. The Relative/Fictive Kin foster parent(s) must be set up as a vendor in the state accounting system. b. A W-9, complete with phone number and email address, must be submitted to MDCPS State Office. c. Travel must be approved by the foster child’s County of Responsibility Specialist. d. The “Non-Employee Travel Voucher” must be submitted with a description of travel on behalf of a foster child, starting and ending points of travel (physical addresses), and odometer readings. e. The voucher must identify each foster child and the associated travel. 4. Submission. Monthly reimbursement requests must be submitted by the Relative/Fictive Kin foster parent monthly to the MDCPS specialist by the 10th of the next month. For example, the reimbursement request for January 1st through January 31st must be submitted to MDCPS by the close of business on February 10th. MDCPS can only pay will reimbursement only for transportation expenses occurring within the current state fiscal year (July 1 – June 30) and within the timelines for submission.