Information Memorandum Transmittal

Transcription

1 Aging and People with Disabilities Information Memorandum Transmittal Jane-ellen Weidanz Number: APD-IM Authorized signature Issue date: 1/4/2016 Topic: Long Term Care Subject: HCW Travel Time Claims Applies to (check all that apply): All DHS employees Area Agencies on Aging Aging and People with Disabilities Children, Adults and Families County DD Program Managers County Mental Health Directors Health Services Office of Developmental Disabilities Services (ODDS) Other (please specify): Message: Beginning January 1, 2016 Homecare Workers (HCWs) are eligible to receive reimbursement for travel when they travel directly between the homes or care settings of two or more consumer-employers in a 24 hour period as referenced in PT HCWs must enter all travel time they claim on the Travel Time Track Sheet (attached). APD/AAA office staff will not need to review or process any Travel Time Track Sheets received from HCWs. All Travel Time Track Sheets received by APD/AAA staff should be sent to: Department of Human Services Attention: Horton Wu, HCW Travel Time Processing 500 Summer St NE, E-10 Salem OR HCWs may mail their completed Travel Time Track Sheets directly to this address Instead of delivering them to an APD/AAA office. A letter will be sent to HCWs in January 2016 informing them of these changes and how they may complete and submit claims for travel time. In addition, the February 2016 Remittance Advice will include reference to the help guide that will be available for HCWs. Travel time may only be claimed via the Travel Time Track Sheet. Travel time claims will be processed in arrears. For example, travel claims for travel that happens in January 2016 will be processed during February HCWs should turn in their DHS 0080 (11/13)

2 Travel Time Track Sheets for each pay period at the same time that they turn in their vouchers. Travel Time must not be included in service authorization or mileage vouchers. APD/AAA offices should keep copies of blank Travel Time Track Sheets in an accessible location so HCWs can get them easily. HCWs should keep copies of completed Travel Time Track Sheets with their personal records, as the Travel Time Track Sheets may be requested by the Department in an audit or when travel time exceeds the amount allowed in the collective bargaining agreement (CBA) and Oregon Administrative Rule. Travel between individuals served by APD/DD/AMH: Travel between the homes or care settings of individuals receiving services under different programs (i.e., ODDS and/or AMH) will also be handled via the Travel Time Track Sheet. HCWs who work between programs must send the Travel Time Track Sheet to either the APD office in which they are authorized as a HCW or they may send the paper timesheet directly to Central Office. Information on where to send paper timesheets will be included in letters sent HCWs in January. Personal Support Workers (PSWs) claiming travel time only between DD-eligible individuals must be submitted via exprs. PC-20 Individuals: Personal Care 20 PSWs may submit their Travel Time Track Sheets either to the local APD/AAA office or directly to the Central Office. Reason for action: To implement policy changes as a result of Department of Labor reclassification of Homecare Workers. If you have any questions about this information, contact: Contact(s): Chris Ellis Phone: Fax: Christopher.m.ellis@state.or.us DHS 0080 (11/13)

3 Travel Time Track Sheet Provider Statement of Understanding: Payment will not be made for any travel time over the maximum allowed in your CBA unless required due to an approved exception. No additional charges shall be imposed to either the employer (recipient), the Department, Area Agency on Aging or any CDDP/Brokerage under this agreement. Any falsification or concealment of a material fact may be prosecuted under federal and state laws. *If for any reason you do not understand this information contact your own legal representation* You may only be paid for travel time if you provide authorized services for more than one client on the same work day. You must travel directly from one client's care setting, where you provided authorized services, to another client's care setting, where you provided authorized services for a different client. If you return to your own home or there is a significant break in time to take care of personal business after completing work for one client before you go to another client's home, you may not be paid for travel time. Key terms to understand A significant break in time is defined as 60 minutes. You will not be paid for time spent traveling over 60 minutes unless you can provide documentation of traffic incident, weather incident or most direct and reasonable route to your second consumers care setting is more than 60 minutes away. Travel time means the time you spend traveling directly from one client's home where you provide authorized services to another client's home where you provide authorized services for a different client on the same workday. Direct and reasonable route means the shortest distance in miles our time from one consumers care setting to the next consumers care setting. o It is important to understand that if you return to your home or you do not travel directly to another client's care setting after providing authorized services for one client you are not considered to be traveling directly, and you cannot be paid for travel time. Personal business includes, but is in no way limited to, the following activities; grocery shopping, stopping at your home, stopping at a family member or friends house, or stopping for lunch. o Time spent traveling between consumer care settings that is beyond the direct and reasonable route to complete activities of personal business to you cannot be paid. I affirm that the travel time reported on this form is for actual dates and times I traveled directly between consumer care settings on the same day. The hours I am claiming do not exceed 10% of the total hours I worked during the pay period. I understand that these travel time sheets will be audited periodically and that the information reported is true, accurate and complete. Employee Signature: Date:

4 Travel Time Tracking Sheet Provider Name: Provider #: Pay Period: / / to / / Programs worked this pay period: APD DD AMH

5 Travel Time Tracking Sheet

6 Travel Time Tracking Sheet Maximum Payable Travel Time Calculation Program Hours Worked Base Rate Gross Wages Maximum hours of APD X $14.00 = Maximum Allowable compensable travel ODDS X $14.00 = Travel Time Wages time AMH X $14.00 = Total Gross wages X 10% = $14.00 = Use the table above to calculate your Maximum Allowable Travel Time Wages ***HCW Travel Time Compensation may not exceed 10% of gross wages for the pay period*** Enter the total hours work for each program during that pay period Then multiply the total hours for each pay period by the rate of pay Then add up your gross wages for each programs and multiple the total by 10% (0.1) To determine how much time this is, divide the maximum allowable wages you can collect by the base rate. Note to Homecare Workers: Upon completion of this Travel Time Track Sheet, you may either submit it to your local APD or AAA office, or you may mail it directly to: Horton Wu HCW Travel Time Processing 500 Summer St NE, E 10 Salem OR 97301