2018 DVAMC CRIP REIMBURSEMENT POLICY

Transcription

1 aacpm American Assciatin f Clleges f Pdiatric Medicine Crabbs Branch Way, Suite 320 Rckville, Maryland Fax: DVAMC CRIP REIMBURSEMENT POLICY The DVA Reimbursement Prgram was develped in 1988 after a ruling by the Veterans Administratin General Cunsel that the cllectin f fees by Veterans Administratin Medical Center Pdiatric Residency Prgrams was illegal. The DVA reimbursement prgram was created by AACPM t allw DVA Medical Center prgrams t participate in the Centralized Residency Interview Prgram (CRIP) by cvering the basic travel csts fr up t tw* interviewers frm a DVA Medical Center t attend CRIP. READ CAREFULLY Eligibility: DVA prgrams wishing t participate in the CRIP Reimbursement Prgram must be an entry-level pdiatric residency prgram participating in the 2018 CASPR Prgram and a member f the Cuncil f Teaching Hspitals (COTH). Applying fr the Reimbursement Prgram: A DVA prgram wishing t participate: 1. Must have their prgram directr and administratr certify n the Estimated Expenses fr Prir Apprval frm that there are n ther funds available t cver CRIP interview expenses. 2. Must submit the cmpleted Estimated Expenses fr Prir Apprval frm t AACPM by Friday, Octber 13, Reimbursement is limited t a maximum f tw peple frm each prgram prvided mre than twelve interviewees are scheduled. If twelve r fewer interviewees are scheduled, reimbursement is limited t ONE interviewer. This is the ne interviewer nly restrictin. 3. Must nt make travel arrangements until yu have spken with staff and received yur letter f apprval frm AACPM! 4. Must cmplete the Scheduling Questinnaire and Accmmdatin Request frms n CASPRweb.rg. DVA prgrams MUST hld the majrity f their initial interviews either n Thursday, January 11 r Tuesday, January 16 depending n yur assigned sectin fr CRIP. Once the abve requirements are met, staff will cntact yu t reslve any questins frm ur review f yur Scheduling Questinnaire and Accmmdatin Request frms. Once yu have received the letter frm AACPM authrizing yur travel and specifying yur apprved expenses, yu may make yur travel arrangements. Airfare must be purchased at least twenty-ne days in advance. REMEMBER: As yu travel and attend CRIP, retain receipts fr any expense t be reimbursed.

2 Getting Reimbursed After CRIP: 1. AACPM staff will request that yu submit yur actual expenses fr reimbursement. Yu must submit: a) An electrnic cpy f yur signed Actual Expenses fr Reimbursement frm and all required dcumentatin/receipts (PDF) r, b) Mail yur signed Travel Expense Reprt and all receipts/dcumentatin. 2. All requests fr reimbursement must be received by AACPM n later than February 1, Any request received mre than seven (7) business days after this deadline will nt be hnred. 3. Payment is made after all expense reprts frm all participating DVAs are received and checked against the CRIP htel bill and the reimbursement plicy. Generally the reimbursement checks are issued in late February. Actual expenses may nt exceed budgeted amunts by mre than five percent (5%). NO EXPENSE IS REIMBURSED WITHOUT A RECEIPT. Receipt cpies prvided with credit card statements are NOT acceptable. Cpies f E-Tickets fr airfare shwing the date the reservatin was made and the amunt are acceptable. Yu are respnsible fr verifying that an expense is reimbursable and meets the requirements f the AACPM DVA CRIP Reimbursement prgram. REIMBURSABLE EXPENSES & REQUIRED DOCUMENTATION AIRFARE: Up t tw* rund-trip cach air tickets. All tickets must be purchased a minimum f TWENTY-ONE (21) DAYS in advance. Any exceptins t this plicy must be apprved prir t purchase. Required dcumentatin: An itinerary verifying the ticket purchase date. TRANSPORTATION TO and FROM HOME AIRPORT: Transprtatin t and frm yur hme airprt is reimbursed and, if by persnal vehicle, paid at the IRS standard mileage rates fr business use f a car. N receipt is required fr use f persnal vehicle. HOME AIRPORT PARKING: Original receipt is required fr parking fees. AIRPORT TRANSPORTATION: Maximum f $140 per prgram. Lve Field, a hub fr Suthwest Airlines, and the Dallas/Frt Wrth (DFW) airprts are apprximately 20 miles each way frm the htel. Cab/rideshare fares average $50 - $70 each way. Rides shuld be shared whenever pssible. Original receipt is required. If a car rental is mre ecnmical fr yur team, please cnsider the fllwing: Rental car must be ecnmy r cmpact size r an equivalent cst, Gas purchase beynd the full tank prvided at pickup is NOT reimbursed, Insurance r warrantee cverage ffered by the rental cmpany is NOT reimbursed Outside parking is free at the Embassy Suites, the garage is $10/day selfpark. Valet parking is NOT reimbursed. DAILY MEALS: *Daily meals are reimbursed fr up t tw* peple nt t exceed $70 per persn per day fr a maximum f three days. Reimbursement f daily meals is restricted t the actual day(s) that interviews are scheduled plus hurs arund that perid fr travel.

3 Actual daily meals are reimbursed n riginal receipts submitted and will be the lesser f actual receipts r $70. If multiple peple are listed n a receipt, circle csts that apply t this plicy. LODGING: Htel rm and taxes fr up t three nights ldging fr tw* htel suites at the CRIP designated htel are placed n the AACPM master accunt and paid by AACPM. Internet usage fees are cmplimentary fr interview suites nly. All participants must check ut f sleeping accmmdatins by the nrmal checkut time listed at the htel. AACPM des NOT reimburse any late checkut r day rate fees. Upn checkut frm the htel, cnfirm that all qualifying charges, rm and taxes, have been charged t the AACPM master accunt. Cntact AACPM staff with any questin regarding this. All ther htel rm charges are the respnsibility f the participating residency prgram. TRAVEL TO CRIP BY AUTOMOBILE: Fr thse prgrams nt flying t CRIP, expense fr the use f persnal vehicles is reimbursed at the IRS rate per mile fr business in effect at the time f travel. Tlls shuld be included under autmbile expense. Outside parking is free at the Embassy Suites, the garage is $10/day selfpark. Valet parking is NOT reimbursed. INTERVIEW SPACE: All interviews must take place in ne r bth* htel suites. AACPM des NOT reimburse fr individual meeting rms r scial expenses. * Subject t the ne interviewer nly restrictin.

4 2018 CRIP DVA REIMBURSEMENT PROGRAM ESTIMATED EXPENSES FOR PRIOR APPROVAL RESIDENCY PROGRAM NAME ADDRESS Street City State Zip RESIDENCY DIRECTOR'S NAME PHONE CRIP SECTION WEST Sectin 1 JAN VA Prgrams interview 1/11 EAST Sectin 2 JAN VA Prgrams interview 1/16 Office Use Number f Staff (limit 2) Number f Nights (per persn) Air Fare x # f staff (minimum 21 day advance purchase) Transprtatin t/frm Hme Airprt (IRS rate fr business if driving) Hme Airprt Parking Transprtatin t/frm Htel ($140 per prgram maximum) Daily Meals (receipts required, max. $70/pp/day) Ldging (see plicy) Actual Rund Trip Mileage & Tlls FOR THOSE NOT FLYING Ttal Estimated Csts: CERTIFICATION: By submitting this budget request, I attest that we have pursued ther funding surces and that there are n ther funds available fr ur participatin in the CRIP prgram. Residency Prgram Directr: Hspital Directr r Chief f Educatin: BOTH SIGNATURES REQUIRED RETURN THIS FORM TO AACPM NO LATER THAN OCTOBER 13, Cmpleted frms may be faxed t r ed t sclaffey@aacpm.rg

5 2018 CRIP DVA REIMBURSEMENT PROGRAM ACTUAL EXPENSES FOR REIMBURSEMENT RESIDENCY PROGRAM NAME ADDRESS Street City State Zip RESIDENCY DIRECTOR'S NAME PHONE NUMBER ADDRESS CRIP SECTION WEST Sectin 1 JAN VA Prgrams interview 1/11 EAST Sectin 2 JAN VA Prgrams interview 1/16 Office Use Number f Staff (limit 2) Number f Nights (per persn) Air Fare x # f staff (minimum 21 day advance purchase) Transprtatin t/frm hme airprt (IRS rate fr business if driving) Hme Airprt Parking Transprtatin t/frm Htel ($140 per prgram maximum) Daily Meals (receipts required, maximum $70/pp/day) Ldging (see plicy) FOR THOSE NOT FLYING Actual Rund Trip Mileage & Tlls RESIDENCY PROGRAM DIRECTOR S SIGNATURE DATE Ttal Csts: This frm & receipts must be received by AACPM: NO LATER THAN FEBRUARY 8, 2018 AACPM Use Only Apprved Budget: AACPM Master: Reimbursement: Ttal: