6100. Reimbursing Caregivers for Transportation Expenses

Original Date: September 27, 1995

Revised Date: July 25, 2021

Sunset Review Date: July 31, 2025

Approved by: Jody Becker, Deputy Secretary

Purpose 

The purpose of this policy is to provide guidance about reviewing and approving reimbursement when caregivers submit the Caregiver Monthly Transportation Reimbursement DCYF 07-090 form for transportation expenses for a child or youth in their care. This does not include reimbursing caregivers for activities that are part of typical parenting or age or developmentally appropriate activities.

Scope

This policy applies to child welfare (CW) and Financial and Business Services Division (FBSD) fiduciary employees.

Laws

RCW 47.04.280 Transportation system policy goals.

RCW 47.06.020 Role of department.

Policy

  1. CW employees must adhere to the following when approving and documenting transportation expenses:
    1. The Client Travel Approval Quick Reference Guide DCYF 07-085 publication.
    2.  Department of Children, Youth, and Families (DCYF) Administrative 1.07.02 policy.
  2. Caseworkers must verify the following when receiving caregiver’s reimbursement requests for transportation expenses:
    1. Other resources were considered, per the Approving Client Travel and Transportation Activities policy.  
    2. Transportation expenses are consistent with the case plan and either:
      1. Supports a permanent plan.
      2. Directly prevents out-of-home placement and is not payable from another source.
    3. The caregiver’s travel met the requirements in this policy.

Procedures

When approving reimbursement:

  1. CW employees must only approve reimbursements that meets the child or youth’s need for safety, stability, education or other unique needs.
  2. Caseworkers must:
    1. Review and verify the caregiver's explanation and purpose for each trip.
    2. Determine what transportation expenses are reimbursable, per the:
      1. Approving Caregiver Travel and Transportation Activities policy.
      2. DCYF Administrative 1.07.02 policies.
      3. Activities listed on the Caregiver Monthly Transportation Reimbursement DCYF 07-090 form. This includes mileage, meals, tolls and parking reimbursement when these are part of the caregiver transporting children or youth.
    3. Review the date of submission. Transportation reimbursements submitted after the timeframes identified in the DCYF Administrative 1.07.02 policy must be approved by the area administrator (AA).
    4. Document in the “office use only” box, the number that matches the explanation the caregiver provided on the Caregiver Monthly Transportation Reimbursement 07-090 form.
    5. Sign the Caregiver Monthly Transportation Reimbursement DCYF 07-090 form if approved. If not approved:
      1. Contact the caregiver by email or phone and discuss questions or reasons for denying any of the reimbursement request.
      2. Refer caregivers to the caseworker’s supervisor if there is a disagreement about denied reimbursement requests.
    6. Obtain the following signed approvals on the Caregiver Monthly Transportation Reimbursement DCYF 07-090 form from the:
      1. Supervisor for reimbursements that exceed $200.
      2. AA for reimbursements that exceed $300 or more.
      3. Regional business manager for reimbursement totals that exceed $500 or more.
    7. Submit the approved Caregiver Monthly Transportation Reimbursement DCYF 07-090 form to their fiduciary employee.
  3. FBSD fiduciary employees must process the Caregiver Monthly Transportation Reimbursement DCYF 07-090 for payment and upload into FamLink.

Forms

Caregiver Monthly Transportation Reimbursement DCYF 07-090

Resources

Approving Client Travel and Transportation Activities policy

Client Travel Approval Quick Reference Guide DCYF 07-085 publication

DCYF Administrative 1.07.02 Travel policy (located on the DCYF intranet)

OFM 10.10 Travel policy