Transportation-Related Expenses (TRE) - Processing the Reimbursement Request

When processing the SCD 1799-A the CWES Worker must:

• Verify that required documentation is in IDM or attached to SCD 1799-A.
• Calculate reimbursement for mileage, parking fees or car pool fees.

Mileage Calculation

Calculate the number of miles to be reimbursed by taking the total miles the client traveled during the month and MULTIPLYING by the mileage payment rate, and DEDUCT any advancements.  The Transportation Payment Adjustment Notice (NA 825) must be sent to the client. 

Parking Fees Calculation

Review and add all receipts submitted with the SCD 1799-A. Determine if monthly parking fees, including monthly parking permits, were incurred during the time frames approved.

An SCD 1799-A is not used when a client requests reimbursement for a parking permit obtained from a college, university, or educational provider because the fee is not a monthly recurring fee. The liaisons, representative, or designated staff provide verifications to the client for reimbursement or advancement of fees at the beginning of each school term.

Car Pool Fees Calculation

Review receipt/statement signed by the driver and pay client the actual amount paid to the driver, subtract any advancements.

Example: Statement from the driver states the client paid $120 for the month of July. On June 23, the CWES Worker issued an INITIAL advancement of $90.00 for the month of July.

Advance Payments

Advance payments for transportation-related expenses must be issued to the client when necessary and desired by the client so that the client need not use personal funds to pay for this expense.

An INITIAL payment equal to the monthly bus fare is advanced to clients who choose to drive their own vehicle or car pool, and are otherwise eligible.

TRE payment to cover public transportation such as, adult and youth bus fare, train fare, adult and youth bus passes is advanced to the client.

If a client needs a mileage, car pool or parking fees advancement greater than the INITIAL advancement the CWES Worker must:

• Project necessary TRE based on estimated mileage, car pool or parking fees.
• Request that the client sign an SCD 101 estimating TRE cost.

Reminder: When processing the SCD 1799-A DEDUCT the adult’s advancements payment from the mileage reimbursement payment.

TRE Receipts

Clients are required to submit ORIGINAL receipts for any advanced TRE payments, except for bus flash passes, within 10 calendar days from the date of the check. If information is not received by the due date the CWES Worker must declare an overpayment.