Alabama Administrative Code › Title 560 - ALABAMA MEDICAID AGENCY › Chapter 560-X-42 - ICF/MR REIMBURSEMENT › Section 560-X-42-.10 - Travel Expense

Current through Register Vol. 42, No. 9, June 28, 2024
(1) Travel that
			 is necessary and that is directly related to the operation of the ICF/IID
			 facility claiming reimbursement for the expense will be an allowable cost for
			 reimbursement purposes pursuant to the following specific provisions.
(a) Automobile (This section (a) does not
			 apply to State owned or operated facilities. The reasonable costs of automobile
			 travel necessary for the maintenance of resident care shall be considered for
			 purposes of reimbursement to facilities owned and operated by the state.
1. Since the form of vehicle ownership, the
			 type, and the number of vehicles utilized will vary depending on a facility's
			 specific needs, reimbursement will be based on a standard mileage rate and will
			 be limited to mileage which is documented by log entries prepared in accordance
			 with either of the attached sample logs. (See Schedules 10A and 10B found at
			 the end of this Chapter.)
All log entries must be made at the time of travel, and log
				entries will be subject to verification during audit. Failure to timely and
				accurately account for travel mileage will result in a disallowance of this
				cost.
2. Commuting mileage
			 between the commuter's residence and the ICF/IID facility is not allowable
			 mileage for reimbursement purposes. (See Schedule 10A at the end of this
			 Chapter.)
3. The standard mileage
			 rate is as follows: The IRS mileage rates in effect on January 1 of the
			 calendar year in which the cost report is filed. These rates will be applied on
			 a per provider basis regardless of the number or type of vehicles used. (See
			 Schedule 13-B at end of Chapter.)
In addition to the mileage rate listed above, up to $1,000.00
				in actual operating costs (i.e., gas, oil, upkeep) per vehicle may be
				reimbursable. Medicaid will also allow depreciation of the cost of a new
				vehicle. Depreciation must be on the Straight line method for five years. There
				will be no additional reimbursement in those instances in which the facility
				auto is used for commuting purposes of the administrator or non-resident care
				related activities. To qualify for this additional allowance, the facility must
				own a vehicle, the vehicle must be used only for purposes of resident care, and
				actual operating expenses must exceed the computed mileage allowances. In no
				instance will the facility be allowed to claim more than the standard allowance
				plus the $1,000 (if computed allowance is less than operating cost) or actual
				operating costs, whichever is less.
Examples:
Facility Owns Vehicle Allowance
Medicaid Mileage Allowance
Actual Operating Expense
Yes
$2,325
$2,115
$2,325
Yes
2,325
4, 125
3,325
Yes
2,325
2,765
2,765
If the facility does not own a vehicle, reimbursement will be
				limited to actual payments to employees for use of their personal automobiles
				for documented facility business, provided that such reimbursements do not
				exceed the allowable rates. (IRS guideline)
4. No additional reimbursement in excess of
			 $1,000 will be recognized for any other automotive-related cost. Those
			 additional costs which will not be recognized include, but are not limited to:
(i) Insurance,
(ii) Interest on automotive loans,
(iii) Lease/rental expense,
(iv) Taxes and tags,
(v) Return on equity.
5. No reimbursement will be made or
			 considered for unusual or impractical vehicles, which include but are not
			 limited to aircraft, motorcycles, farm equipment and other vehicles not
			 necessary to the efficient operation of the facility.