Ala. Admin. Code r. 560-X-60-.07
Current through Register Vol. 43, No. 1, October 31, 2024
Section 560-X-60-.07 - Travel Expense(1) Travel expense incurred by a facility to send employees (except physicians, which is covered below) to attend a required educational workshop within the state which increases the quality of medical care and/or the operating efficiency of the facility is an allowable cost. Workshops on medical techniques, health applications, data processing, clinic accounting and cost finding, and other administrative activities are examples of the types of workshops for which travel expense will be recognized. Travel expense incurred by a facility to send physician employees to attend educational workshops for licensure requirements is an allowable cost if the workshop is held within the state. Any physician educational costs above the licensure requirements is an unallowable cost. Travel that is necessary and that is directly related to the operation of the clinic claiming reimbursement for the expense will be an allowable cost for reimbursement purposes pursuant to the following specific provisions. (a) Automobile 1. Reimbursement will be based on a standard mileage rate and will be limited to mileage which is documented by log entries. Reimbursement to employees for the use of their personal vehicles will be limited to the lessor of the actual reimbursement to the employee or the standard mileage rate per section (1)(a)3 of this rule. 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 PBRHC is not allowable mileage for reimbursement purposes. Non-patient care travel is also not allowable.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 type of vehicles used.4. 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 clinic.(b) Other Travel 1. Costs of travel to out-of-state conventions or association meetings will be limited to those reasonable costs incurred by a clinic for two trips during each fiscal year. If the clinic bears the expenses of two persons attending the same convention or association meeting, such attendance will be counted as two trips. Reimbursement will be considered only for bona fide employees of the clinic whose attendance will benefit the operation of the clinic. Expenses related to travel expenses of employee spouses will not be eligible for reimbursement unless the spouse is a bona fide employee of the facility and has a legitimate reason, related to patient care, for such attendance. Since only patient care related travel is allowable, evidence must be on file to verify that the travel was patient related. Such evidence may be: (a) seminar registration receipts, (b) continuing education certificates, or (c) similar documentation. If verification cannot be made, reimbursement will not be allowed. Out-of-state travel living expenses will be limited to cost up to $125.00 per day for the length of the functions attended. Per diem for the date of return will be limited to cost up to $50.00 because lodging is not required.2. Travel expenses in or out-of-state will be limited to the ordinary and necessary costs of transportation, food, lodging, and required registration fees.3. Whenever out-of-state travel could be accomplished at a lower cost by utilizing air travel, reimbursement will be limited to the costs which would have been incurred if such air travel bad been utilized and the costs normally incident to such air travel (meals, lodging, etc.).4. No travel expenses of a nonbusiness nature will be reimbursed.5. Travel which requires an overnight stay must be documented by a travel voucher which includes the following:(v) Actual cost of meals and lodging (lodging must be supported by invoices, meal receipts must indicate number of meals served for any meal in excess of $10.00).(vi) Air, rail and bus fares (supported by an invoice)(2) Travel associated with political activities or lobbying efforts is not allowable. This type of travel is not directly related to patient care. Author:
Ala. Admin. Code r. 560-X-60-.07
Emergency rule effective October 1, 1993. New Rule: Filed December 7, 1993; effective January 12, 1994.Statutory Authority:Code of Ala. 1975, State Plan; Title XIX, Social Security Act, 42 C.F.R. Sections 405.2460 - .2472 and 447.371.