Tazewell County CPMT approves $690.09 travel reimbursement and adopts federal rates going forward

The Tazewell County Community Policy and Management Team on June 26, 2023 approved $690.09 in travel reimbursement for a case and agreed that future out-of-pocket hotel and meal reimbursements will be calculated using the federal Government Service Administration (GSA) "Government Rate." Jeff Brintle moved to approve the travel expenses; Dwayne Sturgill seconded and the motion carried unanimously.

The coordinator told the CPMT that recent invoices had exceeded the amounts approved on Individual Service Plans and that providers had sometimes failed to supply required receipts. Under the county’s CSA policy, reimbursements cover mileage, hotel and meals and require receipts for meals, hotel stays and fuel within 15 days of travel. The coordinator noted that invoices typically state, "Can Only Pay Amount Approved by CPMT."

Members reviewed the county Agreement for Services language that allows the CPMT to refuse payment for services not consistent with a care plan or lacking required documentation. The agreement also requires that invoices be submitted within five working days following the last day of the service month and that payment is made within 60 days of receipt.

CPMT members agreed to apply the GSA Government Rate for lodging and Meals & Incidental Expenses going forward when determining amounts payable from the CSA fund and to send a clarification memo to outside providers outlining the enforcement of the existing policy and the rate standard. The motion to approve the $690.09 travel expense was recorded before the CPMT moved into closed session later in the meeting.

The CPMT directed the coordinator to notify providers of the clarification and to attach the FY2023 per diem and IRS mileage rates for reference.