Category 50 - Transportation Costs 623-05-30-25

(Revised 11/15/12 ML #3354)

Arranging for and paying costs of necessary transportation for a child or parent to the foster home or a group or residential facility to which referral is being made is the responsibility of the county social service board, if the parents are unable to pay for transportation and eligible to receive assistance.

The policy related to transportation reimbursement for foster care is as follows:

Transportation Reimbursement for Foster Child

Foster care maintenance reimbursement for transportation for the foster child is allowable in various circumstances. Certain items are presumed to be included in the basic foster care maintenance rate, and no additional reimbursement can be claimed. (Examples of costs included in basic maintenance rate are costs of local transportation such as sporting events and extra curricular activities.) Other items (such as a foster child’s visit home) may be reimbursed in addition to the basic foster care rate.

Transportation for Medical Services

Questions regarding cost of transportation for medical services should be referred to the Medical Assistance program or refer questions for specific situations to the eligibility staff in the county having financial responsibility for the child. Transportation for medical services is not reimbursable with foster care funds.

Allowable as Separate Item of Maintenance Expense for Foster Child

The foster child’s visits home or travel to another location to visit their parents, siblings, relatives, or other caretakers are allowable as separate items of maintenance expense. Since it is not always possible or appropriate for the child’s visit to take place at the child’s home, reasonable transportation costs for visits at locations other than the child’s home (child welfare office or other location deemed appropriate by agency) are allowable. These are allowable maintenance expenses for the foster child only.

A separate maintenance payment is allowable to reimburse foster parents who provide reasonable travel for the child to remain in the school in which the child is enrolled at the time of placement. Reimbursement will not exceed the State rate.

Allowable Administrative Expense

The child’s attendance at administrative case/judicial reviews is not an allowable maintenance activity. However, these costs are allowable as administrative costs claimed for reimbursement on SFN 119, because they provide for the proper and effective administration of the state plan.

The foster child’s transportation to and from pre-placement visits is not an allowable foster care maintenance expenditure. However, placement of the child, including pre-placement visits, is an example of an allowable administrative costs, claimed on SFN 119.

Placement of Child in Foster Care

Regulations at CFR 1356.60(c)(2) state that placement of the child is an example of an allowable administrative cost.

Pre-placement Visits in Family Foster Homes

Travel of the child to a pre-placement visit in family foster care is an allowable foster care administrative cost. Reimbursement is available to the county on SFN 119, “Monthly Summary of CSSB Operating Expenditures.” Federal funds can be accessed if local matching funds are provided. No state general fund dollars are available.

Examples of allowable expenditures are meals, lodging, mileage, or commercial transportation expenses. Total expenditures must be within allowable North Dakota in-state per diem rates, even if the travel is to another state. The child’s custodian and case manager are expected to seek the lowest possible rate when commercial transportation is required. Receipts are required and must be retained by the county for audit purposes.

Pre-placement visits and approval for same must be discussed at Child and Family Team meeting, and documented.

Follow guidelines in section on “Claiming Reimbursement” on SFN 119. Also, refer to “Pre-Placement Visits in Family Foster Home: Transportation for Child. Quick Reference.”

Non-allowable Expenses

Reimbursement of expenses to transport the foster child to and from school is not allowable, unless travel involves transporting the child to the school in which the child is enrolled at the time of placement.

Transportation Reimbursement for Parent/Siblings/Foster Parents

Travel by foster parents, parents, and siblings to visit the child is reimbursable:

A visit to a child in family foster care by the foster parents, parents, and siblings is an allowable expenditure under Title XX, Social Service Block Grant, or Title IV-B, Child Welfare Services. The costs will be reimbursed on the “Monthly Summary of CSSB Expenditures,” SFN 119. The expenses will be identified as “visit to child in family foster care.”
A visit to a child in a residential facility by the foster parents, parents, and siblings is an allowable maintenance expense and reimbursed through the CCWIPS payment system, Category 50, Code 52.
Transportation to provide for foster parent attendance at administrative case/judicial review and mandatory case conferences/team meetings is an allowable Title IV-E administrative expenditure. The costs will be reimbursed on the “Monthly Summary of CSSB Operating Expenditures,” SFN 119. The expenses will be identified as “foster care transportation.”

Visitation Costs for Child’s Family – Parent Responsibility

Parents have a responsibility to be involved and pay their own transportation and other expenses related to visitation of their children in foster care, if they are able. This is separate from any amount they pay to child support.

In instances where the parents determine they are unable to pay their transportation related expenses and request assistance, they have the opportunity to make application to county social services (financial county) for transportation reimbursement.

SFN 1023, “Foster Care Transportation Reimbursement Budget Sheet,” is designed to determine eligibility for transportation reimbursement. It is to be completed once by the child’s parent(s), no redetermination is required. Based on the information on the completed form, the parent(s) are either “eligible” or “not eligible” for transportation reimbursement, whether the child is in family or residential care.

Visitation costs by the child’s family to the child’s foster care setting are reimbursable. However, reimbursement for visitation costs differs between facility care (group/RCCF/RTC), and family foster care. (See below.) Examples of these costs include occasional family mileage or commercial transportation expenses, meals, and lodging. Total expenditures must be within allowable North Dakota in-state per diem rates, even if the travel is to another state. Receipts are required and must be retained by the county for audit purposes. The custodian and case manager are expected to seek the lowest possible rate when commercial transportation is required. Note that this section applies to the child’s family, not the child.

Visitation travel for the family and approval for same must be discussed and documented in the child’s case plan and on-going permanency planning reviews. (“Visitation Expense Reimbursement for Child’s Family to Visit Child, Quick Reference.”

Visits to Child in Group/Residential Care

Administrative costs to facilitate reunification are allowable in group/residential care. Costs for such visits are submitted as an irregular payment for reunification, Category 50, code 52. Receipts are required and must be retained in the county file for audit purposes. Note that this section applies to the child’s family, not the child.

Examples of these costs are family expenses, meals, lodging, occasional mileage, or commercial transportation to facilitate visitation or participation in family week with a child in foster care at a facility.

We will pay actual costs within the amount of state per diem rates. Costs will be reimbursed based on North Dakota in-state rates, even if travel is to a facility in another state. Commercial transportation will be reimbursed at the actual rate. The facility and case manager are expected to seek the lowest possible rate, when commercial transportation is required.

Visits to Child in a Psychiatric Residential Treatment Facility (PRTF)

If eligible to receive assistance for transportation costs, travel by foster parents, parents, and siblings to visit the child are allowable administrative costs. The costs will be reimbursed on the "Monthly summary of CSSB Operating Expenditures," SFN 119. The expenses will be identified as "foster care transportation."

Travel by a child to visit parents and siblings is also an allowable administrative cost. The costs will be reimbursed on the "Monthly Summary of CSSB Operating Expenditures," SFN 119. The expenses will be identified as "foster care transportation."

Claiming Reimbursement on SFN 119

For those allowable transportation items claimed on SFN 119, the county pays the cost of the transportation, meals, etc., within state rates. In claiming reimbursement, identify the expenditure as either “Foster Care Transportation” or “Visit to Child in Family Foster Care.”

Claims must be timely and submitted within the current fiscal year. Effective July 1, 2002, no state general funds are available. Counties are responsible for a local match.

Documentation

When transportation expenses are reimbursed either on SFN 119 or as an irregular payment on CCWIPS, receipts must be retained in the county file for audit purposes.

Quick Reference Charts - Transportation

Several “Quick Reference” charts are included to assist staff in determining what transportation costs are reimbursable, and in what manner those costs will be reimbursed. Those charts are: