1. (a)

   1. (1) Transportation costs may be reimbursed to the client at the state allowed rate.
   2. (2) Transportation costs may be paid to an approved vendor at the rate set forth in the Vendor Transportation Service Agreement.
   3. (3) The vendor shall agree to the fees by signing the Vendor Transportation Service Agreement prior to providing services.
   4. (4) The terms are listed below.
2. (b) Arkansas Rehabilitation Services shall provide the vendor, at least twenty-four (24) hours in advance and no more than thirty (30) days in advance, with the time and location of pickups and discharges as well as the names, telephone numbers, and special needs (e.g., vans with wheelchair lift) of the clients to be served.

3. (c)

   1. (1) Arkansas Rehabilitation Services shall provide the vendor with adequate notice of cancellation of prescheduled transportation.
   2. (2) “Adequate notice” is defined as two (2) hours.
   3. (3) Arkansas Rehabilitation Services will be charged fifteen dollars ($15.00) for each cancellation when less than two (2) hours’ notice is provided.

4. (d)

   1. (1) Arkansas Rehabilitation Services shall reimburse the vendor using the following rates:

      1. (A) Pick-up fee of eight dollars ($8.00);
      2. (B) One dollar and five cents ($1.05) per mile ambulatory rate; and
      3. (C) Wheelchair rate at one dollar and sixty cents ($1.60) per mile.
   2. (2) Transportation is reimbursed from the point of pick-up to the destination and back.
   3. (3) In the event that the client is brought to a training program and a return trip is not scheduled in the same day, the return trip for the vendor will be reimbursed at a flat rate of fifteen dollars ($15.00) for trips exceeding a thirty-mile radius from the drop-off location.
   4. (4) This is based on an average cost of transportation vendor rates across the state.
5. (e) Transportation is not to exceed three hundred miles (300) miles in one (1) trip without an approved exception from the manager.
6. (f) Arkansas Rehabilitation Services shall reimburse the vendor for transportation services within thirty (30) days from the date the monthly statement is submitted to Arkansas Rehabilitation Services.

7. (g)

   1. (1) The case note will document justification for the need of the service, and an estimate will be provided to counselor prior to transport.
   2. (2) An invoice and receipt showing the individual received the service is required before the payment is processed.

8. (h) Procedures — Transportation.

   1. (1) Documentation of the action to be taken with justification for the service will be made in the case note.
   2. (2) The Vendor Transportation Service Agreement Form will be completed and signed prior to providing the service.

   3. (3)

      1. (A) A copy of the estimate will be provided prior to transport.
      2. (B) Estimates are requested per client and can be for one trip or multiple trips, depending on what is required as per the individualized plan for employment of the individual.

   4. (4)

      1. (A) Receipts and invoices verifying the individual received the service will be attached in the case management system, and a case note will be entered.
      2. (B) Invoices will be provided upon completion of the service.
      3. (C) The invoice will outline the following:

9. (i) Name of the client;

   1. (ii) Date and times of pick-up and return;

      1. (iii) Invoice date;

         1. (iv) From and to destination; and
         2. (v) Total number of miles billed, which must be based on mileage as indicated by Google Maps.
   2. (5) Refer to the Arkansas Rehabilitation Services vendor list or secure W-9 from new vendor.
   3. (6) Key required information into the case management system for Arkansas Rehabilitation Services purchase authorization.

   4. (7)

      1. (A) When billing statement is received, verify the individual received the service.
      2. (B) Document in the ECF.

   5. (8)

      1. (A) Key required information into the case management system for payment.
      2. (B) Support staff will be responsible for making payments.
      3. (C) Payment will not be processed without an attached bill from the vendor.

Codification Notes: “ECF” means electronic case file.