12-17.21
We have run into a situation and we are not sure of the
proper process and wonder what other counties do in this situation. We
have a child placed in a foster home in another county. Our social worker
has been using a volunteer driver from the county where the child is placed to
transport the kiddo for visits. The other county has been sending us the
invoice to pay their driver direct.
This is great collaboration however, the amount billed is
based on the other county’s policy, not Wadena. Meals are automatically
paid a flat amount and no receipts required per the other county, our fiscal
policy requires receipts so with our agency cutting the check to the driver, we
are not following our own policy. This is also on the county’s dime since
it is not reimbursed by MA.
Does your county have a transportation reimbursement policy
that addresses what you will pay in a situation like this? If so, are you
willing to share? Is there a standard process for this amongst counties
and I am just not aware of the practice?
Any help is appreciated.
Amie Gendron
Administrative Services
Supervisor
Wadena County Human Services
124 1st ST SE
Wadena, MN 56482
Telephone: 218-632-2535
Fax: 218-631-7616
From Lac qui Parle County: Not sure if this is helpful or not. But, we do not pay volunteer drivers direct. That is our policy. Volunteer drivers for our county are managed by Prairie Five CAC, Inc. So, we would require the other county to pay the driver per their policy and we would then reimburse the county for the amount they paid. It would be more or less like a pass through. But, that way the county can follow their policy, which seems to be the case, and we would follow ours.
ReplyDeleteFrom Brown County:
ReplyDeleteBrown County has a “Purchase of Service Agreement for the Transportation of Children and Youth in Foster Care Placement” with each school district in our county and the school district is in charge of setting up the transportation. The school district then sends Brown Co an invoice for ½ the cost.
Wadena County Response:
ReplyDeleteSince the trip you’re asking about is a social service trip – we would just pay whatever the driver or service is charging. If it was an MA trip then we would require meal receipts, parking receipts, etc.
You could explain to the other county that you feel it goes against your policy and tell them to pay the driver and then invoice you – indicate you only want the lump sum total, client name, and date of trip.
I feel like since this isn’t an MA trip you’re really at the mercy of the driver or service – if you don’t pay what they require, they probably won’t provide the service. Please let me know if you get opposing responses.