(Effective: 05/01/19)
Transportation Service Contract
The transportation contract provides an alternative means of addressing transportation needs when all efforts to arrange more desirable transportation have been exhausted and determined to not be possible. Some of the reasons for accessing transportation services may include transportation to school, parental visits, medical visits, etc.
Transportation contractors only provide non-emergency transportation services for Children’s Division (CD) clients needing short term trips that can be completed in one day and are related to a child/family service plan. The intent is for these contracts to be utilized like pre-arranged taxi services and per the contract, CD staff should make every effort to arrange these services with the contractor via written notification at least twenty-four (24) hours prior to the need for service.
Transportation Contract Utilization
When considering transportation services or making arrangements for a CD client to be transported, staff must consider the following conditions:
- Is the service for which the client is being transported a Medicaid eligible service? If so, staff must contact the Managed Care provider for that client. If the client is covered by Managed Care, see the number on the back of the member card.
- Have all other more desirable means of transportation been explored and exhausted? Staff must attempt to arrange transportation through other staff, volunteers, resource providers, etc. before considering the use of a contracted transportation service provider.
- Are the clients in Residential Treatment? The residential facilities are required to provide transportation to children placed in their facility under terms of their residential treatment contracts.
- Contracted transportation service providers are only required to provide a curb to curb service. If door to door service is needed, staff should utilize one of the other preferred transportation arrangements.
The contractor may provide transportation services without an authorized companion to clients that are school aged and older. The contractor may provide transportation services without an authorized companion to clients school aged and older, if deemed appropriate by the state agency.
- State agency must take into account school-aged child’s mental and emotional capacities when determining if the child is appropriate to utilize transportation without a companion.
- All other children must be accompanied by an authorized companion approved or provided by the state agency.
- If deemed appropriate by the state agency the state agency must take into account school-aged child’s mental and emotional capacities when determining if the child is appropriate to utilize transportation without a companion.
- All other children must be accompanied by an authorized companion approved or provided by the state agency.
In the event no other transportation arrangements can be employed, staff must make arrangements with the transportation contractor(s) in their circuit for the transportation of the client. It is only at this point that transportation contracts may be utilized.
Contracted transportation providers are not required to provide the following: car seats, specialized passenger restraint equipment, adult companions, aides, or door to door service. If any of these items or services are needed it is the responsibility of CD staff to address those needs prior to arranging the service.
It is up to the local offices to meet with the contractors and make specific arrangements for referrals, invoicing, and service verification process.
On occasion, it is conceivable that staff has explored the use of all more desirable or preferred means of transportation including the use of a contracted provider and arrangements for transportation still cannot be achieved. In this case, it is acceptable to pursue the use of a non-contracted/fee based transportation provider outside the contract. Invoices for any fee based transportation outside the contract being submitted for payment MUST include written documentation of all efforts to use more desirable or preferred transportation, explanations why a contracted provider could not be utilized and written approval from the Regional Director, his/her designee or the Circuit Manager authorizing the use of a non-contracted provider before payment will be made.
Referrals
Per the contract, CD should make every effort to give the contractor a written notification twenty-four (24) hours prior to the service being provided. Contractors have the right to refuse services if not given twenty-four (24) hours notice, but are required to make every effort to meet our needs. Documentation of continual refusal by a contractor may be reason to terminate a contract. The notification should include names of the client and any companions, the pickup address, the destination address, the time of pickup, and the client’s expected duration at the destination. It is necessary to make 3 copies of the referral (vendor copy, CD file copy, and client record copy).
The local office must make specific arrangements with the contractor(s) in regard to the specific referral procedure, how to refer a client, where to refer, contact persons, etc.
Invoicing
Per the contract, the contractor must submit an itemized monthly invoice to the local state agency office which authorized the clients’ transportation service. For each client transported during the month, the contractor shall indicate the date of service, number of revenue miles, and if there was a companion:
- A revenue mile shall be defined as the distance covered by a vehicle during which conveyance of a state agency client(s) and/or authorized companion is provided. Partial miles shall be rounded to the nearest whole mile. If transportation is provided for more than one client, at the same time, the contractor shall invoice for the total number of revenue miles incurred. The contractor shall not invoice for each client separately.
- The contractor’s invoices must be received by the state agency within ten calendar days of the end of the month in which the services were provided. Supplemental and corrected invoices must be received by the applicable state agency office within 60 calendar days of the end of the month in which the services were provided.
- The contractor’s invoices must contain all information requested by the state agency including sign in sheets.
- In the event the contractor has another contract with the state agency that requires transportation as part of the contract, the contractor shall not invoice the state agency for those transportation services under the transportation service specified herein.
The local office must make specific arrangements with the contractor(s) in regard to the information included on the invoice, where the invoice should be submitted, contact person, etc.
Payment
Per the contract, the contractor shall be paid at the applicable firm, fixed price per revenue mile stated on the Pricing Page for transportation services provided:
- The state agency shall not be required to make payments for invoices which are not submitted.
- The contractor shall be compensated for each revenue mile.
- The contractor shall not be compensated for transporting clients who were not authorized by the state agency.
- The contractor shall not be compensated under this contract for transporting clients that are receiving transportation services through other contracts with the state agency that require transportation as part of the other contract.
Transportation Services are paid with CTS funds and will be deducted from the circuit’s CTS allocation. Upon receipt and approval of the invoice, the local office must enter the payment into SAM II.
Service Verification
Per the contract, the contractor’s records should contain the following:
- The contractor’s services were, in fact, provided;
- Each service is verified by the recipient of each service; (e.g. recipient signature upon receipt of services.)
- When service was provided;
- The extent or duration of each service;
- All amounts received by the contractor for payment of services rendered;
- To whom service was provided;
- The name of the contractor’s personnel providing the service; and
- The written authorization provided by the state agency for the provision of services.