Except when car-pooling is available, trainees are free to choose the mode of transportation (bus, train, automobile, or airplane) but will be reimbursed up to the personal vehicle equivalent of $.21 per mile only. Trainees are required to use the most cost effective form of transportation.
If your ticket cost less than the equivalent mileage, your reimbursement would be for the ticket amount only. No additional expense such as taxi, parking, or mileage is allowed.
If your ticket cost more than the equivalent mileage, your reimbursement would be only the equivalent number of miles from our mileage chart only.
Car-Pooling will be arranged by local district Staff Development Coordinators and authorized Voluntary Agency personnel.
Only designated drivers chosen by the authorized coordinators will be reimbursed.
The designated driver must state this status on his/her reimbursement form submitted to the Center for payment.
The Center for Development of Human services will assume that a car pool will constitute three (3) people per vehicle.
Any questions regarding car-pooling should be directed to the individual's Staff Development Coordinator or agency contact person. |
| Less than 35 miles Local travel within 35 miles of the trainee's agency location will not be reimbursed by the contractor, and will be subject to the local district's reimbursement policies. |
Overnight stays will be reimbursed only if the trainee must travel 50 miles or more to the training site. Overnights will be reimbursed if the training session is more than one day and the trainee must travel 50 miles or more. In the NYC metropolitan area, (Nassau, Westchester, Rockland, and Suffolk) overnight stays will be reimbursed if the trainee must travel 1 hour or more to the training site.
BTWD may authorize an exception to this requirement in cases where this represents an undue hardship. Local Districts should request such exceptions in writing to BTWD. |
Hotel/motel expenses are direct billed to the Center for Development of Human Services. Double room occupancy will be arranged by CDHS. The Center will cover the cost of a single room in "odd-person out" situations (i.e. 13 males, 12 females). If a trainee requests a single room, CDHS will be direct billed their portion and the trainee will be responsible for the remainder.
Last minute cancellations or arrival date changes should be called in directly to the hotel.
The participant must pay miscellaneous charges on the bill, such as room service or telephone calls at checkout time. |
Receipts are not required for meal allowances when the trainee is staying at the hotel. When arriving the day before training, trainee must leave home before 6:00 p.m. in order to be eligible for dinner reimbursement. If arriving the day of training, breakfast will be reimbursable if you must leave your home before 7:00 a.m. Lunch is not reimbursable. At the close of training, dinner is reimbursable only if the trainee arrives home after 7:00 pm.
Common Core participants staying at the hotel will receive advance meal money upon checking in. The amount received is based on the scheduled arrival date. Trainees are required to return funds to which they are not entitled based on trainee travel policy.
Trainers' Responsibilities Involving Trainees
It is the responsibility of the trainer to pass out the trainee reimbursement expense form. Have the trainees fill out the top, sign at the bottom following instructions from Training Activities and collect them and return them immediately to Registration Services/Trainee Travel.
If it is a two or three part training, trainees cannot combine their reimbursements on one form. Individual requests must be made for each trip. To expedite payment, reimbursement request forms should be completed at training and given to the trainer prior to leaving. Tolls will be figured for the roundtrip so receipts are not necessary. If using EZ Pass, just provide the entrance & exit names/numbers and CDHS will look up the toll amount for you. Use legible handwriting and be sure to use a valid mailing address. You should receive your reimbursement check in approximately 2 weeks. |
