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DWRS Cost Reporting Tool Instruction Manual

DWRS Cost Reporting Tool Instruction Manual

Transportation costs

Page posted: 2/12/21

This section of the cost report collects DWRS non-wage costs related to travel and transportation, including:

  • · Cost of agency-owned and leased vehicles.
  • · Reimbursements for when employees use personal vehicles in service delivery.
  • · Cost of public transportation paid for staff in support of service delivery.

    • This section also asks the cost report preparer to allocate the reported costs to direct care and administration cost categories.

    Category

    Instructions

    Amount

    For each expense category, provide the total actual expenses the organization incurred during the reporting period.

    Include all transportation and vehicle costs for the organization that can be partially attributed to DWRS service delivery or DWRS service administration. If transportation is provided via contract with a transportation company, report that cost in the other vehicle costs category, explained below.

    Do not include transportation costs previously reported on the client programming and support costs section under mileage reimbursed for in-program transportation.

    Include mileage reimbursements for transportation that is not considered in-program transportation. This type of mileage could include travel to and from the service delivery site or other service-related travel that the organization reimbursed.

    Allocations

    For each reported expense, provide the percentage attributed to each cost category, based on the allocation methodology the cost report preparer has determined appropriate for this section.

    Total allocation

    The total administrative and direct care allocations automatically calculate. The allocation percentages should equal 100%.

    Describe “other vehicle-related costs”

    Describe the costs categorized as “other vehicle-related costs.” Include enough detail so a person unfamiliar with the organization can understand these costs.

    Cost allocation methodology

    Describe the methodology the organization used to allocate costs for this section. Include enough detail so a person unfamiliar with the organization can understand the allocation procedure used.

    For information about how to allocate costs, refer to the general guidance about cost allocation methodologies section.

    Next step

    Next, review vehicles.

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