Briefcase resource document: Transportation and day and employment services

Page updated: 12/1/20

This resource summarizes:

· How transportation can be authorized and billed in conjunction with day and employment services

· Things to consider when establishing a waiver transportation rate

· Frequently asked questions

· Common scenarios.

Authorizing and billing transportation

The following table summarizes how providers bill transportation in conjunction with day and employment services.

Service	Transportation provided to/from the initial and last service site (i.e., “bookends”)	Transportation provided within the service, or provided between consecutive day or employment services within the same day
Adult day services	Waiver transportation (T2003 UC)	Included in the service rate
Day support services – 15-minute unit	Waiver transportation (T2003 UC)	Included in the service rate
Employment development services	Waiver transportation (T2003 UC)	Included in the service rate
Employment exploration services	Waiver transportation (T2003 UC)	Included in the service rate
Employment support services	Waiver transportation (T2003 UC)	Included in the service rate
Prevocational services	Waiver transportation (T2003 UC)	Included in the service rate

Day support services – 15-minute units

For day support services billed in a 15-minute unit, bill waiver transportation (T2003 UC) for transportation to and/or from the initial and/or last service site. Waiver transportation (T2003 UC) is a market rate service (see CBSM – Market rate services).

Employment exploration, development, support, prevocational and adult day services

For employment exploration, employment development, employment support, prevocational services or adult day services, service providers who provide transportation must:

· Bill waiver transportation (T2003 UC)

· Bill the service to which the person is traveling for the transportation time provided to connect consecutive day and employment services (i.e., in-service transportation)

· Not bill waiver transportation for in-service transportation because the cost of in-service transportation is included in the service rate.

Waiver transportation cannot be billed for the same time span as another waiver service.

For information on cost components included in the service rates, see DHS – Waiver rate-setting frameworks.

Things to consider when setting a waiver transportation rate

Waiver transportation (T2003 UC) is a market rate services (see CBSM – Market rate services). Lead agencies should determine an appropriate rate that considers service costs and similar rates of comparable services in the area. When setting a market transportation rate, lead agencies might consider:

· Distance traveled for the most direct available route

· Type of vehicle needed and used to meet the needs of the person, as documented in their support plan

· Provider’s time spent in transport with the person

· Wage and expertise of the person providing transportation

· Number of people sharing the transportation

· Administrative and indirect costs associated with providing transportation to meet the needs of the person, as documented in their support plan

· Cost of public transportation (if applicable).

Frequently asked questions

What procedure codes are available to authorize transportation related to day and employment services?

Lead agencies may authorize transportation using T2003 UC (waiver transportation).

When should I use T2003 UC (waiver transportation)?

Lead agencies may authorize T2003 UC for one-way transportation associated with day support services, employment services (exploration, development and support) and prevocational services. T2003 UC is a market rate service (see CBSM – Market rate services). Lead agencies should not authorize T2003 UC when transportation is in-service.

What is “in-service” transportation?

In-service transportation is transportation provided as part of the service. For an example of in-service transportation, see scenario 1.

The lead agency does not need to authorize separate transportation when in-service transportation is available. The provider should bill the service to which the person is traveling for the travel time between day and employment services because transportation between consecutive day and employment services is in-service transportation.

How do I set a transportation market rate?

See the section on things to consider when setting a waiver transportation rate.

How do I authorize transportation provided by a public transportation entity?

Lead agencies authorize public transportation in a variety of ways and should continue using their existing methods if appropriate.

Common day, employment and transportation scenarios

Scenario 1

The same provider provides day support services – 15-minute, employment support and transportation, ending the day at the day support services site.

Location	Home	Transportation	Day support services 15-minute	Transportation	Work crew	Transportation	Day support services 15-minute	Transportation	Home
How to authorize	N/A	Waiver transportation (T2003 UC)	Day support services 15-minute (T2021 UC)	Employment support (T2019 HQ) – in-service	Employment support (T2019 HQ)	Day support services 15-minute (T2021 UC) – in-service	Day support services 15-minute (T2021 UC)	Waiver transportation (T2003 UC)	N/A

Scenario 2

Provider A provides day support services – 15-minute and employment support, but provider B provides transportation at the end of the day.

Location	Home	Transportation (provider A)	Day support services 15-minute – provider A	Transportation (provider A)	Independent job (provider A)	Transportation (provider B)	Home
How to authorize	N/A	Waiver transportation (T2003 UC)	Day support services 15-minute (T2021 UC)	Employment support (T2019 U9) – in-service	Employment support (T2019 U9)	Waiver transportation (T2003 UC)	N/A

Scenario 3

The same provider provides prevocational services, employment support and transportation.

Location	Home	Transportation	Prevocational services	Transportation	Independent job	Transportation	Prevocational services	Transportation	Home
How to authorize	N/A	Waiver transportation (T2003 UC)	Prevocational services 15 min (T2047)	Employment support (T2019 U9) – in-service	Employment support (T2019 U9)	Prevocational services 15 min (T2047) – in-service	Prevocational services 15 min (T2047)	Waiver transportation (T2003 UC)	N/A

Scenario 4

The same provider provides employment support and transportation

Location	Home	Transportation	Independent job	Transportation	Home
How to authorize	N/A	Waiver transportation (T2003 UC)	Employment support (T2019 U9)	Waiver transportation (T2003 UC)	N/A

Additional resources

CBSM – Adult day services
CBSM – Day support services
CBSM – Employment development services
CBSM – Employment exploration services
CBSM – Employment support services
CBSM – Prevocational services
CBSM – Transportation
DHS – Employment First
Rate Management System User Manual