Policy Manual sample

MDT Home Health Care Agency, Inc. MILEAGE REIMBURSEMENT/TRAVEL TIME Reference: Fair Labor Standards Act. Internal Revenue Service POLICY: It is the policy of MDT Home Health Care Agency, Inc. to ensure compliance with the Fair Labor Standards Act and IRS Regulations as mandated for travel time and mileage reimbursement. PROCEDURE: Travel Time: Regular full-time and regular part-time hourly Employees required by MDT Home Health Care Agency, Inc. to travel on Company business shall be paid while in transit as specified by the policy. · An Employee who travels from home before his/her regular workday and returns to his/her home at the end of the workday is engaged in ordinary home-to-work travel which is a normal incident of employment. MDT Home Health Care Agency, Inc. May pay mileage to the Employee for (According Company Financial : • All mileage greater than 10 miles from employee’s home to the first visit and all • mileage greater than 10 miles from the last visit back to the employee’s home. • If the employee starts the workday from the office, no mileage is paid to the office but all mileage is paid without deduction from office to the first visit. • If the employee comes back to the office after the last visit, all mileage without deduction is paid back to the office but no mileage is paid back to employee’s home. • If the employee’s first visit is less than 10 miles from the employee’s home, no mileage is paid and there is no “deduction”. • All mileage from employee’s home, each visit and back home is paid without deduction on the weekends. Mileage will not be reimbursed from office to home. • Mileage is paid to the office for Mandatory meetings and in-services if the employee is attending the meeting during workday hours. • Mileage to in-services, meetings or office events is not paid if employee is not completing patient assignments that day. Mileage to the office is only paid when the employee must interrupt the work schedule to travel back to the office. Examples: a) Employee travels 14 miles to his first visit---mileage paid is 4 miles. · Employee travels 20 miles to office then 6 miles to first visit—mileage is paid at 6 miles. · Employee travels 8 miles to first visit----no mileage is paid because the first 10 miles is not reimbursable. · Employee travels 12 miles to first visit, 60 miles between visits and 17 miles back home--- mileage is paid at 69 miles. (12-10) + 60 + (17-10) = 69 miles. · Employee travels 9 miles to first visit, 75 miles between visits and 8 miles back to office--- mileage is paid at 83 miles. (no mileage for first visit since less than 10, 75 miles plus all miles back to office paid). Note that no mileage is paid back to employee’s home. · Employee travels 15 miles to office, 82 miles between visits then 16 miles back home--- mileage is paid at 88 miles. (no mileage paid to travel to office, all visit related mileage paid at 82 miles plus 6 miles paid to travel back home-remember first 10 miles not paid, for total of 88 miles). · Employee travels 5 miles to first visit, 45 miles between visits then must travel 14 miles back to the office for a mandatory meeting. The employee then completes 2 more visits totaling 22 miles before traveling 12 miles back home---mileage is paid at 83 miles. (no mileage to first visit, 45 miles visit related mileage, 14 miles to office visit in middle of work day and 2 miles paid for travel back home). · Travel occurring during the Employee’s workday from visit to visit will be reflected as hours worked. · Travel to attend a mandatory meeting or in-service which occurs during the Employee’s regular hours of work will be counted as hours worked. “Per Visit” employees are paid for in- service or meeting time only. Travel time is not reimbursable. Home Health Agency. - - Personnel/Operations Policies B-121