Policies and Procedures

                                          Vehicle Use and Mileage Reimbursement Policy 

HealthChoice Waiver Services LLC provides mileage reimbursement to employees for approved, client-related travel performed during the delivery of authorized services. Mileage reimbursement is intended to offset a portion of the costs associated with the use of a personal vehicle and is not intended to fully reimburse all vehicle-related expenses.

Eligibility
Mileage reimbursement is only available to employees who complete a minimum scheduled shift of four (4) hours. Travel eligible for reimbursement is limited to transportation that occurs during service delivery, including travel between client-related activities or locations. Commuting from an employee’s residence to the first service location, and from the last service location back to the employee’s residence, is not eligible for reimbursement.

Mileage Limits and Approval Requirements
Mileage reimbursement is limited to a standard maximum of twelve (12) miles per client per shift. Exceptions may be granted when additional travel is necessary to meet the client’s documented needs; however, any mileage exceeding twelve (12) miles must be approved in advance by the office or a designated supervisor.

Employees must obtain approval for additional mileage by contacting the office via phone call or email. Text messages will not be accepted as formal approval requests. Employees are solely responsible for obtaining and retaining proof of approval and must provide such documentation upon request.

If an employee submits mileage exceeding twelve (12) miles without prior approval, reimbursement will be strictly limited to the standard maximum of twelve (12) miles per shift, without exception.

Documentation Requirements
All mileage must be accurately and fully documented in accordance with company procedures, including but not limited to dates, starting and ending locations, total miles driven, and the purpose of travel. HealthChoice Waiver Services LLC reserves the right to review, adjust, or deny any mileage submission that is incomplete, inaccurate, exceeds approved limits, or does not comply with this policy.

Driver Requirements
Employees transporting clients or operating a vehicle during service delivery must, at all times:

• Maintain a valid, unexpired driver’s license in good standing 
• Carry active and up-to-date automobile insurance that meets or exceeds all state minimum requirements 
• Provide proof of license and insurance upon request by HealthChoice Waiver Services LLC 

Failure to meet or maintain these requirements may result in immediate suspension of driving privileges, denial of mileage reimbursement, and/or disciplinary action up to and including termination.

Liability and Insurance
In the event of a motor vehicle accident or incident occurring while an employee is operating their personal vehicle, the employee’s personal automobile insurance shall serve as the primary coverage. HealthChoice Waiver Services LLC’s insurance, if applicable, shall be secondary and only apply after the employee’s personal policy limits have been exhausted, and only to the extent permitted by law and company insurance policies.

HealthChoice Waiver Services LLC assumes no responsibility for damage, loss, liability, or expenses arising from the use of an employee’s personal vehicle beyond the limits of applicable secondary coverage, if any.

Reimbursement Rate
Mileage reimbursement rates are determined solely by HealthChoice Waiver Services LLC and may be modified at any time in accordance with business needs and applicable federal and state laws. Employees will be notified of any changes to the reimbursement rate.

Continued employment and submission of mileage for reimbursement constitutes acknowledgment and acceptance of the current mileage reimbursement rate and this policy.

Policy Enforcement and Modification
HealthChoice Waiver Services LLC reserves the right to interpret, enforce, modify, or terminate this policy at any time, with or without prior notice, in compliance with all applicable state and federal regulations.