Appendix A: Guidelines for Parent Reimbursement
Reunification Visits
the child and one parent escort using one of the following modes of transportation: airplane, personal vehicle, bus, train, or rental car. If a rental car is used, original receipts for gas purchased must be submitted and documented in the parent reimbursement claim form. The LEA may cap the allowable reimbursement. Should the IEP team determine that a child needs to be transported to or from the residential facility using an escort service, the need for this service shall be documented in the child’s IEP, and the LEA will reimburse the Nonpublic School (NPS) for actual escort services or will pay the escort company directly if there is enough lead time to initiate a transportation contract. If the parent chooses to pay for the escort service, the parent should submit the reimbursement claim form directly to the LEA and the LEA will reimburse the parent within 60 days of receiving/verifying the claim form. The dated, itemized, original receipt should be attached to the claim form. 2. If the parent elects to drive their personal vehicle, reimbursement will be provided for mileage at the established governmental rate per LEA policy. The total reimbursement amount for mileage shall not exceed the cost of economy airfare for the parent and child to the residential placement site. Example, if parent’s roundtrip airfare and child’s one-way airfare plus airport parking and ground transportation to the residential placement site would be $650 and the mileage reimbursement to the residential facility site is $700; the mileage reimbursement will be reduced to the $650 amount. 3. Mileage reimbursement for personal vehicle mileage will be provided for the roundtrip distance between the child’s home and the residential facility site. Parent should document the vehicle mileage in the parent reimbursement claim form and submit the form to the LEA. An independent mileage website (i.e., Yahoo maps, MapQuest, etc.) will be used by the LEA to verify the mileage calculation. 4. Lodging expenses will be reimbursed for no more than one night during the trip to either deliver or pick the student up from the residential facility located at least 200 miles from the child’s home. Maximum reimbursement for lodging is $100 per night and does not include phone calls, in-room movies, room service, or other miscellaneous expenses incurred. Under no circumstances may personal expenses be reimbursed other than those specified in this policy. Parent should complete the reimbursement claim form and attach the dated, itemized, original lodging receipt, and submit the documents to the LEA for reimbursement. 5. If travel is by airplane, parking at the departure airport and ground transportation (the lesser expense for either a shuttle or taxi) from the destination airport to the residential facility will be reimbursed with submission of the original receipt(s).
BP 6003 – Nonpublic Schools and Agencies
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Desert Mountain Special Education Local Plan Area (DMSELPA) (rev. 09/18)
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