DATE: SEPTEMBER 17, 2008
MEMORANDUM TO: ALL RSB STAFF
FROM: MARK LAIRD, DEPUTY DIRECTOR
SUBJECT: REIMBURSEMENT OF MEALS AS MAINTENANCE
EFFECTIVE DATE: OCTOBER 1, 2008
REIMBURSEMENT OF MEALS = MAINTENANCE
Anytime RSB provides a client with reimbursement for meals, whether for a single meal, meals for a week or a semester, it is considered to be maintenance. The Rehabilitation Act defines maintenance as:
…monetary support provided to an individual for subsistence expenses that are in excess of the normal expenses of the individual and that are necessitated by the individual’s participation in an assessment for determining eligibility and vocational rehabilitation needs or the individual’s receipt of vocational rehabilitation services under an individualized plan for employment.
MAXIMUM INDIVIDUAL AND DAILY RATES
When reimbursing clients for meals, the maximum rate will be the current rate established for State employees as defined in the DSS Administrative Manual. These rates represent the maximum; counselors may authorize meals at a lower rate based on need and if agreed to by the client.
In the most recent change to the manual (effective August 1, 2008), two separate rates were created based on the location in which the meal was consumed:
In Cass, Clay, Jackson, Jefferson, Platte, St. Charles, and St. Louis Counties, and St. Louis City the maximum individual meal rates are:
Breakfast: $9
Lunch: $13
Dinner: $24
The maximum meal reimbursement rate for a full day is $46
For the remainder of the State, the maximum individual meal rates are:
Breakfast: $7
Lunch: $11
Dinner: $18
The maximum meal reimbursement rate for a full day is $36
When clients are being reimbursed for meals consumed outside the state, those meals may be claimed at the applicable individual meal rate as published by the Federal General Services Administration, also known as CONUS.
REIMBURSEMENT OF MEALS IN A TRAINING SITUATION
All meal reimbursements will be submitted for payment with a Request for Reimbursement form. For clients in academic or training programs (including BEP evaluation and training), the Request for Reimbursement must be signed by the client and contain the following statement:
I hereby certify that I am currently participating in the training program as arranged for me on my Individualized Plan for Employment.
REIMBURSEMENT OF MEALS TO SUPPORT SERVICES OTHER THAN TRAINING
For clients who receive reimbursement for meals less than five days in duration due to participation in a service other than training (i.e., in conjunction with an evaluation or medical service), the Request for Reimbursement must be signed by the client and contain the following statement:
I hereby certify that I am participating in the vocational rehabilitation services arranged for me to determine eligibility, priority of services in an order of selection, comprehensive assessment, or to support a service included in my Individualized Plan for Employment.
Requests for reimbursement of meals as maintenance for less than five days cannot be submitted prior to the date of the service for which maintenance has been authorized. Meal receipts are not required for submission with the Request for Reimbursement.
REIMBURSEMENT FOR MEALS AT ALPHAPOINTE
Maintenance for clients attending Alphapointe for assessment or PVA services will be authorized in accordance with RSB’s PVA contract. Alphapointe will provide the noon meal five days per week in keeping with the contract. This meal will be deducted from the maximum daily reimbursement, with RSB reimbursing the client up to $33 for meals on training days at Alphapointe ($9 for breakfast, $24 for dinner). On weekend days and contract-approved holidays, RSB may reimburse the client up to $46 per day.
AUTHORIZATION REQUIREMENTS
All maintenance authorizations that include meal reimbursement must identify the meal rate used to establish the reimbursement amount and the county or city in which the meals will be consumed. Additionally, all maintenance authorizations require the signature of the respective District Supervisor.
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