Reimburse Mileage and Expenses for Visits

Caregivers can add mileage or request reimbursement within a Visit. There are a few set-up steps to make this successful.

  1. Go to Administration > Masters > Non-Billable Activities.

  2. Click the + Add Activity button.

  3. The Add Activity panel opens.

    Add Activity

    Type in the Activity Name, and select Other Expenses from the Activity Type dropdown.

  4. Set the Unit Interval.

  5. Add a Description and click the Save button.

  6. Add a reimbursement pay rate. This can be done:

    1. At the Employee level: Do this if the rate varies from Employee to Employee. This can be done on the Employee's Payroll tab.

    2. At the Agency level: Do this if the rate is the same for all Employees (For example, if using a federal mileage rate). This can be done by going to Administration > Masters > Non-Billable Rates and clicking on + Add Rates. Complete the fields and click Save.

  1. For the Caregiver to be able to start a Visit, they must be a part of the Client’s Care Team. For more information on adding an Employee to a Client's Care Team, see Create a Care Team.

  2. Go to the Employee's Profile and open the Payroll tab.

    1. Ensure that caregiver has a payrate for services for that specific ratio. For example: PCA 1:1

    2. Ensure that the caregiver has a payrate for reimbursement(s).

      In the Pavillio Mobile App, the Caregiver can see the available expenses and is able to enter in the total (miles, dollars, hours) and add notes

The following steps should be followed by a Caregiver requesting reimbursement:

  1. Open the Pavillio Caregiver app.

  2. On the My Clients tab, find the Client and tap Clock In. Select the desired service and location.

  3. Tap Add Expense and select the expense associated with the Visit. Enter the total miles, dollars or hours as needed, plus Notes for the reimbursement.

  4. Visit Notes and Activities needs to be completed before the Visit can be submitted.

  5. If the Client or Responsible Party is present when completing the Visit documentation, have them sign for the Visit before tapping Submit.
  6. If the Client or Responsible Party is not present when completing the Visit documentation, click Submit. The Visit will then go to the Client Pavillio app for signature.
    • Unsigned Visit records will appear in Care Management > Approve Visits > Timecards > Incomplete card with a status of Unapproved.
    • Saved but unsubmitted Visit records will appear in Care Management > Approve Visits > Timecards > Incomplete card with a status of Draft.

Once the record is submitted and approved, it is visible under Care Management > Approve Visits on the Warning or Pending Approval cards.

To approve a reimbursement:

  1. Go to Care Management > Approve Visits > Reimbursement and review the records.

  2. Go to the Timecards tab, review the Visit records and Finalize them. This automatically finalizes the reimbursements.

  3. All finalized reimbursements goes to (Undefined variable: Underwing.Fin8) to be computed for the payroll export as reimbursements. Reimbursements are NOT billable.

  4. All finalized Visit records goes through validations before going to (Undefined variable: Underwing.Fin13) for sending to the Payor.