15.7 ICPC Related Travel Expenses | CWS
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Georgia Division of Family and Children Services |
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Chapter: |
Interstate Compact on the Placement of Children (ICPC) |
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Policy Title: |
ICPC Related Travel Expenses |
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Policy Number: |
15.7 |
Previous Policy Number(s): |
1010.9 |
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Effective Date: |
February 2015 |
Manual Transmittal: |
2015-01 |
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Requirements
The Division of Family and Children Services (DFCS) will ensure that interstate travel expenses are only authorized by the Interstate Compact on the Placement of Children (ICPC) State Office.
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These reimbursable travel expenses are associated with a child’s approved ICPC placement to and from an approved ICPC out of home resource.
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Travel costs include subsistence, mileage and/or airfare for the child only.
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The Interstate Travel Expenses Waiver is completed by the Georgia ICPC Administrator and sent to the County Department at the time the County is notified that the ICPC placement is approved.
County DFCS staff will request authorization for the child’s travel expenses when placing the child in another state. If a Georgia child’s placement disrupts, authorization for the child’s travel expenses must be reauthorized via a request submitted to the Georgia ICPC Administrator.
When it is necessary for the Social Services Case Manager (SSCM) or other DFCS staff person to accompany the child:
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The SSCM’s travel costs are paid from Grant in Aid (GIA).
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Advance approval for the SSCM’s travel must be requested through the Deputy Director of Financial and Administration using the Child Related Out-of-State Travel Request (Form 5354).
Procedures
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County DFCS staff must request the authorization for an Interstate Travel Expense Waiver through the Georgia ICPC office. Prior approval must be obtained before arranging travel for the child(ren).
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The Georgia ICPC Administrator is responsible for approving the Interstate Travel Expense Waiver for the payment of the child(ren)'s travel. Interstate Travel Expense Waivers are not approved for court only jurisdiction cases (where the child is not in DFCS custody).
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Travel Incorporated is the travel agency used to make the travel arrangements and secure payment authorization. The DHS Office of Financial Services/Travel Section should be contacted if assistance is needed.
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All expenses related to the child(ren)'s travel are submitted to the Regional Accounting department, and copies should be maintained in Georgia SHINES External Documentation in the child’s FCC stage for audit purposes. A copy of the Interstate Travel Expense Waiver must be attached to the expense authorization for the child(ren).