Maintaining Accountability for the
Transportation Disadvantaged
Program
Your Responsibilities as the CTC / STP
Agenda
Introduction
• Background
• What is a CTC / STP
Role &
Coordination
• Expectations / Coordination efforts
• Relationship
Administration
• Grants & Agreements
• Requirements
• Deliverables
• Invoicing
• Record Retention
Introduction
Background
Commission for the Transportation Disadvantaged
• Chapter 427, Florida Statutes
• Rule 41-2, Florida Administrative Code
• Independent State Agency; administratively within FDOT
• Accountable to Governor & Legislators
• Must comply with State and Federal rules and regulations
• Subject to State and Federal review and audits
Introduction
What is a CTC / STP? - Back to basics
• CTC – Community Transportation Coordinator
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Selected through Planning Agency procurement process
Recommended by Planning Agency to CTD
Designation for 5 years
Government, Non-Profits and Profits
Sole, Partial or Complete Broker
• STP – Subcontracted Transportation Provider
• CTCs and Non-CTCs
• Non-CTCs selected through CTD procurement process
Role & Coordination
Expectations
CTC
• Become and remain
apprised of all TD resources
available or planned in
service area. (Mobility
Management)
• Provide or arrange 24-7
transportation as needed
for sponsoring agency(s).
• Comply with all grants,
contracts and agreement
requirements.
STP
• Provide or arrange 24-7
Medicaid Non-Emergency
Medical Transportation
• Comply with all contract
requirements
Role & Coordination
Relationships
CTC
STP
• Work cooperatively with CTD
Project Manager, Planning
Agency and LCB.
• Work cooperatively with
CTD Project Manager,
AHCA area office staff.
• Other Medical Providers
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TDSP
Priorities
Eligibility
Regular Operating Reports
Evaluation
Sponsoring Agencies
Funding Sources
Local Networks
MMAs, HMOs
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PPEC
Dialysis
Nursing Homes
Hospitals
Administration
Grants/Agreements
• Trip & Equipment
Grant
• Shirley Conroy Rural
Capital Equipment
Grant
• Medicaid STP
Agreement
Requirements
Deliverables
Invoicing
Record
Retention
Administration
• State Government Funding
• Taxpayers Dollars
• Accountability
• Audits
Trip & Equipment Grant
Purpose
• Funds deposited in the trust fund may be used to
subsidize a portion of a transportation
disadvantaged person’s transportation costs which
is not sponsored by any agency, only if a cash or inkind match is required.
• Funds may also be used to purchase capital
equipment that is used for the provision of nonsponsored transportation services.
Trip & Equipment Grant
Requirements
• CTC is only eligible recipient
• Grant Program Manual and Application Forms
• Eligible Expenditures
• Non-sponsored trips
• Capital Equipment
• Funding
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Reimbursement Grant
Local Match Requirement
Trust Fund Allocation
Voluntary Dollar Funds
Transfer of Planning Allocation
Rates
• Grant Approval
• Resolution
• Effective Date
• Amendments must be submitted to CTD for consideration no later than
April 30th.
Trip & Equipment Grant
Requirements – Rider Eligibility
What is the GOAL of having TD Eligibility?
Ensure that the persons who are receiving benefits from
the funding meet the requirements of the Chapter 427,
F.S
How the Statute Defines Transportation Disadvantaged:
“Those persons who because of physical or mental
disability, income status, or age are unable to transport
themselves or to purchase transportation and are,
therefore, dependent upon others to obtain access to
health care, employment, education, shopping, social
activities, or other life-sustaining activities, or children
who are handicapped or high-risk or at-risk as defined
in s. 411.202. (Florida Stautes 427.011(1))
Trip & Equipment Grant
Requirements – Rider Eligibility
What is Required & Who is Responsible?
• Local TD Eligibility Policy to be developed by CTC &
LCB
• Local Policy based upon CTD Criteria
• Local Policy must be detailed in TDSP
• CTC implement Policy as stated in TDSP
Trip & Equipment Grant
Requirements – Rider Eligibility
At a minimum:
• No other funding available – A
person would not be considered
TDTF eligible if another purchasing
agency is responsible for such
transportation.
• No other means of transportation
is available – As specified by the
LCB and CTC. (The dreaded car in
driveway dilema)
• Public Transit – If fixed route transit
is available the person must
demonstrate why it cannot be
used.
• Physical or mental disability –
Disability as outlined in the ADA of
1990.
• Age – As specified by the CTC and
LCB.
• Individual and household income
status is a specified percent of the
poverty level – As specified by the
CTC and LCB.
• No self-declarations allowed – The
CTC will use an enrollment process
that substantiates the individual’s
ability to meet the criteria listed and
any other CTC determined criteria.
• Ability to pay – The CTC & LCB may
establish an ability to pay policy for
‘non-sponsored” customers using a
sliding scale based on the customer’s
income and/or assets status.
Trip & Equipment Grant
Requirements – Rider Eligibility
Audit Findings:
• Non-sponsored TD not defined in TDSP
• No documentation maintained
• Insufficient documentation maintained
Best Practices:
• Standard In-take form
• Periodic Recertifications
• Self-monitoring
Trip & Equipment Grant
Requirements – Equipment
• Allowable Equipment including but not limited to:
• Vehicles to be used to transport TD Population; not
Fixed Route
• Vans, SUVs, Buses, Sedans
• Computer Hardware/software
• Communication equipment
• Support equipment above $500 per piece
• Must be no more than 25% of total grant amount,
excluding voluntary dollars
• 10% match
Trip & Equipment Grant
Requirements – Equipment
• LCB approval
• Equipment must be included in grant; Do not
purchase equipment before initial grant or
amendment is executed
• Application for Vehicle Title must reflect CTD as
lienholder.
• Vehicle must be insured
• All equipment purchased must be maintained
appropriately
Trip & Equipment Grant
Requirements – Voluntary Dollar Funds
• Voluntary Dollar Funds are local donated funds
from Motor Vehicle Registrations
• Funds are returned to donating county
• Must be matched; maybe soft/in-kind
• Usually invoiced at beginning or end of grant
• Support documentation
Trip & Equipment Grant
Deliverables
• Ridership eligibility documents must be maintained
by CTC
• Trip Detail Report and Summary Report are
submitted with invoices
• Rate Model Worksheets must match rates for
services in Grant
• Vendor Invoice for Capital Equipment purchases
Trip & Equipment Grant
Invoicing
• Use CTD Invoice Template
• Information must be correct and should come directly
from executed grant
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vendor name & address,
respective vendor number
contract number
grant execution date
grant termination date
type of service
unit cost
• Reimbursement will be rejected if any element is
incorrect.
Trip & Equipment Grant
Invoicing
• Support documentation must accompany all invoices.
• Trip Reimbursement
• Summary Report condensing detail report per service type
being invoiced
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Ambulatory (trip and/or mile)
Wheelchair (trip and/or mile)
Stretcher (trip and/or mile)
Bus Passes
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Rider Name
Date of Service
Trip Length if invoicing includes mileage
Trip Type (Ambulatory/Wheelchair/Stretcher/Bus Pass)
Cost of trip
• Rider Trip Detail Report
Trip & Equipment Grant
Invoicing
• Support documentation must accompany all
invoices.
• Equipment Reimbursement
• Invoice from Vendor with Serial number or identification
number
• Application for Title for Vehicle Purchase reflecting CTD
as lienholder
• Invoice from Vendor with $0 Balance or canceled check
to indicate reimbursement.
• Submit Invoice and Support Documentation to:
FLCTDInvoice@dot.state.fl.us
Trip & Equipment Grant
Record Retention
• Retain sufficient records demonstrating its compliance
with the terms of the Trip and Equipment Grant
agreement for a period of at least five years from the
date the Single Agency Audit report is issued.
• Allow the Commission, or its designee, CFO, or Auditor
General access to such records upon request.
• Ensure audit working papers are made available to the
Commission, or its designee, CFO, or Auditor General
upon request for a period of at least five years from the
date the audit report is issued, unless extended in
writing by the Commission.
• Electronic documents are included
Shirley Conroy Rural Capital
Equipment Grant
Purpose
• To provide financial assistance to CTCs in rural areas
for the purchase of capital equipment.
• FDOT transfers $1.4 Million to CTD
Shirley Conroy Rural Capital
Equipment Grant
Requirements
• CTC is only eligible recipient
• Grant Program Manual and Application Forms
• Eligible Expenditures
• Capital Equipment
• Funding
• Application Process (Amount needed, specific equipment, support for
need, impact and value of project to coordinated system)
• Reimbursement Grant
• Local Match Requirement
• Application Review/Selection and Grant Approval
• Subcommittee recommends grant awards
• Resolution
• Effective Date
Shirley Conroy Rural Capital
Equipment Grant
Deliverables
• Application documents
• Invoice for Vendor
• Equipment must be included in Grant and/or
amendment prior to purchase
• Amendments must be submitted to CTD for
consideration no later than April 30th.
Shirley Conroy Rural Capital
Equipment Grant
Invoicing
• Use CTD Invoice Template
• Information must be correct and should come
directly from executed grant
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vendor name & address,
respective vendor number
contract number
grant execution date
grant termination date
Capital equipment purchased as specified in grant
• Reimbursement will be rejected if any element is
incorrect.
Shirley Conroy Rural Capital
Equipment Grant
Invoicing
• Support documentation must accompany all
invoices.
• Equipment Reimbursement
• Invoice from Vendor with Serial number or identification
number
• Application for Title for Vehicle Purchase reflecting CTD
as lienholder
• Invoice from Vendor with $0 Balance or canceled check
to indicate reimbursement.
• Submit Invoice and Support Documentation to:
FLCTDInvoice@dot.state.fl.us
Shirley Conroy Rural Capital
Equipment Grant
Record Retention
• Retain sufficient records demonstrating its compliance
with the terms of the Grant agreement for a period of
at least five years from the date the Single Agency Audit
report is issued.
• Allow the Commission, or its designee, CFO, or Auditor
General access to such records upon request.
• Ensure audit working papers are made available to the
Commission, or its designee, CFO, or Auditor General
upon request for a period of at least five years from the
date the audit report is issued, unless extended in
writing by the Commission.
• Electronic documents are included
Medicaid Non-Emergency
Transportation STP Agreement
Purpose
• To provide Medicaid Non-Emergency
Transportation Services for eligible recipients.
Medicaid Non-Emergency
Transportation STP Agreement
Requirement
• Agreement with CTD
• CTC or STP (non-CTC)
• Gatekeeping
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Eligibility Application
Medicaid eligible; not MMA recipient
No other transportation resources available
Receiving Medicaid compensable Service
• Provide Transportation
• Ambulatory/Wheelchair/Stretcher/Bus Passes/Air
Transport
• Transportation Related Expenses
Medicaid Non-Emergency
Transportation STP Agreement
Deliverables
• Encounter Data
• Complete, Accurate, Timely
• Only Eligible Recipients covered by CTD; not MMA
• Elements:
• Do not include numbers with names
• Be consistent with addresses
• Correct Trip Cost (Rate Model Worksheets Unsubsidized Rates
• Reports
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Grievance System Summary Reports
Trip Travel Expense Reports
Safety Compliance Self-Certification Report
Systems Outage Notification
Critical Incident Report
Performance Measures
Medicaid Non-Emergency
Transportation STP Agreement
Invoicing
• Use CTD Invoice Template
http://www.dot.state.fl.us/ctd/programinfo/finance/newinvoice.htm.
• Information must be correct and should come directly
from executed grant
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vendor name & address,
respective vendor number
contract number
grant execution date
grant termination date
type of service
unit cost
• Reimbursement will be rejected if any element is
incorrect.
Medicaid Non-Emergency
Transportation STP Agreement
Invoicing
• Support documentation must accompany all
invoices.
• PDF Document showing Member Months and dollar
amount
• Trip Report from CTDFL
• Submit Invoice and Support Documentation to:
ctd-medicaid@dot.state.fl.us
Medicaid Non-Emergency
Transportation STP Agreement
Record Retention
• Retain sufficient records demonstrating its compliance
with the terms of the STP agreement for a period of at
least five years from the date the Single Agency Audit
report is issued.
• Allow the Commission, or its designee, AHCA, CFO, or
Auditor General access to such records upon request.
• Ensure audit working papers are made available to the
Commission, or its designee, CFO, or Auditor General
upon request for a period of at least five years from the
date the audit report is issued, unless extended in
writing by the Commission.
• Electronic documents are included.
Questions?
Project Managers:
Area 1
Cecile Del Moral
(850) 410-5702
cecile.delmoral@dot.state.fl.us
Area 2
Angela Cavanaugh
(850) 410-5715
angela.cavanaugh@dot.state.fl.us
Area 3
Dan Zeruto
(850) 410-5704
dan.zeruto@dot.state.fl.us
Area 4
Robert Craig
(850) 410-5713
robert.craig@dot.state.fl.us
Area 5
Sheri Powers
(850) 410-5710
sheri.powers@dot.state.fl.us
Area 6
John Irvine
(850) 410-5712
john.irvine@dot.state.fl.us
Financial Staff:
Elmer Melendez
(850) 410-5707
Elmer.melendez@dot.state.fl.us
Ray Anderson
(850) 410-5722
Ray.Anderson@dot.state.fl.us
Marcus Mack
(850) 410-5711
Marcus.mack@dot.state.fl.us
Thank you!
Karen Somerset, Assistant Director
(850)410-5701
Karen.somerset@dot.state.fl.us