Under section 4.2.1 of the VVRS Instrument [2], accommodation and travel assistance can be provided to VVRS clients who live in rural and remote areas and who are required to travel a substantial distance for a rehabilitation assessment or training program.
VVRS clients are expected to meet their own travel and parking costs which would be incurred by people in similar circumstances in metropolitan areas. Financial hardship cases can be considered, however, no provision exists for meal allowances or carer costs.
The amount for travel reimbursement is made at the current Repatriation Transport Scheme (RTS) rate for private vehicles and public transport.
Travel and accommodation assistance is not available for travel to attend a job interview and ceases altogether once the VVRS client commences paid employment.
For more information refer to section 12.5.2 [3] in this Library.
The requirement for a client to undergo an initial rehabilitation assessment or any subsequent assessment of the person’s capacity for rehabilitation may mean they need to travel and/or stay in accommodation in order to attend that assessment. Section 47 of the [5]MRCA [5] [5]and subsections 36(5) and 36(6) of the DRCA [6] outline the circumstances in which compensation for journey and/or accommodation costs can be paid, for costs that have been reasonably incurred.
Reasonable requirement for travel/accommodation
In determining whether travel/accommodation costs are reasonably required to undertake a rehabilitation assessment, the delegate should consider issues such as:
These considerations are not exhaustive and any other issues may be taken into account by the delegate when determining whether travel and accommodation costs are reasonably required. Each case must be considered on its merits utilising a client-centric approach.
Section 48 of the MRCA [5] and subsection 36(5) of the DRCA [6] quantifies the amount to be paid to a person who has travelled and/or remained at that place in accommodation as "the amount reasonably incurred in making the journey or remaining at the place". In order for the amount to be determined as reasonable, the delegate may consider:
The travel for treatment guidelines do not apply for reimbursement for reasonable costs to attend a rehabilitation assessment. However, the travel for treatemnt guidelines in section 9.1.2 of the MRCA Policy Manual [7] may be used to gain a benchmark of reasonable costs. It is important to note that there is no mandated kilometre rate for travel associated with attending a rehabilitation assessment. It would however, be reasonable for clients to be expected to self-fund any travel that is less than a 50 km round trip.
Section 49 of the MRCA [5] provides that compensation can be paid to:
Unlike travel to undertake a rehabilitation assessment (see section 2.8.2 of the Rehabilitation Policy Library [9]), the DRCA and MRCA do not provide specific legislative provisions to cover the travel costs associated with a person's participation in a rehabilitation program.
However, a Rehabilitation Coordinator, in consultation with the approved Rehabilitation Provider, has the discretion to determine whether or not a person's participation in a rehabilitation program will cause that person to incur travel costs additional to normal work-related travel costs, and to ensure that these costs are included in the rehabilitation plan. An example would be where a client is undertaking an approved training course as part of a vocational rehabilitation program, and needs to travel interstate in order to participate in the course. Please note, travel costs associated with a rehabilitation program can only be paid where client travel is included as a third party cost on a rehabilitation plan.
In deciding whether a person should be reimbursed for travel costs, the Rehabilitation Coordinator should consider the following points:
When considering the amount of any reimbursement for travel expenses associated with a rehabilitation program, Rehabilitation Coordinators should use the guidelines provided Chapter 9 [10]of the MRCA Policy Manual [10] in relation to reimbursement of reasonable travel and/or accommodation costs to obtain medical treatment as a benchmark of reasonable costs. It is important to note that there is no mandated kilometre rate for travel associated with attending approved rehabilitation activities. It is however reasonable to expect clients to self-fund any travel that is less than a 50 round trip.
Prior to approval, a delegate should first confirm that the client is reasonably required to travel for the purpose of attending a:
Prior to undertaking the travel the client should be fully briefed of these provisions and the requirements they will be expected to meet, with a file note confirming this activity.
DVA will pay reasonable costs for travel required to undertake the approved treatment and rehabilitation activities. This may include:
DVA will pay reasonable costs for accommodation and meals required to undertake the approved treatment and rehabilitation activities. This may include:
For other journey and accommodation related matters, please refer to section 9.1.1 [12]in the MRCA Policy Manual [12] and section 90.2 of the DRCA General Handbook [13] and section 90.7 of the DRCA General Handbook. [14]
Clients must lodge their claim for reimbursement of travel expenses for an approved journey within 12 months of undertaking the travel. Delegates have the discretion to extend this timeframe on a case by case basis, based on individual circumstances.
On their return from the approved journey, the client is to retain evidence of the travel and accommodation costs associated with the treatment expense incurred or attendance at the approved rehabilitation activity for a period of four months after their claim for reimbursement of travel expenses has been determined by a delegate.
Clients must provide these receipts, if requested, within this four month period.
Where the client incurs additional travel or accommodation costs beyond their control, which were not initially approved, they are to provide receipts for those additional costs before reimbursement is considered.
Where the client stays in:
The DVA Travel Allowance Calculator and or DVA Travel Management Systems are to be used as the accepted guide in determining the applicable allowance and amounts. The Calculator takes into account the times travelled and any accommodation requirement.
Note: This policy is consistent with, and based on, the DVA Secretary's Instruction [15] titled: Domestic Travel for Other than APS Employees and the DVA Official Domestic Travel Policy [16].
Links
[1] https://clik.dva.gov.au/user/login?destination=comment/reply/21137%23comment-form
[2] https://www.legislation.gov.au/Series/F2015L01263
[3] https://clik.dva.gov.au/rehabilitation-policy-library/12-veterans-vocational-rehabilitation-scheme-guidelines/125-other-assistance-veterans-participating-vvrs/1252-vvrs-assistance-transport-and-accommodation
[4] https://clik.dva.gov.au/user/login?destination=comment/reply/21146%23comment-form
[5] https://www.legislation.gov.au/Series/C2004A01285
[6] https://www.legislation.gov.au/Series/C1988A00156
[7] https://clik.dva.gov.au/military-compensation-mrca-manuals-and-resources-library/policy-manual/ch-9-other-benefits-under-military-rehabilitation-and-compensation-act-2004/91-compensation-travel-and-accommodation-costs-reasonably-required-or-incurred-under-military-rehabilitati-1
[8] https://clik.dva.gov.au/user/login?destination=comment/reply/21149%23comment-form
[9] https://clik.dva.gov.au/rehabilitation-policy-library/2-legislative-provisions/28-travel-and-accommodation-costs/282-travel-attend-rehabilitation-assessment
[10] https://clik.dva.gov.au/military-compensation-mrca-manuals-and-resources-library/policy-manual/ch-9-other-benefits-under-military-rehabilitation-and-compensation-act-2004
[11] https://clik.dva.gov.au/user/login?destination=comment/reply/21148%23comment-form
[12] https://clik.dva.gov.au/military-compensation-mrca-manuals-and-resources-library/policy-manual/ch-9-other-benefits-under-military-rehabilitation-and-compensation-act-2004/91-compensation-travel-and-accommodation-costs-reasonably-required-or-incurred-under-military-rehabilitati-0
[13] https://clik.dva.gov.au/military-compensation-srca-manuals-and-resources-library/general-handbook/ch-90-compensation-travel-and-accommodation-costs-under-safety-rehabilitation-and-compensation-act-1988-srca/902-travel-andor-accommodation-costs-reasonably-incurred-attend
[14] https://clik.dva.gov.au/military-compensation-srca-manuals-and-resources-library/general-handbook/ch-90-compensation-travel-and-accommodation-costs-under-safety-rehabilitation-and-compensation-act-1988-srca/907-payment-travel-and-accommodation-costs-when-person-required-travel
[15] https://intranet.dvastaff.dva.gov.au/supportingbusiness/financeandresources/finance/policies/Pages/Finance-Business-Rules.aspx
[16] http://sharepoint/supportingbusiness/travel/Pages/Default.aspx