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Other Than Personal Services (OTPS) Transportation Reimbursement Steps eVeroPortal App and Website

OTPS Transportation can be reimbursed for:

When a self-directed person is independently traveling to a destination for personal use
When a family member is transporting the self-directed person to a destination for personal use
Participant must be present (in the vehicle)

OTPS Transportation cannot be reimbursed for:

Any transportation to a service/location to or from Medicaid funded budget categories
■ IDGS budget
Direct Provider Purchased Community Habilitation
■ Direct Provider Purchased Respite

Additional AIM Supports:

Recurring Payments- memberships invoiced yearly will be processed and paid out on a monthly cycle; if desired AIM can set up recurring payments which will assist in automatic monthly invoices to populate for reimbursement (total cost of invoice divided by 12)

Direct Pay- AIM offers a direct payment option with all direct pay cleared vendors. This allows AIM to directly pay the provider and for the person receiving supports to avoid initial out of pocket expenses.

Reimbursable Services Team: Preapproval- AIM offers an additional support of programmatic item review which can assist teams with a pre-approval or denial of the requested opportunity. Requests can be submitted through your SD Coordinator or directly to the reimbursable services team at preapproval@aimservicesinc.org

AIM Self-Direction Web Portal- https://www.aimservicesinc.org/self-direction/

eVeroPortal- utilized by individuals or representatives to submit reimbursement requests. Reimbursement Requests can be submitted on the mobile app or website

Self-Direction Education Calendar- optional live virtual trainings held on Zoom for Self-Direction team members to learn more about fundamental supports, services, and software systems Link: https://www.aimservicesinc.org/self-direction/education-calendar/

Note: this document is designed to show individuals, families, and advocates how to upload invoices for reimbursement

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Other Than Personal Services (OTPS) Transportation Reimbursement Steps eVeroPortal App

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4. Select 'Invoice' icon on the Menu Launchpad

5. Select 'Add' to enter reimbursement request

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Enter the following information for OTPS Transportation
Date of Service (if entering multiple dates use last date of service)
Program: Other Than Personal Services (OTPS)
Category: Personal Use Transportation
Paid To: (person requesting reimbursement)
Select purple 'Add Trips' button to enter transportation

9. To add trip, select the purple plus sign (right-hand side of screen)

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10. Under 'Trip Detail' enter the following information:
Date of Service (using the calendar icon to select appropriate date of service)
Starting Point/Destination ('Start' indicated by a green icon; 'Stop' indicated by a red icon)
Roundtrip is only used for traveling from point A to point B and back to point A (no other stops taken in between)
Miles*(auto-populates when addresses are entered)
Purpose of Visit
Paid To: (auto-populates to the person selected for reimbursement)
Amount* (auto-populates based on calculated miles)

Please Note: Odometer reading is not required for mileage entry

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11. Select 'New' to enter new location or select from locations list

12. For new addresses, users will enter the following information for 'Leaves From' and 'Goes To'
Description
Street
City
State
Zip

Please Note: Start/Stop Times are not required for mileage entry

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13. Select 'Done' to save address to individual trip entry

To add frequented addresses_to favorites on the App select 'Add to Favorites' (selection indicated by grey checkbox and will populate on locations list)

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Verify number of miles traveled under 'Miles' and 'Total Miles'
If the entry was a 'Round Trip' select 'Round Trip' (selection indicated by purple toggle)
Reimbursement amount will calculate under 'Amount'
Enter note on visit under 'Purpose of Visit'
If mileage requires attachments due to parking fees/tolls attach using the camera icon and select 'From Camera' 'File' or 'From Photo Library'
Select 'Done' to save mileage entry

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20. To save trips list entered select 'Add To Invoice' (purple button at the top right-hand side of screen)

To edit 'Trip Details': select purple arrow on specific trip >
To delete 'Trip Details': select purple trashcan icon on specific trip; select 'Delete Invoice' to permanently delete
Enter the invoice description if not pre-populated (invoice will indicate mileage amount and reimbursement amount to be submitted)
Once all fields are entered select the purple 'Save' button (upper right-hand side of screen) once all information

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Attention screen will indicate mileage was saved successfully; Select 'OK'
Invoice will populate in the app as ‘Submitted’ under the ‘View’ option

To delete: select purple dropdown icon on specific invoice; select 'Delete Invoice' to permanently delete

To copy: select purple dropdown icon on specific invoice; select 'Copy invoice' and select Yes, to copy - To edit: select purple arrow on specific invoice
To edit: select purple arrow on specific invoice

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Other Than Personal Services (OTPS) Transportation Reimbursement Steps eVeroPortal Website

Once signed in, the user will be shown the account summary page

myCarePortal™ Powered by eVero

Switch Individual Agency Protocol arep

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6. Select the 'Orange Plus Sign' (top right-hand corner) under 'Invoice List'

7. Select the Program: SDS- Other than Personal Service Items and the Category: Personal Use Transportation

Invoice Note: After selecting the applicable program and category, the funding status and battery bar icon for that specific funding line will appear to the right of the category dropdown to assist with managing available budget balances in real-time

Enter the following information for OTPS Personal Use Transportation
Date of Service (if entering multiple dates use last date of service)
Program: SDS- Other Than Personal Services (OTPS)
Category: Personal Use Transportation
Paid To: (person requesting reimbursement)
Select orange 'Add Trips' button to enter transportation

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10. Enter the following information in Trips Window:
Date of Service
Paid To: (auto-populates to the person selected for reimbursement)

○ 'Trip From' and 'Trip To'

Leaves From/Goes To
Street
City
State
Zip

○ 'Purpose of the Trip' will require a brief description of the trip details

Miles (auto-populates based on verified adresses)
Amount (auto-populates when miles are calculated using verified addresses)

Round Trip and Toll/Parking Fee Note:

Round Trip is only used for traveling from point A to point B and back to point A (no other stops taken in between)
If mileage includes a toll this will be entered in the field Toll (fees must have associated attachments included in trip entry for reimbursement)

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11. To save a location as a favorite address enter full address and select the grey star icon (righthand side of 'Leaves From/Goes To' in trips window)

12. To enter a new location, select 'Enter Location' toggle and type address details

Note: To save an address under a nickname, enter the location first, then rename the ‘Leaves From’ tab to the preferred nickname, and save as a favorite address by clicking the grey star icon. These will be saved under “Favorite Address”

R. Oct-26

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13. Saved addresses are indicated by a green star icon (righthand side of 'Leaves From/Goes To' in trips window)

Please note: To access 'Favorite Address' list select blue search icon

14. To delete favorite addresses, select red X symbol (righthand side of screen)

Add Address

Favorite Address Enter Location

Favorite Address

Name	Street	City	State	Zip

Average Household	4227 Route 50	Saratoga Springs	NY	12866
108 Avenue of the Pines, Saratoga Springs, NY 1286	108 Avenue of the Pines	Saratoga Springs	NY	12866
Aviation Mall Rd	Aviation Mall Rd	Queensbury	NY	12804

Select orange 'Save and New' button to save transportation entry and begin new entry
+ Save and New
Saved trips will populate under 'Trip List'

Transportation Date Miles Amount Toll/Parking Fee Trip From Trip To Purpose of the trip

01/15/2025 7.5 $5.25 $0.00 4227 NY-50 Saratoga Springs, NY 12866 108 Avenue of the Pines, Saratoga Springs, NY 12866, USA jazz concert at SPAC

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17. Select orange 'Close' button once all trips are entered and saved in 'Trips List'

Close

18. Mileage, amount and description will auto-populate into original invoice for all trips entered and saved

19. Once all fields are entered select the orange 'Save' button (bottom right-hand corner of window)

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20. Saved invoices will populate as ‘Submitted’

To copy invoice, select copy icon