===== PAGE 1 =====
## 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

1. Log into eVeroPortal

2. Select 'Sign In'

Forgotten User/Password:

Select 'Forgot your username' or 'Forgot your password' or 'Forgot your login information' (blue hyperlinks on right-hand side or bottom center) and follow onscreen instructions for Username or Password

<div style="text-align: center;"><img src="imgs/img_in_image_box_286_452_2533_3215.jpg" alt="Image" width="88%" /></div>


Forgot your login information?

3. eVeroPortal App user can review 'Dashboard' screen for Invoice Status ( Rejections or Paid section) upon login:

## Dashboard

## AVERAGE, JOE

## Budget Summary

Budget Amount

$133810.00

Spent Year to Date

$0.00

100 %

Remaining Balance: $133810.00

## Rejections

Transportation

Individual Summary Note

Invoice

## Review Pending

## E Paid

Dashboard Note: Select Close in the top right-side corner to access Menu Launchpad

Transportation

Invoice

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<div style="text-align: center;">Menu</div>


<div style="text-align: center;"><img src="imgs/img_in_image_box_813_477_1727_1687.jpg" alt="Image" width="35%" /></div>


5. Select 'Add' to enter reimbursement request

<div style="text-align: center;"><img src="imgs/img_in_image_box_761_2125_1783_3093.jpg" alt="Image" width="40%" /></div>


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6. Enter the following information for OTPS Transportation

o 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)

7. Select purple 'Add Trips' button to enter transportation

<div style="text-align: center;"><img src="imgs/img_in_image_box_826_771_1724_1805.jpg" alt="Image" width="35%" /></div>


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

<div style="text-align: center;"><img src="imgs/img_in_image_box_771_2051_1792_2803.jpg" alt="Image" width="40%" /></div>


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10. Under 'Trip Detail' enter the following information:

o 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)

o Roundtrip is only used for traveling from point A to point B and back to point A (no other stops taken in between)

o Miles*(auto-populates when addresses are entered)

○ Purpose of Visit

o Paid To: (auto-populates to the person selected for reimbursement)

o Amount* (auto-populates based on calculated miles)

<div style="text-align: center;"> Please Note: Odometer reading is not required for mileage entry</div>


<div style="text-align: center;"><img src="imgs/img_in_image_box_223_1018_2301_3270.jpg" alt="Image" width="81%" /></div>


NO ATTACHMENTS AVAILABLE

===== PAGE 6 =====
### 11. Select 'New' to enter new location or select from locations list

<div style="text-align: center;"><img src="imgs/img_in_image_box_196_393_2401_1283.jpg" alt="Image" width="86%" /></div>


- ‘Verified’ addresses indicate the location was captured with GPS confirmation through the app

- User can edit or delete by selecting the pencil icon or trashcan)



### 12. For new addresses, users will enter the following information for 'Leaves From' and 'Goes To'

○ Description

o Street

City

○ State

O Zip

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

<div style="text-align: center;"><img src="imgs/img_in_image_box_178_1960_2415_3131.jpg" alt="Image" width="87%" /></div>


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

<div style="text-align: center;"><img src="imgs/img_in_image_box_202_174_2496_3038.jpg" alt="Image" width="89%" /></div>


- To capture 'Current Location' users can select 'Current Location' (upper left-hand side of screen)

- To 'Search Location' users can select 'Search Location' (upper right-hand side of screen)



Note: if manually entered addresses are not populating as ‘Verified’ the in-app location tools will assist with appropriately capturing GPS information to accurately calculate trips

## Add to Favorites-Locations List Note:

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

===== PAGE 8 =====
14. Verify number of miles traveled under 'Miles' and 'Total Miles'

15. If the entry was a 'Round Trip' select 'Round Trip' (selection indicated by purple toggle)

16. Reimbursement amount will calculate under 'Amount'

17. Enter note on visit under 'Purpose of Visit'

18. If mileage requires attachments due to parking fees/tolls attach using the camera icon and select 'From Camera' 'File' or 'From Photo Library'

19. Select 'Done' to save mileage entry

'Round Trip' Note:

Select 'Round Trip' if you are

traveling from point A to point B

and back to point A

(no other stops taken in between)

<div style="text-align: center;"><img src="imgs/img_in_image_box_84_948_2550_3212.jpg" alt="Image" width="96%" /></div>


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

<div style="text-align: center;"><img src="imgs/img_in_image_box_308_364_2365_1326.jpg" alt="Image" width="80%" /></div>


Trip Details Note:

For additional entries to an invoice select the 'Add Trip' button (purple plus sign at the 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

22. Enter the invoice description if not pre-populated (invoice will indicate mileage amount and reimbursement amount to be submitted)

23. Once all fields are entered select the purple 'Save' button (upper right-hand side of screen) once all information

<div style="text-align: center;"><img src="imgs/img_in_image_box_885_1894_1667_3184.jpg" alt="Image" width="30%" /></div>


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24. Attention screen will indicate mileage was saved successfully; Select 'OK'

25. Invoice will populate in the app as ‘Submitted’ under the ‘View’ option

Receipt

Receipt saved successfully with 0 attachments

<div style="text-align: center;"><img src="imgs/img_in_image_box_260_481_2292_1527.jpg" alt="Image" width="79%" /></div>


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

<div style="text-align: center;"><img src="imgs/img_in_image_box_2159_1694_2366_1812.jpg" alt="Image" width="8%" /></div>


- 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



<div style="text-align: center;"><img src="imgs/img_in_image_box_271_2163_2378_2770.jpg" alt="Image" width="82%" /></div>


===== PAGE 11 =====
## Other Than Personal Services (OTPS) Transportation Reimbursement Steps eVeroPortal Website

1. Log into eVeroPortal at  signin.evero.com

*Username and Password selected by user

2. Select 'Sign In'

<div style="text-align: center;"><img src="imgs/img_in_image_box_145_422_2418_1129.jpg" alt="Image" width="89%" /></div>


Forgotten User/Password:

Select 'Forgot your username' or 'Forgot your password' or 'Forgot your login information' (blue hyperlinks on right-hand side or bottom center) and follow onscreen instructions for Username or Password

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

<div style="text-align: center;">myCarePortal™ Powered by  eVero</div>


Switch Individual Agency Protocol arep

<div style="text-align: center;"><img src="imgs/img_in_image_box_289_1394_2068_2085.jpg" alt="Image" width="69%" /></div>


<div style="text-align: center;"><img src="imgs/img_in_image_box_121_1354_2258_3272.jpg" alt="Image" width="83%" /></div>


4. Select the three-line dropdown in the top left corner to reveal list of options

5. Under 'SDS' select 'Invoice' to enter reimbursement request

## myCarePortal™ Powered by eVero

Dashboard

Attendance

SDS

< September 2025

Actions

SDS Summary

$ Payments

Invoice

Daily Note

===== PAGE 12 =====
6. Select the 'Orange Plus Sign' (top right-hand corner) under 'Invoice List'

<div style="text-align: center;"><img src="imgs/img_in_image_box_175_404_2367_690.jpg" alt="Image" width="85%" /></div>


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

<div style="text-align: center;"><img src="imgs/img_in_image_box_487_1073_2049_1560.jpg" alt="Image" width="61%" /></div>


8. Enter the following information for OTPS Personal Use Transportation

o Date of Service (if entering multiple dates use last date of service)

Program: SDS- Other Than Personal Services (OTPS)

○ Category: Personal Use Transportation

o Paid To: (person requesting reimbursement)

9. Select orange 'Add Trips' button to enter transportation

<div style="text-align: center;"><img src="imgs/img_in_image_box_314_2218_2091_3109.jpg" alt="Image" width="69%" /></div>


===== PAGE 13 =====
10. Enter the following information in Trips Window:

o Date of Service

o 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

o Miles (auto-populates based on verified adresses)

Amount (auto-populates when miles are calculated using verified addresses)

<div style="text-align: center;"><img src="imgs/img_in_image_box_161_1106_2378_2646.jpg" alt="Image" width="86%" /></div>


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)

Toll/Parking Fee

<div style="text-align: center;"><img src="imgs/img_in_image_box_835_3085_1691_3169.jpg" alt="Image" width="33%" /></div>


===== PAGE 14 =====
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)

<div style="text-align: center;"><img src="imgs/img_in_image_box_574_456_2268_905.jpg" alt="Image" width="66%" /></div>


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

<div style="text-align: center;"><img src="imgs/img_in_image_box_520_1167_2032_1671.jpg" alt="Image" width="59%" /></div>


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”

<div style="text-align: center;"><img src="imgs/img_in_image_box_233_2082_2387_2655.jpg" alt="Image" width="84%" /></div>


<div style="text-align: center;"><img src="imgs/img_in_image_box_306_2785_2263_3249.jpg" alt="Image" width="76%" /></div>


R. Oct-26

===== PAGE 15 =====
13. Saved addresses are indicated by a green star icon (righthand side of 'Leaves From/Goes To' in trips window)

Trip From

4227 NY-50 Saratoga Springs, NY 12866

<div style="text-align: center;"><img src="imgs/img_in_image_box_307_575_2080_1129.jpg" alt="Image" width="69%" /></div>


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

<div style="text-align: center;"><img src="imgs/img_in_image_box_582_1356_1335_1470.jpg" alt="Image" width="29%" /></div>


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

Add Address

Favorite Address Enter Location

Favorite Address

<div style="text-align: center;"><img src="imgs/img_in_image_box_334_1694_2249_2394.jpg" alt="Image" width="75%" /></div>



<table border=1 style='margin: auto; word-wrap: break-word;'><tr><td style='text-align: center; word-wrap: break-word;'>Name</td><td style='text-align: center; word-wrap: break-word;'>Street</td><td style='text-align: center; word-wrap: break-word;'>City</td><td style='text-align: center; word-wrap: break-word;'>State</td><td style='text-align: center; word-wrap: break-word;'>Zip</td><td style='text-align: center; word-wrap: break-word;'></td><td style='text-align: center; word-wrap: break-word;'></td></tr><tr><td style='text-align: center; word-wrap: break-word;'></td><td style='text-align: center; word-wrap: break-word;'></td><td style='text-align: center; word-wrap: break-word;'></td><td style='text-align: center; word-wrap: break-word;'></td><td style='text-align: center; word-wrap: break-word;'></td><td style='text-align: center; word-wrap: break-word;'></td><td style='text-align: center; word-wrap: break-word;'></td></tr><tr><td style='text-align: center; word-wrap: break-word;'>Average Household</td><td style='text-align: center; word-wrap: break-word;'>4227 Route 50</td><td style='text-align: center; word-wrap: break-word;'>Saratoga Springs</td><td style='text-align: center; word-wrap: break-word;'>NY</td><td style='text-align: center; word-wrap: break-word;'>12866</td><td style='text-align: center; word-wrap: break-word;'></td><td style='text-align: center; word-wrap: break-word;'></td></tr><tr><td style='text-align: center; word-wrap: break-word;'>108 Avenue of the Pines, Saratoga Springs, NY 1286</td><td style='text-align: center; word-wrap: break-word;'>108 Avenue of the Pines</td><td style='text-align: center; word-wrap: break-word;'>Saratoga Springs</td><td style='text-align: center; word-wrap: break-word;'>NY</td><td style='text-align: center; word-wrap: break-word;'>12866</td><td style='text-align: center; word-wrap: break-word;'></td><td style='text-align: center; word-wrap: break-word;'></td></tr><tr><td style='text-align: center; word-wrap: break-word;'>Aviation Mall Rd</td><td style='text-align: center; word-wrap: break-word;'>Aviation Mall Rd</td><td style='text-align: center; word-wrap: break-word;'>Queensbury</td><td style='text-align: center; word-wrap: break-word;'>NY</td><td style='text-align: center; word-wrap: break-word;'>12804</td><td style='text-align: center; word-wrap: break-word;'></td><td style='text-align: center; word-wrap: break-word;'></td></tr></table>

15. Select orange 'Save and New' button to save transportation entry and begin new entry

+ Save and New

16. Saved trips will populate under 'Trip List'

<div style="text-align: center;"><img src="imgs/img_in_image_box_201_2871_443_2931.jpg" alt="Image" width="9%" /></div>


<div style="text-align: center;">Trip List</div>



<table border=1 style='margin: auto; word-wrap: break-word;'><tr><td style='text-align: center; word-wrap: break-word;'>Transportation Date</td><td style='text-align: center; word-wrap: break-word;'>Miles</td><td style='text-align: center; word-wrap: break-word;'>Amount</td><td style='text-align: center; word-wrap: break-word;'>Toll/Parking Fee</td><td style='text-align: center; word-wrap: break-word;'>Trip From</td><td style='text-align: center; word-wrap: break-word;'>Trip To</td><td style='text-align: center; word-wrap: break-word;'>Purpose of the trip</td><td style='text-align: center; word-wrap: break-word;'></td></tr><tr><td style='text-align: center; word-wrap: break-word;'>01/15/2025</td><td style='text-align: center; word-wrap: break-word;'>7.5\n<img src="imgs/img_in_image_box_571_3075_645_3121.jpg" alt="Image"" /></td><td style='text-align: center; word-wrap: break-word;'>$5.25</td><td style='text-align: center; word-wrap: break-word;'>$0.00</td><td style='text-align: center; word-wrap: break-word;'>4227 NY-50\nSaratoga Springs, NY 12866</td><td style='text-align: center; word-wrap: break-word;'>108 Avenue of the Pines, Saratoga Springs, NY 12866, USA</td><td style='text-align: center; word-wrap: break-word;'>jazz concert at SPAC</td><td style='text-align: center; word-wrap: break-word;'><img src="imgs/img_in_image_box_2259_3039_2300_3086.jpg" alt="Image"" /></td></tr></table>

===== PAGE 16 =====
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

<div style="text-align: center;"><img src="imgs/img_in_image_box_527_826_1939_1399.jpg" alt="Image" width="55%" /></div>


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

<div style="text-align: center;"><img src="imgs/img_in_image_box_769_1903_1884_2734.jpg" alt="Image" width="43%" /></div>


===== PAGE 17 =====
### 20. Saved invoices will populate as ‘Submitted’

Date Service
Occurred/Will
Occur: 10/01/2025
Program: SDS-Oth
Category: Personal Use Transportation 76.71%
Paid to: Jones, Joseph-Test
Service/Class provided by:
Service/Class Name:
Mileage: 8.2
Description: Description is listed within the trip entry
View Trips Amount: $5.74

<div style="text-align: center;"><img src="imgs/img_in_image_box_348_517_2298_1335.jpg" alt="Image" width="76%" /></div>


To edit select orange pencil

To copy invoice, select copy icon

To delete select orange trashcan

<div style="text-align: center;"><img src="imgs/img_in_image_box_1161_1344_1228_1411.jpg" alt="Image" width="2%" /></div>


<div style="text-align: center;"><img src="imgs/img_in_image_box_1317_1335_1356_1374.jpg" alt="Image" width="1%" /></div>


<div style="text-align: center;"><img src="imgs/img_in_image_box_1174_1465_1225_1525.jpg" alt="Image" width="2%" /></div>