Submit Travel Expense Claims For Healthcare Reimbursements

how to submit a reimbursement for healthcare travel expenses

If you're looking to submit a reimbursement for healthcare travel expenses, there are a few options available to you, depending on your circumstances. For example, if you're a veteran or caregiver who's eligible for general VA healthcare travel reimbursement, you can file your claims online through the Beneficiary Travel Self Service System (BTSSS). This covers regular transportation, such as by car, plane, train, bus, taxi, or light rail.

If you have a Health Savings Account (HSA) or Healthcare Flexible Spending Account (FSA), you can use these for some healthcare-related travel expenses. This includes rideshare apps, public transportation, tolls, fuel costs from driving your personal vehicle, and rental cars. However, you must pay out of pocket and save your receipts to submit for reimbursement.

Alternatively, if you're enrolled in TRICARE Prime or TRICARE Prime Remote for Active Duty Family Members and are assigned to a Primary Care Manager (PCM) in the United States, you may qualify for the Prime Travel Benefit, which reimburses reasonable travel expenses.

Characteristics Values
Who is eligible? Veterans and caregivers who are eligible for general VA health care travel reimbursement
What expenses are covered? Mileage, meals, tolls, taxi and plane fares, ticket costs for public transportation, transportation by a specially equipped vehicle, lodging
What is the mileage reimbursement rate? 41.5 cents per mile for approved, health-related travel
What is the deductible? $3 one-way or $6 round-trip for each appointment, up to $18 total each month
What is the process for submitting a claim? Submit claims through the Beneficiary Travel Self Service System (BTSSS)
What is the deadline for submitting a claim? Within 30 days of the appointment or of when you become eligible for reimbursement
What documentation is required? Receipts for all transportation and approved meals or lodging, mileage to and from appointments

quartzmountain

How to submit a reimbursement for healthcare travel expenses online

If you are a veteran or caregiver who is eligible for general VA healthcare travel reimbursement, you can file your claims online. General reimbursement covers regular transportation, such as by car, plane, train, bus, taxi, or light rail. You can submit your claim through the Beneficiary Travel Self Service System (BTSSS).

Set up direct deposit:

Before submitting your claim, ensure that you have set up direct deposit to receive your reimbursement. This allows the reimbursement to be deposited directly into your bank account.

Sign in to the travel claim entry portal:

Go to the AccessVA travel claim portal and sign in with your Login.gov or ID.me account. If you don't have either of these accounts, you can create one and then sign in.

Go to your Beneficiary Travel profile:

Once signed in, you will be directed to the portal welcome page. Check the box to agree to the terms and conditions, then select "Proceed to Profile Review." If this doesn't work, double-check that you have agreed to the terms and conditions, wait a few seconds, and try again.

Review your profile and go to your dashboard:

Review your personal, contact, and financial information. Save any necessary updates and then select "Proceed to My Dashboard." Caregivers will first select "Proceed to My Veteran List" and then choose the specific veteran they are claiming travel pay for.

Select the appointment for which you are claiming travel pay:

Go to the "My Appointments" area and select "Create Claim" for the relevant appointment. Alternatively, go to the "My Claims" area, select "Create," and then choose the appointment.

Confirm your address and add expenses:

On the "Claim Expenses" page, ensure that your appointment information and address are correct. Confirm or update your address and then select "Create Claim and Add Expenses."

Add your receipts and proof of attendance records:

If you have receipts or proof of attendance records for non-VA care appointments, you can add up to five attachments.

Choose an expense type and add details:

Follow the instructions to provide information about each expense.

Review the Beneficiary Travel Agreement Notice and submit your claim:

Check the box to agree to the terms, then select "Submit Claim."

After submitting your claim, you should receive your payment within 3 to 5 business days.

Important notes:

  • You must submit your claim within 30 days of your appointment.
  • Keep all your receipts and records for transportation, meals, and lodging.
  • You can save your claim and come back to edit it later, but remember to submit it within the deadline.
  • If you are a veteran, there are specific requirements you must meet to be eligible for reimbursement. These include having a VA disability rating of 30% or higher, travelling for treatment of a service-connected condition, receiving a VA pension, or having an income below the maximum annual VA pension rate.
  • For non-VA health facilities, reimbursement is typically provided only for pre-approved care or certain emergency situations.
  • There is a deductible of $3 one-way or $6 round-trip for each appointment, up to $18 total per month. After you reach this amount, you will be reimbursed for the full cost of approved travel for the rest of the month.
  • In some cases, you may be reimbursed for meals and lodging, but this must be pre-approved, and you will need to provide all receipts.

quartzmountain

What expenses are reimbursed

If you're a veteran or caregiver who's eligible for general VA health care travel reimbursement, you can file your claims online. This covers regular transportation, such as by car, plane, train, bus, taxi, or light rail.

You can also claim reimbursement for the following:

  • Parking and toll fees
  • Ambulance service fees
  • Accompanying your child while getting medical care
  • Costs of a nurse or technician who can give injections, medications, or other treatment needed by you or a family member while travelling to get medical care
  • Lodging costs (if the lodging is primarily for and essential to medical care, the medical care is provided by a doctor in a licensed hospital, the lodging isn't extravagant, and there's no significant element of personal pleasure, recreation, or vacation in the travel)
  • Meals at a hospital or similar facility (if a main reason for being there is to get medical care)
  • Costs of special equipment installed in a home, or for improvements, if their main purpose is medical care for you, your spouse, or your dependent
  • Premiums you pay for insurance that covers the expenses of medical care
  • Costs of a guide dog or other service animal to assist a visually impaired or hearing disabled person, or a person with other physical disabilities
  • Costs of oxygen and oxygen equipment to relieve breathing problems caused by a medical condition
  • Costs of a wig purchased upon the advice of a physician for the mental health of a patient who has lost all their hair from disease
  • Costs of removing lead-based paints from surfaces in your home to prevent a child who has or had lead poisoning from eating the paint
  • Costs of a legal sterilization (a legally performed operation to make a person unable to have children)
  • Costs of a vasectomy
  • Costs of a pregnancy test kit to determine if you are pregnant
  • Costs of a wheelchair used for the relief of a sickness or disability
  • Costs of a blood sugar test kit to monitor your blood sugar level
  • Costs of a health institute, but only if the treatment is prescribed by a physician and the physician issues a statement that the treatment is necessary to alleviate a physical or mental disability or illness of the individual receiving the treatment
  • Costs of a health club, but only if it is recommended by a doctor for a specific medical condition diagnosed by a physician
  • Costs of transportation to and from work, even if your condition requires an unusual means of transportation
  • Costs of travel for purely personal reasons to another city for an operation or other medical care
  • Costs of travel that is merely for the general improvement of one's health
  • Costs of operating a specially equipped car for other than medical reasons
  • Costs of dancing lessons, swimming lessons, etc., even if they are recommended by a doctor, if they are only for the improvement of general health
  • Costs of diapers or diaper services, unless they are needed to relieve the effects of a particular disease
  • Costs of maternity clothes
  • Costs of a weight-loss program if the purpose of the weight loss is the improvement of appearance, general health, or sense of well-being
  • Costs of household help, even if such help is recommended by a doctor
  • Costs of illegal operations, treatments, or controlled substances whether rendered or prescribed by licensed or unlicensed practitioners
  • Costs of cosmetic surgery, unless it is necessary to improve a deformity arising from, or directly related to, a congenital abnormality, a personal injury resulting from an accident or trauma, or a disfiguring disease
  • Costs of nutritional supplements, vitamins, herbal supplements, or "natural medicines", unless they are recommended by a medical practitioner as treatment for a specific medical condition diagnosed by a physician
  • Costs of an item ordinarily used for personal, living, or family purposes unless it is used primarily to prevent or alleviate a physical or mental disability or illness

quartzmountain

How to set up direct deposit for reimbursement

To set up direct deposit for reimbursement of healthcare travel expenses, you can follow these steps:

Firstly, you will need to determine if you are eligible for reimbursement. For example, if you are a veteran, you may be eligible for reimbursement for travel to and from approved healthcare appointments. It is important to check the specific requirements and eligibility criteria, as these may vary depending on your location and other factors.

Once you have confirmed your eligibility, you can set up direct deposit by following the instructions provided by the relevant organization or institution. For instance, if you are a veteran in the United States, you can set up direct deposit through the Beneficiary Travel Self Service System (BTSSS) or AccessVA travel claim portal. This process typically involves providing your bank account and routing information, as well as specifying the type of account (checking or savings).

In some cases, you may need to complete a specific form, such as the VA-FSC Vendor File Request Form (VA Form 10091) for veterans in the US. This form requires your Social Security number, bank name and address, bank's routing number, and account type. You can then submit this form online, by fax, or in person at a local office.

It is important to note that the process for setting up direct deposit may vary depending on the country and organization you are dealing with. Be sure to carefully review the instructions provided by the relevant organization to ensure that you are following the correct procedure.

Additionally, keep in mind that there may be different options for receiving reimbursement, such as by check or electronic funds transfer (EFT). When using direct deposit or EFT, your reimbursement should be deposited into your bank account within a few business days after it has been approved for payment.

quartzmountain

What to do if you need more time to submit a claim

If you need more time to submit a claim for reimbursement of healthcare travel expenses, you can save your claim and come back to it later. However, you must submit your claim within 30 days of your appointment.

quartzmountain

How to submit a reimbursement for healthcare travel expenses by mail

To submit a reimbursement for healthcare travel expenses by mail, you will need to fill out a form and gather the necessary documentation. Here is a step-by-step guide on how to do this:

  • Obtain the correct form: The form you need to fill out is called the "Veteran/Beneficiary Claim for Reimbursement of Travel Expenses" or "VA Form 10-3542". You can download this form from the official website or pick up a physical copy from the VA facility where you received care.
  • Fill out the form: Make sure to read the statements and certifications carefully before signing and dating the form. You will need to provide information such as your name, contact details, and the details of the travel expenses you are claiming reimbursement for.
  • Gather your receipts: You will need to provide receipts or other proof of your travel expenses. This includes receipts for transportation, meals, and lodging. Make sure to keep track of your mileage and any other relevant costs.
  • Mail your form and receipts: Put your completed form and receipts in an envelope and mail them to the address of the VA Medical Center where you received care. The address is: VA Medical Center, Attn: Beneficiary Travel (136C), 3350 La Jolla Village Drive, San Diego, CA 92161.
  • Submit your claim on time: Remember that you must submit your claim within 30 days of your appointment or becoming eligible for reimbursement. Late submissions may not be accepted.
  • Expect a response: After submitting your claim, you should hear back from the VA regarding your reimbursement within a few weeks. If you have any questions or concerns, you can contact the VA San Diego Beneficiary Travel Department at 858-552-7457.

By following these steps, you can submit a reimbursement for your healthcare travel expenses by mail. Make sure to keep track of all your expenses and submit your claim in a timely manner to ensure a smooth and efficient reimbursement process.

Frequently asked questions

The process of submitting a reimbursement claim for healthcare travel expenses varies depending on the organization and the type of account you have. However, most organizations have an online portal or system where you can submit your claim. You will need to provide documentation such as receipts, proof of attendance records, and mileage logs. It is recommended to keep track of all your expenses and submit your claim within the specified timeframe, usually within 30 days of your appointment.

Eligible travel expenses typically include transportation costs such as mileage, plane, train, bus, taxi, light rail, tolls, and parking fees. Meals, lodging, and rental cars may also be covered in certain circumstances. Remember to retain all your receipts as proof of these expenses.

Non-eligible travel expenses include vehicle maintenance, repair, or depreciation, personal expenses such as meals not related to your travel, tickets or penalty fees, and any expenses not directly related to receiving medical care.

To receive reimbursement for fuel costs, you need to keep a mileage log and receipts for gas. You can calculate the exact fuel costs for the miles driven or use the standard mileage deduction provided by the IRS.

Yes, you can use your Health Savings Account (HSA) or Flexible Spending Account (FSA) to pay for eligible medical-related travel expenses. This includes rideshare apps, public transportation, tolls, and fuel costs from driving your personal vehicle. However, you cannot use a Dependent Care FSA or a Limited Purpose FSA for travel reimbursement.

Written by
Reviewed by
Share this post
Print
Did this article help you?

Leave a comment