5250. Caregiver Transportation and Mileage Reimbursement


Support licensed and unlicensed caregivers as important team members who have a vital role in meeting the individual needs of children. Establish requirements for reimbursing caregivers for mileage when transporting children in their care.


  1. CA reimburses mileage expenses to caregivers that meet the individual needs of children as identified in case planning for the child. The child's individual needs include safety, stability, education, or treatment.
  2. CA reimburses mileage expenses to licensed and unlicensed caregivers for child related transportation for official state business when other resources are not available.


  1. CA will reimburse caregivers for transportation necessary to meet the needs of the child as identified through ongoing case planning. Reimbursements may include but is not limited to the following:
    1. Visitation with parents
    2. Visits with siblings
    3. Court hearings
    4. Court-ordered activities
    5. Medical, dental, counseling sessions or WIC appointments
    6. Attendance at child specific meetings and at the request of CA staff.
    7. Child specific State approved caregiver trainings are:
      1. Trainings specific to the needs of the children in the home, and
      2. First aid and HIV/Blood Borne Pathogens training.
    8. Transportation to maintain educational stability or participation in school-related extracurricular activities
    9. Transportation by a respite provider to maintain continuity for the child's education or child care
    10. Transportation to and from respite, for mileage in excess of 10 miles each way
    11. Transportation to and from childcare, for mileage in excess of the caregiver's regular commute to work
    12. Transportation to and from the parent-child/sibling visit or appointment that is longer than 3 hours and the caregiver returns home
    13. Other transportation necessary to meet the needs of the child identified in ongoing case planning
  2. Transportation activities that are part of typical parenting and/or age development appropriate activities are not reimbursed. These activities include:
    1. Haircuts
    2. Sports events
    3. Vacation
    4. Birthday parties
    5. School except as indicated above
    6. Recreational activities, practices or lessons
    7. Shopping
  3. Reimburse mileage when it is necessary to address the specific needs of a child as identified in their Individual Service and Safety Plan, service plan, or case notes.
  4. Review and verify the caregiver's explanation and purpose for the trip by completing the following steps:

    Important: Mileage submitted after 90 days cannot be reimbursed.

    1. Document in the (office use only) box the appropriate number that matches the explanation the caregiver documented on the mileage form.
    2. Approve and sign the Caregiver Monthly Mileage form(s) and submit them to your regional business office per local instructions.
  5. Obtain Area Administrator prior approval for exceptions to mileage reimbursement only to meet the individual safety and stability needs of a child.
  6. Contact caregiver and discuss reasons for denying any or part of the reimbursement request. (Contact may be by email or phone)
  7. Obtain payment approvals for the following:
    1. Transportation reimbursement requests up to $300.00 require social worker and supervisor approval.
    2. Transportation reimbursement requests $301.00 to $500.00 also require Area Administrator approval.
    3. Transportation reimbursement requests of over $500.00 also require Regional Business Manager approval.
    4. Send the approved Caregiver Monthly Mileage form to your Regional Fiduciary Specialist for payment.  

Forms and Tools

DSHS 07-090 Caregiver Monthly Mileage form