Reimbursement is limited to:

1. a. 

   The cost of travel by the most economical and expeditious means of transportation available and appropriate to the individual's condition of health as determined by the State agency or SSA. Consider the available means in the following order:

   • •

     Common carrier (air, rail, or bus),

   • •

     Privately owned vehicles (reimbursement for mileage at State specified rate plus actual cost of parking and tolls), and

   • •

     Commercially rented vehicles and other special conveyances.

2. b. 

   Air travel at the coach fare rate.

3. c. 

   First class air travel under limited circumstances. First class air travel can be authorized in advance by the State agency in situations such as:

   • •

     Space is not available in less than first class accommodations on any scheduled flights in time to accomplish the purpose of the travel.

   • •

     First class accommodations are necessary because the applicant, representative or reasonably necessary witness is so handicapped or otherwise impaired that other accommodations are not practical and the impairment is substantiated by competent medical authority.

   • •

     Less than first class accommodations on foreign carriers do not provide adequate sanitation or health standards.

   • •

     The use of first class accommodations would result in an overall savings to the government, based on economic considerations, such as the avoidance of additional subsistence costs that would be incurred while awaiting availability of less than first class accommodations.

1. a. 

   Notify each applicant who is requested to report for a medical examination, in advance, by letter, telephone or in person that payment can be made for travel.

2. b. 

   The applicant must show that the requested advance is reasonable and necessary.

3. c. 

   Include the following languages or equivalent in the notice that advance payment can be made for travel costs:

   “If you wish, we will pay travel expenses you incur in connection with reporting for the medical examination. Payment of such costs will not be made, however, unless you request it. If you need advance payment for travel expenses you expect to incur, let us know immediately. You must show that the requested advance payment is reasonable and necessary.”

Notify every applicant who is requested to report for a CE and has difficulties in arranging their travel or may need to incur unusual expenses in order to get to the examination source substantially as follows:

“If you have any problems in getting to the examination, or if you will incur any unusual expenses, contact us immediately so that suitable arrangements can be made in advance. If you have any other questions, let us know immediately.”

Use the following or its equivalent if, under State law, rules or regulations, an agency can pay an obligation:

1. a. 

   on the basis of an informal statement which itemizes the actual travel costs:

   “You should report for the examination on the appointed date. If you wish to be paid for your travel expenses and you travel by bus, train or privately-owned automobile, send us an itemized statement of your actual travel costs promptly after the trip has been made. You will be paid for travel only between       and       . If you wish to be paid in advance, please notify us immediately.

   You should state how you traveled (train, bus, automobile, etc.) and how much you spent. Payment for travel by personal automobile will be made at the rate of      cents per mile, and you should state the number of milestraveled as well as the amount requested. If you traveled by public transportation, list separately each carrier and its cost.”

2. b. 

   only on the basis of a formal document (invoice, voucher, etc.):

   “You should report for the examination on the appointed date.If you wish to be paid for your travel expenses and your travel is by bus, train or privately owned automobile, complete the enclosed form with your actual travel costs. You will be paid for travel only between       and        . If you wish to be paid in advance, please notify us immediately.

   You should state how you traveled (train, bus, automobile, etc.) and how much you spent. Payment for travel by personally owned automobile will be paid at the rate of      cents per mile, and you should state the number of miles traveled as well as the amount requested. If you traveled by public transportation, list separately each carrier and its cost. You should sign the form on the line indicated.”

3. c. 

   only after advance authorization has been give on the basis of a formal document (invoice, voucher, etc.):

   “You should report for the examination on the appointed date. If you wish to be paid for your travel expenses, let us know promptly (before your appointments) and we will inform you what forms you must submit to receive payment for your actual expenses. Payment for travel by personally owned automobile will be at the rate of      cents per mile. If you wish to be paid in advance, please notify us immediately.”

   NOTE: DI 39525.005 C.1. - C.3 addresses advance notice for CE situations. Please refer to DI 33010.005 C. for notices for disability hearings cases.