A Tips Sheet for Systems of Care Communities What is the confirmation number for your reservation? family members are traveling for the first time or …
Family Members Preparing to Travel:
A Tips Sheet for Systems of Care Communities
Family members, get clear details about how you are going to travel:
When should you leave? When will you return home?
How will you travel? If by air, train, or bus, how do you get your
ticket?
How early do you need to arrive at the airport, train station, or
bus terminal?
What can you carry with you and what should you be ready to have the
carrier handle?
What is the name, address, and phone number of the hotel where you
will be staying?
How are you supposed to get from the airport or train station to the
hotel?
What is the confirmation number for your reservation?
Most hotels require a credit card on arrival for what they call
incidentals any extra expenses charged to your room, like dry
cleaning or movies What are you supposed to do if you dont have a
credit card?
What expenses will your system of care cover?
The Federation recommends: 33 per mile for travel by car; 800
for breakfast; 1100 for lunch; and 2300 for dinner
Family
members should expect to receive a cash advance, prior to
travel, including:
1 child care expenses for while you are away unless you are
traveling as part your paid employment or receiving a consultants
fee for your work;
2 ground transportation parking expenses;
3 meals during travel and on site
Ask if you need to save receipts or otherwise track the money you
spend
Your program should provide you with long distance access for at
least one call home per day Be sure to understand the process for
paying for these calls prior to travel Sometimes a pre-paid calling
card will be provided Instructions for use are on the cards, but ask
for help if you need it
What procedure should you follow if you have to cancel your travel at the
last minute?
Leave all a copy of your information at home in case someone needs to get
in touch with you And, when you arrive at the hotel, ask the front desk
to be sure your name is on your room so your family can be connected to
the right room if they call you
Administrators Supporting Family Members to
Travel:
A Tips Sheet for Systems of Care Communities
Please give family members clear details about their travel arrangements
If family members are traveling for the first time “ or to a new
area “ or by a new mode of transportation, a buddy system might be
helpful In any case, please be sure they are comfortably oriented
and know what to expect, such as security inspections
Provide them with contact numbers so their family can reach them
Make sure they know how to get their ticket “ or how to use an
electronic ticket
What time they should arrive at the airport and when they can be
expected to return home
Provide the name, address, and phone number of the hotel In
addition, please give them a copy of their reservation confirmation
number
Provide information about ground transportation to and from the
airport or train station
Hotels require credit card imprints on arrival to cover incidentals
Without a credit card, folks may be denied entrance or asked to make a
cash deposit Please help preserve their dignity
reduce the amount
of stress experienced by making arrangements to avoid any such
challenges Eg: incidentals can be covered on master billing, in
which case, you would need to provide clear information to family
members about what they can and can not charge to their room You
might, for example, tell them they can order movies, but will have to
pay for those in cash when they check-out
Expenses to cover and how to cover them:
The Federation recommends 33 per mile for travel by private car;
800 for breakfast; 1100 for lunch; and 2300 for dinner
Family members should be provided a cash advance to cover:
1 Child care expenses for while they are away “ unless they are being
paid a reasonable consultants fee;
2 Ground transportation parking;
3 Meals while traveling and meals not provided while on-site
Clearly explain your procedures for tracking expenses Eg:
receipts need to be saved or any required forms
Please provide long distance access for at least one call home per
day Be sure to explain the process about how you are going to pay for
these calls Eg: include them in master billed expenses or provide
calling cards
Clearly explain what procedure you would like them to follow in case of an
emergency cancellation
