January 12, 2000
MB-AASA-HCS/AAA/DDD/RCS-01-01
MANAGEMENT BULLETIN
TO: Home and Community Services Regional Administrators
Area Agency on Aging Directors
SUBJECT: HCS/AAA Case Management & Program Training
FOR SUPERVISORS ONLY
DEADLINE: REGISTRATION FORMS DUE JANUARY 26, 2001
The February HCS/AAA Case Management and Employee Training is for Supervisors only. The training will be held February 12-16, 2001 at the AASA Headquarters Building, 1st floor training room (1-7.1 & 1-7.2), 640 Woodland Square Loop SE, Lacey.
The purpose of the HCS/AAA Case Management and Program Training is to give employees hands-on training on assessment, program eligibility, and other topics crucial to performing their jobs. The training gives a uniform, statewide presentation of AASA mission, goals and policies. Financial workers attend day one of the training, which gives a ‘big picture’ presentation of AASA, relationships between the divisions and with other DSHS agencies. The first day topics include a presentation on the Area Agencies on Aging, basic ethics, and mandatory reporting.
At the conclusion of the first year of the training program, we received many requests from supervisors to attend the training so they can have the same experience as their line staff. The February training format is the same as presented to line staff. Attending supervisors will be encouraged to ask questions specific to their job needs.
Supervisors directly involved with staff that case management, perform assessments, determine program eligibility, and develop service plans.
Financial supervisors attend day one of the training week.
The training uses interactive methods and is more effective if the audience is kept to a reasonable number. The maximum number of slots available is 40.
A fax registration form is attached.
Please nominate TWO supervisors and two alternate supervisors in the event that the nominated persons cannot attend.
Fax the registration form to Carol Sloan, fax 360-725-2646 no later than January 26, 2001. Slots unclaimed by the deadline will be released to those AAAs/HCS regions that do submit names on time.
Nominated staff will receive confirmation letters with directions to the training site. Changes/alternates will be accepted only from the area/region training coordinators.
Travel & Lodging
We are following the State Travel rules and regulations. Travel vouchers will be distributed at the beginning of the training week and collected at the conclusion.
· Car mileage will be reimbursed at the state rate of $0.345 per mile from place of work or residence, whichever is closer;
· Lodging will be reimbursed for those employees who live or work (whichever is closer) 50 miles or more from the training site;
o A block of rooms is being held at the Holiday Inn Express, 4704 Park Center Ave NE, Lacey, 360-412-1200. Participants are responsible for making their own motel reservations. Please make reservations no later than Monday, January 29, 2001 to obtain a room. After that date, rooms may not be available. Please submit all original motel receipts to Carol Sloan the last day of the training. Reimbursement will not be made without the receipts. Please remember that the state reimbursement lodging rate for Thurston County is $58. We will not pay for accommodations above that rate. You must request the state rate when making your hotel reservation.
· Air flights need to be booked with a state-qualified travel agency, which are listed in the State Travel Manual (see attached).
o Staff need to call the travel agency and say:
1. Charge the fare to Aging & Adult Services’ First USA Visa Business Travel Account. If the travel agency does not know the card’s number, please have them call Carol Sloan at 360-725-2540.
2. Use only Budget Car Rental—the travel agency will reserve one for you. You will have to pay for the rental car yourself. Save the receipt and turn it in to Carol Sloan on the last day of training for reimbursement.
3. If you incur parking costs, please mail the receipt to Carol Sloan as soon as possible. The travel voucher will not be processed without it.
Many staff request reimbursement for lodging costs the day prior to training. In order to conserve expenses, the following rule will apply:
· Staff from HCS Regions 1 and 2, and PSAs 8, 9, 10, 11, and 12 can be reimbursed for lodging for the night before the training week begins.
· HCS Regions 3, 4, 5, and 6, and PSAs 1, 2, 3, 4, 5, 6, 7 and 13 will NOT be reimbursed by this program for lodging for the night prior to training from this program. Reimbursement for that night in these regions/areas is the responsibility of those individual administrations.
Meals
Reimbursement for meals will be made as per state travel regulations. In order to receive the meals per diem, you need to be in “travel status” for at least three hours beyond your work hours (8 am to 5 pm). You do not need to submit receipts for meals.
All participants will be reimbursed per diem for Thurston County, the training site, at the following rates:
Breakfast: $9.00, Lunch: $11.00, Dinner: $18.00
Please refer to the attached rule for meals.
Please contact Carol Sloan at the number below one week before the training if any special accommodations are needed.
Inquiries: Carol Sloan, Program Manager
Training, Communications and Development
360-725-2540, fax: 360-725-2646
Penny Black, Acting Director
Home & Community Services Division
Attachments:
Registration form
Travel Manual: Lodging & Meals, state-qualified travel agencies
Training agenda