February 5, 2001
MB-AASA-HCS/AAA/DDD/RCS-01-04
MANAGEMENT BULLETIN
TO: Home and Community Services Regional Administrators
Area Agency on Aging Directors
SUBJECT: HCS/AAA Case Management & Program Training (former HCS/AAA New Employee Training)
DEADLINE: REGISTRATION FORMS DUE FEBRUARY 23, 2001
The next HCS/AAA Case Management and Employee Training (former HCS/AAA New Employee training) is March 12-16 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.
Appropriate participants are HCS social workers, community nurse consultants, and financial workers; AAA case managers, and nurses that case manage. HCS financial staff attend the first day only. Priority is given as follows:
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 20.
A fax registration form is attached.
HCS staff:
AAA staff:
Please nominate one participant and three alternates in the event the nominated person cannot attend.
Fax the registration form to Carol Sloan, fax 360-725-2646 no later than February 23, 2001. Due to the high demand for these slots, unclaimed slots 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 to 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 Select, 4704 park Center Ave. NE, Lacey, 360-412-1200. Participants are responsible for making their own motel reservations. Please make reservations no later than March 9th 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.
· 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 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.
For any reasonable accommodations, notify Carol Sloan one week before the training.
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