Reimbursement Guidelines for County Employees
These guidelines apply to all caseworkers, case aides, and supervisors who receive training through the Child Welfare Training System.
Your county representative will support your obtaining travel cost coverage and reimbursement. If you are unsure who your county representative is, ask your supervisor for assistance.
Your request for reimbursement needs to include:
- A signed, completed travel reimbursement form. (You can get the form from your training provider or download it here.)
- Google map(s) to document your mileage
- Hotel receipt showing $0 balance
If you are traveling from home, submit two maps – one showing mileage from home to the office and another showing mileage from home to training.
If you are traveling from the office, submit one map showing mileage from the office to the training.
For quickest reimbursement: Provide your completed packet (including your maps) to your county representative at the close of training. Check with your county for specific deadlines to submit your reimbursement.
You are eligible for mileage reimbursement when you travel more than 70 miles one way beyond your normal commuting distance. To document your mileage, you must submit Google maps along with your Travel Reimbursement Form.
- If you are traveling from home, submit two maps – one showing mileage from home to the office and another showing mileage from home to training.
- If you are traveling from the office, submit one map showing mileage from the office to the training.
Mileage is paid at the prevailing state rate. Currently, that rate can be found by clicking here.
We cannot reimburse for
- tolls, or
- travel in a county vehicle.
For all training that begins in the morning, if you travel more than 120 miles beyond your normal commute, you're eligible for lodging the night before your training begins. (Lodging the night before training isn't available if your training begins in the afternoon or evening.)
If your training lasts more than one day, you're eligible for lodging during the training if you travel more than 70 miles beyond your normal commute.
We encourage learners to travel home after their training ends. However, if you travel more than 240 miles beyond your normal commute, you may make a special request for lodging for the night after your training ends. Contact CDHS_CWTSCountyReimbursements@state.co.us to make this request.
The mileage calculator on the website will help you determine if you qualify for lodging according to the state’s travel reimbursement guidelines.
If you qualify for lodging:
- Work with your county’s designated representative to select, reserve, and pay for any hotel accommodations you require.
- Reimbursement will be at the government rate and will not exceed $110.
- The cost of an individual hotel room will be reimbursed. Room sharing is not required.
- When possible, try to arrange for lodging that includes a continental breakfast.
We urge you to use your best judgment if inclement weather makes traveling unsafe. If you feel traveling is unsafe, please extend your lodging and put a note on your travel reimbursement form to let us know the circumstances.
You are responsible for all incidental expenses and any damage to the room, including penalties for smoking.
The county will reimburse your travel expenses for out-of-region Pre-Service Training for Caseworkers when no training is available in your region within three weeks of your date of hire, and if you are traveling more than 70 miles one way beyond your normal commuting distance.
The county will reimburse your travel expenses for out-of-region Pre-Service Training for Supervisors if no training is available in your region within three weeks of your date of promotion, and if you are traveling more than 70 miles one way beyond your normal commuting distance.
The county will reimburse travel expenses for out-of-region in-service training if the class is not available within your region at any time in the posted training schedule, and if you are traveling more than 70 miles one way beyond your normal commuting distance.
Reimbursement requests may include:
- Hotel accommodations – up to the government rate outlined for your region on gsa.gov
- Mileage – as indicated by the mileage calculator on this site and outlined in the state travel reimbursement guidelines
- Per diem – meals excluding alcohol