Employability Assistance for People with Disabilities Operating Manual
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Section 166.5 - Transportation
Purpose
Transportation services are those services required to enable a person with a disability to participate in a vocational or educational program. Transportation assistance to attend vocational or post-secondary educational programs funded from other sources will only be considered if the transportation itself is disability-related.
Transportation assistance for the purpose of undertaking an active independent job search may be approved for up to three months.
Transportation assistance may also be requested for the first month of paid employment, if needed for financial reasons (for instance, until first month’s pay has been received).
Process
Transportation costs for a program participant will be approved only where the participant is actually incurring transportation costs to access training. Where a participant is within walking distance of the training site or is able to arrange transportation at no cost, requests for transportation should not be processed as an entitlement. Individuals who can afford to pay for their own transportation costs are expected to do so.
Authorization shall normally be for the most economical mode of transportation. Where this is not practical or accessible due to the participant's disability and/or location, alternate means of transportation may be authorized. Where the participant insists on using non-public transportation, but the Vocational Counsellor cannot justify the request, the Vocational Counsellor may request a negotiated amount for approval not to exceed the costs of public transportation.
Employability Assistance for People with Disabilities defines three categories of transportation:
- daily commuting;
- long distance travel; and
- special trips.
Daily Commuting
Daily commuting is defined as transportation to and from an assessment or training site that occurs on a regular or frequent basis.
Costs may be covered in the following order:
- Bus tickets, bus passes or equivalent – for those participants who are able to access the public transit system, including public transportation for people with disabilities. Costs are based on current rates and should be calculated at the daily rate when the monthly pass is more costly (for example, where the participant attends or is required to attend 15 days or less in a month).
- Taxi – if a participant cannot use public transportation and does not have a car or access to other transportation, a taxi may be authorized. Rates are negotiated according to distance and frequency of use (for instance, flat rates).
- Handi-Transit or Private Carriers – rates are subject to the most economical rate available for carriers that meet existing safety standards for those participants with severe mobility restrictions who rely on the use of a wheelchair. Transportation is limited to $5,000.00 annually. Funding greater than $5,000.00 will be considered on a case-by-case basis. All other alternatives will be considered when reviewing the case.
- Cost of private vehicle mileage may be reimbursed to those participants whose disability prevents the use of public transportation. Mileage rates are adjusted periodically and are circulated to all regions and agencies when adjusted. The maximum annual contribution for vehicle mileage is limited to $5,000.00 per year.
In addition, the rates are as follows:- Participants using private vehicles to access training will be reimbursed at $0.47 per kilometre south of the 53rd parallel and $0.514 per kilometre north of the 53rd parallel.
- Parking fees may also be reimbursed as an independent item, where applicable.
- Where transportation is shared, the participant may be reimbursed costs equal to the most economical public transportation.
Long Distance Travel
Long distance travel is defined as travel of a significant distance to access Employability Assistance for People with Disabilities services such as assessment or training that does not occur on a daily basis.
Long distance transportation may be provided in a variety of ways appropriate to the situation. Generally the most economical means of transportation shall be authorized. However, alternative travel arrangements may be requested when the most economical means is not suitable or practical.
In addition to the disabling condition, the following factors should be considered when determining the mode of transportation to be provided or reimbursed:
- there is an unreasonable length of time between departure and arrival times;
- the arrival time at point of destination is between midnight and 6:00 a.m. and there is no one at the point of destination to meet the person travelling; or
- the mode of transportation that is selected requires overnight travel and/or accommodation and other alternatives may easily be arranged to avoid the inconvenience of overnight travel and cost of accommodations.
Those participating in vocational training may have travel costs covered for one return trip at the beginning and end of the assessment, training, or educational program and for the Winter study break. In these cases, the reason for authorization must be clearly documented and submitted to the appropriate office responsible for approval prior to the travel occurring.
Special Trips
Occasionally, when participating in a vocational training program, occasionally unexpected field trips, tours, etc., become part of the training program (not just part of student activities). In these situations, transportation costs may be reimbursed in accordance with the costs established by the training institution; or, the guidelines outlined in this section as applicable.