With many of us back from vacations, we’d like to remind you about a popular billing topic: travel. Here are some helpful tips to remember when billing for work-related travel:
Always verify if travel is authorized
Travel is authorized only when there is no local counsel available or a travel exception exists. Usually, our staff indicates if travel is authorized when offering a contract, but it’s a good idea to confirm. After you receive your contract, verify that it authorizes travel, if required. Intake staff can add travel within 30 days of a contract being issued without an authorization request. If travel becomes necessary after the contract is underway, please submit an authorization request for “Travel Authorization – Contract”.
What is authorized?
Available items are listed on each contract. Whether a contract authorizes travel or not, you can bill for meterage, parking, bus, train, ferry, taxi fares, and tolls. If travel is authorized, you may also bill for “Travel – out-of-office” fees and additional disbursements: airfare, car rental, accommodation, and meals. Travel items are intended for you to attend court. Travel is not authorized to visit a client unless the client is incarcerated. In this case, use the “one in custody visit” travel items available on criminal contracts. The client is responsible for any travel to attend their court appearances and to meet with their lawyer as necessary to their case. If anything additional is required, please request an authorization via the Lawyer Portal.
Maximum travel fees
The maximum “Travel – out-of-office” fees on one service date is two units, unless you bill other services for the same day, in which case the maximum is one unit. You may bill the travel fee for each day you remain at the court location.
What travel options are available?
You are expected to arrange the most economical means of travel available, including using government rates, where applicable. Case Management can provide a government rate letter, if required. When you travel by personal vehicle you can bill meterage, however you cannot bill meterage for a rental car. Rental car and gas costs should be included in the daily rate. If you are unable to find appropriate travel options within the available rates, please request prior authorization for a rate increase.
If you have travel billing questions or need clarification, please email Case Management.
