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Background

VIEWS: 8 PAGES: 47

									                      Updates to 2010-2011 Master Guidelines
IMPORTANT TO NOTE: The Refugee Settlement Program Guidelines have been
incorporated into the 2010-2011 Master Guidelines. The Refugee Resettlement Program
Guidelines are for the period October 1, 2010 - September 30, 2011.

Unless otherwise addressed, the Refugee Resettlement Program must comply with the
requirements of the Master Guidelines which govern the overall operation of all major
employment and training programs operated by the Department of Public Welfare.

Please also note other changes to 2010-2011 Master Guidelines are highlighted in yellow.
(Previous changes to 2009-2010 Master Guidelines are highlighted in blue.)



Page 152

                                       ACTIVITIES
                                        continued

                        Community Service continued…
                       Self-Initiated Community Service


Client Obtained Clients who are already participating in community service at the
  Community     time of their referral to a contracted program may continue to
    Service     participate at that worksite.




   Workers’       Contractors should attempt to contact the client-obtained CS worksite
 Compensation     to work out details associated with the workers’ compensation
   Coverage       coverage. If the worksite will not agree to hold the workers’
                  compensation coverage (with reimbursement by the contractor), the
                  contractor must contact their BETP program advisor. A workers’
                  compensation waiver process for contractors may be possible when
                  the client is already participating in community service prior to
                  enrollment in the program.
 Switching      Contractors are not permitted to switch clients out of their client-
Community       obtained worksite unless the client agrees to the switch. Contractors
Service Sites   are not permitted to pressure clients to change sites, even if the self-
                selected site is not as enriched as contractor-provided sites. See
                exception below.



Inappropriate   Prohibitions against certain worksites (religious/political) apply to
  Worksite      client-obtained worksites. Contractors should first attempt to contact

                the worksite and determine if the client’s duties could be changed to
                an acceptable activity. Failing this, the client MUST be moved to an
                appropriate worksite.




 Technical      Please contact your BETP program advisor if you have any questions
 Assistance     about this process.
Pages 247-285


           CHILD CARE AND SUPPORTIVE SERVICES




                                    Background


→ The Family Support Act (United States, 1988) provided for the issuance of employment
  and training related special allowances.


→ Rivera versus White (Pennsylvania, 1992) resulted in revisions to the Department’s
  policies and regulations on supportive services. This court decision mandated disclosure
  of information on supportive services, timeframes for the issuance of special allowances,
  and written notices of eligibility or ineligibility.


→ The PRWORA of 1996 imposed a lifetime limit on TANF Cash Assistance.


→ The contractor will confirm with the local CAO the allowances available to participants
  receiving Cash Assistance and the allowances available to participants receiving SNAP.



→ All contractor case managers must make every effort to encourage clients to file for
  child support.



→ Questions on supportive services may be directed to the BETP Policy Unit at 717-787-
  1302.
                              SUPPORTIVE SERVICES
                                   Continued




                                      Definitions

1. Supportive Services. Supportive services are items or services required by a client to
   participate in work or work-related activities.



2. Special Allowances. Special allowances are specific payments for items or services. The
   allowance is over and above the basic living allowance. Special allowances are provided
   to support the plans of participants enrolled in employment and training activities and
   may occur on a monthly or “ongoing” basis or as a onetime issuance. However, special
   allowances may not be issued for items included in tuition or for items required by
   schools to provide classes. They cannot be issued to help schools to purchase items
   for general use or to defray the school’s cost of doing business.


3. Enrollment Year. The enrollment year begins on the date the client is enrolled in the
   program, continues while the client is considered to be enrolled in the program, including
   the retention period, and ends when the client is terminated from the program.



4. Once per Job. Once per job means once per placement in a new job.



5. As Required for Education and Training Activities. As required for education and
   training activities means requests for allowances for supportive services may be
   evaluated as necessary while the client participates in those activities.
                                         Overview
What are supportive services?

   → Allowances for supportive services are provided to support the plans of clients enrolled in
     employment and training programs.

   → Participants in contracted programs may be eligible to receive payment for services or
     items which are required for them to successfully participate in an approved work or
     work-related activity.

Who Provides Supportive Services?

DPW provides special allowances for supportive services necessary to enable clients to
participate in education, employment or training. Both contractors and CAOs can provide
supportive services.



CAO Responsibilities

 The CAO may approve special allowances for supportive services for items and services
  necessary to enable an Employment and Training Program (ETP) participant to participate
  in an approved work or work-related activity.


 Applicants and recipients must be informed, orally and in writing, of the availability of
  special allowances at application, reapplication and whenever the PA 1661 AMR or PA
  1531 EDP is developed or revised.


 Special allowances must be necessary for meeting the goals of the individual’s AMR or
  EDP and the individual must be participating in an approved, allowable activity.


 The CAO will issue special allowances to support the 60-day job search of a SNAP-only
  recipient. The directions for doing so are provided in Operations Memorandum 10-03-02.

 The CAO will not approve an allowance for employment and training needs if the item or
  payment for the item is available from another public source or at no cost to the individual.
 Special Allowance Reason Codes allow the CAO to track the allowances that have been
  issued in CIS. They are used to report special allowance budget information to the federal
  government (see OPS 990911 and OPS 080606):



         o reason codes numbered in the 200s are used when issuing allowances for
           employment or training to SNAP or General Assistance recipients and to non-
           working TANF recipients, and




         o reason codes numbered in the 800s are used when issuing allowances for
           employment or training to working TANF recipients.


Contractor responsibilities:

As stated previously, the CAO determines eligibility for SPALs which are issued
by either the CAO or contractor.

 Applicants and recipients must be informed, orally and in writing, of the availability of
  special allowances at intake, periodic reviews or whenever the EDRP is developed or
  revised.
 Special allowances must be necessary for meeting the goals of the individual’s EDRP and
   the individual must be participating in an approved, allowable activity.

 The contractor will not approve an allowance for employment and training needs if the item
  or payment for the item is available from another public source or at no cost to the
  individual.

 Special Allowance Reason Codes allow the contractor to track the allowances that have
  been issued in CWDS.

NOTE: All SPALs must be entered into CWDS
 Who provides supportive services?

  → Participants receiving Cash Assistance or SNAP may be eligible for allowances from the
  CAO, as well as from the contractor.
  → Allowances issued by the contractor for supportive services are based on the availability
  of program funds and should supplement not duplicate, allowances that are available to the
  participant from the CAO.

  Authorization of SPALS
  →Eligibility for a SPAL, which may be issued by either the CAO or contractor, must be
  determined by the CAO.

  →When payment for a supportive service can be provided by the CAO or contractor, the
  CAO generally authorizes the SPAL first. However, effective and immediate
  communication between the CAO and contractor is necessary. If contractor issued SPALs
  are required, the contractor is required to follow the same time frames as the CAO.

  →There will be circumstances when the contractor has a less costly, more efficient or
  practical method for obtaining required services or items. In these circumstances, the
  contractor and CAO must incorporate this information in SPAL management plans and have
  it approved by BETP.

  EXAMPLE: A contractor has the ability to obtain a criminal check for an individual who
  does not have a criminal record within a matter of hours. The CAO process of authorizing a
  SPAL and having the individual request it through the PA State Police may take several
  weeks. When an individual needs this background check for a bona fide offer of
  employment, the contractor’s process is a more effective method for the individual.

  NOTE: The policies above do not apply to the services provided by the WIA
        transportation grant. WIA transportation funds can be issued by the
        contractor independent of any decisions by the CAO.

     ** All contractor case managers must make every effort to encourage clients to file
        for child support.**
                                   SUPPORTIVE SERVICES
                                        Continued

Who is eligible to receive supportive services?

   → The client must be actively participating in an employment and training activity in order
     to receive the supportive service allowance.

   → Clients who have been terminated from a contracted employment and training program
     are not permitted to receive allowances.

   → Contractors who fail to terminate clients in a timely manner can cause the CAO to issue
     SPALs to ineligible clients. In such cases, the Department reserves the right to penalize
     the contractor by reducing the grant amount by the amount of the overpayment.


What if the CAO authorizes a supportive service, but it doesn’t get posted into
the client’s account prior to the need? Can the contractor “front” the money?

No. The contractor cannot pay for the supportive service authorized by the CAO even if the
client needs it prior to its receipt. The contractor should discuss the situation at the next DST
meeting or, if necessary, forward the issue onto the LMC.
                               SUPPORTIVE SERVICES
                                    Continued




             Eligibility for Supportive Services for SNAP Clients


Operations Memorandum 100302 provides guidance associated with the provision of
supportive services to clients receiving SNAP benefits.

Specifically, SNAP recipients must be participating in an employment and training activity to
receive a special allowance.

This includes SNAP recipients who are in the job retention phase of their participation.

Contractors must ensure that SNAP clients are enrolled in an activity and that the activity has
been data entered into CWDS. If the individual is in TANF retention and is receiving SNAP
benefits, the individual may volunteer to participate in a SNAP E&T activity. The contractor
is responsible to enter the appropriate SNAP E&T activity code into CWDS.

Note that job retention itself is not an approved activity that will allow the CAO or contractor
to issue supportive services.

SNAP clients participating in an approved employment and training activity must also have
an Employment Development Plan (PA 1531), an Employment and Training Rights and
Responsibilities Form (PA 772) and an Employability Assessment form (PA 1530),
completed by the CAO.

The client must also be enrolled in a contractor’s program and have a need related to the
plan.
                              SUPPORTIVE SERVICES
                                   Continued




                                      Child Care

→ Parent/caretakers may request help with child care at the local CAO.

→ Once determined eligible for child care by the CAO, parents/caretakers may get help in
  locating, choosing, and paying for child care from the local CCIS agency.

→ Payment is limited to the actual cost up to the maximum allowances established by the
  Department and must be for care provided by an eligible provider.

→ To ensure that all gaps are met in order for the TANF parent to participate in an approved
  employment and training activity, CCIS will pay for child care for extended school break
  care, alternate back up care, drop in and emergency care.

→ Eligible TANF families may receive child care on a short-term basis during days school
  is closed, holidays, snow days and due to illness of the child or caregiver.

→ Since the short-term care is available only to TANF families, it is an opportunity to assist
  clients in learning to plan for alternate child care after they leave TANF.

→ Contractors should direct questions about child care to the local CCIS or to the child care
  coordinator at the local CAO. A directory of local CCIS agencies can be found at: Child
  Care Information Services
                                 SUPPORTIVE SERVICES
                                      Continued

                                   Types of Allowances

       Contractor allowances are issued to supplement the CAO allowances, if needed.

    CAO allowances are usually primary unless the CAO and contractor have determined that
       there is a method to obtain the service or item which better serves the individual. See
                          policy clarification ESA 338-138 as an example.

      Before issuing a special allowance, the CAO must confirm that the item or service
                   requested is required by the employer or training provider.




Transportation . . .

   → Contractors should help clients prepare for self-sufficiency by seeking transportation
     options that are affordable and can be replicated without the assistance of supportive
     services. I.e. bus or other public transportation, carpool, volunteer driver, or drivers
     training that leads to car purchase when no other transportation option exists.

   → LMCs in areas with no public transportation are strongly encouraged to develop van
     transportation services to transport individuals to program activities after
     transporting their children to child care by leasing and operating vanpool services or
     purchasing such services that may exist through community action programs or other
     community agencies.

   → Community Action agencies are encouraged to develop and/or expand such services in
     support of LMCs’ efforts.

   → Contractors utilizing staff to transport clients are reminded that they must have the
     appropriate insurance coverage for the staff.

   → Aside from car purchase or repair, CAOs cannot issue transportation SPALS via county
     disbursement check to the transportation provider but must instead issue the SPAL on the
                                  SUPPORTIVE SERVICES
                                       Continued

        client’s EBT card. Contractors should help to ensure that payment is made to the
        transportation provider so that participation will continue.

     → Contractors and CAOs should not establish a flat fee for payment with county
       transportation providers. Rather, the CAO and contractor should negotiate rates with
       local transportation companies with consideration of existing funding in the area (JARC,
       Welfare to Work grant from Penn DOT) and the feasibility of the individual being able to
       afford the cost of the transportation when employment is secured and/or when CAO and
       Contractor SPALS are no longer available to the individual. Transportation arrangements
       should be facilitated at LMC meetings.

        References:
             → Cash Assistance Handbook Chapter 135.6
             → Operations Memorandum 090801
             → Master Guidelines section entitled “Supportive Services”

        General Principles

Same rules and     CAOs and contractors are required to follow the same rules and
  regulations      regulations.




Inform, inform,    Inform clients orally and in writing about the availability of special
    inform         allowance payments as part of orientation, application, during
                   periodic reviews, including progress reviews and whenever the
                   clients’ plans are changed or updated.


  Document,        Document any request for a supportive service that is made in
  document,        person, by phone, or in writing.
  document
                   CAOs → Use the CIS narrative.

                   Contractors – Use the EDRP, the case notes and on BETP-
                   approved Special Allowance request forms.


   General         Require verification of the need and requirement in accordance
                                        SUPPORTIVE SERVICES
                                             Continued

 Verification     with your agency’s Special Allowance Management Plan.



Verification of   Contractor’s Special Allowance Management Plan requires
    Need          completion of the Special Allowance Verification form (PA 1883)
                  including:

                     - The actual need and requirement for the service or item
                     - Lower-cost or no-cost alternatives
                     - The expected charge or cost estimate
                     - The date the service or item and payments are needed.


Transportation    The least expensive form of transportation should be used based on circumstances
   (Public)       (child care, etc.).

                  Authorized for job search and education/training activities.


                  No limit on the number of trips.

                  For employment, including paid work experience and vocation-specific work
                  experience and work study, may be authorized for the period up to the first pay
                  date.

                  CAOs can authorize actual costs up to $500 per month.

                  Contractors can supplement this amount up to $300 per month.

                  Verification of the purchase must be provided by the client to the CAO or
                  contractor as appropriate within 14 days. If the client fails to submit the
                  verification, the CAO will process an overpayment.

Transportation    The least expensive form of transportation should be used.
   (Private)
                  Authorized for job search and education/training activities.

                  No limit on the number of trips.

                  CAOs can authorize actual costs up to $500 per month. This includes 25 cents per
                  mile plus the actual cost of parking and highway/bridge tolls.
                                              SUPPORTIVE SERVICES
                                                   Continued


                   Contractors can supplement this amount up to $300 per month.

                   Can be authorized once per job and as required for attendance at education and
                   training activities.

 Vehicle Repair    The CAO can authorize actual costs of repair up to $400.

                   Contractors can authorize the actual cost of repair up to $1,300 per period of
                   program enrollment. This includes operator fees, car purchase or rental.

                   Verification of the purchase must be provided by the client to the CAO or
                   contractor as appropriate within 14 days. If the client fails to submit the
                   verification, the CAO will process an overpayment.


Vehicle Purchase Vehicles may be purchased once per job and as required for education and training
                 activities.

                   The CAO can authorize the actual cost up to $750.

                   Contractors can authorize the actual cost up to $1,300 per period of program
                   enrollment in combination with operator fees, rental costs and repair.

                   Verification of the purchase must be provided by the client to the CAO or
                   contractor as appropriate within 14 days. If the client fails to submit the
                   verification, the CAO will process an overpayment.

                   LMC Responsibility?

                    The LMC must develop a transportation policy that outlines how these
                    needs are met in accordance with the supportive service policy. This policy
                    is submitted as an attachment to the annual contract amendment narrative.

                   Car Loans?

                    Supportive service payments cannot be used to cover the cost of a client’s
                    car loan.

   Operator        Operator expenses include driver’s licenses, state inspection fees, emissions fees,
   Expenses        license plates, and vehicle registration.
                                                SUPPORTIVE SERVICES
                                                     Continued

                     Can be issued once per job and as required for education and training activities.

                     The CAO can authorize the actual cost up to $200.

                     Contractors can authorize the actual cost up to the maximum of $1,300 in
                     combination with car repair and/or purchase.

                     Verification of the purchase must be provided by the client to the CAO or
                     contractor as appropriate within 14 days. If the client fails to submit the
                     verification, the CAO will process an overpayment.

    Clothing         Clothing can be authorized once per job or as needed for education, training, and
  (use only when     work-related activities.
PA WORKWEAR
 is not available)   CAOs may authorize the actual cost up to $150.

                     Contractors may authorize the actual cost up to $150.

                     Verification of the purchase must be provided by the client to the CAO or
                     contractor as appropriate within 14 days. If the client fails to submit the
                     verification, the CAO will process an overpayment.

                     Note: PA WORKWEAR (PAWW) must be used where available. The CAO or
                     the contractor completes the clothing verification form and refers the individual to
                     the PAWW site in the area. The contractor may complete the form once approval
                     from the CAOs is received. The form is then faxed to the PAWW coordinator.


   Books and         Books and supplies may be approved as required for education and training
    Supplies         activities.

                     The CAO may authorize the actual cost up to $500 per semester or period of
                     enrollment.

                     Contractors may pay for books and supplies as part of training costs that the
                     contractor is supporting and is associated with a specific course.

                     Verification of the purchase must be provided by the client to the CAO or
                     contractor as appropriate within 14 days. If the client fails to submit the
                     verification, the CAO will process an overpayment.
                                               SUPPORTIVE SERVICES
                                                    Continued

   Tools and       Can be issued once per job and as required for education and training activities.
   Equipment
                   The CAO may authorize the actual cost up to $2,000.

                   Contractors may pay for tools and equipment as part of the normal cost of
                   contractor-supported training.

                   Verification of the purchase must be provided by the client to the CAO or
                   contractor as appropriate within 14 days. If the client fails to submit the

                   verification, the CAO will process an overpayment.

                   May be issued once for each application or job interview and as required for
                   education and training activities.

    Test Fees      The CAO may authorize the actual cost up to $250.

                   Contractors cannot pay for test fees.

                   Verification of the purchase must be provided by the client to the CAO or
                   contractor as appropriate within 14 days. If the client fails to submit the
                   verification, the CAO will process an overpayment.


Registration for   Can be issued as required for an education or training activity.
  a Training
    Course         The CAO may authorize actual cost up to $250.

                   Verification of the purchase must be provided by the client to the CAO or
                   contractor as appropriate within 14 days. If the client fails to submit the
                   verification, the CAO will process an overpayment.

                   Can be issued once per job.

Union Dues and The CAO may authorize the actual cost up to $250.
Professional Fees
                  Contractors may authorize the actual cost up to $250.

                   Verification of the purchase must be provided by the client to the CAO or
                   contractor as appropriate within 14 days. If the client fails to submit the
                   verification, the CAO will process an overpayment.

Contractor-Only    Contractors may issue the following special allowances:
                                         SUPPORTIVE SERVICES
                                              Continued


  Special     Eyeglasses/Contacts – Actual up to $200 in a lifetime. (For services not covered
Allowances    by Medical Assistance or existing coverage)

              Hearing Aides – Actual up to $1,000 in a lifetime. (For services not covered by
              Medical Assistance or existing coverage.)


              Auto Insurance – Actual up to $1,500 per program enrollment.




              Insurance Coverage?

                 → Generally contractors should provide insurance coverage only up to the
                   state minimum requirement.

                 → However, occasionally, clients may have a lien on a car and insurance
                   coverage at a higher level is required.

                 → Under those circumstances (needs based payment), the contractor may be
                   able to use the crises provisions to cover the cost of the additional insurance
                   for a brief period.

                 → The contractor must ensure that the client’s income will eventually be able
                   to support the cost of the additional insurance.

              Verify proof of current insurance or a viable plan to obtain and pay for car
              insurance.

Needs-Based   Contractors can authorize an amount that is equal to $50 per week averaged over
 Payment      the period of enrollment.

              It is available for items and services not already covered by existing categories,
              with the exception of a criminal background check. A criminal history background
              check will only be issued when the background check is required as a stipulation
                                              SUPPORTIVE SERVICES
                                                   Continued


                  for employment or when required for an individual to enter training.
                  Note: The criminal background check fee may be paid out of programs funds
                  as well.

                  It is available for items and services not already covered by existing categories.

                  It may NOT be used for fines, court costs or child care co-pays.

                  CAOs should refer to OPS 090801 and the section on Overpayment Procedures for
                  information on when to process an over payment.


Motor Vehicle     Can be issued once per job or as required for education and training.
Rental or Lease
                  Contractors can authorize up to $1,300 per period of program enrollment in
                  combination with motor vehicle operator fees, purchase and repairs.

                  CAOs should refer to OPS 090801 for information on when to process an over
                  payment.



Pre-employment    Contractors can provide actual cost up to $600 per program enrollment as needed
  Health Care     for a job or to attend education and training.

                  For services not covered by Medical Assistance or existing coverage.

                  CAOs should refer to OPS 090801 for information on when to process an over
                  payment.
                                         SUPPORTIVE SERVICES
                                              Continued

                                                      Desk Guide




The following chart provides the supportive services that can be authorized by CAOs and/or
employment and training contractors.


Contractors are required to data enter supportive services into
CWDS as outlined in CWDS training and in the CWDS
manual.

BUREAU OF EMPLOYMENT AND TRAINING PROGRAMS – 2011 MASTER GUIDELINES – SUPPORTIVE
SERVICES CHART
SUPPORTIVE     PROVIDED BY CAO                                                                PROVIDED BY CONTRACTOR
SERVICE                        TANF                       SNAP / GENERAL ASSISTANCE
1) BOOKS and   ● Must have signed AMR.                 ● Must have signed EDP and RR.         N/A
SUPPLIES       ● Must have current CQPREN in           ● Must have current CQPREN and         NOTE: May be provided as part of
               CIS.                                    CQIETP in CIS.                         training costs if needed for specific
  CIS CODES    ● As required for education and         ● As required for education and        course.
    278        training.                               training.
    878        ● Limited to actual cost up to          ● Limited to actual cost up to $500
               $500 total.                             total.
  CWDS CODE    ● Must verify items are required        ● Must verify items are required for
    N/A        for participation.                      participation.
               ● Payment is not available from         ● Payment is not available from
               federal, state, or other educational    federal, state, or other educational
               grants.                                 grants.
               ● Non-recurring only.                   ● Non-recurring only.
               ● Pre-expenditure approval               ● Pre-expenditure approval
               required.                                required.
2) CHILD CARE     ● Must have signed AMR.                ● Must have signed EDP and RR.
                  ● As required for                      ● As required for education and
   CIS CODES        employment, education                training.
     N/A            and training.                        ● Limited to actual cost up to the
                  ● Limited to actual cost up to the     Department’s ceiling rates.
   CWDS CODES     Department’s ceiling rates.            ● Child must be under age 13.
      N/A         ● Child must be under age 13.          ● Payment is made for care from an
                  ● Payment is made for care from        eligible provider:
                  an eligible provider:              o          Center Care
                o       Center Care                  o          Family Day Care
                o       Family Day Care              o          Group Day Care
                o       Group Day Care                      o Relative/Neighbor
                                                                                                                   N/A
                     o Relative/Neighbor                  Providers that have successfully
                   Providers that have successfully      completed the Care Check process.
                  completed the Care Check process.      ● Payment is not made for
                   Payment is not made for               care provided by biological or
                   care provided by biological            adoptive parent, legal guardian,
                  or adoptive parent, legal               stepparent living in the
                  guardian, stepparent living in          home, essential persons or
                   the home, essential persons            other members of the child’s
                   or other members of the                budget group or business
                   child’s budget group or                entities owned by those
                   business entities owned by             persons.
                   those persons.
3) CLOTHING and   ● Must have signed AMR.                ● Must have signed EDP and RR.           ● Must have signed EDRP.
UNIFORMS          ● Must have current CQEMPL or          ● Must have current CQPREN and           ● Must have current
                  current CQPREN in CIS.                 CQIETP in CIS.                            enrollment, PS enrollment,
   CIS CODES      ● Once per new job and as              ● Once per new job and as required for    or K closed project in
     256          required for education and             education and                             CWDS.
     856          training.                               training.                               ● Once per new job and as
                  ● Limited to actual cost up             Limited to actual cost up to $150       required for education and
   CWDS CODES      to $150 per request.                  per request Includes personal grooming   training.
     256          ● Includes personal                    items and services.                      ● CAO allowance must be
     856          grooming items and services.            Receipts are not required.             utilized first.
                  ● Pre-expenditure approval              Pre-expenditure approval required.     ● Limited to actual cost up to
                   required.                                                                      $175 per request.
                                                                                                  ● Includes personal grooming
                                                                                                  items and services.
                                                                                                  ● Pre-expenditure approval
                                                                                                   required.
4) EQUIPMENT and      ● Must have signed AMR.            ● Must have signed EDP and RR.           N/A
TOOLS                 ● Must have current CQEMPL or      ● Must have current CQPREN and           NOTE: May be provided as part of
                      current CQPREN in CIS              CQIETP in CIS.                           training costs if needed for specific
  CIS CODES                      Once per new job and    Once per new job and as required       course.
    257                 as                               for education and training.
    857               required for education and         ● Limited to actual cost up to $2000
                      training.                          total.
  CWDS CODES          ● Limited to actual cost up        ● Must verify items are required for
    N/A               to $2000 total.                    participation or to accept employment.
                      ● Must verify items are required   ● Payment is not available from
                      for participation or to accept     federal, state, or other educational
                      employment.                        grants.
                      ● Payment is not available from    ● Non-recurring only.
                      federal, state, or other           ● Pre-expenditure approval required.
                       educational grants.
                      ● Non-recurring only.
                      ● Pre-expenditure approval
                       required.
5) EYEGLASSES                                                                                     ● Must have signed EDRP.
                                                                                                  ● Must have current enrollment, PS
  CIS CODES                                                                                       enrollment, or K closed Project in
     N/A                                                                                          CWDS.
                                                                                                  ● Limited to actual cost up
  CWDS CODES                        N/A                                   N/A                      to $200 in a lifetime.
    298                                                                                           ● Includes cost of vision
    898                                                                                           examination that determines
                                                                                                   need for eyeglasses.
                                                                                                  ● Pre-expenditure approval
                                                                                                   required.
6) EDUCATION and   ● Must have signed AMR.               ● Must have signed EDP and RR.
TRAINING FEES      ● Must have current CQEMPL or         ● Must have current CQPREN and
                   current CQPREN in CIS.                CQIETP in CIS.
  CIS CODES        ● Once per new job and as             ● Once per new job and as required for
    258            required for education and            education and training.
    858            training.                             ● Limited to actual cost up to $250 per
                   ● Limited to actual cost up to        request.
  CWDS CODES       $250 per request.                     ● Includes fees for testing, enrollment,
    N/A            ● Includes fees for testing,          and registration that are required to
                                                                                                                    N/A
                   enrollment, and registration that     accept employment or to enroll or
                   are required to accept employment     participate in education and training.
                   or to enroll or participate in        ● Need and cost must be verified.
                   education and training.               ●Non-recurring only.
                   ● Need and cost must be verified.     ● Pre-expenditure approval required.
                   ● Non-recurring only.                 ● NOTE: Tuition is not a fee.
                   ● Pre-expenditure approval
                   required.
                   ● NOTE: Tuition is not a fee.
7) HEARING AIDS                                                                                     ● Must have signed EDRP.
                                                                                                    ● Must have current enrollment, PS
  CIS CODES                                                                                         enrollment, or K closed project in
     N/A                                                                                            CWDS.
                                                                                                    ● Limited to actual cost up to $1000
 CWDS CODES                                                                                         in a lifetime.
   299                                                                                              ● Includes cost of hearing
                                  N/A                                      N/A
   899                                                                                              examination that determines need for
                                                                                                    hearing aid.
                                                                                                    ● Pre-expenditure approval
                                                                                                    required.
                                                                                                    NOTE: Medical Assistance pays for
                                                                                                    hearing aid batteries and repairs and
                                                                                                    service.
8) LODGING         ● Must have signed AMR.               ● Must have signed EDP and RR.
                   ● Must have current CQPREN in         ● Must have current CQPREN and
  CIS CODES        CIS.                                  CQIETP in CIS.
    254            ● Limited to actual cost up to        ● Limited to actual cost up to maximum
    854            maximum rates established by the      rates established
                   Office of the Budget and the           by the Office of the Budget and
  CWDS CODES       Office of Administration and           the Office of Administration and
    N/A            found at CAHB 138 Appendix A.          found at CAHB 138 Appendix A.
                                                                                                                    N/A
                   ● Must be needed while away           ● Must be needed while away from
                   from home overnight to apply for      home overnight to apply for
                   employment or education and           employment or education
                   training or to attend education and    and training or to attend education
                   training.                              and training.
                   ● Pre-expenditure approval            ● Pre-expenditure approval required.
                   required.

9) MEALS           ● Must have signed AMR.               N/A
                   ● Must have current CQPREN in         NOTE: SNAP recipients are not
  CIS CODES        CIS.                                  eligible for special allowances for
    255            ● Limited to actual cost up to        meals.
    855            maximum rates established by the
                   Office of the Budget and the
  CWDS CODES       Office of Administration and
    N/A            found at CAHB 138 Appendix A.                                                                    N/A
                   ● Must be needed while away
                   from home overnight to apply for
                   employment or education and
                   training or to attend education and
                   training.
                   ● Pre-expenditure approval
                   required.
10) MOTOR                                                                                           ● Must have signed EDRP.
VEHICLE                                                                                             ● Must have current enrollment, PS
Insurance                                                                                           enrollment, or K closed project in
                                                                                                    CWDS.
  CIS CODES                                                                                         ● Limited to actual cost up to
     N/A                                                                                             $1500 total per period of
                                                                                                     program enrollment.
                                N/A                                        N/A
  CWDS CODES                                                                                        ● Must be issued as a restricted
    261                                                                                             endorsement and for the least
    861                                                                                             expensive, minimum required
                                                                                                    coverage payable in the smallest
                                                                                                    increment available.
                                                                                                    ● Pre-expenditure approval
                                                                                                     required.
11) MOTOR       ● Must have signed AMR.                 ● Must have signed EDP and RR.              ● Must have signed EDRP.
VEHICLE         ● Must have current CQEMPL              ● Must have current CQPREN and              ● Must have current enrollment, PS
Operator Fees      or current CQPREN in CIS.            CQIETP in CIS.                              enrollment, or K closed project in
                ● Once per new job and as               ● Once per new job and as required for      CWDS.
  CIS CODES     required for education and              education and training.                     ● Once per new job and as required
    260         training.                               ● Limited to actual cost up to $200 per     for education and
    860         ● Limited to actual cost up to          request.                                       training.
                $200 per request.                       ● Includes fees for license, license        ● CAO allowance must be utilized
  CWDS CODES    ● Includes fees for license, license    plate, registration, state inspection and   first.
    260         plate, registration, state inspection   emission control.                           ● Limited to actual cost up to $1300
    860         and emission                            ● Need and cost must be verified.           total per period
                control.                                ● Pre-expenditure approval by                of program enrollment and
                ● Need and cost must be verified.        management level or designee                in combination with
                ● Pre-expenditure approval by            required.                                  costs for motor vehicle
                management level or designee                                                         purchase, rental, and repair.
                required.                                                                           ● Includes fees for license, license
                                                                                                    plate, registration, state inspection
                                                                                                    and emission control.
                                                                                                    ● Need and cost must be verified.
                                                                                                    ● Pre-expenditure approval by
                                                                                                    management level or
                                                                                                    designee required.
12) MOTOR          ● Must have signed AMR.                  ● Must have signed EDP and RR.               ● Must have signed EDRP.
VEHICLE            ● Must have current CQEMPL or            ● Must have current CPREN and                ● Must have current enrollment, PS
Purchase or Down   current CQPREN in CIS.                   CQIETP in CIS.                               enrollment, or K closed project in
Payment            ● Once per new job and as                ● Once per new job and as required for       CWDS.
                   required for education and               education and                                ● Once per new job and as required
  CIS CODES        training.                                 training.                                   for education and
    261            ● Limited to actual cost up to           ● Limited to actual cost up to $750 per       training.
    861            $750 per request.                        request.                                     ● CAO allowance must be utilized
                   ● Must be needed to accept               ● Must be needed to accept new               first.
  CWDS CODES        new employment, retain                  employment, retain current                   ● Limited to actual cost up to $1300
    261             current employment,                     employment, participate in education         total per period
    861             participate in education and            and training, or                              of program enrollment and in
                    training, or to take child to           to take child to childcare while working      combination with costs for
                   childcare while working or               or participating in education and             motor vehicle operator fees,
                   participating in education               training.                                     rental, and repair.
                   and training.                            ● Other types of transportation are not      ● Must be needed to accept new
                   ● Other types of transportation          available, are less practical, or are more   employment, retain current
                   are not available, are less practical,   costly.                                      employment, participate in education
                   or are more costly.                      ● Vehicle should have current state          and training, or to take child to
                   ● Vehicle should have current            inspection and be in good operating          childcare whileworking or
                   state inspection and be in               order.                                       participating in education and
                    good operating order.                   ● May be issued as a down-payment if         training.
                   ● May be issued as a down-               it is reasonably expected the client can     ● Other types of transportation are
                   payment if it is reasonably              make monthly payments                        not available, are less practical, or
                   expected the client can make             ● May include related fees such as tax,      are more costly.
                   monthly payments                         title and registration.                      ● Vehicle should have current state
                   ● May include related fees such as       ● May not include rental or leasing          inspection and be
                   tax, title and registration.             payments or payments towards an               in good operating order.
                   ● May not include rental or              existing loan.                               ● May be issued as a down payment
                   leasing payments or payments             ● Need and cost must be verified.            if it is reasonably expected the client
                   towards an existing loan.                ● Must be issued as a restricted             can make monthly payments.
                   ● Need and cost must be verified.        endorsement.                                 ● May include related fees such as
                   ● Must be issued as a restricted         ● Pre-expenditure approval by                tax, title and
                   endorsement.                             management level or designee                  registration.
                   ● Pre-expenditure approval                required.                                   ● May not include payments
                   by management level or                                                                towards an existing loan.
                   designee required.                                                                    ● Need and cost must be verified.
                                                                                                         ● Must be issued as a restricted
                                                                                                         endorsement.
                                                                                                         ● Pre-expenditure approval by
                                                                                                         management level or
                                                                                                          designee required.
13) MOTOR                                                                                               ● Must have signed EDRP.
VEHICLE                                                                                                 ● Must have current enrollment, PS
Rental or Lease                                                                                         enrollment, or K closed project in
                                                                                                        CWDS.
   CIS CODES                                                                                            ● Once per new job and as required
      N/A                                                                                               for education and training.
                                                                                                        ●Limited to actual cost up to $1300
   CWDS CODES                                                                                           total per period of program
     260                                                                                                enrollment and
     860                                                                                                in combination with costs for motor
                                                                                                        vehicle operator fees, purchase, or
                                                                                                        repair.
                                                                                                        ● Must be needed to accept new
                                                                                                        employment, retain current
                                                                                                        employment, participate in education
                                                                                                        and training, or to take child to
                                                                                                        childcare while working or
                                  N/A                                        N/A
                                                                                                        participating in education and
                                                                                                        training.
                                                                                                        ● Other types of transportation are
                                                                                                        not available, are less practical, or
                                                                                                        are more costly.
                                                                                                        ● Vehicle should have current state
                                                                                                        inspection and be in good operating
                                                                                                        order.
                                                                                                        ● May be issued as a payment if it
                                                                                                        is reasonably expected the client can
                                                                                                        make monthly payments.
                                                                                                        ● Need and cost must be verified.
                                                                                                        ● Must be issued as a restricted
                                                                                                        endorsement.
                                                                                                        ● Pre-expenditure approval by
                                                                                                        management level or designee
                                                                                                        required.
14) MOTOR         ● Must have signed AMR.                 ● Must have signed AMR.                       ● Must have signed EDRP.
VEHICLE           ● Must have current CQEMPL or           ● Must have current CQEMPL or                 ● Must have current enrollment, PS
Repair            current CQRPEN in CIS.                  current CQRPEN in CIS.                        enrollment, or K closed project in
                  ● Once per new job and as               ● Once per new job and as required for        CWDS.
   CIS CODES      required for education and              education and training.                       ● Limited to actual cost up to
     262          training.                               ● Limited to actual cost up to $400 per       $1300 total per period of program
     862          ● Limited to actual cost up to $400     request.                                      enrollment and
                  per request.                            ● Must be needed to accept new                 in combination with costs for
   CWDS CODES     ● Must be needed to accept new          employment, retain current                     motor vehicle operator fees,
     260          employment, retain current              employment, participate in education           purchase or rental.
     860          employment, participate in              and training, or to take child to childcare   ● CAO allowance must be utilized
                  education and training, or to take      while working or participating in             first.
                  child to childcare while working or     education and training.                       ● Must be needed to accept new
                  participating in education and          ● Other types of transportation are not       employment, retain current
                  training.                               available, are less practical, or are more    employment,
                  ● Other types of transportation are     costly.                                        participate in education and
                  not available, are less practical, or   ● Need and cost must be verified.              training, or to take child to
                  are more costly.                        ● Must be issued as a restricted               childcare while working or
                  ● Need and cost must be verified.       endorsement.                                   participating in education and
                  ● Must be issued as a restricted        ● Pre-expenditure approval by                  training.
                  endorsement.                            management level or designee required.        ● Other types of transportation are
                  ● Pre-expenditure approval by                                                         not available, are less practical, or
                  management level or designee                                                          are more costly.
                  required.                                                                             ● Need and cost must be verified.
                                                                                                        ● Must be issued as a restricted
                                                                                                        endorsement.
                                                                                                        ● Pre-expenditure approval by
                                                                                                        management level or designee
                                                                                                        required.
15) MOVING and     ● Must have signed AMR.               ● Must have signed EDP and RR.            ● Must have signed
LABOR COSTS        ● Must have current CQPREN in         ● Must have current CQPREN and            EDRP.
                   CIS.                                  CQIETP in CIS.                            ● Must have current
  CIS CODES        ● Needed to accept gainful,           ● Needed to accept gainful, permanent     enrollment, PS enrollment, or
     250           permanent employment.                 employment.                                K closed project in CWDS.
     850           ● Limited to actual cost up to        ● Limited to actual cost up to $200       ● Needed to accept
                   $200 once in a twelve-month           once in a twelve-month period.             gainful, permanent
CWDS CODES         period.                               ● Subject to the restrictions found at     employment.
   280             ● Subject to the restrictions found   CAHB 138.51.                              ● CAO allowance must
                   at CAHB 138.51.                       ● Need, cost, and proof of employment      be utilized first.
                   ● Need, cost, and proof of            must be verified.                         ● Limited to actual cost
                   employment must be verified.          ● Pre-expenditure approval by              up to $800 once in a twelve-
                   ● Pre-expenditure approval by         management level or designee required.     month period.
                   management level or designee                                                    ● Subject to the
                   required.                                                                       Restrictions found at CAHB
                                                                                                   138.51.
                                                                                                   ● Need, cost, and proof
                                                                                                    of employment must be
                                                                                                    verified.
                                                                                                   ● Pre-expenditure approval by
                                                                                                   management level or designee
                                                                                                   required.
16) NEEDS-BASED                                                                                    ● Must have signed EDRP.
PAYMENT                                                                                            ● Must have current enrollment, PS
                                                                                                   enrollment, or K closed project in
  CIS CODES                                                                                        CWDS.
     N/A                                                                                           ● As required to alleviate needs not
                                  N/A                                     N/A
                                                                                                   already covered by other supportive
  CWDS CODES                                                                                       services allowances.
    280                                                                                            ● May not exceed $50 per
                                                                                                   week averaged over period of
                                                                                                   program enrollment.
17) PRE-                                                                                           ● Must have signed EDRP.
EMPLOYMENT                                                                                         ● Must have current enrollment, PS
HEALTH CARE                                                                                        enrollment, or K closed project in
SUPPORT                                                                                            CWDS.
                                                                                                   ● Limited to actual cost up to $600
  CIS CODES                                                                                        total per period of program
     N/A                                                                                           enrollment.
                                                                                                   ● Includes dental and other related
  CWDS CODES                                                                                       items and services.
                                  N/A                                     N/A
    280                                                                                            ● May also include services
                                                                                                   necessary to attend education and
                                                                                                   training or to apply for or accept
                                                                                                   employment.
                                                                                                   ● NOTE: Contractor should
                                                                                                   consult with the CAO or Office of
                                                                                                   Vocational Rehabilitation (OVR) to
                                                                                                   confirm Medical Assistance
                                                                                                   coverage of needed items or services.
18) PROFESSIONAL   ● Must have signed AMR.               ● Must have signed EDP and R&R            ● Must have signed EDRP.
FEES               ● Must have current CQEMPL in         ● Must have CQPREN and CQIETP in          ● Must have current enrollment, PS
                   CIS.                                  CIS                                       enrollment, or K closed project in
  CIS CODES        ● Limited to actual cost up to                                                  CWDS.
                                                         ● Limited to actual cost up to $250 per
    258            $250 per request.                                                               ● Limited to actual cost up to $250
                                                         request.
    858            ● Once per new job.                                                             per request.
                                                         ● Once per new job.
                   ● Includes, but is not limited to,                                              ● Once per new job.
                                                         ● Includes, but is not limited to, fees
  CWDS CODES       fees for bonding, certifying,                                                   ● CAO allowance must be utilized
                                                         for bonding, certifying, licensing,
    258            licensing, insuring, and union                                                  first.
                                                         insuring, and union dues.
    858            dues.                                                                           ● Includes, but is not limited to,
                                                         ● May be authorized up to date of first
                   ● May be authorized up to date of                                               fees for bonding, certifying,
                                                         paycheck.
                   first paycheck.                                                                 licensing, insuring, and union dues.
                                                         ● Pre-expenditure approval required.
                   ● Pre-expenditure approval                                                      ● May be authorized up to date of
                   required.                                                                       first paycheck.
                                                                                                   ● Pre-expenditure approval
                                                                                                   required.
19) STIPENDS                                                                                                  ● Must have signed EDRP.
                                                                                                              ● Must have current
  CIS CODES                                                                                                   enrollment, PS enrollment, or
     N/A                                                                                                      K closed project in CWDS.
                                                                                                              ● Payment based on
                                        N/A                                         N/A
  CWDS CODES                                                                                                  attendance. Monthly payment
    280                                                                                                       cannot exceed the
                                                                                                              corresponding Family Size
                                                                                                              Allowance.
                                                                                                              ● Limited to six months.
20)                     ● Must have signed AMR.                  ● Must have signed EDP and RR,
TRANSPORTATION          ● Must have current CQPREN in            ● Must have current CQPREN and
Air or Rail Transport   CIS.                                     CQIETP in CIS.
                        ● Limited to actual cost at the          ● Limited to actual cost at the lowest
  CIS CODES             lowest rate available.                   rate available.
    250                 ● Needed to attend education and         ● Needed to attend education and
    850                 training or job interview or to          training or job interview or to accept
                        accept employment.                       employment.
  CWDS CODES            ● Restricted to initial interview or     ● Restricted to initial interview or
                                                                                                                               N/A
    250                 temporary relocation at long             temporary relocation at long distance
                        distance training site.                  training site.
                        ● Other types of transportation          ● Other types of transportation are not
                        are not available, are less practical,   available, are less practical, or are more
                        or are more costly.                      costly.
                        ● Need and cost must be verified.        ● Need and cost must be verified.
                        ● Pre-expenditure approval by            ● Pre-expenditure approval by
                        management level or designee             management level or designee required.
                        required.
21)                     ● Must have signed AMR.                  ● Must have signed EDP and RR.               ● Must have signed EDRP.
TRANSPORTATION          ● Must have current CQEMPL or            ● Must have current CQPREN and               ● Must have current enrollment, PS
Car Pool or Van         current CQPREN in CIS.                   CQIETP in CIS.                               enrollment, or K closed project in
Service                 ● May be recurring or non-               ● May be recurring or non-recurring.         CWDS.
                        recurring.                               ● May be issued to apply for or to           ● May be recurring or non-
  CIS CODES             ● May be issued to apply for or to       participate in education and training:       recurring.
    250                 participate in education and             ●No limit on the number of trips.            ● May be issued to apply for or to
    850                 training:                                     ○ Includes trips for job                participate in education and training:
                            ○ No limit on the number of           applications, interviews, tests, and           ○ No limit on the number of trips.
  CWDS CODES            trips.                                   regular attendance.                             ○ Includes trips for job
    250                     ○ Includes trips for job                  ○ May not be provided if for            applications, interviews, tests, and
                        applications, interviews, tests, and      secondary education or its equivalent       regular attendance.
                        regular attendance.                      unless participation is through a              ○ May not be provided if for
                            ○ May not be provided if for         contracted program for pregnant and          secondary education or its equivalent
                        secondary education or its               parenting youth.                             unless participation is through a
                        equivalent unless participation is       ● May be issued to apply for or              contracted program for
                        through a contracted program for          accept employment:                          pregnant and parenting youth.
                        pregnant and parenting youth.                   ○No limit on the number of trips      ● May be issued to apply for or
                        ● May be issued to apply for or          for job interviews.                          accept employment:
                        accept employment:                        ● May be authorized up to date of first     ● No limit on the number of trips
                            ○ No limit on the number of          paycheck.                                    for job interviews.
                        trips for job interviews.                ● Limited to actual cost of either           ● May be authorized up to date of
                        ● May be authorized up to date of        proportionate share or flat fee up to        first paycheck.
                        first paycheck.                          $500 per month.                              ● CAO allowance must be utilized
                        ● Limited to actual cost of either       ● Need and cost must be verified             first.
                        proportionate share or flat fee up to    within 30 days.                              ● Limited to actual cost of either
                        $500 per month.                          ● Pre-expenditure approval not               proportionate share or flat fee up to
                        ● Need and cost must be verified         required.                                    $300 per month.
                        within 30 days.                                                                       ● Need and cost must be verified
                        ● Pre-expenditure approval not                                                        within 30 days.
                        required.                                                                             ● Pre-expenditure approval not
                                                                                                              required.
22)                     ● Must have signed AMR.                ● Must have signed EDP and RR.             ● Must have signed EDRP.
TRANSPORTATION          ● Must have current CQEMPL or          ● Must have current CQPREN and             ● Limited to 25 cents per mile up to
Private Motor Vehicle   current CQPREN in CIS.                 CQIETP in CIS.                             $300 per month.
Mileage                 ● Limited to 25 cents per mile up      ● Limited to 25 cents per mile up to       ● May be recurring or non-
                        to $500 per month.                     $300 per month.                            recurring.
  CIS CODES             ● May be recurring or non-             ● May be recurring or non-recurring.       ● May be issued to apply for or to
    250                 recurring.                             ● May be issued to apply for or to         participate in education and training:
    850                 ● May be issued to apply for or to     participate in education and training:     .     ○ No limit on the number of
                        participate in education and           .     ○ No limit on the number of trips.   trips.
  CWDS CODES            training:                                   ○ Includes trips for job                   ○ Includes trips for job
    250                     ○ No limit on the number of        applications, interviews, tests, and       applications, interviews, tests, and
                        trips.                                 regular attendance.                        regular attendance.
                            ○ Includes trips for job               ○ May not be provided if for               ○ May not be provided if for
                        applications, interviews, tests, and   secondary education or its equivalent      secondary education or its equivalent
                        regular attendance.                    unless participation is through a          unless participation is through a
                            ○ May not be provided if for       contracted program for pregnant and        contracted program for pregnant and
                        secondary education or its             parenting youth.                           parenting youth.
                        equivalent unless participation is     ● May be issued to apply for or accept     ● May be issued to apply for or
                        through a contracted program for       employment:                                accept mployment:
                        pregnant and parenting youth.             ○ No limit on the number of                ○ No limit on the
                        ● May be issued to apply for or        trips for job interviews.                  number of trips for job interviews.
                        accept employment:                         ○ May be authorized up to date of         ○ May be authorized up to date of
                           ○ No limit on the number of         first paycheck.                            first paycheck.
                        trips for job interviews.              ● Need and cost must be verified           ● Need and cost must be verified
                           ○ May be authorized up to date      within 30 days.                            within 30 days.
                        of first paycheck.                     ● Pre-expenditure approval not             ● Pre-expenditure approval not
                        ● Need and cost must be verified          required                                required
                        within 30 days.
                        ● Pre-expenditure approval not
                        required..
23)                     ● Must have signed AMR.                ● Must have signed EDP and RR.             ● Must have signed EDRP.
TRANSPORTATION          ● Must have current CQEMPL or          ● Must have current CQPREN and             ● Must have current
Public Transit          current CQPREN in CIS.                 CQIETP in CIS.                                 enrollment, PS enrollment, or
                        ● Limited to actual cost up to         ● Limited to actual cost up to $300 per        K closed project in CWDS.
  CIS CODES             $500 per month.                        month.                                     ● Limited to actual cost up
    250                 ● May be recurring or non-             ● May be recurring or non-recurring.            to $300 per month.
    850                 recurring.                             ● May be issued to apply for or to         ● May be recurring or non-
                        ● May be issued to apply for or to     participate in education and training:     recurring.
                        participate in education and                ○ No limit on the number of trips.    ● May be issued to apply for or to
  CWDS CODES            training:                                   ○ Includes trips for job              participate in education and training:
    250                     ○ No limit on the number of        applications, interviews, tests, and            ○ No limit on the number of
                        trips.                                 regular attendance.                        trips.
                            ○ Includes trips for job               ○ May not be provided if for                ○ Includes trips for job
                        applications, interviews, tests, and   secondary education or its equivalent      applications, interviews, tests, and
                        regular attendance.                    unless participation is through a          regular attendance.
                            ○ May not be provided if for       contracted program for pregnant and            ○ May not be provided if for
                        secondary education or its             parenting youth.                           secondary education or its equivalent
                        equivalent unless participation is     ● May be issued to apply for or accept     unless participation is through a
                        through a contracted program for       employment:                                contracted program for pregnant and
                        pregnant and parenting youth.             ○ No limit on the number                parenting youth.
                        ● May be issued to apply for or        of trips for job interviews.               ● May be issued to apply for or
                        accept employment:                        ○ May be authorized up to date of       accept employment:
                           ○ No limit on the number            first paycheck.                               ○ No limit on the number
                        of trips for job interviews.           ● Need and cost must be verified           of trips for job interviews.
                           ○ May be authorized up to date      within 30 days.                               ○ May be authorized up to date of
                        of first paycheck.                     ● Pre-expenditure approval not             first paycheck.
                        ● Need and cost must be verified       required                                   ● Need and cost must be verified
                        within 30 days.                                                                   within 30 days.
                        ● Pre-expenditure approval not                                                    ● Pre-expenditure approval not
                        required                                                                          required
                                SUPPORTIVE SERVICES
                                     Continued



                  Rules and Regulations for Supportive Services




  Regulations governing employment and training related special allowances for supportive
  services are found at 55 Pa. Code §§165.41-165.46 and in the Cash Assistance Handbook at
  Chapter 135.6.



As agents of DPW, contractors are obligated to follow these
rules and regulations.


                              Information and Disclosure

  The contractor will inform participants, verbally and in writing, of the types and amounts of
  allowances available for supportive services.


  A written notice must be provided promptly by the contractor when allowances are denied.


  The contractor will make allowances for supportive services available to all participants on
  an equitable basis.


  However, because of differences in individual need and circumstances, not all contracted
  participants will receive all available allowances for supportive services.
                                SUPPORTIVE SERVICES
                                     Continued




Rules and Regulations for Supportive Services, continued ...

                             Participation Requirements

  Participants in employment and training programs, may be eligible for special
  allowances for supportive services.


  The participant must . . .


                   Have a need for the item or service. The service or item is required for
                   participation in the approved work or work-related activity.


                   Have an approved, signed employment and training plan with the CAO
                   if receiving Cash Assistance or SNAP.




                   Be enrolled in a contracted employment and training program.
                               Supportive Services
                                   Continued

                    Notification of Authorization or Denial


A written decision that approves or denies the request must be issued no later than
15 calendar days following the initial request.



Approval - The approval notice must contain:

      The amount of the payment.
      The period of time the payment covers
      An explanation of how the payment was determined
      For CAOs, the appropriate citation from 55 PA Code Sections 165.41 – 165.46. For
       contractors, the appropriate citation from the Master Guidelines,


Denial - The denial notice must contain:

    A statement of the reason for the denial.
    The facts upon which the denial was based.
    For CAOs, the appropriate citation from 55 PA Code Sections 165.41 – For
     contractors, the appropriate citation from the Master Guidelines.
                                SUPPORTIVE SERVICES
                                     Continued

  Rules and Regulations for Supportive Services, continued …




                          Documentation and Verification
The contractor will document an oral request, including those made in person or by
phone, or a written request for a special allowance for a supportive service.

The contractor will require verification of the need and the date by which payment is
required.

For initial authorization, the contractor will verify:

           The need and requirement for the service or item.
           The expected charge or cost.
           The date by which the service or item is needed.
           The date payment for the service or item is required.

For continued authorization, the contractor will verify:

           Actual costs incurred by the participant as documented by a receipt.
           Attendance at an approved activity.
           That there is a continued need for the SPAL.


Acceptable verification includes, but is not limited to:

           Collateral contacts
           Written statements
           Completed Department/Organization forms.

The contractor will use collateral contacts whenever necessary to ensure payment is made in
advance of the date it is required by the provider of the service or item. If the client requires
assistance in obtaining the required information and verification, the contractor will provide
that assistance.
                           SUPPORTIVE SERVICES
                                Continued




                        Verification Form continued


Insert the form in   Contractors issuing the allowance must have a completed
the case record      verification form (PA 1883) within the case record. The form
                     will be transmitted to the CAO as part of the request and will
                     be used by the CAO to help determine eligibility.




Use collateral       Use collateral contacts to verify the requirement and
contacts             whenever necessary to ensure payment is made in advance of
                     the date it is required by the provider of the service or item.
                     In order to protect the confidentiality of the client and to
                     avoid disruption of the employer/employee relationship, the
                     CAO and contractors will avoid contacting employers for
                     verification of need.


Assist the clients   Assist the client in obtaining the verification, when necessary.
                                  SUPPORTIVE SERVICES
                                       Continued

Rules and Regulations for Supportive Services, continued …




                                        Timeframes


            If ...                      Then ...                        Example ...


The verification is obtained   The contractor will          Jane Smith makes a request for a
or received within five        authorize payment no later   special allowance for transportation
calendar days following        than 10 calendar days        on January 3. She provides the
the date of the request        following the date of the    necessary verification on January 5.
                               request                      The contractor must authorize the
                                                            transportation allowance no later
                                                            than January 13.


The verification is obtained   The contractor will          John Smith makes a request for a
or received beyond five        authorize payment no later   special allowance for clothing on
calendar days following        than five calendar days      January 3. He provides the
the date of the request        after receipt of the         necessary verification on January
                               verification.                10. The contractor must authorize
                                                            the clothing allowance no later than
                                                            January 15.
                                   Supportive Services
                                       continued

                              Timeframes for Authorization
                        After Verification is Obtained or Received



                                       12-Day Example

Day 1          Request is made          Day 10
Day 2                                   Day 11
Day 3                                   Day 12   Allowance authorized
Day 4                                   Day 13
Day 5                                   Day 14
Day 6                                   Day 15   Notice sent
Day 7          Verification received
Day 8
Day 9



        Contractors are required to provide the allowance to the client by the
                                  date it is needed.
                                  SUPPORTIVE SERVICES
                                       Continued

       Rules and Regulations for Supportive Services, continued …




                                            Payment



Contractors are required to use the method of payment that will
provide the allowance to the participant in advance of the date it is
needed.


       Contractors must ensure that a fiscal system is in place that will allow compliance with
        this requirement.


       This is also true when contractors are affiliated with local government and approval
        involves local officials or county commissioners.


       Contractors whose organization is unable to comply with this requirement may choose to
        use a payment agency to ensure that prompt payment occurs.


       Late payment of supportive services will result in deficiencies cited during monitoring.
        Contractors can also jeopardize the continued receipt of funds if they are unable to make
        prompt payments.
                                  SUPPORTIVE SERVICES
                                       Continued

       Rules and Regulations for Supportive Services, continued …




                                         Notification

The contractor will issue a written decision approving or denying the request no later than 15
calendar days following the date of the initial request.

        A notice approving the request must contain:

                      The amount of the payment.
                      The period of time the payment covers.
                      An explanation of how the amount was determined.
                      “55 Pa.§ Code 165.43” as the regulation citation.

        A notice denying the request must contain:

       The reason for the denial.
       The facts upon which the denial is based.
       An explanation of the regulation(s).
       “55 PA § Code 165.4” as the regulation citation.
                               SUPPORTIVE SERVICES
                                    Continued

  Rules and Regulations for Supportive Services, continued …
                                   Right to Appeal




1. The client has the right to appeal a decision on a request for supportive
   services.

2. For contractors, the appeal is the grievance procedure outlined in each
   agency’s Participant handbook

3. For CAOs, request for appeal must be received in writing or it may be
   an oral request.

4. Contractors and CAOs can assist the client in writing the request, if
   necessary.

                         Termination of Welfare Benefits

Participants whose Cash Assistance and SNAP benefits terminate are not eligible for
allowances from the CAO. This includes participants whose welfare benefits terminate due
to employment. Contractors may use program funds to provide help to participants during
the job retention phase. Such help is not a special allowance for supportive services since the
individual is no longer receiving benefits.
                              SUPPORTIVE SERVICES
                                   Continued




                          Timely Termination of Clients

LMCs are required to ensure that all contractors terminate non-attending participants
both timely and in accordance with guideline requirements.


CAOs continue to pay ongoing supportive services for clients as long as they are active in the
program. OCDEL/CCIS pays child care; therefore, contractors have an important obligation
to ensure that non-attending clients are terminated:

       o if the client fails to attend five scheduled days of activity and does not report on
         the sixth scheduled day

       o if the client displays a pattern of absence (See section titled: “Unexcused
         Absences.”)

Additionally, contractors must ensure that a termination is entered into CWDS within three
business days of the decision to terminate the client. This ensures prompt discontinuance of
supportive services by the CAO.

                                    Technical Issue



     It is important to note that failure to comply with termination requirements is a
     serious deficiency. It will be cited during monitoring. It is also possible that
     contractors will be financially penalized if extensive overpayments occur due to
     failure to terminate in accordance with these requirements.
                               SUPPORTIVE SERVICES
                                    Continued




                              Overpayment Procedures
An overpayment for supportive services exists when:

   The participant received a special allowance that was not used for its intended purpose.
   The actual cost of the service or item was less than the estimated cost of the service or
    item for which the allowance was issued by more than $10.
   The TANF client used a special allowance for its intended purpose but was later found to
    be ineligible for benefits in the month the allowance was issued.
   A CAO overpayment referral must be completed on form OIG – 189 and submitted to the
    Office of Inspector General within 60 days from the date it was verified that an
    overpayment occurred. The contractor will consult with the local CAO for overpayment
    referrals.

Overpayment procedures apply to both CAO and contractor-issued special allowances.



            Contractor Responsibilities Regarding Overpayments
Contractors who become aware of a special allowance issuance from contractor funds that
was not used for its intended purpose must:

       notify the CAO of the details of the overpayment;
       attempt collection; and
       notify the CAO of the results of the collection attempts.

Contractors should not turn the process over to a collection agency.
                              SUPPORTIVE SERVICES
                                   Continued




                             Restricted Endorsements


→ Restricted endorsement checks may not be used for payment of supportive services
  unless there is documentation of client agreement in the case record.


→ Restricted endorsement checks are those that require both the client and the provider to
  sign.


→ Regulations limit the use of restricted endorsement checks to payments for child care and
  for purchase, down payment or repair of an automobile, unless experience has shown the
  need for a third-party payment for a particular participant. The need to use this method
  should be documented in the record.


→ Therefore, the contractor may choose to issue third-party checks in some instances to
  ensure timely payment.


→ For example, if a client requests and is approved to receive funds to cover auto insurance,
  the contractor may issue a check payable to the insurance company on behalf of the
  client.
                               SUPPORTIVE SERVICES
                                    Continued




                   Limited Funding for Supportive Services
Recently, the funding available for contractor-operated programs has been limited.

Some contractors find themselves in a position where funding for supportive services is
extremely limited.

In cases where contractors are in jeopardy of running out of supportive service funds, the
following steps must be taken:

   A request for additional funds should be submitted to BETP well before the contractor is
    close to running out of supportive service funds. Every attempt will be made to honor
    these requests if funding is available.



   If additional funding is not available, contractors are required to continue issuing
    supportive services in accordance with these requirements until all supportive service
    funds are expended.



   Contractors are not permitted to reduce the amount or frequency of the issuances
    or limit eligibility for the supportive services because financial resources are limited.



   Once all funds are expended, clients must be notified in writing that no additional
    supportive services will be issued.
Page 528

                      PROGRAM DESIGN REQUIREMENTS
                                continued



                             Participant Dress Codes




Due to the cost of issuing these allowances, contractors are not permitted to require clients to
be dressed in business attire prior to attending the program.

Additionally, contractors are not permitted to use their own funds to acquire business attire
for clients to wear during regular program attendance.

However, CAOs will continue to issue supportive services for clothing in circumstances
where a skills training institution requires the client to wear a uniform, business attire or a
certain type of clothing in order to attend training.

In some parts of the state, local non-profit organizations have developed clothing banks that
provide access to free business clothes and uniforms.

As these programs are rolled out, CAOs will no longer provide clothing allowances in most
circumstances.
   Page 556

                                        RESET
                                       Continued


                                         Infestations




Bed Bugs. There has been resurgence of bed bugs nationwide, but especially in the eastern part
of the country. Many contractors have had clients report bed bug infestations in their homes.
Some contractors have experienced infestations in the vehicles used to transport clients.

Unlike mosquitoes and ticks, bed bugs do not carry disease. However, their bites are itchy and
persistent scratching could cause them to become inflamed. This could lead to localized
infections in the area of the bite.

CAOs have been provided with instructions that allow them to give good cause for non-
participation to clients who have a bed bug infestation.

Contractors should be aware of the possibility of transmission of bed bugs into their offices or
vehicles and should utilize the services of a professional exterminator. Spraying or cleaning the
area without professional help may not be effective.

The Web MD website (www.webmd.com ) has an article called “Bedbugs: Your Questions
Answered” that you may want to review for more information.

Head Lice. Head lice also a common infectious problem. Lice spread easily from one person to
another through close contact or through shared clothing or person items. A louse cannot jump
or fly. The symptoms include itching and scratching can cause the skin to become raw, crust
over or ooze. Clients experiencing such symptoms should be referred to their doctor. Treatment
is simple and can be obtained over the counter once the diagnosis is made.
Page 622

                                      CONFIDENTIALITY
                                         continued




                            Storage of Confidential Files


      ❒ Client information that is being maintained for audit and is not in
      Active use must be stored in a secure manner.

      ❒ Storing boxes of inactive records in maintenance sheds or other facilities where
      individuals who have not signed confidentiality agreements have access is not permitted.

      ❒ Stored files must be kept in a dry, secure location and marked such that client
      information can easily be retrieved if necessary.

      ❒ Unless otherwise directed, contractors must store all program-related material for six
      years or until audited.
   Page 762

                   PERFORMANCE REQUIREMENTS
                           continued




                   Average Initial Wage at Placement


Self-sufficiency      Contractors must make every effort to ensure that client
                      wage rates give them a boost toward self-sufficiency.
                      Tough economic times make achievement of this goal
                      more difficult. However, the vigorous use of work
                      activities, particularly centralized community service
                      and/or paid work experience can teach clients the work
                      habits needed to achieve and sustain employment.




Calculation           The average initial wage (from the pay stub) at placement
                      is calculated by adding all the initial hour wage rates of all
                      placements claimed toward the job placement rate, then
                      dividing by the number of placements.




Which Programs?       The average initial wage at placement applies to the Work
                      Support and Career Development Components of EARN
                      as well as to the Supported Work Component of Work
                      Ready.
   Page 767


                    PERFORMANCE REQUIREMENTS
                            continued


Work Activity Rate, continued …

Weighted credit   Some of the work activities are worth more than others.

                  Full credit toward achievement of the WAR is given when
                  individuals are enrolled in unsubsidized (any number of hours) or
                  subsidized employment (as per guidelines).

                  The remaining work activities are worth indicated on the below
                  chart toward the WAR calculation.

                  Thus:

                          Unsubsidized Employment                   One credit


                          Subsidized Employment                     1.75 credit


                          Paid Work Experience                      .75 credit


                          Community Service                         .40 credit


                          Vocation-specific Work Experience         .75 credit


                          Work Study                                .95 credit

								
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