SAWDB POLICY 02-004

SAWDB POLICY 02-004

SOUTHWESTERN AREA WORKFORCE DEVELOPMENT BOARD

SUPPORTIVE SERVICES POLICY

Date of Issue: June 1, 2003

Effective Date: July 1, 2003

Applicability

WIA Adults, Dislocated Workers and Youth

Purpose

To provide the Southwestern Area WIA contractors with a guideline for determining supportive services, the restrictions t hereto, and eligibility criteria and procedures for payment of supportive services to participants enrolled into WIA programs beginning June 1, 2003; and

To provide SAWDB contractors of WIA, Dislocated Workers and Youth supportive services with a supportive services policy.

To provide guidance regarding the roles of the training institutions, local Board and/or Service Providers with respect to the tracking of, and certification of participant time, attendance, and other related issues as applicable to the payment of supportive services, On-the-Job Training (OJT) contracts and the issuance of Individual Training Accounts (ITA’s).

Background

In February of 2002, the SAWDB, through the Planning and Executive Committees, recommended that supportive services be increased as follows: Travel raised from $5.00 per day to $10.00 per day, childcare from $5.00 per day to $10.00 per day for certified childcare and 18.50 per day for licensed daycare (up to 3 children), temporary shelter from $5.00 per day to $10.00 per day, basic readjustment expense from $15.00 per day to $25.00 per day and relocation fees from $200.00 to $300.00.

To avoid abuse of the system for supportive services, the board establishes the following as policy:

Action

Southwestern Workforce Development Board, One Stop Providers and Youth Providers will adopt this Supportive Services Policy and forms referenced herein.

General Provisions

All WIA program applicants and participants shall be informed of paid and unpaid supportive services available through the local One Stop system including the One Stop partners, Service Providers, and any applicable community resources.

Supportive services may only be provided to individuals who are: (a) participating in intensive or training services; and (b) unable to obtain supportive services through other programs providing such services (WIA Sec.134 (e) (A) and (B). Additionally, supportive services may only be provided when they are necessary to enable individuals to participate in Title I activities (WIA Sec. 101(46).

To ensure successful participation in the appropriate employment or training activities, program staff shall determine the supportive service needs of each individual to be enrolled. Such determination shall be based on the comprehensive assessment along with the documented justification and approval of supportive services as outlined in the participant’s Employability Development Plan (EDP) or ISS.

As a requirement for applying for supportive services under WIA, other related resources in the area (including One Stop partners) must first be explored. Applicants and participants shall secure documentation of denial from all other available community resources applicant was referred to by case manager. Such efforts shall be documented in the participant’s file. To prevent the duplication of costs and efforts, participants first must exhaust related available services before WIA services will be authorized.

One Stop Centers and Service Providers will periodically review the need for, and the receipt of, supportive services. Changes in supportive service needs are to be reflected in the assessment and EDP/ISS and noted in the counseling record as appropriate. Sound case management and timely participant follow up are essential to ensuring completion of activities, and in meeting EDP goals and objectives.

Prior approval for payment of supportive services is required. Authorization of supportive service payments shall be made via WIA SUPPORTIVE SERVICES REQUEST AND APPROVAL FORMAT/GUIDELINES issued via SAE Issuance No. 11.2.8 NMAC and approved by the local board. To request approval of supportive service payments for groups of participants, local boards will adopt SUPPORTIVE SERVICES REQUEST AND APPROVAL form.

A new SUPPORTIVE SERVICES REQUEST is required when there are changes in payment amounts or duration.

The State Board has established 104 weeks as the time limit for the provision of training services to participants. If additional time is needed to complete the individuals Employability Development Plan, a written waiver request will be submitted to the Southwestern Area Workforce Development Board’s Administrative Entity who will in turn present the waiver request to the Planning/Executive Committee for participants that will exceed the 104 weeks time limitation. The SAWDB’s Planning/Executive Committee may under certain conditions grant exceptions to the time limitations in consideration of extenuating circumstances. The waiver request will allow participants to continue to receive the necessary supportive services. Waiver request must be submitted in writing and approved prior to the actual extension date.

The waiver request must include: (1) a description of the circumstances justifying the request; (2) the certificate/degree/training plan pursued and the courses completed to date; (3) A copy of grades and or transcripts; (4) the start date of the 104 weeks, and (5) the anticipated end date. All documentation justifying waivers shall be maintained and made available for periodic monitoring/evaluation by the SAWDB’s monitoring staff.

Supportive service request and payment forms developed by the State Administrative Entity will be used by the Board at this time.

Service Providers are responsible for tracking participant attendance, time keeping and related duties. For educational/training institutions receiving ITAs, an administrative overhead (not exceeding administrative costs normally charged for related functions) may be charged for performing time keeping, participant activity tracking and related duties. For OJT employers, the reimbursement negotiated in each contract includes time keeping, reporting and other related duties as specified in the OJT contract.

Provision of paid WIA supportive services shall be limited to the overall time participation limitation established in the local area plan or local board policy.

02-004

Allowable WIA Paid Supportive Services

Transportation and Temporary Shelter Allowable Supportive Services include the following:

Transportation Mileage Determination. To compute distance for transportation assistance, participants may determine actual point-to-point mileage between locations traveled to (i.e. city-to-city, etc.), or the local board may establish a standard methodology. The Southwestern Area Workforce Development Board will allow Individual Training Account (ITA) participants living within 1-24 miles of the city limit’s training site up to a maximum of $3.00/day for one-way travel. Also based upon need, (ITA) participants living within 25-49 miles from the training site may receive up to $5.00 per day for one-way travel. The total shall not exceed twenty-five dollars ($25.00) per week as verified by participant attendance report. This need must be verified and documented by the case manager in the participant’s counseling record and maintained in the participants file. ITA participants that travel fifty (50) miles or more one way to their training site may receive up to a maximum payment of ten dollars ($10.00) per day of attendance. The total shall not exceed fifty dollars ($50.00) per week as verified by participant attendance report.

Temporary Shelter. Participants that choose to attend training institutions with permanent arrangements outside of their local community may receive Temporary Shelter of $10.00/day as verified by participant attendance report. Participants must provide appropriate documentation to verify no other source of temporary shelter are available.

Exclusion. Financial assistance for transportation, and/or temporary shelter shall not be authorized to any participant who:

i. is receiving 100% support for transportation or temporary shelter from another source, or

ii. is absent, entirely or in part, from his/her regular scheduled training activity. This includes holidays, except in instances where partial days of attendance in observance of a holiday or related events are approved by the training provider. This latter case shall be documented.

Child Care

Child care. Assistance may be provided to eligible participants who require such assistance in order to participate in a WIA activity and whose need has been identified in their EDP. To qualify, participants must have legal responsibility or custody of the children thirteen (13) years of age or younger, and must furnish documentation that they do not have any other source available including family members. The participants must be providing at least fifty percent (50%) of the children’s support per the U.S. Internal Revenue code. Children placed in a licensed day care facility, or with a certified day care provider or a family member as verified by the case manager must furnish documentation of a paid receipt in order to continue to receive child care payment at this level. A participant may receive payment of $5.00 per day per child (up to three children) a maximum of $15.00 per day of attendance per participant or family. The total cost shall not exceed seventy-five dollars ($75.00) per week.

Local boards and Service Providers must verify and track the participant’s children’s age and time limitations.

(b) Exclusions. Child care payment shall not be authorized when the Individual:

i. Is receiving 100% of needed child care payments form another source (e.g. One Stop Partner, local service provider, etc.), or

ii. Is absent, entirely or in part, from his/her regular scheduled training activity. This includes holidays, except in instances where partial days of attendance in observance of a holiday or related events are approved by the training provider. This latter case shall be documented.

iii. For those whose total family income does not demonstrate a need for child care assistance.

Supportive Services Computed at an Hourly Rate. Supportive services computed at an hourly rate may be paid directly to participants identified as belonging to a targeted group (as specified in the local plan or Service Providers sub-grant) who are enrolled in an Intensive service activity of combined Work Experience (WE) and short-tem classroom training activity.

Documentation should be tracked by case manager in a participants EDP or ISS file on an hourly rate based on their minimum need. Need is to be greater than or equal to the amount of supportive services that will be received.

This may include:

(a) Educational Development/Enhancement. This activity may consist of post-testing, academic remediation, academic and/or career counseling, tutorial assistance and related enhancement skills training, or

(b) Occupational Life Skills Training. Related activities would include financial planning, job search skills, resume and job application development, consumer education, personal health and hygiene instruction. etc.,or

(c) Occupational-Related Training. This may include GED preparation, computer literacy and related office/technical skills, test preparation, and other similar short-term training activities.

Required Services Mix. The combination of WE and educational/occupational skills training combinations listed above must be delivered concurrently within a pre-identified period of time. The primary activity, WE, may be at for-profit or not-for-profit worksite as appropriate to the training skills needs of the participant for not less than 50% of the concurrent participation during any work week. WE for adult participants is only allowable for a maximum of 480 training hours. Other combinations of WE and classroom training for uniquely designed projects may be procured via the request for proposal (RFP) process in which supportive services may be paid at an hourly rate based on need.

Payment of Supportive Services Computed at an Hourly Rate. Participants enrolled in a concurrent WE/Training activity may be paid supportive services as follows:

(a) At a fixed rate of not less than the equivalent of the current minimum federal hourly wage rate in lieu of any other allowable paid supportive services, and

(b) Such payments shall be made to a participant only for actual hours of attendance. No payment shall be provided to a participant for any time not in attendance in any of t he scheduled activities. This also applies to excused and unexcused absences, including holidays. Time and attendance reports reflecting actual hours of participation must be maintained by the Service Provider and training institution. Payment shall be based on these time/attendance records only.

Basic Supportive Services available to Dislocated Workers enrolled in basic Readjustment Services (BRS). This payment will be all-inclusive. It will cover in total any other supportive service needs the participant may have while participating in any BRS activities (listed herein), and will be provided in lieu of any other paid supportive services for which the participant would otherwise be eligible. While enrolled in a BRS, participants may receive a maximum of twenty five dollars ($25.00) per day of attendance.

Applicable BRS activities include:

o Outreach, intake, early readjustment assistance and orientation;

o Participant assessment and development of Employment Development Plans (EDPs);

o Job search workshops;

o Dislocated worker support group activities;

o Supervised job search activities;

o Placement activities;

o Referral to other possible supportive service providers;

o Referral to retraining services; or

o Programs conducted in cooperation with labor unions to provide early intervention services

Relocation Assistance. Relocation assistance of $300.00 may be paid to a dislocated worker to obtain employment.

Based upon written verification by the case manager of a job offer, service providers are authorized to provide “relocation assistance” when the participant has secured suitable long duration employment (6 months or more) to an area in which they are willing to relocate.

Service providers will verify/document the need for relocation in the EDP prior to providing such services. This certification will indicate that no other resources from any other known source are available

Documentation will certify that the participant cannot obtain employment within the individual’s commuting area.

A maximum of $300.00 may be made available for each eligible participant for “relocation assistance.” Such assistance may occur once per family and shall not exceed the $300.00 limit.

Payment authorization will be generated on the basis of the submission of forms WIA-4 and WIA-6 to the fiscal agent.

Follow up will be conducted and documented in accordance with the follow up procedure as established in the Act.

Medical and Health Care Supportive Services. Minor medical and health care ser5vices that may be provided include but are not limited to:

o Physical examinations;

o Eye and/or ear examinations;

o Filling of eyeglass prescriptions;

o Purchase of hearing aids;

o Purchase of orthopedic devices; and

o Other minor medical or health care services not listed herein that are necessary in order for the individual to participate in the program. Contingent upon available funding, a one time maximum of two hundred dollars ($200.00) for minor health or medical care services may be provided to participants enrolled in a WIA funded training activity that require such assistance in order to participate in the program. The participant must provide proof of need (statement from health care or medical practitioner). The participant s hall only be eligible for this assistance if he/she cannot obtain such services from other available resources. As documented in the participant file by the case manager. (i.e. One Stop partners, local community health care programs, etc.). Payment for services shall be made directly to the vendor or provider upon receipt of billing. Participants shall not be paid directly or reimbursed after-the-fact for these services. Participants in the “HOLD” status are not eligible to receive payments for this service.

Group Supportive Services. Group supportive services may supplement supportive services provided to the individual, but such services must not be duplicative of services already provided. (either paid through WIA or other sources). Group supportive services are limited to transportation, meals and lodging for targeted groups to be served in a specially designed program or project as approved by the local board, consistent with the local plan and in accordance with applicable RFP/Procurement procedures. The cost for such services must be based on a need reasonable and necessary as verified by the Service Provider.

Needs-Related Payments. Needs-related payments provide financial assistance for the purpose of enabling individuals to participant in training and are one of the supportive services authorized by WIA (Section 134(e) (3)). Eligibility requirements for adults and dislocated workers to receive needs-related assistance are as follows; Adults must:(a) be unemployed due to no fault of their own; (b) not qualify for, or have ceased qualifying for, unemployment compensation; and (c) be enrolled in a program of training services as specified under WIA Section 13(d)(4). Dislocated Workers must: (a) be unemployed, and (1) have eased to qualify for unemployment compensation or trade readjustment allowance under the Trade Adjustment Assistance Act (TAA) or the North American Free Trade Agreement (NAFTA)-TAA due to no fault of their own; and (2) be enrolled in a program of training services as specified under WIA Section 134(d)(4) by the end of the 13^th week after the most recent layoff that resulted in a determination of the worker’s eligibility as a dislocated worker, or if later, by the end of the 8^th week after the worker is informed that a short-term layoff will exceed 6 months; or (b) be unemployed and did not qualify for unemployment compensation or trade adjustment assistance under TAA or NAFTA-TAA.

Note: Needs-related payments shall not exceed 26 weeks (amount of time for UI payment period) and/or will be paid until the week limitation is reached or until the participant completes training which ever comes first.

Note: Needs-related payments may be provided to a participant waiting to start training classes if the participant has been accepted to a training program that will begin within 30 calendar days. Local boards may submit a written request to the SAE for a 30-day extension to this time limitation to address appropriate circumstances.

Determination of the level of need-related payments. The level of needs related payments shall be determined as follows:

(a) The level for adults will be the same as for dislocated workers;

(b)For dislocated workers, payments must not exceed the greater of either of the following levels:

(1) For participants who were eligible for unemployment compensation as a result of the qualifying dislocation, the payment may not exceed the applicable weekly level of the unemployment compensation benefit for the participant’s situation (such as working at spot jobs or part time); or (2) For participants who did not qualify for unemployment compensation as a result of the qualifying layoff, the weekly payment may not exceed the poverty level based on family size for an equivalent period. The weekly payment level must be adjusted to reflect changes in total family income. (WIA Sec. 134 (e) (3)).

Supportive Services for Youth are those services defined at WIA Section 101(46), and may include the following:

Linkages to community services;
Assistance with transportation costs;
Assistance with child care and dependent care costs;
Assistance with housing costs;
Referrals to medical services; and
Assistance with uniforms or other appropriate work attire and work related tool costs, including such items as eyeglasses and protective eye gear. (WIA Sec 129 (c) (2) (G).

Other Types of Supportive Services. Contingent upon the availability of funding, other types of supportive services may be provided based on the need of the participant. The need for such services must be necessary and the cost reasonable to the purpose of the program (as verified by the local board and/or Service Provider). Such services may be but are not limited to drug and alcohol abuse Counseling and referral, individual and family counseling, special services and materials for individuals with a disability or out-of-area job search assistance, relocation assistance, internships, and other reasonable expenses required for participants in the training program. These may be provided in kind or through cash assistance.

Supportive Services Payment Process. The local boards may adopt as is, or modify, the supportive payment procedures and prototype forms reference herein, or develop their own procedures and forms consistent with the WIA and attendant Federal Regulations.

Direct Payment to Participants. The appropriate Supportive Services Request and Approval forms shall be used to authorize supportive services payments for participants carried over fro the Job Training Partnership Act (JTPA) programs into WIA and for new participants enrolled into training beginning July 1, 2000. The prototype form IWA Supportive Services Request and Approval Format (referenced herein) or similar form may be used.

Payment to Vendors and Services Providers. For payment to vendors and providers of medical care, and other health care services, the prototype forms referred to in this policy or similar appropriate forms shall be used.

d. General Limitations

(1) Time Limits

For eligible Adults and Youth, supportive services may be provided for a period of time required to complete the EDP objectives but shall not exceed the participation time limitations established in the Southwestern area plan or board policy.

For Dislocated Workers enrolled in BRS, this intensive services payment shall be provide as specified in the EDP but shall not exceed 30 days after the completion of the intensive services activity. In no case shall the total time period for receipt of the intensive services payment exceed the participation time limitation specified in the local area plan or local board policy.

(2) Budget Limitations

The amount and kinds of supportive services in each local area is based on funding available to the local boards. No supportive services in any WIA title is to be considered entitlement.

(3) Participants in “Hold” Status.

Participants who are in a “hold” status, for whom continued training is scheduled, will not be eligible for health care and minor medical services, group services and/or other supportive services that are not paid directly to the participant during this “Hold” status.

e. Service Provider and Training Institution Time and Attendance Reporting and Related Responsibilities/Roles.

Service Providers are responsible for overall tracking and reporting on participant activities as specified in their sub grants or contracts. They are also responsible for coordinating with area training institutions on time and attendance for those participants concurrently enrolled in classroom training and WE, OJT, or enrolled in a customized training activity and receiving supportive services. As part of the ITA agreements, training institutions are required to track on and report participant time and attendance. In order to help defray some of the administrative overhead associated with additional responsibilities including item keeping and reporting, training institutions may charge a reasonable administrative cost normally charged for performing related functions. WE and OJT employers are responsible for tracking/reporting time and attendance of participants assigned to them. WIA program staff shall be available to assist employers as necessary.

Action Required

The SAWDB should review supportive services amounts periodically and monitor NMDOL to ensure that supportive service abuse is not be perpetrated.

Inquiries

Questions related to this policy should be directed to the SAWDB’s Program Operations Analyst.