DPSS ePolicy

Revision of existing policy.

What changed?

California Work Opportunity and Responsibility to Kids Outcomes and Accountability Review (Cal-OAR)  - Payments for completing satisfaction surveys and reaching key program milestones; and

Advance Standard Ancillary Payments (ASAP) - Participants who meet eligibility for the Student Training and Education Program (STEP) receive an advanced payment based on verification of enrollment. 

Note: Changes are shown highlighted in gray throughout the document. 

Ancillary Supportive Services are issued to CalWORKs participants to cover the cost of items and/or services necessary for participation in an approved Welfare-to-Work (WtW) activity and/or to accept/retain employment.  If these services are not available, participants will have Good Cause to not  participate.

Participants are not required to spend their CalWORKs grant or personal funds to purchase necessary/required items. With acceptable documentation, advance payments must be made available.

Ancillary/Work-Related Expenses

Key Points

• Ancillary Supportive Services include the cost of books, tools, fees, supplies, clothes, and other necessary costs specifically required to participate in an approved WtW activity or to accept/retain employment.

• There is no cap on Ancillary Supportive Services payments.  There is also no limit to how many times payments can be issued if the need for the item/service is established. 

• The need for Ancillary Supportive Services payments is documented by written verification from the provider or employer.  If written documentation is not available, the need for the expense is verified, with the participant’s authorization, by a phone call to the provider or employer.

• The County must assist participants in obtaining the required documentation.

• The cost of the requested item and/or service must be documented prior to the issuance of Ancillary Supportive Services.

• The ASAP is issued to participants enrolled in a publicly funded, nonprofit, or private nonprofit post-secondary education institution for required books and college supplies.

• The cost of an Ancillary expense is separate from the assessment of need. Verification of the need for an expense is established prior to payment and is independent from verification of cost.  

• Ancillary Supportive Services payments must be authorized by required staff on the County’s system at all levels, within four workdays from receiving all supporting documents/verification.

• Ancillary Supportive Services must be available to participants, regardless of the number of hours they participate. This applies to both Exempt Volunteers and Domestic Violence (DV) participants.

• Post-Employment Services (PES) are available to working participants for a limited time after the discontinuation of CalWORKs, depending on availability.

• With the exception of textbooks that are critical to the student’s success, items/services that are listed as recommended/optional by the provider are not covered.

• Participants assigned to online courses are eligible for Ancillary Supportive Services payments. 

Types of Ancillary/Work-Related Expenses

Expense Type

Books

Description

• Textbooks or other books which are specifically required reading for a course.

• Reference books, such as a dictionary, thesaurus, writing guide, which the participant needs for their assignment.  Special consideration to individual participant’s need shall be given when determining approval.  For instance, the participant may require a multilingual dictionary (e.g., English/Spanish, English/Chinese) which usually cost more than a regular dictionary.

• Books needed for elective classes are allowable, if the elective classes count toward the degree or certificate program that is part of an approved WtW Plan.

• Books for repeat classes are allowable when class instructors require a different book(s) from previously required books.  A book may be different due to a new instructor’s preference, revised edition, new online code, or other reason that makes previously issued books useless.

• Recommended books when they have been determined by the College CalWORKs Coordinator or class instructor that the books are critical to the participant’s success in a class/program that is part of an approved WtW activity.

Expense Type

Tools/Equipment

Description

• Devices, equipment, or instruments required for participating in a WtW activity or to accept/retain employment.

• Laptops/tablets that meet the definition of low-cost items and are needed to complete online tasks for approved educational activities.

Laptops/tablets are versatile devices, and ancillary payments will be issued so participants are able to use them for multiple online tasks. In observance of reasonable use of supportive services funds guidelines, the issuance of payment for laptops/tablets will be limited to one instance in a three-year period.

Supporting documentation must state that the need for a laptop/tablet exists and includes enough details to determine the specifics of item needed.

Documentation from the instructor, such as a syllabus, school catalog, and program description is required.

Documentation/Verification must show the need for access/use of online resources, need to submit online assignments, and other digital functions only accessible through computers/tablets.

Requests for computers/tablets considered high-cost items are treated according to the provisions for high-cost items (High-Cost Items Section in this policy).

Expense Type

Clothing 

Description

• Clothing required for a WtW activity, such as Focus 360, Job Search, or to accept/retain employment.

• Caps and Gowns required for graduation ceremonies for an approved training/educational program.

• Uniforms required for an approved activity or to accept/retain employment.  

Expense Type

Fees

Description

Fees required to participate in the assigned WtW activity and/or to accept/retain employment include but are not limited to the following:

• Course Registration/Enrollment fees (not tuition);

• Student Identification Card fees required by a school;

• Exam fees (e.g., general education, nursing);

• Fingerprint and/or Background Check fees;

• License fees, such as a Class B driver’s license required for driving a bus when needed for an approved activity, or to accept/retain employment;

• Court filing fees for DV issues and court-appointed translators, if the fees are not waived by the court as part of a DV or Family Stabilization activity;

• Shipping and handling fees after price check demonstrate the total cost of the item including shipping and handling charges to a participant’s home, is the lowest cost at which the item can be purchased;

• Foreign transcripts or degree evaluation when the participant is referred to a school/job search/ employment as part of their WtW Plan.  Payment should be provided when the evaluation will assist the school in selecting the appropriate courses, or will either assist the participant to qualify for employment in their desired field in alignment with their WtW Plan or employment plan or assist the employer to evaluate the level of preparation for hire/promotion;

• Fees to renew or replace a lost or stolen Lawful Permanent Resident (LPR) card if it is determined that the card is specifically required for the participant to accept/retain employment; and

• The initiation payment to join a Union when the employer has an agreement with a Union and employment is contingent on Union membership.

Expense Type

Other Expenses

Description

Other expenses include car seats for participants with children under eight years old who drive a car or share a ride (carpool), if necessary to transport children to school/childcare so the participant can attend a WtW activity.

Payment is issued for a convertible car seat for each child under four, and for a booster seat for each child between the ages of four and eight. 

A basic school supply allowance of $60 will be given to students that are enrolled in educational institutions that are not STEP eligible.  The allowance will be issued every semester (Fall and Spring) or every other quarter for schools under a quarterly system.  The basic supply allowance is limited to two times per year.  However, the need for additional basic supplies will be addressed by submitting itemized requests.

This basic school supply allowance includes binders, notebooks, pens, pencils, sharpeners, highlighters, erasers, printing and filler paper, correction pen or brush, index cards, adhesive page markers, sheet protectors, sticky notes, and dividers.

• Receipts for the school basic supply allowance are not required.
• Requests for additional basic supplies must be itemized, require verification of need and cost, and purchase receipts. 

Tattoo removal assistance for participants with visible tattoos that cannot be reasonably covered with dress interview attire and may be perceived contrary to potential employer’s image/dress code.  An appearance free of tattoos may enhance the participant's image and increase the likelihood of finding employment.

• These payments are only allowed for tattoos that are visible and cannot be covered with clothing items usually worn during job interviews.
• Payments should be made for one session at a time.  There is no limit to the number of payments/sessions allowed if a participant is eligible for the services.

Family Reunification (FR) Housing Support and FR Moving Assistance issued once in a lifetime for former CalWORKs participants who have had all their children removed and meet the eligibility criteria.

• Payments are up to 80 percent of the total grant amount (last CalWORKs grant), or the total income amount, whichever is less.
• Payments are available for up to the first six-months with a possible extension of an additional six-months if deemed eligible.
• Moving Assistance payments are once in a lifetime, up to $2,500, $2,000 for first and last month’s rent and up to $500 for a major appliance, stove or refrigerator.

California Work Opportunity and Responsibility to Kids Outcomes and Accountability Review (Cal-OAR) Incentives

Cal-OAR Client Satisfaction Survey Incentives

Cal-OAR Client Satisfaction Survey

The California Department of Social Services (CDSS) randomly selects participants who complete the Client Satisfaction Surveys (CSS) to receive a $50 incentive payment during their first six months of CalWORKs assistance.

CSS are sent to the participants after the completion of each of the following three milestones. 

• Completed GAIN Appraisal
• Signed their first WtW Plan
• Submitted their first Semi-Annual Report (SAR 7)

Surveys may be completed via:

• Email
• Text message
• Telephonically – by contacting the CSS helpline

Note: The CSS Incentive payment must only be issued at the request of GAIN Program Cal-OAR staff.

Cal-OAR Engagement Incentives

Engagement Incentive payments are issued as Ancillary Supportive Services for WtW participants enrolled in educational/training activities. Engagement Incentive payments are intended to encourage WtW participants to thrive towards reaching the key program milestones.

The staff must authorize incentives to participants who provide verification that they have successfully completed an approved educational/training activity. 

Participants who have been enrolled in an approved WtW educational/training activity for a minimum of three months and who provide verification that they have successfully completed can receive the Engagement Incentive payment.

Engagement Incentive payments are not considered advanced payments. They are issued to participants after reaching key program milestones. Therefore, verification that the milestone has been successfully completed is required prior to the issuance of an Engagement Incentive payment.

Engagement Incentive payments are issued based on pre-established amounts, as indicated below, and participants must not be asked to provide receipts to verify how they used these payments.

$200 - One-time

• General Education Development (GED) Credential
• High School (HS) Diploma
• High School Equivalency Test (HiSET) Certificate

Verification of Completion: GED Credential, HS Diploma, or HiSET Certificate.

$200 - Each instance

• Vocational/Occupational Training
• Short-Term Vocational (STV) Training Program
• Short-Term Training (STT) Program

Verification of Completion: Vocational Certificate/Official letter of completion.

Note: A participant can receive an Engagement Incentive for each certificate of completion provided. 

$400 - Each instance

• Associate of Arts (AA)
• Bachelor of Arts (BA)
• Bachelor of Science (BS)
• Master of Arts (MA), or other college degrees

Verification of Completion: Degree/Official letter of completion that clearly indicates when the degree was conferred, official or unofficial transcripts issued by the college Registrar or college CalWORKs office.

Note: Only one Engagement Incentive can be issued for multiple degrees earned at an academic level. For example, if a participant earns multiple bachelor’s degrees by leveraging a single curriculum, the participant would only be eligible for one Engagement Incentive. 

The GAIN Services Worker (GSW)/Contracted Case Manager (CCM) must inform all new and existing participants of the availability of Engagement Incentives for the successful completion of approved educational/training activities.

Note: There is no time frame for requesting the Engagement Incentive after successful completion of the educational/training activity. However, because this program is contingent upon available funding, participants are encouraged to submit their request as soon as possible while funding exists.

Ancillary School-Related Expense Payments

Participants are eligible for ancillary school related expenses for approved school activities.  Participants are informed that they may receive payments in advance or as reimbursement for activities, such as Self-Initiated Program (SIP), Vocational Education and Training Program, Job Skills Training Directly Related to Employment, Short Vocational Program, Remedial Education, STV, and STT.

Payment for items/services needed for elective classes is allowable if elective classes count toward a participant’s degree or certificate program included in an approved WtW Plan.

Participants approved for online courses are eligible for Ancillary Supportive Services payments for items, such as e-books and software required by the online course.

• The need for the item(s) and/or service must first be verified prior to the issuance of the ancillary school-related expense payment.
• If the participant wishes to purchase an item on their own and will wait to be reimbursed, the cost of the item is estimated prior to the approval of such purchase.
• For a reimbursement of payment, the participant must provide the receipt(s) for the item(s) or service(s) they have purchased/paid and verification of need. 

Financial Aid

There are several financial assistance programs at community colleges and universities. Some participants are eligible to Financial Aid assistance.

Financial Aid Assistance

• Board of Governors Fee Waiver
• Cal Grants
• Extended Opportunity Programs and Services (EOPS)
• Cooperative Agencies Resources for Education (CARE)
• Federal Grants
• Scholarships
• Student Loans
• Work Study

Participants must be encouraged to apply for Financial Aid, including educational grants, scholarships, and awards.

Availability of Financial Aid received by participants in the form of educational grants, scholarships, and awards must be considered when determining the need for WtW Supportive Services payments.  However, unless earmarked for specific items, as in the case of restricted vouchers, such assistance cannot be presumed to be available for supportive services.

While Financial Aid is an option when enrolled in education or training activities, the County must pay for educational expenses if the participant indicates that Financial Aid is not available, except in cases where duplication of services exists.

The decision to use Financial Aid, a portion of, or none if unavailable, is documented via the WTW 8, Student Financial Aid Statement, WtW Supportive Services form.

Each participant assigned to education or training activities must complete the WTW 8 form.  Duplication of supportive services payments must be avoided by coordinating with educational institutions that provide Financial Aid.

Note: Ancillary Supportive Services cannot be denied or reduced if a participant states their financial aid is insufficient or unavailable to cover supportive services expenses.

Extended Opportunity Programs and Services (EOPS)

EOPS provides academic and financial support to eligible full-time community college students, including CalWORKs recipients.

CalWORKs and non-CalWORKs students must meet all EOPS eligibility requirements to receive EOPS. EOPS may include book services, such as vouchers, loans, or grants.

Cooperative Agencies Resources for Education (CARE)

As a supplemental component of EOPS, CARE provides educational supportive services which may include grants and allowances for educational related expenses including assistance with child care expenses for in-class and study hours, textbooks, school supplies, transportation costs, and other educational support.

CARE funds are usually used in combination with EOPS.  Supportive services received by a participant through the EOPS and/or CARE program issued for restricted specific goods and services will not be reimbursed by the County as that would be duplicative aid.

Tuition/School Fees in the Nature of Tuition

Tuition and school fees in the nature of tuition are not ancillary expenses. The County is not obligated to pay these costs when a person or entity other than the County or a County authorized entity contracts for the training.

The County must consider the feasibility of paying fees when assigning a participant to an educational WtW activity in which fees are similar in cost to tuition. 

The availability of outside resources to cover tuition and fees in the nature of tuition must be considered prior to assigning participants to educational activities.  Resources include Board of Governors grant, Cal Grants (A, B, C), and need based student grant aid (Pell, Supplemental Educational Opportunity grant, cash grants, and scholarships that cover tuition).  However, if the participant states, and it is determined that Financial Aid is not available, GSW/CCM must consider referring the participant to an educational institution that offers the participant’s pursued educational program at reasonable cost and pay for educational expenses with supportive services.

Self-Initiated Program (SIP) Participants

Participants in an approved SIP may be eligible for reimbursement of ancillary school expenses incurred prior to their SIP approval.  For participants who do not qualify for a SIP but are allowed to continue in an educational program until the beginning of the next educational semester/quarter break, the County does not pay for supportive services until the date the WtW Plan is signed. The County does not pay tuition or fees in the nature of tuition for SIP participants.

SIP Reimbursement Eligibility for School Expenses Incurred Prior to SIP Approval

Approvable Item/Service

The expense(s) was incurred after the CalWORKs effective beginning date of aid;

The expense(s) was necessary for participation during the academic term (i.e., semester, quarter) in which the SIP is approved;

The expense(s) is determined eligible under WtW regulations.  As with any other reimbursement request, the need for the expenses must be established, supporting documentation and supporting receipts must be provided; and

The expense was an unreimbursed out-of-pocket cost.

Non-Approvable Item/Service

The participant pays for expenses after their CalWORKs beginning date of aid, but the cost is associated with an academic term that ended prior to the beginning date of aid, or prior to the academic term the SIP was approved.

ASAP

WtW participants enrolled in a publicly funded, private-nonprofit, or nonprofit post-secondary education institution will receive an ASAP for required books and college supplies and must be issued ten calendar days prior to the beginning of each semester/quarter. Receipts are not required for the ASAP.

Participants are required to have a signed WTW 2 on file, along with proof of enrollment in school. The WTW 2 must contain information needed to correctly calculate the standard payment based on the participant's enrollment status, whether they are enrolled full-time or part-time, and the type of academic term (semester/quarter). This information is necessary to determine eligibility for one of the following ASAPs when:

• Enrolled full-time in a semester term: $500.
• Enrolled part-time in a semester term: $250.
• Enrolled full-time in a quarter term: $350.
• Enrolled part-time in a quarter term: $175.
• Enrolled in a Winter Intersession term: $175.
• Enrolled full-time in a full summer session issue $350.
• Enrolled part-time in a full summer session issue $175.
• Enrolled in a condensed summer session issue $175 per condensed session for a maximum payment of $350 for the entire summer session.

Note: If a participant requires additional Ancillary Supportive Services for required books and supplies after receiving the ASAP that covered the entire term, receipts are required for all books and supplies purchased that academic term. 

ASAP for Summer Session

Participants who are enrolled in summer sessions are eligible to receive an ASAP based on their enrollment status during the summer session.

Participants enrolled in a summer session lasting the duration of the full summer session as determined by the educational institution (typically around 12 weeks) are eligible for $350 for full-time enrollment and $175 for part-time enrollment regardless of whether the educational institution adheres to a semester/quarter system during the normal school year.

Participants enrolled in a condensed summer session (less than the full summer session) must be provided with an ASAP of $175 per condensed session, regardless of their full-time or part-time enrollment status. A participant who is enrolled in two condensed summer sessions is to receive two payments of $175.

ASAP for Winter Intersession

Participants enrolled in a winter intersession are eligible for a $175 ASAP, regardless of their full-time or part-time enrollment status, and regardless of whether the institution operates on a semester/quarter system. 

ASAP for Adult Schools

Adult Education and Adult Schools administered by a community college and/or funded by the California Adult Education Program are considered publicly funded post-secondary educational institutions for purposes of STEP eligibility.

The determination whether an adult school participant is considered enrolled in a semester/quarter term for the purposes of STEP administration is based on the duration of a participant’s enrollment in a given academic session. A participant enrolled in an adult school for 13 weeks or less is equivalent to a quarter term and enrollment for any period exceeding 13 weeks shall be treated as a semester term.

This applies to adult schools that allow open enrollment as well. For participants who enroll in an adult school mid-session, their semester/quarter determination and subsequent ASAP shall be determined based on the number of weeks they are enrolled and not on the number of weeks of the full term of the course. For example, a participant who enrolls in a 16-week course during the fifth week of the session would be enrolled in the course for up to 12 weeks, and would be considered enrolled in a quarter system adult school for that session and be eligible for the appropriate quarter system ASAP. If they subsequently enroll in the same adult school for a full 16-week educational session, they would be considered enrolled in a semester school system and eligible for the appropriate STEP semester-based ASAP.

The adult school participant’s full-time or part-time status is based on the number of instructional hours (in lieu of academic units) they are enrolled in per week. A participant who enrolls in classes requiring 12 or more instructional hours per week is considered full-time. Enrollment in less than 12 instructional hours per week is considered part-time. However, a participant enrolled in an academic session lasting less than eight weeks is considered part-time for the purposes of determining the correct ASAP amount, regardless of the number of instructional hours required for their class(es).

To calculate instructional hours for participants enrolled in self-directed/go-at-your-own-pace courses at adult schools, staff will utilize the expected number of hours per week for the course(s) as documented in the participant’s school materials; e.g, course syllabus or verification of enrollment. These instructional hours will be applied throughout the expected duration of the term.

Program length is more than 13 weeks:

• Less than 12 instructional hours per week - $250 (semester)
• More than 12 instructional hours per week - $500 (semester)

Program length is 13 weeks or less:

• Less than 12 instructional hours per week - $175 (quarter)
• More than 12 instructional hours per week - $350 (quarter)

Program length is 8 to 13 weeks:

• Less than 12 instructional hours per week - $175 (quarter)
• More than 12 instructional hours per week - $350 (quarter)

Program length is 4 to 7 weeks:

• Less than 12 instructional hours per week - $175 (quarter)
• More than 12 instructional hours per week - $350 (quarter)

Program length is 1 to 3 weeks:

• Issue Ancillary Supportive Services as needed regardless of the number of instructional hours attended.

Note: Receipts are required when issuing payments as needed.

Program length is year-round:

Issue a semester ASAP once every six months.

• Less than 12 instructional hours per week - $250 (semester)
• More than 12 instructional hours per week - $500 (semester)                       

Work-Related Expense Payments

Participants working for an employer and participants who are
self-employed may receive work related expense payments. The GSW/CCM must confirm/validate the type of employment determination made by CalWORKs eligibility staff and the participant and provide respective services.

Employed Participants

Participants working for an employer may receive Ancillary Supportive Services through PES, depending on the participant’s CalWORKs case status.

If the CalWORKs case status is active.

Then the participants are eligible to payments for work-related expenses as indicated in this policy.

If the CalWORKs case status is discontinued.

Then the payments for work-related expenses are available for a limited time based on PES policy.  For details on services available to former CalWORKs employed participants, please refer to Chapter 1000 Post Employment Services Policy.

Self-Employed Participants

A self-employed participant works for themselves instead of an employer, and draws income from a business, performing a trade or service that they personally operate.  Self-employment occupations may include, but are not limited to:

• Automotive Mechanic;
• Barber;
• Hairdresser;
• Lawn Care Worker;
• Licensed Child Care Provider;
• Electrician;
• Plumber; and
• Taxi Cab Driver (Uber/Lyft).
  

If approving a WtW Plan for start-up Self-Employment based on an assessment of the individual skills and needs.

Then the start-up costs may be covered as work-related expenses. The initial start-up costs for an individual to participate in self-employment may include, but are not limited to:

• Business License;
• State Contractor’s License;
• State Exam Fee;
• Copy Machine; and
• Facsimile machine.

If approving a WtW Plan for ongoing Self-Employment.

Then participants are not eligible to work-related expenses to cover the ongoing cost of doing business. Items considered part of the ongoing cost of doing business include, but are not limited to:

• Replacement cost of equipment; and

• Renewal of a business license.

Non-Allowable Items/Services

Requests for Ancillary Supportive Services payments for the following items/services are non-approvable:

• Medical services (WtW participants are eligible for Medi-Cal).

• Firearms and Ammunition.

• Court fines due to Misdemeanor or Felony Conviction resulting from a participant’s violation of the law.

• Traffic ticket fines, expired driver’s license fines, fines attached to a car's registration, driving Under the Influence, class fees, and other fines resulting from the violation of the law.

• Ongoing cost of business expenses incurred by self-employed participants.

• Items/services available free of charge from providers.

• Recommended/Optional items or services.

• Expenses for elective classes where credits do not count toward the participant’s approved program/degree.

Verifying Ancillary Supportive Services Expenses

Participants are eligible for Ancillary Supportive Services during the time they are in the compliance process as long as they continue participating in the assigned activity.

If a participant does not comply or does not fulfill the terms of the compliance plan and the compliance ends in a sanction, the participant will not be eligible for Ancillary Supportive Services.

Ancillary Supportive Service Payments During the Compliance Process

• Participants are eligible for Ancillary Supportive Services during the time they are in the compliance process as long as they continue participating in the assigned WtW activity.

• If a participant does not comply or does not fulfill the terms of the compliance plan and the compliance ends in a sanction, the participant will not be eligible for ancillary expenses.

Reasonable Accommodations

• Ancillary Supportive Services cover payments for reasonable accommodations not otherwise provided by other sources for participants with physical, mental, or learning disabilities.

• Verification of the disability is required, if not available in the case file, but only to verify the nature, extent and special needs of the disability.  Reasonable accommodations include equipment, tools, and supplies to accommodate a participant with a disability in order for them to participate in an approved WtW activity and/or employment.

Accommodations may include but are not limited to:

• Tape recorder;
• Talking dictionary;
• Audio tape;
• Prescription glasses when not covered by Medi-Cal;
• Large print books; 
• Computer screen enlargers; and 
• Magnifying glass.

High-Cost and Unreasonable Cost Items

When a participant requests a high-cost item, such as a photographic camera, computer, tablet, or a mechanic tool set specifically required for participation in the assigned WtW activity and/or to accept/retain employment, the practicality of renting, leasing, or requiring students and/or employees to use equipment that is available in school laboratories and/or place of employment must be evaluated.

Requests for high-cost items require that a person directly involved in teaching a class or supervising the employee, in the case of employment, provide verification that the item is in fact a required item.  Verification must clearly show the specifications of the required item to facilitate the process of evaluating how the need can be met.

Addressing Requests for High-Cost Items

High-cost item/service considerations

Comparative shopping shall only apply to high-cost single items.  An item is considered high cost if the price is greater than $300.

The comparative shopping process shall not apply to items already addressed in the Ancillary Supportive Services Recommended Issuance Guidelines for Advance Payments.

Items which their cost appears excessive or unreasonable should be discussed with the participant.  The GSW/CCM should provide payment that is reasonable and based on a check of availability at accessible local/online sellers.

Discussion of comparative shopping at local and online stores for the item being requested must be made when it is determined that a purchase/payment for a high-cost item/service will be made.

If the participant lacks access or the necessary skills to perform online shopping, assistance may be offered or the purchase of an item at a local store may be allowed.

GSW/CCM shall ensure that the item is readily accessible and available, and that the process of comparative/online shopping to purchase the item, does not cause unnecessary delay in participating in the WtW activity.

If the participant decides to purchase an item on their own before asking for reimbursement, the cost of the item should be estimated prior, so the participant knows what the County pays.  The participant should be advised that if they pay in excess for an item without proper justification, the full amount will not be reimbursed.

If the participant has already purchased the item and is submitting a receipt at the time of the request, the ancillary request should be reimbursed at cost unless the item is high-cost or the cost is excessive or unreasonable. High-cost and excessive or unreasonable cost items policy applies for pre-approvals as well as reimbursements.

When determining how much to issue or reimburse for non-uniform work clothing, a meaningful conversation should take place with the participant. The conversation should include:

• Encouraging the participant to be a smart shopper; and

• Identifying the participant’s individual needs when evaluating the amount (e.g., participant needs a special dress/shoe size, explicit employer requirement for a specific brand, or a disability accommodation need). 

Addressing unnecessary and questionable requests

Inappropriate requests

• Ancillary Supportive Services payments are not issued for any inappropriate items/services that are deemed functionally irrelevant to a participant’s activity.

• When a participant requests an item/service that appears questionable or unrelated to the participant’s assigned activity, further clarification shall be obtained as necessary.

• When requested items/services are determined to be inappropriate or unrelated to a participant’s activity, the determination to deny the request using the NA 823 Approval/Denial of Ancillary Supportive Services Notice of Action must be explained to the participant. 

Provision of Receipt

Receipts for advance payments are required within ten workdays from the day of Ancillary Supportive Services payment issuances.  Receipts may be submitted via mail, fax, upload via BenefitsCal, or in person; therefore, if receipts are provided in person, participants shall be provided with a copy of the receipts submitted.

• A copy of the original receipt(s) that is verified, stamped, and signed by the College CalWORKs Coordinator or designate is acceptable.

• Failure to provide purchase receipts will result in an overpayment and the County will pursue collection.

Evaluation of the Receipt

Receipts provided must support the payment made to the participant.

• For an advance payment, the amount of the issuance is compared with the actual cost of the item and/or service purchased by the participant.  Any difference in the amount is treated as an overpayment or underpayment.

• Receipts that appear to have been altered or forged, or are questionable, shall be further evaluated by contacting, with participant’s authorization, the retailer, provider, and school, as appropriate.

Loss of Receipt

If a participant states a receipt has been lost after receiving an advance payment, or they are requesting reimbursement for an item and/or service purchased for an approved WtW activity and does not have a receipt, the participant may fulfill the verification of purchase requirement by:

• Bringing the item purchased for observation by the GSW, or in the case of services, documentation that supports that the payment was properly used; and
• Completing a Sworn Statement (GEN 853) attesting to its purchase price/payment amount.

Repairs and Replacement

When the need and cost of an item have been appropriately documented, issuance for repairing or replacing a damaged, lost or stolen item is allowed.

• Additional documentation is needed to support replacement of the item, such as a police report, repair estimate, etc.

• High-cost items policy applies to repairs and replacement of items.

Authorization Guidelines

• There is no capping and no limit on how many times Ancillary Supportive Services payments (including payments for replacement items) can be issued.

• Ancillary Supportive Services requests may be approved as long as it is established that the items and/or services are necessary to participate in an approved WtW activity and/or to accept/retain employment.

• The prices listed in the recommended guidelines (later in this policy) are intended to provide reasonable amounts for common items as there are no limits or caps on costs.  When processing a payment as a reimbursement, evaluate the cost based on the participant’s needs, consider any special needs, then authorize the appropriate amount.

Payments

Ancillary Supportive Services payments may be issued as warrants, checks, cash or Electronic Benefit Transfer (EBT), depending on the urgency of need and the amount of the payments.

Payment Method

Warrants

• Warrants are computer-generated and are mailed to the participants. This method of issuance is used when the payment is authorized with sufficient time for the participant to purchase items upon receipt and EBT may not be appropriate.

• It generally takes about five workdays following the authorization date for the participant to receive a mailed warrant. For emergent situations, the Regional cashier can print checks electronically on designated printers in their respective offices.

Cash

Cash is issued when the participant cannot wait for a warrant, and the issuance amount is $7.00 or less.

EBT

Participants who have an active EBT card account may choose to receive their supportive services payment via EBT instead of a mailed warrant/check.

Note: EBT is the preferred method of payment for most supportive services benefits.

Notices for Approval or Denial of Ancillary Supportive Services

Participants are notified of the disposition of their Ancillary Supportive Services payment request in writing.

The NA 823, Ancillary Expenses Approval/Denial, is used to inform the participant of the final disposition of the request.

• Approvals - for approvals the NA 823 is automatically generated via the system when the issuance is approved.
• Denials - for denials the NA 823 must be manually generated. 

Overpayments and Underpayments

When resolving discrepancies between Ancillary Supportive Services payments and receipts, please refer to 1610 GAIN Overpayments/Underpayments Policy.

The Ancillary Supportive Services online policy was established as a reference to staff involved in the administration of the WtW Program.

The intent of this policy is to ensure that Ancillary Supportive Services are paid for all WtW participants so they can attend their approved activity, accept an offer of employment, or remain employed.

Advanced Payment

• A payment made to a participant prior to the purchase/payment for and item/service.

ASAP

• A pre-determined, one-time payment to cover costs associated with educational expenses, like required books and supplies. Typically offered every semester/quarter.

Booster Seat

• A belt positioning booster is a platform, used with a lap-shoulder belt that raises the child so that the height of the child’s thighs and shoulders are closer to those of an adult.

Business Dress Attire

• Dress code that is considered suitable for formal business settings.

Convertible Car Seat

• A child restraint system (car seat) that can be used rear-facing for infants up to at least one year old and 22 pounds (as much as 35 pounds) and then turned face forward until the child reaches the product's upper weight limit, at least 40 pounds.

High-Cost Item

• A single ancillary item which costs more than $300.

Low-Cost Item

• An ancillary item which costs $300 or less.

Reasonable Cost

• A cost that in its nature and amount does not exceed the cost which would be incurred by a prudent person under the circumstances prevailing at the time the decision to incur the cost is made.  

Reimbursement

• Payment provided for an expense already incurred by a participant. 

Cal-OAR Engagement Incentive

• Incentive payments intended to encourage participants to remain engaged, maintain school attendance, and thrive towards reaching program key milestones.

Informing Participants - County Requirement

The participant must be informed that necessary Ancillary Supportive Services must be available to participate in the assigned activity or to accept/retain employment.

The County must inform the participant of the availability of Ancillary Supportive Services

• At the Appraisal activity (Intake);
• When assigned to every subsequent WtW activity;
• At the point of entering employment;
• At the six-month employment review;
• Any time the participant requests these services; and
• During the GAIN Sanction Home Visit Outreach.

Verification of Enrollment/Attendance

Acceptable verification documents

• Acceptance letter;
• Schedule of classes;
• Registration print out;
• Syllabus: or 
• Intent to hire letter. 

Verification of Need of Ancillary Supportive Services Payments

Acceptable written documentation verifying need

• List given at enrollment or at the beginning of classes of items that must be purchased with the cost of each item;
• Written statement from the educational/training provider or employer documenting the need for the item and/or service;
• Catalog, brochure or class syllabus outlining the items and/or services needed in association with the activity;
• Use of the school/provider’s rental program if available;
• Written verification, if not available in the case, from a physician or service provider verifying a physical/mental/learning disability for the disability accommodations; or
• Copy of Rental/Lease Agreement that indicates monthly rent/lease amount (required only for Family Reunification Housing Support and Moving Assistance).
• Enrollment verification for issuance of an ASAP. Proof of enrollment can include the following: a class schedule showing the number of academic units or instructional hours, an official welcome letter or acceptance email from the school that confirms enrollment, If a class schedule is not available, a school-developed plan can be used, or other official school documents from the institution that verifies the student's enrollment status.

Acceptable verification when written documentation is not available

Telephone calls to the educational/training provider or employer in lieu of the written documentation is acceptable.

Note: The result of the call is documented in the County’s system including date, name, and telephone number of the person contacted.

Note: Verification of the disability is required, but only to verify the nature and extent of the participant’s disability.  Also, while a class syllabus is not required to approve an ancillary request, it may be used as an acceptable form of verification.

Documentation of Purchase

Participants are required to provide verification of purchase of an item and/or service, for which payment was issued with the exception of the ASAP, Basic School Supply Allowance, Internet Fees, and Cal-OAR Incentives.

Receipt Requirement

If an advanced payment for item/service is provided,

Then the purchase/payment receipt for the item/service must be provided to the worker..

Note: The participant must be informed that they have ten workdays from the payment issue date to provide a purchase receipt.

If a reimbursement payment is requested,

Then the purchase/payment receipt for the item and/service purchased must be provided to the worker before payment is issued.