BASIC FOOD EMPLOYMENT AND TRAINING PROGRAM BFET PROVIDER S HANDBOOK

Transcription

1 BASIC FOOD EMPLOYMENT AND TRAINING PROGRAM BFET PROVIDER S HANDBOOK Revised June 2014

2 Table of Contents INTRODUCTION... 4 PROGRAM CONTACTS... 4 BASIC FOOD (SNAP)... 5 Overview... 5 Basic Food Zero Eligibility... 5 GENERAL INFORMATION... 5 Confidentiality/Non-Disclosure... 5 Mandatory Reporting... 6 Data Security... 6 Provider Liability... 6 Outreach/Marketing... 6 Non-Covered Services... 6 BFET ELIGIBILITY... 6 Components... 6 ELIGIBLITY AND ENROLLMENT... 8 ejas Eligibility and Enrollment Process... 8 Manual Eligibility and Enrollment Process Enrollment with Multiple BFET Providers and Colleges ORIA Providers Collaboration BFET Ongoing Eligibility MONITORING AND AUDITING Annual Monitoring Auditing RESPONSIBILITIES AND REPORTING REQUIREMENTS Individual Employment Plan (IEP) Case Management Participant Files Intake and Assessment Release of Information Form Eligibility Verification P a g e

3 Participant Progress Participant Reimbursement Tracking ejas ACCESS Requesting New Access Terminating Access FISCAL Billing Rosters and Invoices Budget and Funding Cost Allocation PARTICIPANT REIMBURSEMENTS Transportation Clothing Childcare Services DSHS Child Care Requirements How School Breaks Affect Childcare Other Reimbursements Housing Utility Shut Off Personal Hygiene and Grooming Medical Related Costs Work and Training Permits and Fees Reasonable Accommodation Supplies Work and Training Tools School Supplies and Educational Costs Payment of Mortgage, Loans and/or Debts Weapons Retention Services APPENDIX I VOLUNTARY OPTION APPENDIX II CLARIFICATIONS APPENDIX III FORMS APPENDIX IV WEBSITES & RESOURCES P a g e

4 INTRODUCTION The purpose of Basic Food Employment and Training (BFET) is to help individuals receiving Basic Food benefits obtain employment through voluntary participation in job search, training, education, or workfare activities that promote self-sufficiency. The program delivers services through a third party reimbursement model, which consists of contractual partnerships between the Washington State Department of Social and Health Services (DSHS), Washington State Board for Community and Technical Colleges (SBCTC), and several community-based organizations (CBO). The 34 colleges represented by SBCTC and the CBOs provide direct services to participants. This handbook provides a standard set of procedures and guidelines to deliver services under the BFET program. This handbook does not cover every situation or scenario a contractor (Provider) may encounter in their day-to-day case management activities. Providers receive face-to-face training that provides more detailed instructions and examples of common and some rare case actions. PROGRAM CONTACTS Jason Turner Food Program Manager, (360) turnejm@dshs.wa.gov CSD/DSHS Lisa Pan ORIA Program Manager, (206) panlh@dshs.wa.gov CSD/DSHS Shavana Howard Program Consultant, (360) hamilsk@dshs.wa.gov CSD/DSHS Christine Simmonds Contracts Manager, (360) simmocm@dshs.wa.gov ESA/DSHS Kathy Payne Funding Policy (360) paynekl@dshs.wa.gov Coordinator, ESA/DSHS David Skaar BFET Unit Supervisor, (206) skaardw@dshs.wa.gov CSD/DSHS Mat Carlisle Program Administrator, SBCTC (360) mcarlisle@sbtc.edu BFET at DSHS Invoices, program inquiries, ejas access SWBFEPolicy@dshs.wa.gov HQ questions and program concerns BFET Eligibility Eligibility lists, participant eligibility issues and BFETHelp@dshs.wa.gov audit issues BFET Billing Billing Rosters BFETBilling@dshs.wa.gov ORIA ORIA Invoice packet and program inquiries panlh@dshs.wa.gov 4 P a g e

5 BASIC FOOD (SNAP) Overview Washington State administers the Supplemental Nutrition Assistance Program (SNAP) as authorized by the Food and Nutrition Act of 2008, as the Washington Basic Food Program. The Basic Food Program is comprised of the federally funded and the state-funded Food Assistance Program for legal immigrants (FAP). FAP is for individuals who are legal immigrants and meet federal income requirements, but do not meet federal immigrant eligibility criteria for SNAP. FAP recipients are not eligible for BFET. The program helps low-income individuals obtain a more nutritious diet by supplementing their income with Basic Food benefits issued on an electronic benefits transfer (EBT) card. Factoids on Basic Food for SFY 2013 (July 2012-June 2013): 16% of the state population received Basic Food benefits; An average of 597,474 households a month (1,121,831 persons) received Basic Food; The average monthly benefit per household $237.23; and 39% of the people receiving Basic Food were children. As a part of administering SNAP, states must provide employment and training services to program participants. In Washington, BFET is the SNAP corresponding employment and training program. Some Basic Food recipients are required by federal regulation to register for work and participate in approved activities if asked to do so to maintain their eligibility for food assistance. Mandatory participants can meet the participation requirement by participating in approved employment and training activities like those provided by BFET. Currently, Washington State s BFET program is voluntary; there are no mandatory participation requirements. Basic Food Zero Eligibility Washington State s maximum gross income for the Basic Food program is 200% FPL. It is possible that due to other eligibility factors, some will qualify for either zero benefits or a very low monthly issuance. Persons eligible for Basic Food but not receiving a monetary benefit are eligible for BFET services. There are no special requirements or procedures for serving these individuals. Please be aware that besides being eligible for BFET services. All Basic Food eligible clients may also be eligible for: Low-cost local or cell phone service; Free or reduced school lunches; and Women, infants, and children (WIC) services. GENERAL INFORMATION Confidentiality/Non-Disclosure Each Organization must have all employees (or other persons) with access to DSHS information complete and sign an approved DSHS Non-Disclosure form. A preapproved form (03-374E) can be found on the public website An example of an approved non-disclosure form is in Appendix IV. Please /scan completed form to BFETPolicy@dshs.wa.gov. 5 P a g e

6 Mandatory Reporting All Providers doing business with the state are mandatory reporters. Providers and their staff are required to report any suspected abuse and neglect on an individual or child by calling END HARM. All Providers are required to report knowledge of welfare fraud to , or Data Security All Providers are responsible for the secure transfer, storage and disposal of participant data. Providers and their staff must familiarize themselves with the data security provision contained in Exhibit A and the Special Terms / Confidentiality section of the BFET contract. Provider Liability All Providers must have appropriate [liability] insurance to conduct all business that relates to DSHS services. For example, if the Provider offers direct transport for clients, the vehicle and driver must be insured properly. DSHS is not liable for damages or costs associated with Providers when the Provider does not have proper insurance. Outreach/Marketing Providers are responsible for marketing and outreach. DSHS may refer participants to Providers at the participant s request. Non-Covered Services 4-year college; Transfer degrees; On the job training wages; Work experience; Workfare; or Stipends provided in certain training programs. BFET ELIGIBILITY An individual is eligible to receive BFET services if he/she is: A federal food recipient (FAP recipients are not eligible for BFET); Not receiving Temporary Assistance to Needy Families (TANF); and Age 16 or older (there are additional requirements to serve year olds). Individuals are encouraged to apply for SNAP if they appear eligible. Providers are encouraged to assist with this process. DSHS cannot expedite Basic Food applications for participants other than those who meet specific criteria. Providers should be aware that Basic Food applications may take up to 30 days before a determination of eligibility is made. Components Clients (Recipients) can participate in the following activities (components): 6 P a g e

7 Food Indicator (FI) - This is a mandatory component that is opened on all BFET participants. The main function is to distinguish the case from WorkFirst in ejas. There is no activity associated with this component. Job Search (JS) - This activity can be stand alone or combined with education, training or employment. This component may be opened for a maximum of 90 days, and extended up to 2 times without further DSHS review. (Job search components cannot be started with a future start date) Adult Basic Education/English as a Second Language (BE) - This activity can be standalone or combined with education, training, or employment. This component may be opened for a maximum of 120 days, and extended up to 3 times without further DSHS review. Office of Refugee and Immigrant Assistance (ORIA) Providers may only use BE for ESL in which ESL is provided to participants to gain language skills necessary to obtain and maintain employment following these requirements: o Administer the Comprehensive Adult Student Assessment System (CASAS) testing for reading and listening and ORIA-approved assessments for writing and speaking based on the Washington ESL Adult Learning Standards to determine the participant s initial ESL level; and o Ensure that ESL assessment scoring is performed by CASAS- qualified staff and have knowledge and experience in applying Washington ESL Adult Learning Standards skill indicators for writing and speaking testing. Ensure that ESL instruction be provided by ESL instructors who have the following: o A Bachelor s degree in Linguistics, Liberal Studies or Liberal Arts with an ESL, Teaching English to Speakers of Other Languages (TESOL) or Adult Education endorsement; or o Credentials that are approved by a community college or by the ORIA Program Manager. Provide ESL Classroom instruction and document weekly class attendance. Utilize the Washington State ESL Adult Learning Standards as the basis for all learning goals and measures, as stated by the Washington State Board for Community and Technical Colleges, Ensure that instruction and curriculum include work-related topics to help prepare Participants for employment while learning English. Ensure that ESL classroom instructional services are provided in an appropriate teaching and learning environment. High School Equivalency (formerly GED) (GE) - This activity can be stand alone or combined with education, training or employment. This component may be opened for a maximum of 120 days, and extended up to 2 times without further DSHS review. See Appendix II for further information. Vocational Training (VE) - Includes occupational assessment, remedial and entry level job skills training, customized and institutional skill training, and upgrade training. This component may be opened for a maximum of 120 days, and extended up to 5 times without further DSHS review. Job Training (JT) - Training that enhances a person's employability by providing specific skills that are marketable to employers. This component may be opened for a maximum of 90 days, and extended up to 7 P a g e

8 2 times without further DSHS review. (JT should only be used when a participant is in actual job training or in combination with BR) Post-Employment Job Retention Services (BR) - Job retention services are a time-limited training and support process that assist the individual in assessing job needs and provides assistance and resources as needed. Retention services can be provided for a maximum of 90 days after the first day of employment for individuals who have received other BFET services. Job retention services may extend to households leaving Basic Food up to the 90 day limit. Participants must provide verification of employment to the Provider monthly to receive retention services. ejas requires an accompanying component such as JT to keep the case open. ELIGIBLITY AND ENROLLMENT If the individual meets above criteria, use ejas to confirm eligibility and complete electronic enrollment. Prior to determining BFET eligibility, obtain a signed DSHS Consent form, consent form (or other consent form approved by DSHS) from all individuals who are subject to the verification process, even if he/she does not enroll in BFET. ejas Eligibility and Enrollment Process To determine BFET eligibility, sign into ejas and select the hyperlink BFET Eligibility. When BFET eligibility is checked the system will auto-stamp a note under Eligibility Determination indicating that eligibility was checked, along with the result of the check. There are 4 possible outcomes for that note: BFET Eligibility Auto-Checked: Participant not auto-opened on BFET due to existing BFET-related activity. (When the participant has an active or expired FI component); BFET Eligibility Auto-Checked: Participant not auto-opened on BFET due to not meeting BFET criteria; BFET Eligibility Auto-Checked: Participant eligible for BFET; or BFET Eligibility Auto-Checked: Participant eligible for BFET/ORIA BFET. If the participant is eligible and not already a BFET participant, Providers have a choice to enroll the individual by auto-opening the FI component for 12 months by adding a component. If no component is selected, the FI will not auto-open. Users can not backdate beyond the first of the current month using the auto process, however DSHS staff can still use the manual process to backdate further, when necessary. Step-by-Step Directions 1. From your home page, select BFET Eligibility 8 P a g e

9 2. Check Eligibility: Enter the Provider ID and the participant s SSN or ejas ID 3. Click on Check Status Eligibility Results show in a pop-up message. These results also generate an auto-note to ejas notes. 4. Complete the ejas process (if a component is needed at this time): a. If the participant is eligible for BFET, i. Open the Provider requested component in ejas. Doing so will auto-generate the FI component for 12 months from the system date or the activity start date (if earlier than the system date). 9 P a g e

10 ii. Complete the participant notes: Enter the component type, hours of participation, start and end dates and the Provider name. (The auto-note alone is not sufficient.) Manual Eligibility and Enrollment Process Step 1: Review BFET eligibility, see BFET eligibility, page 5. If unable through BFET eligibility (in ejas), go to step 2. Step 2: Upon confirmation that participant receives SNAP, submit a BFET Eligibility List (see appendix III) to BFEThelp@dshs.wa.gov. Eligibility List process All eligibility lists are worked in the order received; Colleges - Lists are to be submitted a minimum of 10 days prior to start of academic quarter unless individual students have been approved for late registration; Typically, eligibility lists will be completed within 10 business days; Providers must send all eligibility lists through the secure ; and Lists will be returned via the secure system. All participants submitted for BFET eligibility must include the following information: The component activity code; Components start and end date (If there is no start date on the eligibility list, the start date will be the date the eligibility list was sent); and The hours of participation for each component. 10 P a g e

11 Step 3: Once BFET eligibility has been confirmed, complete an individual employment plan (IEP). The IEP does not need to be input into ejas; however, there does need to be documentation in ejas stating that an IEP was conducted. Enrollment with Multiple BFET Providers and Colleges In some situations, Providers may share participants. For example, a Community Based Organization (CBO) may work with a college to help the same participant achieve his/her IEP goals. These participants will be referred to both Providers but receive different service component codes. It is the Provider s responsibility to coordinate services for co-enrolled participants to eliminate/prevent duplication of service. Duplication of services means receiving the same component/service from multiple Providers. ORIA Providers Collaboration Participants served by another program such as Limited English Proficiency (LEP) Pathway, Refugees with Special Employment Needs (RSEN), etc. may or may not qualify for BFET services at the same time. Contact the ORIA Program Manager if further information/clarification is needed before starting service to a participant who is already working with another BFET or non-bfet Provider. BFET Ongoing Eligibility The Provider caseload screen is the prime source of verification of ongoing BFET eligibility. The demographic screen provides information on: Basic Food program status; If TANF has opened (Diversion Cash Assistance is not considered TANF); The effective date of closed cases; and Reason for closed or terminated cases. The Provider caseload screen should also be reviewed prior to submitting participant names for monthly billing to ensure that the participant was eligible for BFET funded services during the month being billed. MONITORING AND AUDITING Annual Monitoring All Providers (and subcontractors/vendors) are subject to an annual monitoring visit by DSHS BFET staff which may occur on-site at some or all sites where the Provider provides client services or remotely via , phone and other appropriate formats. Upon completion of the monitoring visit, any findings will need to be addressed with a corrective action plan developed by Provider staff. DSHS will ensure that corrective action steps are completed and that continued compliance occurs. This may involve continued monitoring after the on-site or remote monitoring. Auditing All Providers are subject to auditing by DSHS and/or Food and Nutrition Service (FNS) in order to ensure all appropriate laws, rules and procedures are followed. This may involve auditing of client case files whether electronically or on-site and surveying of Providers and/or participants. 11 P a g e

12 RESPONSIBILITIES AND REPORTING REQUIREMENTS Individual Employment Plan (IEP) After enrolling a person into BFET, complete an IEP and ensure it and any subsequent updated are included in the participant s file. The IEP must be completed with 10 calendars days of program enrollment. A suggested IEP form is included with this Manual. The IEP shall be the result of assessing each individual s career goals, skills, abilities, family obligations and any other job-relatable assets and barriers and include incremental steps that will help participants overcome all identified career barriers while supporting the participant s strengths and goals. Items included in the IEP are: Date the IEP was created; Proposed BFET activities; Any assessed employment barriers; Employment goal(s); Referrals, if any, made to other service Providers; Participant signature; and Any other information relevant to employment and training. IEP s must be updated annually and when a component or activity changes; for example, when a participant completes training or reaches other employment goals in the initial IEP. Case Management Participant participation in BFET must be monitored and documented in ejas monthly. Expected documentation includes the following: Participation progress; Changes in an IEP; When activities and/or schooling changes; Any participant reimbursement that is given, to include a brief description and amount; If participant is in a JS component, document (at least monthly) what activities were completed to further job search and reach goals, including the existence of a job application log; Requesting opening and closure of components, to include: how many hours and exact schedule, if the participant is requesting childcare services; and If completing a monthly progress note, please ensure that you are using the monthly progress radio button on the caseload screen. The Caseload Management Report (CLMR) in ejas is designed to help Providers better manage their BFET caseload. Providers are required to review their CLMR at least monthly and utilize it to update notes and participation. The CLMR also allows Providers to view lists of participants that have overdue components and those that will be coming overdue. Please utilize ejas when possible to extend or change components, or send a new eligibility list to BFEThelp@dshs.wa.gov or the BFET Specialist assigned to your area. Contractors are able to update expired components if it has been in an overdue status for less than P a g e

13 Expired components will be closed after 30 days without notice. If the expired component needs to be re-opened, it must be re-submitted through the enrollment process. Within three working days after discovery, Providers must update ejas or contact DSHS via an eligibility list at with any changes that may result in the termination of services, such as: Changes in component participation; Non-participation; Increase / decrease in participation hours; Address change; Any employment changes, such as hours or wages (Employment screen in ejas must be updated within 10 calendar days of the participant reporting a job to the Provider); or When a participant has left contracted services. Contractors must notify BFETHelp@dshs.wa.gov via an eligibility list of any changes in participation/employment status or hours if client receives childcare services. Providers also have access to participants with closed components in ejas for 90 days after all components have been closed to submit final notes or reports. If a note has been entered incorrectly, contact DSHS at SWBFETPolicy@dshs.wa.gov to submit a deletion request. Deleting notes is restricted to DSHS personnel and require written request and a reason for deletion. Remember that any entry made may become public record; notes must be both accurate and be able to withstand public scrutiny. Please ensure that the following information is documented in ejas accordingly as these are the guidelines and expectations that are evaluated by DSHS staff: 1. Opening components: a. The component opened; b. Number of hours for the component; and c. Start date and end date of the component. 2. Updating components: a. The component updated; b. Number of hours for the component; and c. New start date and end date of component. 3. Closing components: a. The component that closed; b. The date component closed; c. Reason for end of services; and d. Any information about the last disbursement. 4. Progress Notes: a. Participant s progress in specific component activity. Items to keep in mind: 13 P a g e

14 ejas messages should be checked several times per week. Please promptly reply to to address ejas messages (Provider e-messages can be found on the main caseload page); Components overdue more than 30 days will be closed without notice; and Component changes will not be made if case notes are not current. Participant Files Files must be kept for all BFET participants. The files may be kept in paper or electronic formats and are reviewed as part of the annual BFET program and fiscal monitoring. Files should be organized according to the Provider agency s standards but at the minimum must contain information about the intake, assessment, release of information/consent form, eligibility verification, participant progress and participant reimbursements. Intake and Assessment This section must have copies of all intake documentation provided and completed by the participant. It must show evidence that an assessment process was completed with the participant to determine the most appropriate service and it must contain a copy of the IEP (Individual Employment Plan). Release of Information Form A completed and signed DSHS Consent Form (or other consent form as approved by DSHS) must be received from all participants. If the participant prefers to communicate in a language other than English, the form must translated or have name and signature of the person who verbally explained the form to the participant in his or her preferred language. Eligibility Verification The file must contain evidence that the participant s eligibility was checked through DSHS and confirmed prior to the start of BFET billable services. Eligibility verification is required each time the service component is extended or a new program activity is added. ORIA Providers must keep the following records in addition to the above: Legible copies of front and back side of the Participant s permanent resident card (I-551), I-94 or other USCIS documentation verifying current immigration status; Changes to the participant s immigration status, including naturalization; and Social Security Number (or ejas ID if no Social Security Number issued). Participant Progress The file must contain participant progress information which include the activity the participant is engaged in, the dates of participation in that activity and regular program progress notes. ejas notes may be substituted for notes in the file. ORIA Providers must keep the following records in addition to the above: Employment placement information that includes employer name and address, employer contact person name and phone number, job title, start date, hourly rate or wage, average number of hours worked per week, and medical/dental benefits availability; 14 P a g e

15 Documentation and verification of ninety (90) days Part-Time or Full-Time employment signed by the employer or copy of a pay stub(s) for the period. o If it is not available after reasonable attempts to obtain it from the employer, then the Provider may contact ORIA to discuss other options to verify employment; and If applicable, documentation of ESL participation with the following: o Weekly ESL class attendance sheets that includes class title, quarter, schedule time, instructor s name, and student names. Participant Reimbursement Tracking All support services (participant reimbursements) must be tracked using the participant reimbursement form. Providers may use a different form if approved by DSHS. Records must contain copies of ticket and bus pass issuance or logs, copies of receipts for all other participant reimbursements issued such as but not limited to books, supplies, clothing and tools as well as the justifications for each issuance. ejas ACCESS Requesting New Access Providers require EJAS access to assist participants on the BFET program. Each Organization must request access for each worker who will assist BFET participants. A DSHS approved non-disclosure form must be completed and signed by each individual requiring access. The preapproved form can be found on the public website An example of a non-disclosure form is in Appendix III. After the completion of these forms please BFETPolicy@dshs.wa.gov for processing and allow up to 5 business days for processing. Terminating Access The Provider is responsible for requesting removal of access to any staff who no longer need ejas or work with the BFET program. Submit an to BFETPolicy@dshs.wa.gov and include the workers name and ejas ID. FISCAL Billing Rosters and Invoices Billing rosters are to be submitted monthly to the BFETBilling@dshs.wa.gov using the current billing roster. Rosters are processed within 1-15 business days depending on the workload. When a client is ineligible, the Provider may not bill for those clients unless an exception is approved by DSHS through BFETHelp@dshs.wa.gov or SWBFETPolicy@dshs.wa.gov. ORIA Providers submit monthly Billing Roster (MCR) to BFETBilling@dshs.wa.gov. Invoices are to be submitted monthly (or quarterly if DSHS approves) to SWBFETPolicy@dshs.wa.gov, no later than 60 days after the billing period. The last invoice of the contract year must be submitted within 45 days of the end of the contract year. Payments are typically issued to CBOs within 30 days of invoicing. Completed invoices are to include: Current fiscal year form A-19; Supporting documentation with regard to expenditures on invoices; and 15 P a g e

16 A separate Local Match Certification (except ORIA) form for each source of match funds. For ORIA only, send the complete billing packet, A19 (current form the billing period), cost details page, and the approved MCR to within 30 days of the end the billing month. Budget and Funding Budgets are submitted on a budget form with specific line items and calculations. Funds are from different pools and may not be moved from Administration (Admin) to Participant Reimbursement or from Participant Reimbursement to Admin. All requests for changes (amendments) in budgets or contract amounts must be submitted as soon as possible to the appropriate DSHS program manager, and will be reviewed by the DSHS contracts and fiscal units for final approval. Funding will be on a 50/50 basis, unless otherwise approved. 50/50 means the Provider will provide all of the services and bill DSHS for reimbursement of 50% of eligible costs. Effectively, the Provider will have retained the other 50% of the costs. Allocations and Providers are only approved after FNS approves DSHS s written [annual] plan and budget. Cost Allocation All contractors must provider a cost allocation plan along with their budget every federal fiscal year. The in-direct cost rate can cover the common costs, or the contractor can choose to have the cost allocation plan cover the common costs, but they can only use one method for the BFET program. If they choose to have the in-direct cost rate in their budget, then they must submit a copy of the letter with the cost allocation plan. All payroll/admin costs (for example, fringe benefits) must be allocated through the same method chosen. There are certain costs that are disallowed, such as life insurance premiums. Please see Appendix III for copies of required forms. PARTICIPANT REIMBURSEMENTS FNS allows BFET to provide services which are reasonably needed to participate in the program or job retention. Services are issued by the Provider directly to the participant up to the prescribed limits. These limits include the 50/50 match. Providers are not permitted to allow employees to pay for client services or participant reimbursements with employee s personal funds such as credit cards, even if the Provider will reimburse the employee. Transportation The transportation limit for each participant is $150 per month. Transportation assistance may include: Transit tickets or passes; Necessary/non-maintenance vehicle repairs for a reasonable amount; or Fuel for participant-owned vehicles. Clothing The general clothing limit for is $ per participant per program year. 16 P a g e

17 Providers may also provide the clothing directly to the participant and submit the cost for reimbursement in their billing. Providers must provide verification of the cost of the clothing and a justification explaining the need for the clothing. Childcare Services BFET is considered an approvable activity through the Child Care Subsidy Program (CCSP) if they meet all other CCSP eligibility criteria. Participants must apply for CCSP directly through DSHS via phone, paper application or Remember that subsidy is not payable until the date the parent(s) and child care provider are approved. Child care is only provided while parents are in approved activities. Child care staff will verify the participant s schedule of BFET activities through participant components, hours and notes in ejas. Partners are required to document specific activity information, (i.e. activity types, days, times, start and end dates). Child care will not be authorized if activity verification is not available or unclear. DSHS Child Care Requirements If a BFET participant is approved by the BFET program to participate in school, the days and times noted in the ejas notes are sufficient verification of schedule. Component hours may differ from the schedule listed in the notes due to differences in the way that school hours are documented for the program. BFET Providers enter the quarter/semester hours in the components and the actual hours in the notes. Participants are eligible for up to 10 hours of study time upon their request (this must be documented in ejas). When documenting a BFET participant s schedule in ejas for childcare purpose, include the following: The component activity code; Components start date and end date (the component start date will be the start date indicated on the eligibility list. If there is no start date on the eligibility list, the start date will be the date the eligibility roster was sent); The hours of participation (components and hours need to be separated, for example: JS 15 hrs, BE 10 hrs, etc.); For job search, the system allows 90 days in length for the component with optional extensions; and Indicate if there is another BFET Provider working with the participant. How School Breaks Affect Childcare With the Policy Manual update on 11/1/2013, the Department of Early Learning added the following guidance regarding the 14 Day wait period and the 28 day GAP: 17 P a g e

18 This policy guidance is of particular interest to our BFET participants, WorkFirst participants, and participants enrolled in schools that have breaks during the school year. CCSP recipients who are enrolled in community college or other approved educational programs can continue to use child care when there are breaks in-between quarters when approved for the 14 wait period or 28 day gap coverage. Determine eligibility for the 14 day wait period prior to determining eligibility for the 28 day gap coverage. If the break is 14 days or less, the 14-day wait period will be used. There are no limits to the number of times that the 14 day wait period can be used, they just can t be back-to-back. Third party verification is not required; a participant can self-report their break in activity; If the break is more than 14 days and less than 28 days in length, the 28 day gap coverage will be used. The gap coverage is limited to 2 times per calendar year. Verbal or written assurance from the participant s school must indicate that the approved activity will resume within the 28 day gap period; and If the break is more than 28 days, the participant will need to participate in a new approvable activity in order to continue to receive subsidy assistance. Other Reimbursements BFET funding cannot be used to pay for participant reimbursements if the participant is receiving other funds identified to cover those costs. Examples of other sources of funding include but are not limited to: Federal Financial aid, grants, scholarships, loans, private payments, etc. Housing After all other resources have been exhausted; housing assistance may include rental assistance when housing stability is reasonable and directly related to helping BFET participants prepare for selfsufficiency through training or other approved BFET activity. FNS recommends that housing assistance should not be on-going but be limited to a one or two time maximum per program year (October to September). Utility Shut Off After all other resources have been exhausted; housing assistance may also cover awards to prevent the shut off of essential utilities such as electricity, water and heating/cooling. FNS recommends that shut off awards should not be an on-going assistance but be limited to a one or two time maximum per program year (October to September). Personal Hygiene and Grooming Participants may receive assistance with personal hygiene products and services (including haircuts) necessary to meet a Provider or potential employer s appearance standards. Medical Related Costs 18 P a g e

19 Participants may receive assistance with the cost of training or employer-required inoculations, eye examinations, and the purchase of eyeglasses. Costs associated with emergency dental work and treatment is also allowed. Work and Training Permits and Fees Participants may receive assistance with the cost of testing and/or securing permits needed for training or to support job search activities. Reasonable Accommodation Supplies Participants with disabilities may receive assistance with reasonable and necessary purchases of goods or services (including testing) that accommodate the individual s disability. Work and Training Tools Participants may receive assistance with tools, uniforms, and/or protective clothing required for training. The need for these tools is determined on a case-by-case basis and costs are not allowed for every participant. This cost does not fall under the clothing limit. School Supplies and Educational Costs Participants may receive assistance with textbooks, training materials and other reasonable and necessary school supplies for training. Participants may receive assistance with tuition, lab fees and other education related costs necessary for training connected to a BFET activity. Payment of Mortgage, Loans and/or Debts BFET funds cannot be used to help program participants pay for outstanding indebtedness, mortgages or other repayment of loans, including previous student loans, past due fees, penalties or fines. Weapons BFET funds may not be used to purchase guns or ammunition, or any other goods that are intended to suppress and/or inflict bodily harm on others. Retention Services The enacted Food, Conservation and Energy Act of 2008 allows States to issue post-employment support services, also known as job retention services. Although the language in the Act does not provide specific rules for implementing this option, the recently published FNS 2013 E&T Toolkit gives some guidance and allows a State the discretion to choose the job retention services it wishes to offer. Job retention services can be provided to individuals who have secured employment to help them achieve satisfactory performance, keep the job and to increase earnings over time. Job retention reimbursements must be reasonable and necessary and can include participant reimbursements described in this handbook. Job retention services can also include post-employment counseling, coaching and other case management activities. 19 P a g e

20 APPENDIX I VOLUNTARY OPTION Voluntary Participation Option Beginning with the FFY 2011 Basic Food Employment and Training Plan, Washington State implemented an all-volunteer E&T program in which individual Basic Food recipients elect to participate in E&T activities. Although Providers are still required to report participation hours and non-participation occurrences, individuals will not be disqualified from receipt of Basic Food assistance for nonparticipation in BFET. As BFET volunteers, participants are not limited to a maximum number of participation hours in any given month. Relevant CFR Citations Definition of Work Activities - 7 CFR (e) (1) (iii) A workfare program as described in paragraph (m) of this section. (A) The participation requirements of section 20(b) of the Food Stamp (Food and Nutrition) Act (of 2008) and paragraphs (m)(5)(i)(a) and (m)(5)(i)(b) of this section for individuals exempt from Basic Food Program work requirements under paragraphs (b)(1)(iii) and (b)(1)(v) of this section, are not applicable to E&T workfare components. (B) In accordance with section 20(e) of the Food Stamp (Food and Nutrition) Act and paragraph (m)(6)(ii) of this section, the State agency may establish a job search period of up to 30 days following certification prior to making a workfare assignment. This job search activity is part of the workfare assignment, and not a job search program. Participants are considered to be participating in and complying with the requirements of workfare, thereby meeting the participation requirement for ABAWDs. (C) The sharing of workfare savings authorized under section 20(g) of the Food Stamp (Food and Nutrition) Act and paragraph (m)(7)(iv) of this section are not available for E&T workfare components. (iv) A program designed to improve the employability of household members through actual work experience or training, or both, and to enable individuals employed or trained under such programs to move promptly into regular public or private employment. Such an employment or training experience must: (A) Not provide any work that has the effect of replacing the employment of an individual not participating in the employment or training experience program; and (B) Provide the same benefits and working conditions that are provided at the job site to employees performing comparable work for comparable hours. Definition of Voluntary Participation - 7 CFR (e): (4) Voluntary participation. (i) A State agency may operate program components in which individuals elect to participate. (ii) A State agency must not disqualify voluntary participants in an E&T component for failure to comply with E&T requirements. (iii) The hours of participation or work of a volunteer may not exceed the hours required of E&T mandatory participants, as specified in paragraph (e)(3) of this section. 20 P a g e

21 APPENDIX II CLARIFICATIONS On-line Education Participation by SSI Recipients Stipends Youth Services High School Equivalency Educational institutions may offer programs that include courses which are provided on-line. Educational institutions must provide accommodations to program participants who wish to take a program of study which includes online classes and who do not have access to technology. People who are on SSI and also receiving Basic Food benefits can volunteer to participate in BFET activities. This includes persons on SSI who are part of a TANF household as long as they are not receiving a TANF grant for themselves Stipends given to participants as an incentive to continue to participate in the program may be issued, as long as they are not issued with federal funds. Stipends are not eligible for match. Youth ages 16 to 17 may participate in BFET programs even if they receive Basic Food benefits through their parent s case. They may also participate in BFET programs if they receive Basic Food benefits on their own. The participation expectation for young participants is secondary education or High School Equivalency classes (see High School Equivalency section). Youth may participate in vocational training programs if they have received or are in the process of receiving their High School Equivalency. These programs are eligible for match. High School Equivalency costs for adults over the age of 21 are also allowed for match. State law provides free educational services for children and young adults to age 21, therefore secondary education and High School Equivalency classes for this population are not reimbursable by the 50/50 match program unless the student has been legally separated/released from the regular school system that would provide those services. Participant reimbursements designed to help the child remain in school by eliminating barriers, counseling or tutoring can be provided and reimbursed by the 50/50 match program as long as they are not otherwise provided for free or at reduced cost through another source. 21 P a g e

22 APPENDIX III FORMS 22 P a g e

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30 APPENDIX IV WEBSITES & RESOURCES BFET website: Apply for benefits on line through this link: Eligibility calculator link: HHS Federal Poverty Guidelines: DSHS Office Locator: DSHS/CSD Call Centers Mon Fri 8am 2pm: (877) P a g e