WORKSOURCE COASTAL Policies and Procedures Manual Effective Date: 07/01/2015 Revision Date: 02/08/2017 (Agency Name Change Only) WSC15-015 Adult, Dislocated Worker & Youth Support Services Policy I. Purpose To establish guidelines in compliance with the Workforce Innovation and Opportunity Act of 2014 to provide WIOA customers with support services on a fair, equitable basis and in coordination with other available resources. II. Definitions The Workforce Innovation and Opportunity Act (WIOA) provides program guidelines for supportive services for adults and dislocated workers defined in WIOA Sections 3(59) and 134(d)(2) and (3). These include services such as transportation, child care, dependent care, housing, and assistance with uniforms and other appropriate work attire and work-related tools, including such items as eye glasses and protective eye wear, and NRPs needed to enable individuals to participate in WIOA Title I activities. Supportive services for youth as defined in WIOA Section 129(c)(2)(G) can additionally include assistance with educational testing, reasonable accommodations for youth with disabilities, and referrals to health care. Authorized Agent: An authorized agent is one determined by the Coastal Workforce Development Board (CWDB) to act as the primary person responsible for signing all waivers and special requests as they relate to policy. Coastal Workforce Services approves waivers and special requests through the appropriate committee. The Executive Director has been designated the authorized agent who will sign all waivers and special requests. Individual With Disabilities: An individual with a disability as defined in section 3 of the Americans with Disabilities Act of 1990 (42 U.S.C. 12102) and Part A, title IV of the Social Security Act of 1935 (42 U.S.C., 601). Per day refers to attendance in class (day and/or evening classes) as verified by the instructor. Customers may not receive separate payments that exceed the per day policy limit for attending both day and evening classes and required activities, i.e., customers receive one payment per day. Needs-Related Payments (NRPs) - Financial assistance to participants for the purpose of enabling them to participate in training and a supportive service authorized to Adults, Dislocated Workers and Out-of- School Youth (only). Unlike other supportive services, in order to qualify for needs-related payments, a participant must be enrolled in training. Supportive Services are defined as services such as transportation, childcare, dependent care, housing and needs-related payments, that are necessary to enable an individual to participate in activities authorized under WIOA, Section 3 (59); Section 134(d)(2); and 20CFR 680.330, -.900, -.910 and -.920. Page 1 of 10
III. General Qualifications and Restrictions All WIOA enrolled adults, dislocated workers and youth are eligible for supportive services as defined in WIOA Section 3(59). The exception is Needs Related Payments (NRPs), which are a form of supportive service available only to adults, dislocated workers, and youth who are enrolled in training. Information regarding the availability of supportive services in the region and referral to those services must be provided to all adults, dislocated workers and youth. Support services are allowed to enable an individual to participate in activities authorized under WIOA, Section 3 (59). Support services are intended to assist participants with service needs but may not, and are not necessarily intended to cover fully the cost of such services. WIOA Title I funds are never considered as the first source of funding. The total CWDB expenditures for support services may not exceed 25% of the program year allocation for any of the funding streams, i.e., Adult, Dislocated Workers and Youth. The decision to provide WIOA supportive services and NRPs, as well as the method to determine the level and the duration of assistance, rests with the Coastal Workforce Development Board. Support Services Caps All participants are subject to a cap of $3,000 per year in support payments, beginning on the first day of training. (365 days after date of first service). In certain cases, participants may have circumstances that would result in expenditures exceeding $3,000 within a 365 day period. The Georgia Department of Economic Development, Workforce Division (GDEcD-WFD) will consider waiver requests to increase the support service expenditure cap. Approved waivers to this policy will be issued by GDEcD-WFD on a case by case basis within two categories: Participant specific waiver Narrowly defined population of participants IV. Policy Adult and Dislocated Worker Supportive services including but not limited to employment or training-related clothing, tools, equipment, supplies, and transportation may be provided to program participants when: 1. They are an allowable (authorized) program expense; 2. They are necessary to enable an individual to participate in program (employment and training) activities; and 3. Job Seekers are unable to obtain supportive services through other community programs and resources. Eligibility/Documentation of Need After having determined a participant eligible for WIOA participation, e.g. income verification, birthdate, residence, citizenship and selective service registration compliance, the career advisor may determine the need for supportive services. Additional documentation beyond the initial WIOA eligibility criteria include; evidence of resource coordination efforts (participant &/or Career Advisor contacts with community agencies, etc.), explanation of how that support will assist the participant, description of the service to be provided (transportation, child care, etc.), the amount requested and completion of the Page 2 of 10
CWDB-created Request for Support Services Form. The form includes the amount requested, a timeframe for receipt of support, method of payment and justification of need. All completed documentation will be retained in the participant s file, entered in the VOS and reconciled every 30 (thirty) days as required and within 60 days of the participant s exit. Limited Support Services may be provided to individuals receiving Non-training Services, upon approval from CWS Assistant Director; however, such individuals must be registered as WIOA participants and are subject to performance outcomes. On-the-Job Training participants are initially eligible for support services for two weeks beyond the start date of training or until receipt of the first paycheck, whichever is earlier. Incumbent Worker Training participants are not eligible for Support Service payments or reimbursements. Allowable Support Services Childcare is a service provided to ensure proper care of children while the parent or guardian is participating in an employment and training program. The childcare cost may be reimbursed at the local documented rate. This rate should be reviewed on an annual basis. These limits apply on a per child basis. The childcare provider must be licensed or registered or documentation of adequacy of alternative childcare must be maintained in the participant s file. Transportation may be reimbursed up to $6.75 per day to and from the training and/or childcare site for documented days in training. The use of gas cards or gift cards to provide mileage is strictly prohibited. Contractor use of gas cards or gift cards that are not used as a reimbursement and will result in a disallowed cost. Meals during a documented training day of four or more hours may be reimbursed up to $5 per day, not to exceed $25 per month. Emergency Services are intended to cover instances of needs arising during participation in training or other WIOA activities and, in general, are one-time occurrences which include: Auto Repair Coverage is allowable, only if needed for the participant to seek or retain employment or participate in employment or training activities. Three estimates are needed for cars that are operable and inoperable towards car repairs. To remain cost efficient the contractor will pay the estimate that is the least expensive. The car must be insured and registered in the participant s name. Copies of the current insurance binder and Georgia registration must be included with the three (3) estimates and in the participant s file for review and to be submitted to CWS for reimbursement. Health Care and Medical Services may include a physical examination, prescription drugs, prescription eyeglasses, immediate dental care, and mental health care which are needed to enable an individual to participate in any re/employment activity. Special Needs Payments for participants enrolled in non-ita programs that combine workplace training with related instruction, on-the-job training, and internships may be eligible for up to $300, not to exceed the actual cost substantiated by receipts, to assist with work-related uniforms/clothing, tools, equipment, and supplies. Page 3 of 10
Out-of-Area Job Search assistance may be provided for no more than travel related costs such as mileage, plane ticket, per diem and lodging. Prior to approval, the participant must be able to provide documentation of at least one interview for an existing opening that fits with the participant s employment plan and meet other requirements as defined in CWS procedures. Other Out-of-Area Travel expenses (such as travel to take a licensing test) that are part of a participant s Individual Employment Plan are allowable in accordance with GDEcD-WFD requirements and CWS established procedures. Relocation Assistance may be provided to a participant who obtains suitable employment after successful completion of training that requires relocation from the participant s community in accordance with GDEcD-WFD requirements and CWS established procedures. Other Supportive Services may be provided as defined in CWS established procedures when such goods and services are reasonable and necessary for the participant to remain in training and/or obtain or retain employment. These services may include, but are not limited to: Support Services During Follow-up Haircuts, personal grooming and hygiene needs; Bonding and liability insurance for employment; Work clothing (includes clothing for interviews); Financial counseling or assistance; Union dues or initiation fees; Auxiliary aides and services for participants with disabilities; and Business licenses Drug testing as required for employment (includes WEX) Limited legal services Childcare is a service provided to ensure proper care of children when the parent or guardian begins employment. The same stipulations will apply as when participating in training. Child care assistance may be available for up to 60 days following first date of employment. Transportation to and from the place of employment may be available for up to 60 days following first date of employment. Health Care and Medical Services may include a physical examination, prescription drugs, prescription eyeglasses, immediate dental care, and mental health care which are needed to enable an individual to participate in any re/employment activity. Unallowable Support Services Payments for titled or deeded items or when recovery of the expense is anticipated. Such items include: Rent deposits or housing deposits; Mortgage payments; Car payments; Purchase of vehicles; and Fines. Page 4 of 10
Supportive Services Reimbursement guidelines: All expenses defined below are included in the $3,000 per year cost cap, necessitating careful consideration and evaluation of all potential needs in developing the participant s IEP and OAS as outlined in VOS. 1) Commuting-Status Customers in training Childcare In all cases, the coverage of childcare services is not to exceed the amount the childcare provider charges the general public. For children ages birth through 4 Up to $15 per day per child For children ages 5 through 12 Up to $8 per day per child Transportation Transportation costs to and from the training and/or childcare site will be reimbursed at the rate of $6.75 per day. The use of gas cards or gift cards to provide mileage is strictly prohibited. Contractor use of gas cards or gift cards that are not used as a reimbursement and will result in a disallowed cost. 2) Out-of-Town - Non-Commuting Status Customers in training within the State of Georgia Page 5 of 10 The training facility must be located more than 150 miles from the participant s residence for the participant to qualify for non-commuting status support services assistance. The use of gas cards or gift cards to provide mileage is strictly prohibited. Contractor use of gas cards or gift cards that are not used as a reimbursement and will result in a disallowed cost. Lodging Where school lodging facilities are not available, private lodging may be arranged by the Career Specialist utilizing the Coastal Workforce Services procurement procedure. Meals A daily rate of $30 is allowed for meals including weekends. Transportation Process for Payment Mileage will be reimbursed at the rate of $.485 per mile for one roundtrip to training site and customer s residence. The use of gas cards or gift cards to provide mileage is strictly prohibited. Contractor use of gas cards or gift cards that are not used as a reimbursement and will result in a disallowed cost. Participant may receive $5 transportation allowance for each day in class, except where lodging is available on-site. Payment of Support Services for transportation and child care is processed every two weeks based on days of attendance in prevocational, intensive or training services. Documentation will consist of time and attendance sheets for ITAs or sign-in sheets for non-ita activities. Transportation and daycare assistance will be provided by check to the participant. Other support payments, such as housing and other needs-
related assistance, may be processed as vouchers or purchase orders issued to the vendor. Payments will be authorized upon submission of all required documentation. All support Services must be entered in VOS as an activity and the Support Services Request form completed for each participant, maintained in the participant s file and available for on-site monitoring review. All support services must be entered in VOS as an activity and reconciled every 30 days (monthly) and within 60 days of the participant s exit. Service providers will not provide further payments to participants that fail to participate without good cause. National Emergency Grants (NEGs) will follow Dislocated Worker Support Service Guidelines, unless specific guidelines are provided with the NEG. In this instance, Support Services must be provided in accordance with the guidelines. Youth (In-School and Out-of-School) Supportive services including but not limited to employment or training-related clothing, tools, equipment, supplies, and transportation may be provided to program participants when: 1. They are an allowable (authorized) program expense; 2. They are necessary to enable an individual to participate in program (employment and training) activities; and 3. Youth are unable to obtain supportive services through other community programs and resources. Allowable Support Services Childcare is a service provided to ensure proper care of children while the parent or guardian is participating in an employment and training program. The childcare cost may be reimbursed at the local documented rate. This rate should be reviewed on an annual basis. These limits apply on a per child basis. The childcare provider must be licensed or registered or documentation of adequacy of alternative childcare must be maintained in the participant s file. Transportation may be reimbursed up to $6.75 per day to and from the training and/or childcare site for documented days in training. Wherever possible public transportation should be used. If the contractor issues bus tickets (or other tangible goods) itemized records must be retained to document initial purchase through distribution to each participant. The use of gas cards or gift cards to provide mileage is strictly prohibited. Contractor use of gas cards or gift cards that are not used as a reimbursement and will result in a disallowed cost. Meals during a documented training day of four or more hours may be reimbursed up to $5 per day not to exceed $25 per month. Emergency Services are intended to cover needs arising during participation in training or other WIOA activities and, in general, are one-time occurrences which include: Auto Repair Coverage is allowable, only if needed for the participant to seek or retain employment or participate in employment or training activities per lifetime. Three estimates are needed for cars that are operable and inoperable towards car repairs. To remain cost efficient the Page 6 of 10
contractor will pay the estimate that is the least expensive. The car must be insured and registered in the participant s name. Copies of the current insurance binder and Georgia registration must be included with the three (3) estimates and in the participant s file for review and to be submitted to CWS for reimbursement. Health Care and Medical Services may include a physical examination, prescription drugs, prescription eyeglasses, immediate dental care, and mental health care which are needed to enable an individual to participate in any employment activity. Utilities, rent and groceries are allowed under extenuating circumstances. The need for the support and coordination of community resources must be adequately documented in VOS and the case file. Out-of-Area Travel expenses (such as travel to take a licensing test) that are part of a participant s Individual Employment Plan are allowable in accordance with GDEcD-WFD requirements and CWS established procedures. Other Support Services may be provided as defined in CWS established procedures when such goods and services are reasonable and necessary for the participant to remain in training and/or obtain or retain employment. These services may include, but are not limited to: Haircuts, personal grooming and hygiene needs; Bonding and liability insurance for employment; Work clothing (includes clothing for interviews); Financial counseling or assistance; Union dues or initiation fees; Auxiliary aides and services for participants with disabilities; Business licenses Drug testing as required for employment (includes WEX) Limited legal services for record expunging (case by case per written request); Background checks; and, Accommodations for youth with disabilities to enable them to participate in assessments, and to have equal access and opportunity to participate in a variety of work-based learning activities. (20 CFR681.570) Additional Support Services Available to Youth Youth Incentive and/or Stipend Payments WIOA registered youth participants may earn an incentive and/or stipend payment for positively participating in and completing structured and approved activities or tasks which may include, but are not limited to basic skills, work readiness, occupational skills, training events, or other areas as determined appropriate by the individual educational plan. Use of incentives and/or stipends in this manner is at the discretion of the WIOA Youth Service Provider according to the CWDB policy, Youth Incentive and Stipend Payment Policy. Incentive payments are considered Support Services and are subject to the $3,000 per year limit for all support services. Page 7 of 10
Housing Assistance for Youth includes support service payments for rent when issued and documented in compliance with Federal Regulations, GDEcD-WFD requirements and CWS established procedures. Support Services During Follow-up Childcare is a service provided to ensure proper care of children when the parent or guardian for up to 60 days after first day of employment. The same stipulations as when participating in training will apply. Transportation Assistance is allowable to and from the place of employment for up to 60 days after first day of employment. Health Care and Medical Services may include a physical examination, prescription drugs, prescription eyeglasses, immediate dental care, and mental health care which are needed to enable an individual to participate in any reemployment activity. Unallowable Support Services Payments for titled or deeded items or when recovery of the expense is anticipated. Such items include: Rent deposits or housing deposits; Mortgage payments; Car payments; Purchase of vehicles; and Fines. Supportive Services Reimbursement guidelines: All expenses defined below are included in the $3,000 per year cost cap, necessitating careful consideration and evaluation of all potential needs in developing the participant s IEP/ISS and OAS as outlined in VOS. Childcare In all cases, the coverage of childcare services is not to exceed the amount the childcare provider charges the general public. For children ages birth through 4 Up to $15 per day per child For children ages 5 through 12 Up to $8 per day per child Page 8 of 10 Transportation Public transportation should be used wherever possible. If the contractor issues bus tickets (or other tangible goods) itemized records must be retained to document initial purchase through distribution to each participant. Process for Payment Payment for Support Services will be reimbursed to the providers on a monthly basis upon receipt of required documentation including but not limited to time and attendance sheets for certified training classes or sign-in sheets and agendas for non-training activities. A Support Service form must be completed for each participant, maintained in the participant s file and available for on-site monitoring. All support services must be entered in VOS as an activity and reconciled every 30 days (monthly) and within 60 days of the participant s exit.
WIOA Youth Service Providers will not provide further payments to participants that fail to participate without good cause. The following subtopics below apply to Adult, Dislocated Worker and Youth participants receiving Support Services: V. Supportive Service Procurement Where applicable, purchase and procurement of all Support Services must follow the procurement standards in the OMB Uniform Guidance (2 CFR 200.317-326). Quotes must be obtained for hotel accommodations, uniform purchases and auto repairs. VI. Waivers or Exceptions In cases with unusual circumstances where the contractor feels it would be beneficial to exceed a cap amount or provide additional support services, waiver requests should be made on a case-by-case basis submitted to the Senior Program Specialist/Monitor for final approval by the CWS Assistant Director. VII. Documentation Support Services may be awarded providing that the provision of the service is included in the participants Individual Employment Plan (IEP), Individual Service Strategy (ISS) and Objective Assessment Summary (OAS). (See also CWS 15-004) At a minimum, the following documentation must be maintained in the participant s file: The Individual Employment Plan (IEP) or Individual Service Strategy (ISS) and Objective Assessment Summary (OAS) must specify the activity or goal that must be met in order to qualify for the support service as well as list of type of support service(s) needed. The IEP/ISS/OAS must specify services that are planned in order for the participant to continue in Career or Training Services. Justification of the need for the support service. Additional documentation beyond the initial WIOA eligibility criteria include; evidence of resource coordination efforts (participant &/or contractor contacts with community agencies, etc.), explanation of how that support will assist the participant, description of the service to be provided (transportation, childcare, etc.), the amount requested and completion of the CWDB-created Request for Support Services Form. Support services types and amounts must be entered into VOS in the activity and in the case notes. Failure to enter the information in both places may/will result in a disallowed cost. Needs Based Related Payments Needs Related Payments (NRPs) are defined as financial assistance in a stipend form to participants for the purpose of enabling unemployed participants to participate in training when they are not eligible for unemployment compensation. Unlike other supportive services, in order to qualify for needs-related payments, a participant must be enrolled in training. NRPs are subject to the availability of funding and are awarded following the WIOA Priority of Service procedure. To receive NRPs Non-Dislocated Workers (Adult and Youth) must: 1. Be unemployed 2. Not qualify for or have ceased to qualify for, unemployment compensation; and 3. Be enrolled in Training. Page 9 of 10
To receive NRPs a Dislocated Workers must: 1. Be unemployed, Have ceased to qualify for unemployment compensation or Trade Readjustment Allowances (TRA) under Trade Adjustment Assistance (TAA), and 2. Be enrolled in training by the end of the 13 th week after the most recent layoff that resulted in determination of 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 six months, or Be unemployed and did not qualify for unemployment compensation or TRA under TAA or North America Free Trade Agreement (NAFTA) TAA. The level of NRPs Payment is determined as follows: 1. The payment level for adults will be $108 per week during the duration of the training period. The total payment can not to exceed 365 day cap (after date of first service) of $3,000. 2. For dislocated workers, payments must not exceed the greater of either of the following levels: a. 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, or may not exceed $108 per week. The payment schedule will follow the lower amount. b. For participants who did not qualify for unemployment compensation as a result of the qualifying layoff, the weekly payment will be $108 per week during the duration of the training period. The total payment can not to exceed the 365 day cap (after date of first service) of $3,000. The weekly payment level must be adjusted to reflect changes in total family income. Documentation for NRPs The following information must be defined and documented in the participant s file: The Individual Employment Plan (IEP) or Individual Service Strategy (ISS) and Objective Assessment Summary (OAS) must specify the activity or goal that must be met in order to qualify for the support service as well as list of type of support service(s) needed. The IEP/ISS/OAS must specify services that are planned in order for the participant to continue in Career or Training Services. Justification of the need for the need related payment. A description of the type of payment method. Amount if applicable. Time period covered for each payment must be maintained in the file. VIII. References WIOA Section 3(2); WIOA Section 3(15); WIOA Rules 680.120;680.930; WIOA Rules 680.130, CFR, Title 48 Federal Acquisition Regulations System Code of Federal Regulations (CFR), Title 2 Grants and Agreements, U.S. Department of Labor, Employment and Training Administration, One-Stop Comprehensive Financial Management Technical Assistance Guide, Georgia Department of Economic Development Workforce Division Policy and Procedures Manual 3.4.8. Page 10 of 10