Workforce Connections
General Policies
Supportive Services / ADW-030-10
Supersedes Policy 3.4 dated March 26, 2009 / Revised:
Policy Approved By: WC Executive Director
Policy Adopted on: August 01, 2013

Purpose:

To establish Workforce Connections’(WC) Policy regarding the Adult and Dislocated Worker program participants’Supportive Services.

Background:

As indicated on WIA Section 101(46), Supportive Services are defined as services such as transportation, child care, dependent care, housing, and needs related payments that are necessary to enable an individual to participate in activities authorized under WIA Title I funded programs.

Supportive services that are allowable, necessary and reasonable, and which the participants are unable to provide for themselves or obtain from another agency, shall be available to every eligible WIA Title I Adult and Dislocated Worker program participant. Service Providers currently under contract with Workforce Connections and receiving WIA Title I formula funds shall follow this policy and must establish written procedures that meet the requirements of this policy.

Policy:

Supportive services may be made available to assist program participants in removing barriers to participate in WIA Title I activities. Supportive services must always be reasonable and allowable and cannot result in direct payment to program participants. Supportive services must be documented at all times in participant records(e.g., IEP, participant support services log, Attachment A) and properly and timely recorded in WC, MIS-NVTRAC system.

For the rationale of provision of services, supportive services are to be provided only to program participants: [20 CFR §663.805(a) (1) (2), (b)]

Participating in core, intensive or training services;

Unable to obtain supportive services through other programs providing such services;

Necessary, reasonable and allowable.

Reference:

Workforce Investment Act (WIA) PL 105-220 [Sections 101(46); 134(e) (2) (A) (B); 134 (e) (3) (C)][20 CFR §663.800; §663.805; §663.815; §663.820; §663.840]

[WIA State Compliance Policy 1.15]

All information required by Federal, State and local reporting requirements must be collected for each individual receiving services other than core self-service or informational services, including documentation of each eligibility requirement for the type of service that the individual has received.

Addendum-1

I.General provisions for Supportive Services

  1. The extent of supportive services provided will vary based on participant specific needs and availability of funds and resources. Supportive services payments are requested individually and for specific needs. Supportive services may include transportation, child care, housing, and needs-related payments that are reasonable, allowable and necessary to enable an individual to participate in activities authorized under WIA Title I. The justification for WIA supportive services payments must be properly and timely recorded in WC-MIS-NVTRAC.
  1. The Individual Employment Plan (IEP) is an ongoing strategy jointly developed by the participant and case manager that identifies the participant’s employment goals; the appropriate achievement objectives; and the combination of services to achieve the employment goals. When supportive services are determined necessary for the participant to achieve the goals outlined in the IEP it is imperative that identified supportive services are properly listed on the IEP, therefore they are consistent with what the participant intends to achieve.
  1. Common Categories for Supportive Services
  1. Transportation (e.g., bus-pass, gas voucher)

a)Providing transportation for a participant enables him/her to get to and from WIA related activities.

b)Public and private transportation is payable only if it will reasonably meets the participant’s needs for participating in WIA related activities.

  1. Childcare

a)A service provided to ensure proper care of childrenwhile the parent or guardian is participating in an employment and training program. The child care provider must be licensed or registered, or documentation of adequacy of alternative child-care must be maintained in the participant’s file.

Note: 1. A person in the participant’s immediate or extended family may perform childcare only after all other sources of day care have been exhausted (must be an adult). The payment shall be made to the childcare provider not the participant.This must be approved by WC oversight staff.

  1. Employment related tools and/or supplies

a)Work related tools will be authorized only when they are needed for the participant to accept/start or retain employment.

b)A description of needed and provided tools must be maintained in participant’s file.

c)Official letter from employer addressing the need and listing all required tools.

Addendum-1

Continuation

  1. Work cards (e.g., health/sheriff /alcohol awareness card)

a)Work related cards will be authorized only when needed for WIA Title I related activities.

b)A description of needed and provided cards must be maintained in participant’s file.

c)Official letter from employer addressing the need and listing all required cards.

  1. Housing (e.g., rent)

a)Housing assistance includes payment for rent. When supportive service funds are used to pay this expense, documentation must be in the participant’s file to verify address and rental amount.

b)Copy of signed rental or lease agreement.

c)Rental receipts shall be maintained in participant’s file with other lease or rental documentation.

d)Payment shall be made directly to the landlord.

  1. Utilities

a)Utility payment will be authorized only whenneeded for the participant to accept/start or retain employment or to participate in training or employment activities.

b)When supportive services funds are used to pay this expense, documentation must be in the participant’s file to verify address and due amount.

c)Copy of utility bill shall be maintained in participant’s file.

d)Utilities payment receipts shall be maintained in participant’s file.

e)Payment shall be made directly to utility company.

  1. Minor car repair

a)Minor auto repair payment will be authorized only of the vehicle is needed for the participant to seek, accept or retain employment.

b)The vehicle being repaired must be under the ownership of the program participant. This shall be documented by obtaining a copy of the vehicle registration. Exceptions may be made if the vehicle belongs to another family member and is the only means of transportation available to the participant. Exceptions must be documented at all times in WC MIS-NVTRAC and participant’s file.

c)Requested auto repair cost must not exceed the vehicle total value.

d)A description of the repairs needed and provided must be maintained in participant’s file.

Addendum-1

Continuation

Note: 2.Approval for provision of supportive services shall be made only when it is based on participant specific needs and availability of funds and resources, and needed for the participant to accept/start or retain employment or to participate in training or employment activities.

Workforce Connections has established that the items listed below are considered unallowable and should not be procured for any individual with WIA Title I Funds:

Initial deposit (rental - utilities)

Late fees

Penalties/fines

Homeowners insurance

Property taxes

Purchase of vehicles

Union dues

  1. Responsibility

Service Providers currently under contract with Workforce Connections and receiving WIA Title I formula funds must establish within their written policies and procedures:

  1. Amount and duration of supportive services
  2. System for coordination of benefits with other community organizations
  3. Use of supportive services in support of participant’s IEP
  4. Justification and support documentation
  5. Request and approval process
  6. Granting of exceptions
  1. Exceptions

As to the granting of exceptions to the established criteria of services and cost of services when funds are unavailable for necessary support services and program participant referral to other community organization fails, such services may be provided and funded based upon an individual case review and a detailed request for supportive service advocacy.

Preferably, funding for unprecedented services should be utilized to bridge gaps of funding in collaboration with other community providers, but may be approved upon denial of service or once all other avenues of funding have been exhausted and proof of denial is verified and properly recorded.

In the event there may be any exception Service Provider(s) should contact the oversight staff at Workforce Connections.

Addendum-1

Continuation

  1. Other Supportive Services

Other supportive services may be provided as determined by Workforce Connections. Such goods and services should be reasonable, necessary and allowable, and most important will enable the participant to accept/start or retain employment or to participate in training or employment activities. These services may include, but are not limited to:

  1. Haircuts
  2. Work related clothing – includes clothing for interview
  3. Auxiliary aids and services for participants with disabilities
  4. Mortgage payment
  5. Food cards - issued only for establishments where alcohol and tobacco is not sold
  6. Drug testing - depending on circumstances this may be paid out of training related fees or work related items instead of other supportive services
  7. Background checks - depending on circumstances this may be paid out of training related fees or work related items instead of other supportive services
  8. Medical - includes e.g. eye glasses; DMV physical

Note: 3.In the event there may be any exception;Service Providers should contact the oversight staff at Workforce Connections. Service Providers must submit a written notice/request to the appropriate program manager/oversight WC staff. Source support documentation must be attached to the request.

Note: 4. Support documentation must be maintained in the participant’s file at all times. Justification for provided supportiveservices must be documented at all times in WC MIS NV-TRAC and participant’s file respectively.

Note: 5.For supportive services or items with a value that exceeds$500.00, (five hundred dollars)a procurement process applies. Service Providers must follow WC Policy 2.02 ProcurementC (1) (b) (ii). Consultation with WC program manager/Oversight is recommended.

II.Needs-Related Payments

As addressed within Workforce Connections’ two (2) year strategic plan, Item K (Program Management and Design) #17, does not authorize “Needs Related Payments (NRP)”, thus information contained within this policy and in referenceto “Needs Related Payments” will be usedonly for informational purposes.

Addendum-1

Continuation

  1. As written in [20 CFR §663.815] needs-related payments provide financial assistance to participants for the purpose of enabling individuals to participate in training and are one of the supportive services authorized by WIA Section 134(e)(3). There are established eligibility requirements that must be taken into consideration at all times.Please refer to [20 CFR §663.820; and §663.825] for adult and dislocated workers respectively and/or Workforce Connections’Policy ADW-030-01 – Eligibility for WIA Title I services.
  1. A fundamental principle of WIA is to provide local areas with the authority to make policy and administrative decisions in order to tailor the services offered through WIA to meet the needs of the local community. Assurances should be made that the resources and services provided are not available through other community organizations and that they are necessary for the individual to participate in WIA activities. Needs-related payments should only be provided with WIA funds when other funds are not available or have been exhausted.
  1. Responsibility:

Workforce Connections has established thatapproval for NRPs will be made only by WC program managers/oversight for the Adult and Dislocated Worker programs.

  1. Procedure to define eligibility, level of payment, and documentation requirements for needs-related payments for adult and dislocated workers:
  1. Eligibility Requirements

a)Adults must[20 CFR §663.820]:

1)Be unemployed; and

2)Not qualify for (or have ceased to qualify for) unemployment insurance (UI) compensation; and

3)Be enrolled in a program of training services under WIA[section 134(d) (4)].

b)Dislocated Workers must[20 CFR §663.825]:

1)Be unemployed; and

2)Have ceased to qualify for unemployment insurance compensation; and

3)Be enrolled in a program of training services under WIA, [section 134(d)(4)], by the end of the 13th week after the most recent layoff that resulted in a determination of the worker’s eligibility as a dislocated worker or, if later, by the end of the eight week after the worker is informed that a short-term lay-off will exceed six (6) months; or

4)Be unemployed and not qualify for unemployment insurance compensation or trade readjustment assistance under TAA or NAFTA-TAA.

Addendum-1

Continuation

If above eligibility requirements are met, individuals may be awarded needs-related payments from WIA funding prior to the start date of training classes for the purpose of enabling them to participate in programs of employment and training services that begin within 30 calendar days. Workforce Connections may authorize to extend the 30 days grace period to address appropriate circumstances.

NRPs may be approved/issued only when they are the most effective form of support for the participant and program funds are available. The IEP must be updated to properly reflect justification for NRP approval.

  1. Level of Payment Determination
  1. The payment level for adults [Not Determined] [20 CFR §663.840(a)]
  1. The level of a needs-related payment made to a dislocated worker must not exceed the greater of either of the following levels[20 CFR §663.840(b)(1)(2)]:

a)For participants who are eligible for employment compensation as a result of the qualifying dislocation, the payment may not exceed applicable weekly level of unemployment compensation benefit; OR

b)For participants who did not qualify for unemployment compensation as a result of the qualifying layoff, the weekly payment may not exceed the poverty level for an equivalent period. The weekly payment level must be adjusted to reflect changes in total family income as determined by local board policies WIA Sec. 134(e) (3) (C).

  1. Required documentation includes:
  1. Copy of a UI entitlement decision or confirmation of UI benefits being exhausted.
  2. Copy of training program proposal.
  3. Verification of enrollment/registration, properly completed by training provider offices.
  4. A signature by the participant attesting to his/her request for NRP.
  5. A comprehensive justification for NRP.
  6. All eligibility determinations must be properly documented and recorded.

Attachment A

Participant Support Service(s) Log
This form, as referenced in page one (1) of this policy, shall be used to document all allowable, necessary, and reasonable support services that are being provided to eligible program participant(s). Workforce Connections has established that this form must be placed in the participant’s file in the IEP section. Please complete accordingly
Service Date / Type of service and brief justification / Cost
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Total / $
Workforce Connections Policy ADW-030-10 / Adult & Dislocated Worker Program

Workforce Connections is an equal opportunity employer/program.