CalWORKs Program Guide (CPG) Letter No. 201

 

Subject

UPDATES TO WELFARE-TO-WORK PROGRAM GUIDE SECTIONS:

 

·   10-005 WELFARE-TO-WORK SEQUENCE AND DETAIL

·   10-010 SUPPORTIVE SERVICES

·   10-100 COMMUNITY SERVICE-WORK EXPERIENCE

·   10-300 MONTHLY PROGRESS REPORT (MPR)/AUTOMATED MONTHLY PROGRESS REPORT (AMPR)

 

Effective

March 19, 2010

 

Purpose

The purpose of this letter is to inform Employment Services staff of the updates to the following CalWORKs Program Guide (CPG) Chapters:

 

·   10-005-G. Welfare-to-Work Plan;

·   10-010-B. Communication and Reporting Changes for Child Care;

·   10-010-N. Supportive Services Ancillary Expenses;

·   10-010-O. Mental Health Services; 

·   10-100-E. Managing Ongoing Assignments;

·   10-300-A. Monthly Progress Report/Automated Monthly Progress Report

·   10-300-B. Outcome Objectives

·   10-300-H. WTW Activity Documentation and Reporting Requirements.

 

Summary of Updates

The following CPG chapters have been updated and loaded to the CPG online at http://hhsa-pg.sdcounty.ca.gov/:

 

CPG Chapter

CPG Section Updates

10-005-G. WTW Plan

Elements of the WTW Plan:
 

Component

Description

WTW Supportive Services

WTW Plan must include the supportive services the participant will be provided in order to participate in the listed WTW activity(ies).  The supportive services on the WTW Plan must be check-marked, as needed by the participant, to include:

·   Child Care;

·   Transportation: Bus pass, Mileage, Parking and/or Other must be checked;

·   Ancillary: Listing specific items required to participate must be completed. 

Note: For VTR activity(ies) the ECM is to write ‘required school related expenses as allowed by policy.’

 

 

10-010-B.

Communication and Reporting Changes for Child Care

Monthly Child Care Supportive Services Review:

 

In order to ensure accuracy, promote program integrity and minimize the potential for overpayments, verification of information for continued need of child care is required when documenting monthly participation hours. When verifying and entering in monthly attendance hours for WTW activities, ECMs must complete a Child Care Supportive Services Review, evaluating the continuing need for child care and substantiating the information on the existing 27-128.

10-010-N.

Supportive Services Ancillary Expenses

Ancillary Expense Rules and Policies:

 

Rule/Policy

Description

Ancillary Evaluation

Verification, documentation source, and ancillary supportive services approval/denial determination made by the ECM is to be narrated in CalWIN Case Comments.

Duplication of Payments

Note:  If the participant receives services through the Extended Opportunity Programs and Services (EOPS) and/or Cooperative Agencies Resources for Education (CARE) program (which can include book vouchers), the ECM must communicate and coordinate with those offices to verify non-duplication of services, prior to authorizing WTW ancillary supportive services.

 

Ancillary Payment Requirements for VTR Education Activities:

 

·      Proof that units of enrolled in “General Education” classes count toward a degree or course of study.  This includes units that are prerequisites for required course(s) and units transferable to a university;

·      Proof that units of enrolled “Elective” classes count toward a degree or course of study. This includes units that are prerequisites for required course(s).

·      Requirement to obtain verification and “Proof that the degree or course of study is only available at the enrolled institution” has been removed as a requirement.

·      Clarification that the Ancillary Payment Requirements are for VTR Education Activities.

·      Examples of proof provided.

 

Documentation Requirements:

 

Information relating to the provision of ancillary services must be documented in the WTW case file and/or CalWIN as follows:

·   Verification and documentation of the Ancillary Evaluation completed by the ECM (to include the determination that the ancillary expense is required and necessary for participation).

·   Retention of written estimates for requests over $400.00, if applicable.

·   Retention of written supervisor approval for payments issued over $200.00, written manager approval for payments issued over $600.00.

·   Retention of the Welfare-to-Work Payment Authorization form, 27-123.

·   Retention of the WTW8 form completed by the participant indicating voluntary use/non-usage of financial aid funds for supportive services.

·   Notification of ancillary approval/denial through the issuance of Ancillary Notice of Action (NOA).

·   Retention of Receipts and/or Sworn Statements as verification of spent ancillary funds.

·   Narration in CalWIN Case Comments to document:

o        Ancillary expense requested by the participant; and

o        Documentation obtained by the ECM to complete the Ancillary Evaluation; and

o        Determination results of the Ancillary Evaluation completed by the ECM (approval/denial); and

o        If applicable, the reason the ancillary request is denied (expense is listed as a non-approved expense or VTR course(s) is not part of the participant’s approved degree/certificate program).

 

Clothing and School Supplies, Books and Other Costs:

 

Expense

Rule

School Supplies, Books and Other Costs

ECMs are required to complete the Student Financial Aid Statement (WTW8) for all participants in approved educational or training activities, including SIPs. 

 

This requirement is to ensure that WTW participant are adequately informed of their rights and responsibilities regarding financial aid and supportive services.   

 

The WTW8 provides information and allows participants to document their voluntary decision to use student financial aid to pay for CalWORKs eligible supportive services. 

 

The WTW8 is to be:

·       Reviewed and explained to the participant by the ECM; and

·       Completed and signed by the participant and the ECM; and

·       Retained/Imaged in the case file; a copy provided to the participant.

 

ECMs are to complete the WTW8 with WTW participants receiving financial aid on a yearly basis.

 

 

10-010-O.

Mental Health Services

WTW Participation Documentation:

 

Complete a narrative in CalWIN Case Comments to record the MHS participation hours verified by the MHS provider, as documented on the top portion of the 27-322 HHSA (MHS) form. 

 

Refer to CalWORKs Program Guide Section 10-300-H WTW Activity Documentation and Reporting Requirements for Case Comment requirements.

 

Note: At self-disclosure from the WTW participant, the MHS provider will document other activity(ies) and participation hours on the bottom of the 27-322 form.  These reported activity(ies) and participation hours are listed for informational purposes and have not been verified by the MHS provider. 

 

The ECM is required to verify and document participation hours for any self-disclosed activity(ies) by the participant and notify MHS Program staff if a discrepancy is found.

 

MHS Provider Accommodation:

 

In order for the MHS providers to complete on-site appointments that ensure confidentiality with participants, the WTW sites will make available a private space for MHS counselors to meet with participants.

10-100-E.

Managing Ongoing Assignments

WTW Participation Documentation:

 

Complete a narrative in CalWIN Case Comments to record the WEX participation hours verified by the Work Site Supervisor, as documented on the 27-302, HHSA Work Experience Attendance Report.

 

Refer to CalWORKs Program Guide Section 10-300-H WTW Activity Documentation and Reporting Requirements for Case Comment requirements.

10-300-A Monthly Progress Report (MPR)/Automated Progress Report (AMPR)

Regulation CPG 10-300

·   Removed: and as pay points for contracted regions under pay for performance contracts.

 

10-300-B.  Outcome Objectives

Employment-Participants with Earnings:

 

Removed:  Note:  Outcome Objective 4.7 is not a pay point for Contracted Regions. 

 

Sustained Employment:

 

Removed:  Note: Outcome Objective 4.8 will be considered as a performance indicator for all regions and is one of three (3) Pay Point Objectives for the Contracted Regions for each six-month period of the CalWORKs contract as follows:

·   The Region with the highest percent of participants who exit CalWORKs/Refugee cash assistance because of employment and remain independent of CalWORKs/Refugee cash assistance for at least six (6) consecutive calendar months.

 

Removed:  Note: Outcome Object 4.9 will be considered as a performance indicator for all regions and is one of four (4) Incentive Objective Payments for the Contracted Regions.

 

Sanctioned Participants:

 

Removed: Note:  The self-sufficiency outcome objectives will be considered as performance indicators for all regions and part of the Incentive Objective Payment for the Contracted Regions for each six-month period of the CalWORKs contract as follows:

·   The Region with the highest percent of active WTW participants earning $10.00 per hour or more;

·   The Region with the highest percent of active WTW participants who have employer provided Health Insurance available. 

·   The Region with the lowest percent of sanctioned WTW participants.

 

Note:  SPOS will continue to require regions to track and report on all Outcome Objectives.  Regions are to ensure the data reported is accurate and valid.

10-300-H. WtoW Activity Documentation and Reporting Requirements

Monthly Child Care Supportive Services Review:

 

At the time the ECM verifies and documents monthly participation hours of WTW activities, a Child Care Supportive Services Review must be completed.  The ECM is required to evaluate the continuing need for child care and ensure accuracy of the information on the 27-128. 

 

ECMs must follow the procedures outlined in CalWORKs Program Guide Section 10-010 B Communication and Reporting Changes for Child Care to complete the monthly Child Care Supportive Services Review.

 

Case Comment Requirements:

 

A Case Comment to narrate the number of monthly participation hours, the source of documentation and the monthly Child Care Supportive Services Review outcome in CalWIN is required.  

 

The Case Comment must include:

·     Name of Participant; and

·     Number of Monthly Participation Hours; and

·     Name of Education Institution, Employer, Work Experience site, etc; and

·     Name and Telephone Number of Person Verifying the Hours; and

·     Educational activity enrollment status (if applicable); and

·     Date the hours are verified and/or documentation is signed; and

·     Outcome of the Child Care Supportive Services Review.

 

Note:  Changes to the CPG are noted with highlighted text.

 

Automation Impact

None.

 

Program Impacts

No Food Stamp or Medi-Cal impacts.

 

Forms Impact

The Welfare-to-Work Work Experience Attendance Report Form (27-302) and Welfare to Work Mental Health Services Monthly Attendance Reporting Form (27-322) has been updated with the issuance of this CPG Letter.  The 27-302 and 27-322 is available on the CalWIN Intranet for immediate usage, older version of the 27-322 are to be recycled.

 

The WTW Participation Narrative Template has been updated with the Child Care supportive services review requirement, and is available on the CalWIN Intranet for immediate usage.

 

ACCESS Impact

None.

 

Imaging Impact

No imaging impact.  Updates to the 27-302 and 27-322 do not impact the current process to image the 27-302 and 27-322.

 

Operations Impact

None.

 

Assistant Deputy Director

 

Original signed on March 16, 2010.

 

 

Sylvia Melena

Assistant Deputy Director

Self-Sufficiency Programs

Strategic Planning & Operational Support

 

Manager Contact

CalWORKs Program Guide Section.