135.6 Special Allowances for Supportive Services

An individual may receive special allowances for supportive services (SPALs) if needed to enable participation in employment or an approved RESET or Maximizing Participation Program (MPP) activity as for specified on the Agreement of Mutual Responsibility (AMR). A SPAL is the payment for needed items or services and is issued and tracked by recipient number.

55 Pa. Code § 165.41

7 CFR 273.7

NOTE: Special Allowances for special items differ from special allowances for supportive services that support approved activities. See Section 138.3, Special Items Allowances

A SPAL is made only to the extent that the item or service is not available from another source at no cost to the individual. A review of any potential resources should be conducted, and a record of the discussion should be entered into the case comments.

If another free or no cost source exists, the individual should be referred for services. If the participant is unable to have their needs met by those resources, a verbal statement by the participant is allowable and a SPAL issuance should be explored.

55 Pa. Code § 165.41(b)

Consideration should always be given for the least costly, most practical item or service to meet the need. There may be times where the least costly item is not the most practical way to support an individual. The CAO must explore all options to determine how to best support the individual’s participation. In instances when a needed item is more costly but most practical to support participation, the CAO should document the discussion and decision in the case narrative. See Desk Guide for Special Allowances for Supportive Services .

The CAO must inform applicants and recipients, orally and in writing, of the availability of SPALs, including information about the annual and lifetime limits, at application, renewal and whenever the AMR is developed or revised. The CAO will also assist the participant in getting supportive services and issue SPALs required to participate in approved activities.

55 Pa. Code § 165.41(c)

Eligibility for SPALs is based on the timeframe that the SPAL is intended to cover and if it is required to support an allowable activity on the AMR.

Individuals should be encouraged to develop some abilities and resources to help them overcome obstacles in their daily lives. The CAO will help individuals explore whether these resources can be used to participate in employment or an approved work activity without the need for SPALs from the CAO. Other alternatives and all options that may be available at no cost to the individual must also be discussed.

55 Pa. Code § 165.41(b)

The Department will not pay for or provide a special allowance for items and services already paid for or obtained unless required under federal law .

Exception: If the CAO failed to make a timely decision or issuance and the client was determined eligible to receive the SPAL, it may be issued as a reimbursement to the client based on CAO error. The decision and actions must be clearly entered into case comments. See Cash Assistance Handbook 181.2, Delayed and Corrective Payments.

55 Pa. Code § 227.24(d)(1)(ii)(A)(I)

NOTE: When an individual is receiving both TANF and SNAP benefits a SPAL, must be issued under the TANF program, the individual is not eligible to receive a SPAL under the SNAP program.

The Special Allowance Verification Form, PA 1883 is used to confirm that the item or service requested is needed and required to enable participation in RESET or SNAP E&T activities. This form is also used to discuss the availability of an individual’s existing supports and to determine what supportive services are required to enable participation in employment, education, training or an activity noted on the AMR or EDP. Consideration is given to whether participation would not be possible without the item or service requested; and whether the item or service is provided by the employer, activity, school or training provider.

Consideration should always be given for the least costly, most practical item or service to meet the need. A discussion should be held and documented in case comments regarding how the SPAL allowance was determined.

A SPAL verification form must be completed for any SPAL issuance type being requested. The exception is when a subsequent SPAL request is made for the same SPAL type and reason.

Example: A mileage request was submitted to the CAO to attend an E&T program. The request included the PA 1883 along with the monthly mileage request. Any subsequent requests for mileage for will not need another PA 1883 while the individual remains enrolled in the same E&T program.

The CAO will c onfirm the need for the allowance by using the Special Allowance Verification Form in one of several ways:

Review the documentation provided by the individual that confirms the need for the requested item or service, complete the SPAL Verification Form, in its entirety and attach a copy of the reviewed information; or

Make collateral contact to confirm that the item or service is needed and complete the SPAL Verification Form. In order to protect the confidentiality of the individual and to avoid disruption of the employer/employee relationship, the CAO will avoid contacting employers for verification of need.

When the allowance is requested to support employment or training , the CAO will determine the need for the allowance based on a conversation with the individual and the CAO will complete the Special Allowance Verification Form. If the individual was placed through a contracted provider, the CAO may also contact the provider to verify the placement .

Provide the individual with the form which can be completed by a training provider to confirm the need for the allowance; or

Have the E & T contractor confirm that the item or service requested is required to enable participation in the activity by completing the SPAL Verification Form. The form will be transmitted to the CAO as part of the request and will be used by the CAO to help determine eligibility .

NOTE : Advise the individual of the time frame for returning the SPAL Verification Form. Also offer a Business Reply Envelope for returning the form, although it can also be submitted via email, fax, drop off or submitted via an E&T contracted provider.

Estimates

The CAO will request an estimate of the cost of the required items. The estimate may be hand-written by the individual, produced by the retailer, or can be obtained online and will be retained in the record. If more than one estimate is required, the CAO should work with the individual to seek out the least costly and most practical item to address the need.

NOTE: A participant that will be referred to a PAWORKWEAR (PAWW) contractor for clothing and grooming items are not required to provide estimates.

S hipping and handling costs may be added as part of the total costs for the SPAL for the supportive service; i.e. books , clothing, or tools. The costs for shipping and handling may not be authorized as a separate fee.

I t is important for the CAO to consider the total costs including shipping and handling when determining whether the purchase of the supportive service is the least costly, most practical item.

Estimates for bus or other mass transit fares can be confirmed using collateral contact, transit authority websites or other publications. Narrate the fare amount and how that estimate was obtained, including a reference to the actual transit agency .

E xample : Zone 1 bus passes $30. Estimate obtained through transit authority website .

The CAO may:

Research and develop a list of community and faith based organizations that offer free or low cost items and services in the area.

Research and develop a list with a range of prices for commonly requested items at stores in the area. When appropriate narrate that the SPAL amount was determined from the CAO’s list of commonly requested items.

Negotiate cost with local retailers for common items and advise individuals of the availability of these items.

The CAO may not:

Require individuals to make purchases at any specific store.

Cause an undue hardship by delaying the purchase of items needed for participation

Require an individual to travel outside of their community to purchase needed items.

CAOs should use their best judgment to ensure that individuals are able to obtain the items that are required to participate in employment and training activities.

Mileage

Estimates are not required for SPALs for mileage. The CAO will use a website that provides mileage to a given location and the return trip. The mileage rate for participation in E&T activities is $.20/mile. Enter a detailed narrative to explain the calculation used and indicate any online mapping website used to determine the mileage. Exact figures are required; rounding is not permitted.

NOTE: Transportation to medical appointments is not ETP-related and has a different mileage rate. Transportation to medical appointments is $.12/ mile and is issued with reason code 200.

The individual must provide verification of car ownership, such as but not limited to proof of current registration or vehicle title, prior to the issuance of a mileage SPAL. If verification already exists in the record, the individual does not have to re-verify.

If the individual is using a car they do not own to participate, the CAO will require a letter from the owner of the car stating the individual has permission to use the car to participate in the E&T activity.

The individual can request a SPAL of $. 20/mile to pay a volunteer driver to offset the driver’s fuel cost and wear on the car when being transported to program activities.

NOTE: Proof of a valid driver's license or vehicle insurance is not required.

Receipts

An original receipt verifies the item or service was purchased with the SPAL and that the SPAL was used for its intended purpose. The original receipt must be provided by the individual within 14 days of receiving the benefit. N arrate that the individual was advised of the receipt verification policy.

NOTE: A participant referred to a PAWW contractor for clothing and grooming items is not required to provide receipts.

It is important to stress to the individual that he or she write his or her name or case record number on the receipt so it can be identified.

The CAO will provide a business reply envelope to the individual in which to return the receipt. The CAO is also encouraged to establish verification collections points with their local E&T contracted providers.

Receipts should be date stamped when received by the CAO.

Restricted Endorsement Checks that have been cashed will not be considered a receipt. An original sales receipt showing the vehicle purchase or repair must be provided by the individual.

Money Orders will not be considered a receipt. If the individual purchases a service or item using a money order, the individual must also provide an original sales receipt to validate the purchase.

Example: When a money order is mailed in for vehicle registration fees, a receipt will not be available; however, the actual registration card received can be used to verify the SPAL expenditure.

If the individual must retain the original receipt for warranty purposes, it is acceptable for the CAO to make a copy to keep in the case record.

If a receipt is not available through the transportation provider, individuals can provide the CAO with a copy of the transit pass as documentation of how the special allowance was used.

If the individual has an OTI for a single bus ride and receipts are not provided by the bus driver, the CAO can confirm through collateral contact, transit authority websites or other publications the amount for daily fares and narrate this information in lieu of a receipt.

Receipts are not required for a mileage SPAL; however, the CAO should confirm that the individual is still participating in an allowable activity before authorizing ongoing SPALs. Prior month’s E&T attendance is not a factor in determining ongoing eligibility for a transportation SPAL.

Overpayments

Indicate on the AMR or EDP that an overpayment will be filed if:

A receipt is not provided within 14 days;

The amount issued for the SPAL was $10 or more than the actual cost shown on the receipt.

The SPAL was not used for its intended purpose.

NOTE: The CAO will process an overpayment referral to recover a SPAL to the extent of the misuse. Overpayments will be calculated based on a prorated period of participation to reflect the time the client complied with the activity; based on a daily, weekly, monthly proration. See the Overpayment Calculator .

EXAMPLE : A monthly bus pass was issued to Mrs. C to attend a four-week training program. Mrs. C. went to class for the first two weeks, but then terminated her participation without good cause. Mrs. C does not meet an exemption. The cost of the bus pass was $40.00. An overpayment for $20.00 for the remaining two weeks should be processed by the CAO.

NOTE: A participant referred to a PAWW contractor for clothing and grooming items is not required to provide receipts.

The CAO must set an alert for the date that the verification must be returned and ensure that it is provided. eCIS Alert 238 can be used to track SPAL issuances and sets a 20-day deadline to review for verification.

If the individual provides the receipt at any time, the CAO should end the overpayment. If the reimbursement process has already begun, repayment will be stopped.

See Supplemental Handbook Section 910.2, When Does An Overpayment Exist .

The CAO is correct in processing an overpayment when the individual does not provide a receipt within 14 days after the issuance of the SPAL. However, there are no provisions that allow the CAO to deny additional SPAL requests for services or items that are determined to be needed and required for participation in the approved activity.

NOTE: Recoupment does apply to an overpayment of a special allowance for cash assistance supportive services .

55 Pa. Code § 165.91