There may be situations in which a client needs a transportation payment or reimbursement in excess of $200 for the month, or in which an employed recipient needs continued transportation assistance in order to retain employment, or when a higher rate or fee is deemed appropriate. Exceptions in these situations may be approved by the County Administrator but will be limited to situations in which the client will likely be unable to accept an offered job, retain a job, or otherwise engage in work activities unless the exception is allowed. Examples of such situations include, but are not limited to, the following:

1. During the first two weeks of the month, Ms. Jones was engaged in Job Club and then Assisted Job Search and was reimbursed $150 for transportation. As a result of Job Search, she found a job but will not receive a paycheck until the following month. In the meantime, she will need another $150 for transportation to the job for the remaining two weeks of this month or she will not be able to accept the job. This will mean her total transportation expenses will exceed $200 for the month. However, since she will not be able to accept the job without the additional transportation expense, the amount in excess of $200 is approved.
2. An employer has entered into an agreement to hire persons who successfully complete a six-week Job Skills Training program. Ms. Madison is a good candidate for this training but her transportation expenses to and from the training site would exceed $200 during the first month. Since the employer has made an offer of employment to persons who successfully complete the training and the worker thinks Ms. Madison will do that and then will have a job upon completion of the training, she will not be able to accept (or even be offered) the job so transportation to the training is directly connected to acceptance of an offered job.
3. Mr. Anderson has started to work part-time (six hours per day, five days per week) at minimum wage. Although this job is in the town nearest to his home, he still must drive thirty miles one-way to get there for a total of sixty miles per day. If transportation assistance is not continued after he receives his first full paycheck, he will end up having to spend almost all of his take-home pay to meet his transportation expenses. Since his TEA cash assistance payment is being reduced to the 50% level due to his gross earnings, he has indicated he will not be able to continue this job under these circumstances. Since this is the only available and nearest job for him at this time, it is determined that transportation assistance should be continued so that he can retain this job and ultimately increase his work hours or pay, find a better-paying job, or possibly move closer to the job.
4. The prevailing rate for taxi service in the county is at a higher rate than what would be allowed using the mileage reimbursement rate. However, there is no other means of transportation available to the client in order for her to engage in Work Experience. Both the worker and client have attempted to find a less expensive transportation arrangement but have been unsuccessful in doing so. The total amount of her transportation costs using the taxi service would not exceed $200 per month. Therefore, since she will not otherwise be able to engage in any work activity, the higher actual expense of the taxi service is allowed.

NOTE: Assistance with vehicle sales tax, license and insurance may be provided if appropriate. These are considered work activity related expenses and are separate and apart from any down payment assistance provided. (See [TEA 3420])

Assistance for the repair of a TEA recipient's or former recipient's vehicle may be approved provided all of the following requirements are met.

Examples of items for which payment/reimbursement may be made are listed below. The worker may approve an item for reimbursement at his or her discretion. Even though an item is listed, this should not be the sole reason for approving the reimbursement.

Some activity related expenses include but are not limited to: uniforms, stockings, shoes, telephone expenses, copies, postage, newspaper, fees, criminal background checks, finger printing, drug testing, driver's license fees, tags, and tires. Eyeglasses, physical examinations, and immunizations not covered by Medicaid.

If it is determined that the client cannot afford to continue to pay the current rent amount or utilities, the TEA Case Manager will explore with the client other community resources that may provide emergency shelter assistance. In addition, the TEA Case Manager will discuss with the client options for preventing a future shelter crisis, for example moving to less expensive housing, eliminating some optional monthly expenses, e.g. cable TV, etc.        

In counties where the Arkansas Mentors Program is operational, a referral to the Volunteer Mentors Coordinator for services will be made, if deemed appropriate based on the individual’s assessment or Employment Plan. Form DHS-3350 will be used to make the referral.

After the participant has been interviewed by the Coordinator, the Coordinator will recruit and match the client (mentee) with a community volunteer (mentor). The coordinator will work with the mentor and mentee as needed to ensure services are being provided. If problems or other concerns arise, the Coordinator and worker will work together to resolve the situation. The Coordinator will keep the worker informed of the mentee’s progress.

Although mentoring is basically a supportive service, when deemed appropriate, participation in the Mentoring Program may be a participation requirement provided a mentor is available to work with the customer.

Mentoring services will be provided for as long as it is deemed appropriate by the worker, coordinator and mentee. If the TEA case closes due to employment, these services may be provided for up to six months to give the client continued support that may be needed to retain employment.

Some recipients, or other household members, will need additional assistance or services to help solve problems which may delay or adversely affect the individual’s employment or employment related activities. Some such assistance may be available under the TEA program ( child care, transportation, etc.) or other programs administered by the Department. The worker may have to refer customers to other agencies or organizations to obtain some services.

Services will be arranged by the worker or the client. The worker should use providers which accept Medicaid, Title XX, or seek other funding to pay for the needed service(s) first. Referrals for needed services will be made by completing form DHS-3350.

The TEA case manager should explain what an IDA is, the benefits of opening an IDA, and the location of the local IDA agency to the client. (See the IDA Participating Counties and Agencies Appendix for a list of the counties and the agencies that are currently offering the IDA program)

Participation in the IDA program is voluntary, therefore, there will be no sanctions imposed on TEA recipients who fail to comply with an IDA account agreement. The counties in which the IDA program is available should coordinate with their local IDA agency for referral procedures.

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3445.1          Emergency Withdrawals                                    

An emergency withdrawal may be made from an IDA account for the following unforeseeable emergencies and hardship reasons:

• Unexpected illness or accident of the IDA participant or dependent resulting in medical expenses not covered by insurance or compensation.
• Damage or destruction to participant's primary residence and the repair is not covered by insurance.
• To prevent the eviction of the participant from his/her primary residence.
• Funeral expenses for which the participant is financially responsible which are not covered by insurance.
• Separation or divorce  by the participant. Qualifying expenses may include attorney fees, court costs, and expenses previously cover by income of spouse.
• To pay for normal monthly expenses, such as housing, utilities, food, etc. If the IDA participant unexpectedly loses his/her job.
• Other critical need cases as approved by the IDA agency program manager.

If an unforeseeable emergency is caused by any of the following the IDA participant will not qualify for an emergency withdrawal of funds from her or her IDA account:

• Normal monthly expenses, except when the IDA participant unexpectedly loses his or her job.
• Normal maternity leave
• Loss of overtime or holiday pay
• Elective or cosmetic surgery or orthodontics
• Annual tax liability

Emergency Withdrawal Limitations

Three emergency withdrawals will be allowed during participation in the IDA program. The TEA Case Manager should explain that more than three emergency withdrawals will result in the participant being removed from program participation.

 

The age limits listed above apply to all eligible children where child care is paid by DHS.

Items 3 and 4 must be verified by the customer by providing necessary proof to the worker.

When child care services changes or terminates, the worker will notify the provider of the change or termination via Form DCO-1404 within ten (10) days of the date the change or termination is determined. The worker may advise the provider in person or by telephone in addition to the written notice.

A copy of the DCO-1404 will be sent to the participant at the same time the form is sent to the provider.

When it becomes necessary for the worker to deobligate a certificate, the information will be entered to screen AZ07 of the KIDS system.

In all situations, the case narrative will be documented

Form DCO-1400 will be provided to any individual currently providing transportation services for TEA customers and to all individuals designated as potential provider of services for customers.

A DCO-1400 is valid for up to two years (based on State Fiscal Year) and each provider will be required to sign a new agreement at the end of the second fiscal year.

Workers will, when requested, give technical assistance to a provider regarding any portions of the agreement when an explanation is requested.

The original DCO-1400 will be filed in a central location in the county office. Once a valid DCO-1400 is on file, the provider does not have to sign another DCO-1400 if he or she begins providing services to another participant. A copy of the DCO-1400 will be given to the provider and a copy filed in the individual’s TEA case record.

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3461.1  TEA Provider Agreement( DCO-1400)

Form DCO-1400, TEA Provider Agreement, will be provided to all individuals who provide services, other than individuals who transport TEA recipients, and to all individuals designated as a potential provider of services for customers.

A DCO-1400 is valid for up to two years (based on State Fiscal Year) and each provider will be required to sign a new agreement at the end of the second fiscal year.

Workers will, when requested, give technical assistance to a provider regarding any portions of the agreement when an explanation is requested.

The original DCO-1400 will be filed in a central location in the county office. Once a valid DCO-1400 is on file, the provider does not have to sign another DCO-1400 if he or she begins providing services to another participant. A copy of the DCO-1400 will be given to the provider and a copy filed in the individual's TEA case record.

 

The individual must provide proof of the number to the worker. Acceptable proof may be:

1. Certificate issued by IRS, or
2. Other correspondence received from/sent to IRS.

The worker will provide information to customer/prospective providers relative to obtaining an EIN/federal tax ID #.

A Social Security Number (SSN) is required of providers (e.g., relative, friends, neighbor, etc.) who do not operate an established business. The provider will be required to have/obtain an SSN and furnish proof of the number. Acceptable proof of an SSN includes, but is not limited to:

1. The individual's Social Security card issued by the Social Security Administration;
2. Any correspondence from SSA with the number referenced; or
3. Tax returns.

This proof must be provided prior to any services being authorized.

If a provider already has a signed W-9 on file in the county office, it will not be necessary to submit another form.

Make certain that all information is the exact same as the information on the IRS verification document.

The worker will send a completed AASIS Vendor Maintenance fore (TC-Xk01) and a signed W-9 to OPPD, Slot S332, Attention WISE System Supervisor.

When the individual fails to meet the provider eligibility guidelines, explain to the client the reason(s) why and what must be accomplished in order for the individual to become a provider.

Customers in need of immediate services will be provided with information relative to eligible providers who have met all requirements and can be used until the designated provider satisfies all requirements.

When the participant has made transportation or other arrangements that will be provided at no cost, or will be paid by another agency, the worker should obtain a written statement from the client or document the arrangements in the narrative.

The following must be obtained from the provider before any services are authorized:

1. Proof of EIN/SSN;
2. Signed W-9; and
3. Signed Signature Page of DCO-1400.

Services cannot be authorized until all necessary information has been submitted.

NOTE:  New providers must be added to the DHS Vendor File on DHS Gold by the designated county office staff prior to authorizing payment for services.  The provider must also be added to the PEPU screen on WISE.

For detailed instructions on completing and routing the DCO-1427, please Refer to the DCO-1427 Instructions contained in the TEA forms manual.

The period of authorization for transportation/other services is listed on the DCO-1427 as "for the period______through_______". The service is considered authorized by the county upon signature on the DCO-1427 by the worker. Prior to signing the form, the worker must verify the provider has met all requirements in order to be paid by DHS.

The effective date of service for TEA participants begins the first date transportation or other non-child care services are required by the client provided all provider requirements have been met as of that date. Otherwise, the effective date will be the first date all provider requirements are met.

The worker will use the amendment to the TEA Provider Agreement when it is deemed appropriate. This includes but is not limited to an increase or decrease in the transportation rate.

The worker will use discretion when using the Provider Agreement Amendment as this form is not intended as a means of giving providers rate raises.

Participants and Providers will be required to complete form DCO-1430 relative to payment/reimbursement for records of expenses. Form DCO-1430 will be used by participants and providers to document and bill for payment or reimbursement of expenses. Document the case narrative of any information relative to the method of payment or reimbursement.

Form DCO-1430 will be fully completed and signed by the participant and/or provider prior to any payment or reimbursement being made.

The worker will utilize instructions contained in the On Line Wise help when authorizing reimbursement payments and generating checks for customers and providers.

If a provider is providing services for more than one participant, a separate entry for each person must be keyed to RSRP in order for a check to be generated.

One-time-only cash assistance to help a TEA recipient family move from an area of limited job opportunities to a new locality within Arkansas for full-time employment may be available on a limited basis. Relocation assistance is not intended to move a family to a new location if there are jobs available in the county or area in which they already live. Relocation assistance should be used only in situations in which there is no, or very limited, employment opportunities in the county or surrounding area. In addition, before relocation assistance is provided, the person must have a bona fide offer of full-time employment in the new locality.

The County Administrator, or his or her designee, will review and approve any relocation assistance payments made.

The relocation assistance amount will be the actual cost of what it would take to relocate up to a maximum of $2000. This could include moving expenses, first month’s rent, utilities, etc. Because the amount which may be authorized to relocate a family can be significant, workers should carefully assess the family’s circumstances and amount needed to relocate before requesting approval of the payment from the County Administrator.