Located in:
- Employment and Training Programs Under the Supplemental Nutrition Assistance Program (Programs Authorized Under Section 6(d)(4) of the Food and Nutrition Act of 2008 (7 U.S.C. 2015(d)(4)))
- a. General Requirements [27]
The State agency must prepare and submit an Employment and Training (E&T) Plan to its appropriate Food and Nutrition Service (FNS) Regional Office. The E&T Plan must be available for public inspection at the State agency headquarters. A State agency may include its plan for the SNAP E&T program in a Combined Plan under WIOA but will require FNS approval prior to implementation and must continue to make a copy of the plan available for public inspection. If a State includes SNAP E&T in a Combined Plan under WIOA, the State agency will detail the following for each year covered by the Combined Plan:
[27] 7 CFR § 273.7(c)(6)
- a. General Requirements [27]
a. 15. The combined (Federal/State) State agency reimbursement rate for transportation costs and other expenses reasonably necessary and directly related to participation incurred by E&T participants. If the State agency proposes to provide different reimbursement amounts to account for varying levels of expenses, for instance for greater or lesser costs of transportation in different areas of the State, it must include them here.
Current Narrative:
I. E&T Program Participant
A. Participant Reimbursement
The E&T Provider may request reimbursement for expenses that exceed the $50/month cap as long as both the participant and the provider understand it will impact the $600 maximum for the year. The state does not issue directives due to reimbursements being approved individually. The E&T Provider Handbook is reviewed during all training. A copy is provided up
Policy 3630 Participant Reimbursement/ Payments
SNAP Manual 01/01/17
Each E&T participant will be eligible to receive reimbursement for transportation necessary to enable the individual to comply with required component activities. Reimbursement for transportation will be based on actual expenses of the current allowable state mileage reimbursement rate or the actual costs (e.g., for bus service or transportation provider) whichever is greater but not to exceed the maximum of $50 allowed per calendar month per participant. E&T reimbursements for transportation may include transportation such as:
• Bus tokens
• Gas vouchers
• Prepaid gas cards
• Automobile repairs
• Car pools (reimbursement of gas)
• Mileage reimbursements
• Taxicab services
• Contracts with private entities, such as transit providers who provide shuttle or van services
• Purchase of tires or automobile batteries
• Driver license fees (including renewals).
Other expenses related to E&T Program participation such as uniforms, boots, tuition, may be reimbursed when such reimbursements are requested by the local E&T Provider. These requests must be handled on a case-by-case basis and may include:
• Ged test payments, uniforms, personal safety items, or other necessary equipment, and books or training manuals;
• Suitable clothing for job interviews;
• Licensing and bonding, or background check fees for a work experience placement;
• Vision needs (such as eyeglasses and eye exams).
Payment must be authorized through the Wise system and paid directly to the vendor, unless verification is provided by the E&T Provider that this was indeed an out-of- pocket expense paid by the participant. The worker will utilize instructions contained in the online Wise Help when authorizing reimbursement payments and generating checks for customers and providers for expenses other than transportation. See SNAP 3631 for instructions on authorizing transportation costs. 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.
Total monthly E&T reimbursement may not exceed $50 per client per calendar month. This includes both transportation costs and other costs. This reimbursement will not be counted as income in the SNAP budget. See SNAP 5411. Questionable claims for reimbursement should be referred to the Supplemental Nutrition Assistance Program Manager for resolution.
3631 Transportation Reimbursement Payments SNAP Manual 01/01/17
Each month that an E&T Program participant incurs a transportation expense, the E&T Program participant must complete a Travel Reimbursement Documentation (DCO-243) and page one of the Billing and Routing Sheet (DHS-0187). It will not be necessary to complete page 2 of the DHS-0187.
The DCO-243 and DHS-0187 may be completed in the E&T Provider's office when the client goes there for E&T Program services. Participants may submit reimbursements weekly.
When an E&T Program participant uses his or her own car for E&T related travel, sections A, B, and C of the DHS-0187 must be completed by the participant. The DCO-243 will be attached as documentation of the travel. When an E&T Program participant pays someone else to transport him or her, Sections A, B and C of the DHS- 0187 must be completed and documentation of transportation cost must be attached. If public transportation is used, a copy of the bus ticket or a receipt should be attached. If the participant pays another individual to furnish transportation, that individual must provide a signed statement indicating the dates on which transportation was provided and the amount paid for the transportation.
The E&T Provider will not sign or date the DHS-0187. Instead, the form will be scanned and uploaded to SNAP Works. DCO staff will sign the form in the area entitled "DHS Authorized Signature" and will authorize the payment via the Wise system. Instructions may be accessed via online Wise Help. E&T providers will be required to submit reimbursements within a week of receipt from participant.
NOTE: Each time a reimbursement is to be authorized, the worker must check the client's mailing address displayed on WISE to be sure it is the current/correct one. The Wise mailing address needs to be corrected before a reimbursement check is authorized.
NOTE: When public transportation is used for E&T activities, a copy of the bus ticket or a receipt must be attached to submitted documents if client is claiming actual cost for reimbursement beyond the State's allotted amount, 273.7(d)(4) and (4)(ii).
Invoices
Invoices will be required for reimbursement of any approved Employment and Training Program expense. When submitting an invoice to the SNAP Central Office, (OPPD) documentation must be provided. The reimbursable cost will be allocated by the percentage that is used by the E&T Program for the specific Provider organization.
B. Method of Reimbursement
Vendors will be paid directly. The amount of the payment will be the actual amount required to resolve the job-related need. However, the E&T Provider must determine if there are any local sources available to meet the need and utilize those sources first. The payment total during the 90 day period after gaining employment will be determined on a case by case basis.
C. Procedures for Reimbursement
E&T Program Participants will be reimbursed by DHS only after expenses have been incurred. . Reimbursement procedures will be explained to the E&T Program participant by the local coordinator at the time of the assessment, employability update, and other times deemed appropriate.
Reimbursements will not be released to vendors until the E&T Provider has received verification from the employer of the former E&T Program participant that the need (and associated cost) in question is valid and necessary for continued employment.
Reimbursement cap: $50 allowed per calendar month per participant.