1009-4           USING SUPPORTIVE SERVICES FOR BASIC NEEDS

1009-4 A.      WHAT SUPPORTIVE SERVICES CANNOT BE USED FOR

Basic needs, such as heat, telephone service and electricity are to be funded by a family’s Temporary Assistance grant and therefore may not to be funded with Supportive Services.

1.     Heat & Electricity for their home is not something a family should be without.  If a client cannot pay to maintain their heat and/or electricity, they may apply for help from DPA’s Heating Assistance Program (HAP) and other charitable organizations. Weatherization assistance may be available through Rural Alaska Community Action Program (RurAl CAP), Weatherization Assistance Program (WAP) or other programs which can help reduce the costs of heating in the future.

2.     Telephone service can be vital in searching for employment. If a client cannot pay to maintain their phone bill, or cannot afford to pay for initial and installation costs, they should apply for Lifeline & Link Up, which works with local telephone companies to significantly discount phone and installation fees. 

Note:

Internet service, cable or satellite television, cell phone, long distance telephones services, caller ID, call waiting, and other add on services are NOT basic services.  Internet services for self employment purposes may be considered on a case by case basis and must be approved by Work Services through the WSTA box.

1009-4 B.      WHAT SUPPORTIVE SERVICES CAN BE USED FOR

Supportive Services: List of All

Work Services case managers may provide the following Supportive Services:

The rest of this section outlines policy and guidance on specific Supportive Services.

Bus Transportation (BT);

Lack of transportation is one of the most common challenges to employment.  For clients who do not have their own vehicle, the bus or other alternate public transit system may be their primary means of getting to and from work.   Use the Bus Transportation code (BT) when Supportive Services are used to pay for public transit.

Car Insurance (C);

Liability car insurance policies can be paid by Supportive Services.  Car insurance is an ongoing expense that must be worked into the family’s budget.  It is extremely important to review this with clients to ensure that they can cover the ongoing cost of maintaining car insurance. Supportive Services for liability insurance cannot exceed a 12-month term.

In rare cases Work Services can provide comprehensive car insurance funds. Funding of comprehensive insurance cannot exceed 3 months and may be issued under the following circumstances:

1.     It is required to by their employer. Budgeting should include looking at wage progression and job advancement to ensure that the client will be able to take over the insurance costs in the future and that the job is one that can become the basis of, or is a step towards, long-term self-sufficiency.

2.     They are making loan payments on their vehicle; work with the client to plan how they will pay their own car insurance payments within three months.  If the client cannot maintain the insurance payments on their own in this period of time, the client may need help to explore the option of selling/trading the vehicle in on one they can afford.

Note:

High-risk liability insurance (SR-22) cannot be purchased under any circumstances.   

Counseling Services (CL);

This service is used when an assessment, medical referral or case history identifies counseling (individual or group) as a way to develop and build on strengths which will support employment or remediate challenges that interfere with employment.  It may also be used to purchase assistance for disabled clients who are pursuing self-sufficiency from the Temporary Assistance program through application for SSI Supplemental Security Income benefits.

Individual or group counseling supports client employability through improved life skills, safety, health or abilities.  For clients with certain challenges, such as mental health, substance abuse or domestic violence, Medicaid may pay for a limited number of counseling visits if recommended by a health care professional.

Community resources are often available and are sometimes available at no charge (for instance, Alcoholics Anonymous support groups are free).  Supportive Services may assist clients with co-pays and the cost of visits recommended by health professionals, but not covered by Medicaid.

Disabled clients who need assistance in applying for SSI Supplemental Security Income benefits may receive counseling services to fund individualized assistance and benefits counseling.  Assistance in applying for SSI and benefits counseling is sometimes provided by non-profit agencies (such as the Disability Law Center) for free.  Supportive Services may be used when the vendor’s service is the client’s best bet at establishing eligibility for SSI benefits.

Driver's license (DL);

If the client lacks a driver's license and needs one to engage in assigned activities, then authorize payment for the actual cost of fees charged by the Alaska Division of Motor Vehicles.

The cost of a commercial driver’s license, or other license needed to enter a driving occupation, must be paid through the "Professional License" Supportive Service.

Note:

This Supportive Service cannot be used to pay fines associated with a license revoked by court-order (for example:  fines to be paid in order to get a license after conviction for DWI).

Emergency Shelter (ES);

Housing must be addressed immediately during the intake assessment.  As soon as a family presents with a housing need, every effort should be made to assist them in finding or maintaining safe and affordable housing, including referral to housing assistance and assisting with application if necessary.

If a family is homeless refer them to a shelter, if space at a shelter is not available in your community, or their place on a Housing Assistance wait list makes it unlikely that they will receive subsidized housing assistance soon, every effort should be made to help the family find an alternate housing arrangement. Options include family, friends, relocation or finding an apartment with a short-term or monthly lease which would help build positive rental references.

When due diligence has been exercised and no alternative resources or shelter can be found, it is appropriate to provide emergency shelter Supportive Services.  Emergency shelter is intended to:

1.     To assist clients who are working or pursuing employment with moving to a place closer to their work or potential employment. This is intended for clients whose commute to work and child care is excessively long, prohibitively expensive, or a challenge to self-sufficiency.

2.     To assist clients who are engaged in full time activities with high costs of initially securing housing such as paying first and last month’s rent.

3.     To assist families who have already paid rent, but who have an immediate need to change their housing situation to accept employment, to escape domestic violence, or to leave unsafe living conditions. 

4.     To pay unmet housing costs caused by unanticipated losses of income. This should only be done when there are no other resources available and a family's living arrangement is in jeopardy.

Notes:

This Supportive Service is to help families with an immediate emergency, or one-time need for initial funds to secure housing, using emergency shelter funds in excess of one month is not appropriate.   

This service cannot be used to pay damage and/or pet deposit, explore using Emergency shelter funds to pay first month’s rent to allow client’s to use those funds to pay security deposits.

Gas for Vehicles (GV);

For clients who have their own vehicle, gas vouchers (or cards) may be used to subsidize their fuel expenses. While this is one of the most common and important Supportive Services Work Services offers, it should not be provided to clients automatically.

As working clients increase their income, they should be able to pay for more of their own transportation expenses.  Help clients budget for ongoing fuel costs, pay what they are able, and plan for when this Supportive Service is no longer available to them.

Grooming (G);

Grooming Supportive Services typically include haircuts and style, or beard grooming.  Pay for grooming costs, if doing so improves the client’s chances at getting, or if needed, to accept paid employment. 

Interview Clothing (IC);

To be successful in work search, clients must wear the appropriate clothes.  Clearly, what is appropriate for an interview depends entirely upon the job the client is applying for and the customs of the local labor market.  Advise the client to use discretion in selecting clothing so that the clothing need can be met at a reasonable cost.  Clients may also choose among approved vendors to find the clothes that best suit their need for the best price.

Authorization of interview clothing must be directly related to an appointment for an interview.  Only the clothing essential for success at the interview can be authorized.  This is not a general clothing allowance.

For clothing allowance see Special Tools, Clothing & Equipment.

Professional License (PO);

Professional licenses encompass a range of occupations, from plumbers to Certified Nurse’s Aide.  Pay the cost of a professional or commercial license if the client needs one to engage in a specific occupation.

Pay the actual cost of the license as charged by the Alaska Division of Occupational Licensing

Relocation (RL);

So the client can take part in a specialized and locally unavailable training or work experience activity that leads directly to a paid employment opportunity in the community they intend to live in. 

Before authorizing Relocation Supportive Services, ask the following questions:

1.     Can the client get a job where they currently live? Compare the local job market - current openings and potential jobs over the next six months - to the client’s employment qualifications – work history, education/training, skills, knowledge and abilities.

2.     What has the client done to find work locally?  Has the client been actively seeking work? Is an OJT with a local employer feasible? Is there suitable training that would help the client get a job locally?

3.     Will the client be able to go to work (or training) as soon as they relocate? Are there other reasons the client is requesting to leave the area such as substance abuse, DV or other issues that need to be addressed before the client is ready for employment? Are there legal issues that preclude relocation? Does the client have a current resume, social security card, driver’s license and other necessary documents and certificates required for the specific job, or the types of jobs they will seek? If for a training or educational opportunity, are they committed and how will they pay for the training they want to attend?

4.     Will this job advance them in their goal to achieve self -sufficiency?

5.     If the client does not have a job already what are the client’s job opportunities in the area where the client wants to reside? Does the client clearly meet the requirements for jobs available in that community? Have they applied for any jobs long-distance (on-line, fax, phone interviews)?

6.     Do they have a plan and are there resources to meet their family’s needs in the new community? Is there family or friend the new location?  Where will they live, how will they get to work, is there child care available? 

7.     What are the alternatives to paying for travel? Does the client have other resources – PFD, tax return, etc?

When authorizing payment for relocation:

1.     Out-of-state moving costs may not be authorized;

2.     The assigned activity or employment opportunity must remain unavailable in the client's community of residence, or within a reasonable commute from their residence;

3.     Use the least costly means of relocation;

4.     Check with the Work Services supervisor before authorizing.

Monetary Limit for Relocation: 

No more than $3,000.00 per program year (July 1 through June 30) may be authorized for this service.

Remedial Medical (RM);

Remedial medical and dental covers care typically seen as cosmetic in nature and not covered by Medicaid.  Although Medicaid may not find the care essential, this type of care is often necessary for gaining paid employment.  The three most common services are:  eye glasses, dentures, and hearing aids. All three are costly, and should be authorized when other resources are not available. 

Special Tools, Clothing, and Equipment (ST)

Some occupations and trades require special tools, clothing, or equipment. Typical requests are for safety equipment, boots, or gloves. This can include appropriate clothing for office or other kinds of employment. Pay the cost of special gear that employees working in certain occupations or trades need to train for or to enter that occupation. Authorize purchase of special gear only when needed by the client to enter or keep paid employment, unpaid work experience, or to take part in specialized occupational training.

When multiple vendors are available, the client may choose the vendor who has the best clothing or tool for their job.  Clients should be encouraged to make the most of Supportive Services funds by looking for bargains and best prices Start-up expense (SU);

Start-up expenses include low-cost items or services not otherwise listed in this section, including alarm clocks, child car seats, criminal history background checks, and fingerprinting costs that a client needs to start or keep employment. Other items which may assist them is participation in self-sufficiency activities, such as “day-timers” or files for organizing and tracking their budget, bills, or job search are appropriate uses of Start-up Supportive Services.

Specialized Assessments and or Evaluations (AT);

You may authorize Specialized Assessment Testing when client disclosure, screening, work performance, history or other indicators show that the client should be referred to a community agency or professional for evaluation.  For Families First clients this Supportive Service may not be used for Discovery, as Discovery services are paid separately.

The primary goal of Specialized Assessment Testing is to identify strategies and strengths that may help a client who has been unsuccessful in Job Search or in job retention to get, keep or advance in a job. Ask assessors to test for and provide information on client strengths, preferences, and abilities relating to employment, in addition to those issues which are interfering with employment. 

Specialized Assessment Testing can also: 

1.     Help with in-depth job matching;

2.     Identify need for accommodation on the job;

3.     Identify need for specialized services to increase ability to participate in work or other self-sufficiency activities;

4.     Help determine eligibility for other assistance programs (such as SSI).

5.     Types of Specialized Assessment include:

6.     Strengths-based on-the-job evaluation;

7.     Vocational or aptitude testing;

8.     Literacy and other educational testing;

The following assessments will primarily be used as part of the Families First track, or as part of the referral process from Work First to Families First:

1.     Substance abuse assessment;

2.     Domestic violence assessment;

3.     Mental health assessment;

4.     Learning disabilities formal assessment; or,

5.     Neuropsychological evaluation.

6.     Advocacy and assistance related to application to SSI

7.     Immediate assistance to flee a domestic violence situation and family, friends or a shelter is not an option

8.     Other Medical

When a partner agency/professional in the medical field is asked to participate in a staffing or a support meeting for the client, Remedial Medical can be used to cover the cost of the time spent by the partner/agency.  Verification requirements for this use of Supportive Services shall be the same as other Supportive Services.

Note:

Families may be provided Supportive Services to support all activities identified by the Family Support Team on their FSSP or IFSSP Informed Family Self Sufficiency Plan Family Self-Sufficiency Plan . See manual section for further guidance on providing Supportive Services to clients who are engaged in activities that are not countable work activities.

Transportation (TR);

Most clients’ transportation needs are for subsidies to help with the costs of public transit or fuel for their own vehicle.  Transportation Supportive Services are used for transportation costs other than fuel or bus tokens or passes.

Transportation services can cover part or all of the costs of local travel by for-hire vehicles when needed by the client to travel to and from any assigned activity.  For-hire vehicles include taxis and private carriers, and cars driven by others who require payment in return for the ride.  Use prudent judgment when authorizing use of for-hire vehicles, to assure that the provider's charges remain reasonable.

Consider the cost of bringing dependent children to and from a child care provider when determining a client's transportation needs.  When clients living in different households use a car pool to travel to activities, authorize each client to receive their share of the car pool's cost.

In some offices, services have been purchased with contracts or grants. Work Services staff should check with their supervisors regarding this.

Tuition and Educational (Basic Education- BE; Vocational Training – TU; Pre-Employment Training –PR)

Training or education that is concurrent with assigned work activities is a viable means of increasing a client’s chance for success and promotion at work.  When a client is unsuccessful in job search or at work, assessment may indicate that they are in need of training or basic education in order to become employed.

It is appropriate to use Supportive Services when training or education is an identified activity on the FSSP, short in duration (less than 12 months) and directly related to improving employability, job retention or wage progression. 

Tuition payments cover enrollment fees and training costs.  Authorize a tuition payment only when other agencies and funding sources cannot cover job training costs.  Some other resources include scholarships, WIA funds, STEP funds, BEOG/SEOG grants, and Pell grants. 

Use Tuition Payments to meet the following costs of any FSSP identified activity:

1.     Tuition;

2.     Books and workbooks;

3.     Lab and activity fees;

4.     Short-term workshop fees (registration fees);

5.     Testing fees as charged for specialty licenses.

Client engagement in training and education will be monitored with class schedules, workshop or training certificates of attendance, actual attendance verification  and completion of educational requirements, report cards or diplomas, etc. These will be kept in the case management file.

“Self-initiated” refers to training or education a client has started outside Work Services and the FSSP planning process.  A client and their Work Services Case Manager may evaluate self-initiated training or education and identify it as an activity on the FSSP if it leads to increased employability or wages. Self-initiated training and education must be completed in a less than six months. If self-initiated training or education is not incorporated as an identified activity on a client’s FSSP, it must not interfere with work and other work activity assignments. If it is part of the FSSP Work Services staff may use Supportive Services to help fund it.

For guidance on when training and education is an appropriate identified activity in family self-sufficiency planning, (WSPM Section 1008).

Vehicle Repair (AR);

Vehicle repair can help clients to keep a job they would otherwise be unable to hold due to transportation challenges. Repairs may be minor, or significant and beyond the value of the vehicle.  Authorize reasonable car repairs only when other methods of transportation to and from work or approved activities are unavailable or unreliable.  Generally, Supportive Services for vehicle repairs beyond the market value of the vehicle should be avoided. However the replacement value of the vehicle and the client’s ability to afford to replace the vehicle should be a consideration.

Pay only for the cost to tow the vehicle to the repair shop, the automotive mechanic's labor charges and/or the cost of replacement parts necessary to repair a client's personal vehicle.  Verify that the repairs will return the vehicle to a safe and reliable working condition. An auto repair shop must confirm in writing the need for the repairs and their estimated cost, and must conduct the repairs or supervise them.

Use discretion in requiring additional estimates. Factor in the time required and cost of towing to another location when considering estimates. The priority is for the client to be engaged in work activities.

Youth Enrichment Activities (YE);

As with all other Supportive Services, use this service to promote a client’s participation in work or other self-sufficiency activities. A child’s participation in before and after school activities, such as Boys and Girls clubs, should mean the client has adequate time to get to work or provide opportunities for clients to pursue evening or weekend classes and training. Use youth enrichment Supportive Services to purchase before and after school activities or other extra-curricular activities of dependent children who are included in the Temporary Assistance case.

Note: 

This Supportive Service is not considered childcare and should not be used as a substitute for childcare.