Region 2 Adult Workforce Policy
#05-2003 Support Service Payments
Program Guidelines

Based on individual assessment and availability of funds, support services may be awarded to eligible
participants. Support Service awards are only provided:

• To individuals who are participating in core, intensive, or training services.
• When the participant requires limited support services during the follow-up period after exit as determined by the service provider.
• To participants unable to obtain support services through other programs that provide such services.
• When they are necessary to enable individuals to participate in WIA Title I activities.

Support Service funds may not be used for the following purposes:

• Fines and penalties, such as traffic violations, late finance charges, interest payments, community
  justice restitution and supervision fees
• Entertainment, including tips
• Drug-use testing
• Contributions or donations
• Vehicle or mortgage payments
• Refundable deposits
• Alcohol or tobacco products
• Pet food
• Excessive or costly food purchases beyond normal dietary needs
• Out-of-state job search and relocation expenses that are paid for by the prospective employer or by
  the employer who has laid off the individual
• WIA regulations prohibit the payment of debts incurred prior to enrollment in the program.

All support service payments must be tied to education, training, job search activities or maintaining
employment. Region 2’s priority is to provide payments that enable an individual to participate in intensive or
training activities and/or allow participants to accept or retain a job and upgrade skills.

Region 2 has set a support service spending cap per participant of $2,000 in WIA Title 1B funds. Programs
must use other funding sources to exceed that cap. Support Service spending caps must be established as a
component of a program’s Support Service Policy on both an individual participant and per component basis.
Caps should be set and reviewed based on available funding sources and budget restraints; the participant
cap may be more, but not less, restrictive than then Regional cap. Program spending caps should be reviewed
and updated at least annually.

General Guidelines
Each One Stop site/program must establish a written Support Services Policy in compliance with the following
guidelines.

• All support service payments must be tied to education, training, job search activities or maintaining
  employment. Region 2’s priority is to provide payments that enable an individual to participate in
  intensive or training activities and/or allow participants to accept or retain a job and upgrade skills.
• An Individual Employment Plan and Budget must be completed by all participants requesting support
  services.
• The role of the One Stop staff is to assist participants to obtain the job or skills to enter or re-enter the
  workforce. Support Services should be discussed and negotiated with program participants at the time of
  the development of the Individual Employment Plan.
• All efforts must be made to ascertain that support service payments provided to participants are not
  available through another resource. One Stop staff must provide case notes in participant’s file of
  potential resource referrals made to participant. Community resources are the primary source for support
  service needs such as food stamps and community based social service agencies. One Stop staff should
  assist participants in exploring resources available from other sources in the community or within their
  own support system. Document all conversations regarding support services, referrals, actions, etc. in the
  participant’s file.
• Payments must be calculated on a case-by-case basis to allow a participant to overcome a barrier to
  training or employment.
• Documentation must be written in the participant’s file by the One Stop staff stating what, when and why a
  service product or service is required/provided. Staff must ensure the reasonableness, allowability and
  allocability of the costs according to WIA Regulations. The purpose of the support must be clearly
  identified on all documentation. The expenditure should not exceed a prudent persons’ decision under
  the circumstances at the time the cost is incurred. It should reflect current market price, and public
  perception should be taken into consideration. All documentation related to support services must be
  maintained on site and be made available to WSI staff during Compliance, Quality and Fiscal Reviews,
  annual audits, and State and DOL monitoring audits.
• Each One Stop site must establish a procedure for tracking support service payments, including logging
  the expense approved, payment description, date, and amount.
• Each One Stop site must establish a procedure for reconciling pre-purchased support services (i.e., bus
  passes, pre-paid gas, clothing, personal care services/products cards and certificates, etc.). This
  reconciliation must occur at least monthly, with the documentation maintained at the site and made
  available during Compliance, Quality and Fiscal Reviews.
• Support Service spending caps must be established within the One Stop site/program policy on both an
  individual participant and per component basis. The policy must include exception rules and procedures.
• WIA regulations prohibit the payment of debts incurred prior to enrollment in the program.
• Source documentation should allow tracking of funds to a level of expenditure adequate to establish that
  funds have not been used in violation of applicable laws and regulations, and be in accordance with
  generally accepted accounting principles.
• Original invoice or receipts are required for all payments/reimbursements. No photocopies.
• All forms and signatures must be completed in ink. No pencil.
• Support service payments/reimbursement must be paid from funds in the program year they were
  incurred.
• Retention services for participants may be provided on a case-by-case basis for up to one year after initial
  employment date.
• A signature by the designated One Stop site authority on Support Service documentation and request
  forms verifies that policies and procedures have been followed and documentation is complete and
  accurate.

Support Service Component Definitions and Restrictions
Each One Stop site/program’s Support Service policy must comply with these definitions and restrictions.
Agencies may choose to establish policies that are more restrictive than these, but not less.

Auto Insurance
Policy should be established that support service payment is for auto insurance coverage required by the
State of Oregon or Washington and can only be justified in a situation where, without the insurance, the
participant would not be able to travel to the training site and/or place of employment. The vehicle must be
titled and registered in the participant’s name.

Auto Repair
WIA funds may pay for repair and replacement of essential parts and safety equipment to an automobile, only
if it can be verified there is no other reasonable way for the participant to transport himself/ herself to a
training or work site. The vehicle must be titled and registered in the participant’s name, be properly insured
and it must be verified by a reputable mechanic that the repairs are needed. Original invoices/receipts are
required for car repair payments. Quotes or work orders are not accepted for payment receipts.

Child Care
One Stop site/program policy should require that child care costs be reimbursed only to the participant and
can be paid only for child care that is required to allow the participant to job search or participate in a training
activity. Due to the high cost of child care, this service should only be considered on a case-by-case basis.
Staff should discuss other potential resources and give the participant referrals. Help the participant
strategize how they might supplement their child care costs by exchanging child care and/or other services
with classmates, friends, or family.

Region 2 policy prohibits paying spouse, sibling, or other family members residing within the same household
to provide childcare for the participant’s children. WIA funds can pay for a child over the age of 11 only if they
have a disability and cannot be left alone. Proof of disability is to be submitted prior to approval and included
in participant file documentation. An hourly cap should be established as well as a per year/program cap.
Each site/program should use a Child Care Log Form and require same for reimbursement . Child Care Log
Forms are completed by the participant, signed by the care provider, and approved by the One Stop
site/program signing authority.

Clothing
Clothing and or footwear may be purchased for interview or work, such as a uniform or a particular type of
work boot required for the job by an employer.

Hardship
Policy may provide for a case-by-case decision to assist participants experiencing financial hardships. For
example a reimbursement could be made to the participant for child care in advance. Requests should be
documented and approved by the site signing authority.

Medical/Dental/Optical
Policy may allow that the maximum can be expended in one (medical, dental, optical) area, or a combination
of all three areas. Covered expenses Include medical testing/treatment (but not drug-use testing),
prescriptions, mental health testing, counseling. WIA funds cannot be used for costs of family members.

This service should be limited to the minimum required to permit the person to participate in training, job
search, accept employment, or maintain employment. Have the participant research lower cost providers,
such as Oregon Health Plan, County Health Dept., etc. All participants without health care coverage should
apply for the Oregon Health Plan.

Miscellaneous
Items that ensure participant is prepared for a job interview and/or entering employment, including cost for
professional licenses, certifications, test fees, background checks, identification (Oregon Drivers License,
identification card), etc.

Out of Town Transportation
When a participant informs staff that she/he needs assistance to attend training or interview out of town
(must be over 150 miles from One Stop service area), WIA funds may be used to reimburse the participant for
travel/lodging. The One Stop site/program policy must identify when and how that decision will be made, i.e.,
identifying local training sites or distance learning opportunities, written justification, other resources, etc.

Parking
Parking fees are allowed to enable the participant to attend training, intensive workshops, on-site computer
classes or Career Exploration class.

Personal Care
Where it is apparent that a participant could maximize their potential for employment by obtaining grooming
needs, e.g., haircut, shaving, personal hygiene and/or lack of clean or appropriate clothes, support services
maybe used ensure preparedness for job interview and/or ent ering employment and/or maintaining
employment.

Relocation
When a participant accepts a job offer at a location out of the One Stop service area (i.e. more than 50 miles),
WIA funds may be used to share in the cost of moving to that location (i.e. U-Haul costs). A written, bona fide
job offer must be documented to qualify for relocation support services.

Rent Assistance
WIA funds may assist with past due rent payments. Policy should require a case-by-case review and establish
a per component guideline. Clear verification (copy of rental agreement and eviction notice or letter from
landlord) of outstanding charges and residency should be required. Policy should also require clear file
documentation that the situation would make it impossible for the participant to conduct an efficient job
search, maintain employment or participate in training without the rent assistance, and that the participant
has a plan for future payments. Mortgage or other payments that contribute to the purchase of real property
that the participants own are not allowed (e.g. house, car, boat). Regulations prohibit the payment of debts
incurred prior to enrollment in the program. Policy should require payments be made to vendors as opposed
to reimbursing the participant.

Test Fees
It is preferable that Policy require test fees be tied to Intensive or ITA training if justification can be provided
(i.e. ABE/GED testing for Intensive, Project Management testing for ITA).

Tools
Policy should not cover tools or equipment that would normally be supplied by the employer, i.e., computers,
industrial equipment, stationary machinery, safety equipment, etc. Policy should require that a bona fide,
written job offer be provided prior to the approval of funds for purchase.

Transportation
Policy should be clear that a participant may receive only one type of transportation assistance at any given
time: mileage assistance, gas card or monthly bus pass. File documentation forms should provide a place to
clearly itemize transportation assistance.

Bus Pass
Policy may provide for participants to receive a bus pass and may renew monthly as needed. Policy
should provide a means and procedure for reconciliation on at least a monthly basis.

Gas Card
Policy may provide pre-paid gas cards for transportation assistance for travel for a job interview, school, or employment. Participant must sign a receipt indicating he/she has received a gas card and social security number must be included on the receipt. Policy must also provide a means and procedure for
reconciliation on at least a monthly basis.

Mileage
When a participant needs transportation assistance for travel for a job interview, school, or employment,
staff may approve mileage/transportation reimbursement for the participant.

The reimbursement must be for actual miles from home to training. The Career Specialist/Site Staff
should work with the participant and log mileage between home address and training site/school and
document this in the case notes. Policy should provide some form of audit of mileage records using on-line
mapping sites. One Stop site/program staff should check the mileage logs closely for accuracy.
Mileage should be provided at the prevailing IRS reimbursement rate.

Utilities
One Stop site/program policy should require that utility assistance may only be provided for past due bills and
the original bill must be provided before payment can be approved. Regulations prohibit the payment of debts
incurred prior to enrollment in the WIA program (i.e. WIA program cannot pay an April gas bill if participant did
not enroll until May). Payments should be made to the vendor as opposed to reimbursing the participant

Participant Spending Cap for FY 04-05, July 2004 through June 2005 per Participant
GRANT PER PARTICIPANT - SPENDING CAP
WIA Adult $XXXXX
WIA Dislocated Worker $XXXXX
WIA program participants: The year starts from the date of the participant’s enrollment (example:
participant enrolls on 3/15/03, their year would end 3/14/04).

Per Component Regional Spending Guidelines for Support Services
SERVICE WIA ADULT - WIA DISLOCATED WORKER
Auto Insurance $xxx $ xxx
Auto Repair $ xxx $ xxx
Child Care $ xxx $ xxx
Clothing $ xxx $ xxx
Hardship $ xxx $ xxx
Medical/Dental/Optical $ xxx $ xxx
Miscellaneous $ xxx $ xxx
Out of town transportation $ xxx $ xxx
Parking $ xxx $ xxx
Personal Care $ xxx $ xxx
Relocation $ xxx $ xxx
Rent Assistance $ xxx $ xxx
Test Fees $ xxx $ xxx
Tools $ xxx $ xxx
Transportation/Bus Pass $ xxx $ xxx
Transportation/Gas Card $ xxx $ xxx
Transportation/Mileage
(37.5 cents per mile as of 1-1-04)
$ xxx
$ xxx
Utilities $ xxx $ xxx
Exception Rules
GRANT EXCEPTION RULE
WIA Adult
WIA Dislocated Worker