016.20.98 Ark. Code R. 015

Current through Register Vol. 49, No. 9, September, 2024

Rule 016.20.98-015 - Transitional Employment Assistance (TEA) 3410 - Transportation Payments

Work Activity Supportive Services Transportation

3410 Transportation

Each TEA cash assistance recipient may receive payments or reimbursements for transportation expenses incurred during the calendar month. Payment for transportation is limited to expenses associated with required TEA activities.

Payments which exceed a total of $200 per month must be approved by the County Administrator prior to being paid. Such payments will be allowed only when there is a direct connection between the excessive transportation expense and whether the client will be able to accept, or retain, ajob. (See TEA 3410.1.)

Transportation payments or reimbursements will normally be made to employed persons only until the first full paycheck has been received. The County Administrator may approve a continuation of transportation assistance past the first full paycheck in limited situations. (See the discussion below concerning employed individuals and TEA 3410.1).

Payment for transportation will normally be based on the lower of:

(1) a mileage reimbursement rate equal to the rate available to State employees; or

(2) actual expenses. However, the County Administrator may approve higher actual expenses on a case-by-case basis in situations in which it is deemed appropriate. (See TEA 3410.1.) The minimum mileage reimbursement payment will be $3.00 for a one-way trip.

It is expected that the client will make his or her own transportation arrangements, if the person does not have access to transportation, he or she will be encouraged to seek rides with family members or other persons at no cost. If other arrangements cannot be made, assistance with transportation costs may be provided.

Persons who are employed will be expected to arrange and pay for their transportation expenses to and from work from their paychecks. The earned income deductions allowed from a person's gross earnings in determining eligibility are intended, in part, to cover those expenses. However, a newly hired person will not have a paycheck available immediately. Therefore, transportation payments or reimbursements may be provided to a newly hired TEA client until he or she has received his or her first full paycheck. However, in situations in which the lack of transportation assistance will result in a recipient having to terminate his or her employment, the County Administrator may approve payments or reimbursements to continue past the first full paycheck. See TEA 3410.1 for an example of such a situation.

Payments to providers for transporting more than one participant at the same time will be at the mileage reimbursement rate for each person and will be based on the pick-up point for each one. The provider will complete a separate billing form, DCO-1430, for each person.

Providers of transportation will be given a DCO-1427, Authorization Form. Customers and providers claiming payment or reimbursements from TEA will use form DCO-1430 to document expenses.

If the individual is unsuccessful in arranging transportation, assistance will be provided in securing transportation. If transportation cannot be secured after ail efforts have been exhausted, the customer can be temporarily deferred from participation. However, since the time-limit clock continues to run, other appropriate activities should be considered.

Alternative Transportation Arrangements

County offices may develop alternative methods of providing transportation assistance to clients. These may include developing and entering into agreements, contracts, Memorandums of Understanding (MOUs), etc. with local transit systems or other transportation providers whereby transportation is purchased or arranged other than on an individual client basis. For example, bus tokens or tickets could be purchased and then distributed to individual clients as the need arises. If a county office develops alternative methods, the TEA Support Center, Office of Program Planning & Development, should be contacted for assistance in developing the agreement, contract, etc.

3410.1 Exceptions to Transportation Maximums or Limits

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, the transportation expense in excess of $200 is approved. Without 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 (four 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.

016.20.98 Ark. Code R. 015

6/3/1998