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Workforce Solutions
Supplemental Nutrition Assistance Program Career Advancement Network
(SNAP CAN)
SNAP CAN Partner Handbook
Revised October 2017
Table of Contents Glossary.......................................................................................................................................3 1. Overview ...............................................................................................................................6 2. Program Contacts & Resources.........................................................................................6 3. Monitoring and Auditing .....................................................................................................7 a) Quality Assurance............................................................................................................7 b) Auditing.............................................................................................................................7 c) Case Record Retention....................................................................................................7
4. Fiscal.....................................................................................................................................8 a) Budgets .............................................................................................................................8 b) Funding .............................................................................................................................8 c) Reutilization of SNAP E&T Funds ..................................................................................8 d) Participant Activity Spreadsheet ....................................................................................8 e) Invoice ...............................................................................................................................9 f) Cost Allocation .................................................................................................................9
5. SNAP CAN Participation .....................................................................................................9 a) Eligibility ...........................................................................................................................9 b) SNAP CAN Participation Hours ....................................................................................10 c) Duplicated Services .......................................................................................................10 d) ADES Referral.................................................................................................................10 e) Reverse Referral.............................................................................................................11 f) Allowable SNAP CAN Activities....................................................................................11 g) Requirements for Community Service and Work Experience Activities ..................13 h) Verification of SNAP CAN Activities ............................................................................13
6. Enrollment ..........................................................................................................................15 a) Intake and Assessment .................................................................................................15 b) Employment and Career Development Plan................................................................15 c) Assignment to Activities ...............................................................................................16
7. Support Services ...............................................................................................................16 a) Transportation Related Expenses (TRE) .....................................................................16 b) Non-Transportation Related Expenses (Non-TRE) .....................................................16 c) Tracking Support Services............................................................................................17
8. Case File Maintenance ......................................................................................................17 a) Documenting Participant Progress ..............................................................................18 b) Participant Case Files ....................................................................................................18
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9. Food and Nutrition Service Reporting Requirements ....................................................19 a) SNAP Employment and Training Program Activity Report (FNS-583) ......................19 b) Outcome Monitoring, Oversight and Reporting Measures ........................................19
10. Able-Bodied Adult without Dependents Policy and Procedures...............................21 a) Overview .........................................................................................................................21 b) Identifying an ABAWD ...................................................................................................21 c) ABAWD Work Requirement ..........................................................................................21 d) Intake and Assessment - ABAWD ................................................................................22 e) Reporting ABAWD Compliance/Noncompliance ........................................................22 f) ABAWD (Attempting to Regain SNAP Eligibility)........................................................23
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Glossary
a. ABAWD - Able-bodied Adults without Dependents are individuals limited to receiving SNAP benefits for any three months within a 36-month period, unless they meet the ABAWD work requirement or a qualifying exception in accordance with 7 CFR 273.24 Time limit for able-bodied adults. For additional details, please reference part b) Identifying an ABAWD, within Section10, Able-bodied Adult without Dependents Policies and Procedures.
b. Activity - A service or program designed to help SNAP recipients gain skills, training, or work experience that will increase their ability to obtain regular employment and achieve self-sufficiency.
c. ADES - Arizona Department of Economic Security, the federally recognized fiscal and administrative agent responsible for the SNAP E&T Program.
d. Case Management - The ongoing provision by the Contractor to the participant to support successful participation and completion in SNAP CAN employment and training activities. This includes encouragement, advocacy and resource referrals for issues and barriers to eventual successful employment as those issues and barriers arise or may be anticipated.
e. Community Service/Workfare Activity - Participants assigned to this activity perform unpaid work within the public or private sector designed for the community-at-large and would not generally result in unsubsidized employment. Activities must be established among non-profit organizations and serve a useful purpose for the community in fields such as healthcare, social service, environmental protection, welfare and public safety.
f. Contractor or SNAP CAN partner - An organization with an approved and current contractual agreement on file with ADES for SNAP E&T.
g. Employment Assessment - An evaluation of a participant’s needs and barriers prior to assignment in an allowable activity. A strong comprehensive assessment collects information about one’s demographics, educational obtainment, basic skills, literacy, family obligations, criminal background and work experience.
h. ECDP - An Employment and Career Development Plan (ECDP) is a written plan completed by the Contractor with the participant to outline strategic and incremental steps to achieve identified employment goals. Employment goals must be realistic with consideration to items as identified in the assessment and the most recent labor market information.
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i. Education and/or Training Activity - Participants assigned to this activity engage in basic or occupational skills training to improve their reading, writing and math skills in order to raise their overall employability. The duration spent in this activity may not exceed 48 months. Education and/or Training activity includes all of the following separate descriptions:
1. Vocational Training consists of organized educational and/or training programs that must prepare the participant for employment in a current or emerging occupation. Vocational training is provided by educational or training organizations that may include vocational technical schools, community colleges, postsecondary institutions, propriety schools, nonprofit organization and secondary schools.
2. General Education Development consists of structured activities that may include the use of learning centers, computer labs, and/or other supervised study environments. Participants learn subject matter equivalent to what is taught in high school in order to earn a High School Equivalency Diploma.
3. Remedial Education provides basic literacy or other basic educational skills not otherwise specified in a classroom or individual setting. This activity is for participants whose reading level is at or below the seventh-grade level or who have demonstrated an inability to participate in program activities due to functional illiteracy.
4. English for Speakers of Other Languages (ESOL) Training assists participants in their efforts to be more proficient in the English language. Services/training provided may be in a classroom or through individual tutoring.
j. Eligible Individual - Must be in the receipt of SNAP benefits or deemed eligible for SNAP benefits through ADES during the month(s) services were provided and are not concurrently receiving Temporary Assistance for Needy Families (TANF) or Tribal TANF. An eligible individual is age 16 and over. A 16 or 17-year-old must be able to work upon completion of assigned SNAP CAN activities.
k. Job Readiness Activity - Participants assigned to this activity receive assistance in obtaining and maintaining employment. Skills taught to participants may involve education/training in career exploration and planning, work ethics, personal appearance, resume preparation, job search techniques and other work-related activities.
l. Job Retention Services Activity - Participants assigned to this activity are provided allowable support services for up to 90 calendar days, within a Federal Fiscal Year, after securing employment, even if the SNAP case is closed. Only participants who have secured employment after or while receiving other employment/training services under the SNAP CAN program are eligible.
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Allowable support services, within the Job Retention Services activity include: equipment or tools required for a job, test fees, union dues, licensing and bonding fees and transportation. Additionally, case management and post-employment counseling/coaching may also be provided.
m. Job Search Activity - Participants assigned to this activity are actively seeking employment and may need assistance and/or education in identifying or applying for employment. Participants may also attend job clubs to share experiences, successes, job leads and referrals.
n. Participant - An eligible individual who agrees to enroll in SNAP CAN, completes an employment assessment and begins an allowable program activity.
o. Registered Apprenticeship Activity - Through related technical instruction, participants assigned to this activity are ‘apprentices’ who learn how to complete a task by performing it on-the-job. Individual businesses, employer associations or labor-management organizations may offer registered apprenticeships, as described by the National Apprenticeship Act of August 16, 1937. An industry-recognized credential is awarded upon completion of the apprenticeship.
p. SNAP - Supplemental Nutrition Assistance Program offers nutrition assistance to eligible, low-income individuals and families. In Arizona, it is referred to as Nutrition Assistance (NA).
q. SNAP CAN - SNAP Career Advancement Network, a community-based employment and training program for eligible individuals. The network is comprised of Contractors who deliver allowable SNAP E&T activities to participants.
r. SNAP E&T- SNAP Employment and Training Program is overseen by the United States Department of Agriculture (USDA), Food and Nutrition Service (FNS). In Arizona, it is referred to as the SNA E&T Program.
s. Support Services - Allowable goods and/or services purchased for a participant to successfully engage in or complete an allowable SNAP E&T activity. Support services are designed to assist participants with addressing barriers that restrict participation.
t. Work Experience Activity - Participants assigned to this activity perform unpaid work and/or training within the public or private sector. The experience gained in this activity may improve the employability prospects of a participant who is not otherwise able to obtain employment.
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1. Overview
Arizona’s Supplemental Nutrition Assistance Employment & Training (SNA E&T) Program is the employment and training program for adults in households receiving Supplemental Nutrition Assistance Program (SNAP) benefits. Historically, this program was known as the Food Stamp Employment and Training Program. The SNA E&T Program helps individuals exit SNAP by achieving economic self-sufficiency through work. Services such as job training, job search assistance, work experience, and supportive services are designed to enable individuals to achieve the program’s objective.
The Arizona Department of Economic Security (ADES) is the fiscal and administrative agent for the SNA E&T Program. The Division of Employment and Rehabilitation Services, Workforce Development Administration (DERS/WDA) within ADES administers the SNA E&T Program, currently operated in Maricopa, Pima, and Yavapai Counties. The ADES Division of Benefits and Medical Eligibility, Family Assistance Administration (DBME/FAA) determines eligibility for SNAP benefits and refers SNAP recipients to the SNA E&T Program.
The ADES established Supplemental Nutrition Assistance Program Career Advancement Network (SNAP CAN), a community-based employment and training partnership, which provides employment readiness opportunities to eligible SNAP recipients in order to connect participants with the tools and resources they need to overcome barriers and obtain employment.
SNAP CAN leverages existing employment and training expertise in the community that will meet SNAP participants where they are and provide meaningful, intentional opportunities toward career pathways to achieve self-sufficiency with living wage employment.
SNAP CAN Partners consist of local community organizations contracted to deliver allowable employment and training services to participants. The SNAP CAN Partner Handbook details a standard set of policies and guidelines for Contractors that deliver services under SNAP CAN.
2. Program Contacts & Resources
SNAE&[email protected] Program or Fiscal Policy and Procedure, Contracts
SNAE&[email protected] PAS Submission, Invoicing, Payment Status, Participant Eligibility, Budget Updates
All forms referenced throughout this Handbook, and additional Contractor resources (e.g. FNS SNAP E&T Toolkit, FAQ, etc.) may be found on the SNAP CAN webpage at www.AZSNAPCAN.com under the Partner Resources tab.
3. Monitoring and Auditing
a) Quality Assurance
The Quality Assurance and Integrity Administration (QAIA) within DERS monitors the SNA E&T Program through continuous evaluation and monitoring activities. The QAIA conducts case record reviews using a random sampling methodology and reviews cases for evidence that demonstrates adherence to program policies.
Contractor monitoring and evaluation will be coordinated with the ADES QAIA and fiscal unit to ensure program integrity. ADES will provide written notice to the Contractor, which will contain further instructions for the Contractor and list the evaluation criteria.
b) Auditing
The ADES fiscal unit will conduct an annual on-site fiscal review. All Contractors are subject to the programmatic and fiscal monitoring requirements to ensure accountability of the delivery of all goods and services, as required under the Federal Single Audit Act. The fiscal unit will review supporting documentation for selected invoices and expenditures to ensure they are allowable and allocable per the Cost Principles at 2 CFR 200. ADES will provide written notice and further instruction to the Contractor 45 days prior to the evaluation date.
In addition, all Contractors are subject to auditing by the Food and Nutrition Service (FNS) to ensure all appropriate laws, rules and procedures are being followed. This may involve auditing of client case files, whether electronically or on-site, and surveying of the Contractor and/or participants.
c) Case Record Retention
The Contractor must retain case records for a total of three years, after case closure. The Contractor must retain closed case records in their local office(s) for at least six months after case closure and ensure that closed records are stored in an accessible location, as these cases may be reviewed for quality assurance purposes.
After six months, closed case records may be moved and/or stored in an alternate, secured location for the duration of the three years.
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4. Fiscal
a) Budgets
The Contractor must submit all budgets on ADES approved budget forms with specific line items and calculations. Funds may not be moved from administrative to participant reimbursement/support services or vice versa without prior approval from ADES.
Budgets are due to ADES by June 15 of each year for review. Budget and allocations are only approved after FNS certifies the annual SNA E&T Program State Plan.
A variance of more than 10 percent for each line items requires a contract amendment. The Contractor must submit all budget or contract change requests as soon as possible to SNAE&[email protected]. ADES program and fiscal units will review all changes for final approval.
b) Funding
ADES uses a third-party reimbursement model to fund SNAP CAN. Within this model, FNS, within the United States Department of Agriculture (USDA), reimburses states 50 percent of the cost to support individuals in allowable SNAP E&T Program activities. Reimbursement is only provided if allowable activities are initially paid for with non-federal funds that are not used to match other federal funds. Of the 50 percent reimbursement, ADES applies a 5 percent monitoring fee, and directs the remaining balance back to the Contractor(s) that provided the original activities for which reimbursement was claimed.
c) Reutilization of SNAP E&T Funds
The Contractor may use the funds received from reimbursement of SNAP CAN expenditures as “local” match for future invoices. This is known as reutilizing SNAP E&T Funds. The Contractor must receive the funds, expend them on valid SNAP E&T costs, and invoice them through the ADES approved invoicing process to reutilize the funds.
d) Participant Activity Spreadsheet
The Participant Activity Spreadsheet (PAS) is an ADES approved document used by the Contractor to record specific information on each SNAP CAN participant served during each calendar month. Information includes, but is not limited to demographics, date of service, assigned activities, and support services. The Contractor must submit a completed PAS to SNAE&[email protected] no later than 15 calendar days after the end of each calendar month.
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ADES will send an acknowledgement email and process the PAS within 1-7 business days of receipt. The Contractor is provided with updated numbers of eligible participants after the PAS and eligibility data match is reviewed and completed by ADES.
e) Invoice
The Contractor Invoice is a monthly report completed by the Contractor that itemizes expenditures related to allowable services and activities provided to SNAP CAN participants. The Contractor must submit the Contractor Invoice to SNAE&[email protected] no later than 15 calendar days after receiving confirmation of eligible SNAP CAN participants. ADES will send an acknowledgement email and process the Contractor Invoice within 1-7 business days of receipt.
f) Cost Allocation
During the annual onsite fiscal review, ADES will request a copy of the Contractor’s cost allocation plan to ensure that allocated costs are in accordance with the Contractor’s cost allocation plan. ADES will review the methodology and justification behind the cost allocation.
ADES recommends that the Contractor prepare a cost allocation plan along with their budget every Federal Fiscal Year (October 1st thru September 30th) and choose to either:
• Use the in-direct cost rate to cover the common goods; or • Use the cost allocation plan to cover the common costs
The Contractor may only use one method for the SNAP CAN program, and allocate all payroll/admin costs (i.e. fringe benefits) through the same method chosen.
5. SNAP CAN Participation
a) Eligibility
Individuals may participate in SNAP CAN when they are:
• A SNAP recipient, or deemed eligible for SNAP during the month(s) services were provided, including Able-Bodied Adults without Dependents (ABAWDs);
• Not receiving TANF, including Tribal TANF; and • Age 16 and over:
o A 16 or 17-year-old must be able to work upon completion of assigned SNAP CAN activities.
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b) SNAP CAN Participation Hours
Participation in SNAP CAN is voluntary. Non-ABAWD SNAP recipients who are enrolled in SNAP CAN may participate in allowable activities up to 40 hours per week and are not subject to any penalties when they cease participation.
c) Duplicated Services
The Contractor will not be reimbursed for duplicated service(s). A duplicated service occurs when separate Contractors provide the same activity and/or service to a shared participant within the same calendar month. This not the same as co-enrollment, which occurs when separate Contractors share the same participant within the same calendar month, but each provide a different activity and/or service.
SNAP CAN Contractors are responsible for collaborating with each other to ensure that activities and/or services are not duplicated. For a listing of current SNAP CAN Contractors, please visit www.AZSNAPCAN.com.
d) ADES Referral
The DBME/FAA staff determines eligibility for SNAP benefits and refers SNAP recipients to the SNA E&T Program for employment and training services. Some referred SNAP recipients are notified in writing of the services and/or the availability of services through the Contractor(s).
SNAP recipients who receive a notification may contact any Contractor for services. When the individual does not follow-up with the Contractor after receiving written notification, no further action is necessary.
When the SNAP recipient does follow-up with a Contractor and:
• Agrees to participate in SNAP CAN; the Contractor must follow the procedures outlined at Section 6. Enrollment of this handbook.
• Does not agree to participate in SNAP CAN, the Contractor should continue to provide workforce services in accordance with their agency’s policies and procedures.
Note: The Contractor will not be reimbursed for services rendered to individuals who do not knowingly acknowledge and agree to participate in SNAP CAN.
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e) Reverse Referral
The Contractor may also be reimbursed for serving individuals who were not initially notified in writing of available services through ADES.
When a SNAP recipient, including ABAWDs who have not exhausted the three-month time limit, arrives at a Contractor organization for assistance, and agrees to participate in SNAP CAN, then that Contractor may request reimbursement for allowable services rendered.
After an individual agrees to participate in SNAP CAN; the Contractor must proceed with the procedures outlined at Section 6. Enrollment, a-c of this Handbook.
Note: When an individual does not agree to participate in SNAP CAN, the Contractor should continue to provide workforce services in accordance with their agency’s policies and procedures.
ADES will screen enrolled SNAP CAN participants for eligibility criteria when a completed PAS is submitted. When ADES staff confirms that reimbursement eligibility criteria are met, the Contractor is potentially eligible to receive reimbursement for allowable activities and/or services provided.
f) Allowable SNAP CAN Activities
ADES develops activities for the SNA E&T Program that assists SNAP recipients gain skills, training, or work experience that will increase their ability to obtain regular employment and ultimately achieve self-sufficiency. Activities are outlined each year on the annual SNA E&T Program State Plan, and must be approved by FNS.
The Contractor must explore allowable activities with the participant to ensure that the most suitable activity, or combination of activities are assigned to participants.
Please refer to the Glossary within this Handbook, to review program activity definitions, accordingly. Additional policy-related information for program activities can be referenced within the spreadsheet on page 12.
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ACTIVITY IMPORTANT POLICY NOTES
Job Search Participants assigned to this activity are assisted by the Contractor with identifying employment opportunities, job referrals or applying for employment.
Job Readiness Participants assigned to this activity are instructed by workshop facilitators on career exploration and planning, work ethics, personal appearance, résumé preparation, job search techniques and other work-related activities.
Education/Training
SNAP E&T funds may not be used to supplant non-federal funds for existing educational services. Expenses for operating this activity may not be authorized for costs that exceed the normal costs of services provided to persons not participating in SNAP E&T programs.
Community Service or
Work Experience
For the Work Experience activity, unpaid internships/externships are included as a portion or extension of education and/or training in either public or private sector organizations that provide structured work experience in a specific occupational field.
See Section 5, part g) Requirements for Community Service and Work Experience Activities for additional Contractor requirements, as applicable.
Registered Apprenticeship
A skilled mentor/journey worker is required to oversee the apprentice. Stipends and on-the-job wages are not covered.
Job Retention Services
Support services within this activity are limited to $100.00 per participant for every four-week period. Participants must be receiving SNAP benefits in the month of, or the month prior to the beginning of the 90 calendar days. Only participants who have secured employment after or while receiving other employment/training services under the SNAP CAN program are eligible. There is no minimum amount of employment hours that must be met in order to receive support services.
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g) Requirements for Community Service and Work Experience Activities
Community Service and Work Experience Activities requires that the Contractor adheres to the following conditions:
• Observe and comply with applicable safety and health standards and the labor laws of Arizona and the Federal government;
• Maintain sufficient general liability for tort claims protection; • Maintain sufficient workers compensation and employers’ liability in accordance with all state and federal laws and regulations;
• Allow ADES to visit the premises, observe work conditions and activities, and interview the work experience or community service trainee (participant); and
• Maintain records and prepare reports regarding the progress of the participant as prescribed by the Contractor, including written verification of:
o Attendance; o Start and end dates of the activity; o Weekly scheduled hours; o Skills the participant will learn and the expected competency date; and
o Training methods the work experience provider will use.
The Contractor must contact ADES when concerns arise; and provide daily supervision for all participants. The Contractor must also ensure that Community Service and Work Experience assignments do not result in any of the following:
• Displacement of any currently employed worker or position, including partial displacements such as, the reduction in hours of non-overtime work, wages, or employment benefits;
• Impairment of existing contract for services or collective bargaining agreements;
• Employment or assignment of a participant in filling the position of any previous employee who was laid-off from the same or substantially equivalent job with the same employer; and
• Infringement on promotional opportunities of any currently employed individual.
h) Verification of SNAP CAN Activities
The Contractor must monitor and verify participation and collect documentation used as evidence of participation on a monthly basis. Types of verification for program activities can be referenced within the spreadsheet on page 14.
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ACTIVITY TYPE OF VERIFICATION
Job Search Documentation must identify each allowable job search action like, identifying and/or applying for employment opportunities. The document must be signed and dated by the participant and case manager to attest to the truthfulness of the information provided.
Job Readiness Documentation must include the participant’s: name, weekly hours of participation, the name of the person verifying the hours, and their contact information.
Education/Training Documentation must include the participant’s name, weekly hours of participation, name of the education and/or training provider, and the name and phone number of the person verifying the hours.
Community Service or
Work Experience
Documentation may include time sheets, sign-in/sign-out logs, or signed written statements from the community service provider. Documentation must include the participant’s name, weekly hours of participation, name of the community service or work experience provider, and the name and phone number of the person verifying participation hours.
Registered Apprenticeship
Documentation from the employer may include time sheets, sign-in/sign-out logs, or signed written statements from the mentor/journey worker substantiating the hours of participation.
Job Retention Services
A participant statement or case manager case note is sufficient to justify expenditures associated with job retention services. Examples of other acceptable forms of documentation may include a pay-stub, employment offer letter or an employer written statement. Participation hours for this activity, are equivalent to the number of verified employment hours.
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6. Enrollment
a) Intake and Assessment
The Contractor must complete an employment assessment with each participant to identify skills, goals, and employment barriers to inform which allowable activity should be assigned at intake. The Contractor must maintain copies of all intake documentation provided and completed by the participant. At minimum, the intake must include:
• An explanation of the SNAP CAN activities offered; • An explanation that participation is voluntary, documentation (hard copy or electronic) that clearly indicates the individual understands their participation in is voluntary and their lack of participation in such will not negatively impact their SNAP benefits. A sample participant agreement may be found on the SNAP CAN webpage at www.AZSNAPCAN.com under the Partner Resources tab;
• An employment assessment with the participant: o The Contractor may use the ADES Employability Assessment (SNA-1008A) form or a form established by the Contractor that includes an assessment and evaluation of the participant’s:
Career and education history and goals Skills, Abilities and interests Family obligations, Other job-related assets, and Barriers to determine suitable activities.
b) Employment and Career Development Plan
The Contractor must create an Employment and Career Development Plan (ECDP) with each participant following the employment assessment. The ECDP is an agreement between the participant and the Contractor regarding the actions and responsibilities of both parties.
The ECDP is used to record employment goals, activities, support services, and the agreement through the signatures of the case manager and the participant. The ECDP includes incremental steps to assist participants overcome all identified career barriers and support the participant’s strengths and goals. The Contractor must update each participant’s ECDP, yearly or as participant circumstances change. For example, when activities have been completed or newly assigned, such as a participant’s completion of training or reaching other employment goals in the initial ECDP.
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The Contractor may use the ADES Employment and Career Development Plan (SNA-1005) form, or a form established by the Contractor that must include the following:
• Participant’s name; • Date the ECDP was developed; • Employment goals; • Beginning and proposed ending dates of all activities; • Hours scheduled per week for each activity; • Support services as needed; and • Participant’s and case manager’s signature.
c) Assignment to Activities
The Contractor must use the employment assessment to develop the ECDP and assign participants to an appropriate activity, or combination of activities. The length of time and frequency of participation should be specific to the participant based on skills, barriers, and career goal information obtained during assessment that will help the participant get closer to becoming employed.
7. Support Services
The Contractor will provide support services to participants based on individual need and program resources. Support services are only allowable in order to provide services directly to participants and must relate to their ECDP. The Contractor may not use SNAP E&T funding to pay for support services when participants receive other funds identified to cover those costs. Other sources of funding include, but are not limited to: Federal Financial Aid, grants, scholarships, private payments, etc. Support services may be issued in advance or may be reimbursed. Reference the spreadsheet on page 17, for additional information on allowable/unallowable support services.
a) Transportation Related Expenses (TRE)
Transportation related expenses assist participants with transportation expenses incurred as a result of participating in allowable SNAP CAN activities. Transportation is limited to $100 per participant in a four-week period.
b) Non-Transportation Related Expenses (Non-TRE)
Participants are provided with non-transportation related expenses (Non-TRE) to participate in work activities and/or to accept and maintain employment. Expenses are limited to $100 per participant in a four-week period. Expenses may be authorized on more than one occasion, if combined authorizations do not exceed the limit within a four-week period.
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Allowable Non-TRE Unallowable Non-TRE Books and/or training manuals Student loans Background checks Relocation expenses Clothing for job interviews and/or work uniforms
Personal computers
Course registration fees Living stipends Drug test fees Automobile purchases Fingerprinting Automobile insurance Test fees (e.g. GED test, Tuberculosis test, etc.)
Automobile ownership (e.g. tags, title, license)
c) Tracking Support Services
The Contractor must track all support services provided using the Participant Activity Spreadsheet (PAS). Participant case records must include a justification for each issuance and the following:
• Copies of ticket and bus pass issuance or logs; • Copies of receipts for all support services issued such as, but not limited:
o Books and supplies; o Clothing; and o Tools.
8. Case File Maintenance
The Contractor must monitor and document participant progress in activities at least once a month. Expected documentation includes the following:
• Participation progress; • Changes in the ECDP; • Changes in activities and/or schooling; • Any participant support service issued, to include a brief description and amount; and
• Job [search/application] logs or other logs for any participant who receive support services. Job logs must include what activities were completed to further job search and reach goals, including jobs for which a participant applies.
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a) Documenting Participant Progress
Participant case files must contain information about participant progress including the activity in which the participant is engaged, the dates of participation in that activity, and regular program progress notes. ADES evaluates information based on the following guidelines and expectations:
Initial Progress Note: In the initial month of participation, the progress note must document the employment goal and SNAP CAN activities that help the client obtain this goal.
Ongoing Progress Notes: Ongoing progress notes must detail the participant’s monthly activities and address the following elements, when applicable:
• Participant progress in the SNAP CAN activity; • How progress was assessed; • Any changes in employment/education plan; • Reason for delay in progress; and • Loss of contact with the participant and inability to assess progress, when unable to make contact with the participant
Closing Progress Note: When SNAP CAN participation ends, for whatever reason, the Contractor must enter a final closing note. Document the outcome and explain why the participant stopped participation with SNAP CAN, such as attainment of a degree, certificate, or employment.
b) Participant Case Files
The Contractor must keep comprehensive case files for all SNAP CAN participants. Case files may be in paper or electronic formats or a combination of both. ADES will review case files as part of the annual program and fiscal monitoring. Contractors may organize participant files according to their agency’s standards, but must contain the following information, at a minimum:
• Intake and assessment; • Certificates received/obtained; • ECDP; • Participant progress, and • Support services issued.
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9. Food and Nutrition Service Reporting Requirements
FNS requires ADES to track specific participant and program activity details on a quarterly basis, and additional outcome measures on a yearly basis beginning on January 1, 2018. ADES uses the information recorded on the PAS and other ADES automated data tools collectively, to meet all data and reporting requirements.
The Contractor must submit a complete and accurate PAS to ADES no later than 15 calendar days after the end of each calendar month to SNAE&[email protected] to ensure all required data and additional outcome measures are collected and reported timely.
ADES may require additional follow-up or action from the Contractor for specific data and reporting needs. ADES will provide the Contractor with a written notification that outlines necessary instructions when additional action is required.
For more detailed information about required program reports and outcome measures please review the sections below.
a) SNAP Employment and Training Program Activity Report (FNS-583)
The SNAP Employment and Training Program Activity Report (FNS-583) is a quarterly report that tracks activity details, ABAWD participation and SNAP benefit registration information. ADES coordinates with FAA and the Contractor to collect the data for this report respectively.
The FNS-583 is due to FNS no later than 45 days after the end of each Federal fiscal quarter. Federal fiscal quarters are defined as follows:
• 1st Quarter (October – December) • 2nd Quarter (January – March) • 3rd Quarter (April – June) • 4th Quarter (July – September)
b) Outcome Monitoring, Oversight and Reporting Measures
Effective January 1, 2018, ADES must submit an annual outcome report to FNS on activity measures, employment data and specific participant characteristics. ADES will coordinate with the Contractor to ensure all required information is reported accordingly.
Activity outcome measures must be listed on the annual SNA E&T State Plan and approved by FNS. These measures are established by ADES and are subject to change as the program advances from one year to the next.
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For a listing of the program’s current activity measures, reference the most recent version of the annual SNA E&T State Plan. The annual SNA E&T State Plan can be found on the SNAP CAN webpage at www.AZSNAPCAN.com under the Partner Resources tab.
National reporting measures were established by FNS and are fixed. These measures require ADES to collect and report on the following:
• The number and percentage of E&T participants and former participants who are in unsubsidized employment during the second quarter after completion of participation in E&T.
• The number and percentage of E&T participants and former participants who are in unsubsidized employment during the fourth quarter after completion of participation in E&T.
• Median average quarterly earnings of the E&T participants and former participants who are in unsubsidized employment during the second quarter after completion of participation in E&T.
• The total number and percentage of participants that completed an educational, training work experience or an on-the-job training component.
Additionally, ADES must report on specific participant characteristics, which require data on the number and percentage of E&T participants who:
• Are voluntary vs. mandatory participants; • Have received a high school degree (or GED) prior to being provided with E&T services;
• Are ABAWDs; • Speak English as a second language; • Are male vs. female; and • Are within each of the following age ranges: 16-17, 18-35, 36-49, 50-59, 60 or older.
For additional questions or concerns regarding this section, please forward them to the SNAE&[email protected] mailbox.
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10. Able-Bodied Adult without Dependents Policy and Procedures
a) Overview
When an ABAWD receives three countable months of SNAP benefits without meeting the ABAWD work requirement, the result will be loss of some or all the household’s SNAP benefits for the remainder of the 36-month period. An ABAWD may regain SNAP eligibility during this time-period by reapplying for SNAP and meeting the ABAWD work requirements, after which, the ABAWD remains eligible to receive SNAP for as long as they continue to meet the ABAWD work requirement.
Note: There is no limit on how many times an ABAWD may regain eligibility and subsequently maintain eligibility by meeting the ABAWD work requirement.
b) Identifying an ABAWD
The Contractor may use the ADES ABAWD Desk Reference, during the intake and assessment process to potentially identify an ABAWD.
An ABAWD is identified as an individual who is:
• Between the ages of 18 and 49; • Physically and mentally capable of working; • Not responsible for a dependent child or residing in a household where a household member is under age 18; and
• Not Pregnant.
c) ABAWD Work Requirement
ABAWDs may meet the ABAWD work requirement by: • Working for 20 hours a week, averaged monthly; or • Participating for 20 hours a week, averaged monthly, in allowable SNAP CAN Program activities; or
• Participating in community service/workfare activities for the equivalent of the household’s monthly SNAP benefit amount divided by the federal or state minimum wage, whichever is higher. Community service assignments must be at public or private, non-profit organizations; or
• Participating for 20 hours a week, averaged monthly, in a program authorized under one of the following:
o Workforce Innovation and Opportunity Act (WIOA); or o Trade Adjustment Act (TAA).
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Job search and job readiness must comprise less than half of the time spent in allowable SNAP CAN activities. For example, an ABAWD can be assigned to Job Readiness for 9 hours a week and Education and/or Training for 11 hours a week, totaling 20 hours.
Note: There is no restriction on the number of hours dedicated to job search and job readiness in the WIOA and TAA programs.
d) Intake and Assessment - ABAWD
The following procedures are for ABAWD participants who have not exhausted the ABAWD three-month time limit. In addition to completing all procedures outlined within this Handbook, in Section 6. Enrollment, a-c, the Contractor must also:
• Discuss the contents of and provide the ABAWD participant with the ADES Work Focus (ABAWD) (SNA-1027B) form;
• Notify the ABAWD participant of the three-month time limit, the ABAWD work requirement and the result of not meeting the ABAWD work requirement;
• Ensure allowable activities are assigned to meet the ABAWD work requirement; and
• Explain good cause for not meeting the ABAWD work requirement, examples of good cause and that good cause must be established when the ABAWD work requirement is not met.
o Good cause is defined as any situation or circumstance beyond a participant’s control that prevents engagement in SNAP CAN activities. Examples of good cause are provided on the ADES Acceptable Proof of Good Cause (SNA-1045A) form.
When an ABAWD would have worked an average of 20 hours per week, completed 20 hours of SNAP CAN activities, or completed community service hours, but missed some work for good cause, then the ABAWD shall be considered to have met the ABAWD work requirement.
e) Reporting ABAWD Compliance/Noncompliance
The Contractor must report Compliance/noncompliance with the ABAWD work requirement, using the PAS. The Contractor must submit the completed PAS no later than 15 calendar days after the end of each calendar month to SNAE&[email protected].
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When an ABAWD fails to meet the ABAWD work requirement, and has good cause for not meeting the ABAWD work requirement, he or she must submit documentation of good cause, when available, to the Contractor.
Examples of acceptable documentation are provided on the ADES Acceptable Proof of Good Cause (SNA-1045A) form. The ADES Acceptable Proof of Good Cause (SNA-1045A) form and other resources can be found on the SNAP CAN webpage at www.AZSNAPCAN.com under the Partner Resources tab.
The Contractor cannot determine whether an ABAWD has good cause. The Contractor may collect information about the ABAWD’s circumstances and provide the information to ADES when the ABAWD does not meet his or her hours. Documentation must be sent via email to SNAE&[email protected].
When submitting good cause documentation to ADES, the Contractor must include the participant’s full name and last four digits of their social security number at the top of each page. Since this information is confidential, the email must be sent encrypted. An encrypted email is sent by including the [SECURE] tag in the subject line with the brackets.
The Contractor must also record when good cause documentation is not available and/or provided in the assigned space on the PAS. When good cause documentation is not available and/or is not acceptable, the FAA staff will document that month as a countable month toward the three-month time limit. ADES will notify the Contractor when good cause has been established.
f) ABAWD (Attempting to Regain SNAP Eligibility)
ABAWDs may be SNAP recipients who have not exhausted the ABAWD time limit or applicants trying to regain SNAP eligibility because they have already received their three countable months of SNAP benefits.
When an ABAWD is attempting to regain eligibility for SNAP, FAA staff will place their SNAP application in a pended status until they provide verification that the ABAWD work requirement has been met. ABAWDs attempting to regain eligibility for SNAP must provide verification that the ABAWD work requirement has been met within 30 days of the SNAP application date.
Due to complex policy and procedures for ABAWD participants attempting to regain SNAP eligibility, the Contractor must refer ABAWDs attempting to regain eligibility to the nearest ADES SNA E&T Program office for further assessment.
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It is highly recommended that ABAWDs call the local ADES SNA E&T Program office for hours of operation and staff availability. Refer to the spreadsheet below for local office contact information as appropriate.
East Maricopa County (602) 771-6598 West Maricopa County (623) 842-6279 Pima County (520) 872-6767
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