Supervision and Documentation Requirements

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Supervision and Documentation Requirements

• Agency for Workforce Innovation
• August 2007

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Health and Human Services (HHS)

• Requires supervision during activity
  participation
• For RWBs to receive credit for participation in
  work activities, the activity must be supervised
  on a daily basis by an appropriate party
• A teacher may supervise classroom or study hours
• An employer or supervisor may supervise hours at
  a worksite or job
• An employer may verify the time a participant
  spent applying for or interviewing for work
• Required each state to describe supervisory
  processes for each activity in the Work
  Verification Plan

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Federal Guidance

• All activities require written, signed
  documentation to receive credit for hours
• Documentation is based on the type of activity
• Paid versus unpaid

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Unsubsidized Employment

• Supervision Requirements
• Hours in unsubsidized employment are assumed as
  actual hours of participation based on proof of
  wages received from the employer

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Unsubsidized Employment

• Documentation requirements
• Verification of employment
• Before entering the employment,
  documentation/verification must be secured
• Verification of hours completed
• Pay stubs
• Time sheets
• Copies of checks
• Money order
• Work Number (TALX)
• Employer contact (last option)

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Unsubsidized Employment

• Documentation requirements
• Documentation of hours from the employer must
  include
• Pay rate
• Employer name
• Hours worked
• Time period

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Unsubsidized Employment

• Verification through the WORK Number or employer
  contact must include
• Employer name
• Date contacted
• Contact (person talked to or Work Number)
• Name of staff making contact
• Period/weeks verified
• Hours during the pay period
• Rate of pay

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Unsubsidized Employment-Self-Employment

• Supervision
• Is assumed based on documented earnings and
  business expenses
• Documentation requirements
• Proof of income and business expenses
• Receipts from vendors
• Checks
• Copies of checks
• Money orders

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Unsubsidized EmploymentSelf-Employment

• To determine hours, the RWB must use the minimum
  wage calculation
• Income - business expenses/the higher of the
  federal or State minimum wage
• Current calculation- business expenses/Floridas
  minimum wage of 6.67
• Required to use the higher of the two-federal or
  State minimum wage

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Frequently Asked Questions

• How do we get proof of business expenses and
  income if self-employed participants are paid in
  cash?
• Receipts for services
• Receipts for equipment and supplies purchased to
  provide services

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Idea

• Create an employability skills activity for
  self-employed participants
• Workshops could include
• Filling out receipts
• Keeping accounts receivable/payable ledgers
• Bookkeeping
• Writing invoices

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Subsidized Private/Public Sector Employment

• Supervision
• Must be supervised daily
• Projecting
• Hours cannot be projected if employment is
  subsidized using TANF dollars

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Subsidized Private/Public Sector Employment

• Documentation requirements
• Verification of income
• Pay stubs
• Time sheets
• Copies of checks
• Money orders

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Subsidized Private/Public Sector Employment

• Verification through the WORK Number or employer
  contact must include
• Employer name
• Date contacted
• Contact (person talked to or Work Number)
• Name of staff making contact
• Period/weeks verified
• Hours during the pay period
• Rate of pay

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Projecting Employment Hours

• Projecting is entering actual completed hours at
  work for hours that are not documented based on
  previously received documentation
• This is a provision of federal law to support
  individuals who have secured employment and
  provide documentation on a less frequent basis

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Projecting Employment Hours

• Employment hours may be entered on the JPR screen
  based on documentation previously received if
• The employment is not subsidized by TANF funds
• The employment is not self-employment
• The RWB has secured one full pay cycle
• A case closure alert has been received and the
  cash has been closed in the FLORIDA system

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Projecting Employment Hours

• Most cases will close soon after a participant
  starts working, unless
• The participant receives low pay
• The participant works few hours
• The family receives a high benefit amount
• The employment is excluded income (like work
  study)

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Projecting Employment Hours

• What is one full pay cycle?
• Unless we are notified otherwise, one full pay
  cycle depends on how often the participant is
  paid
• If the participant is paid every two weeks, it
  would be the first full two weeks the participant
  is employed
• This usually eliminates the first pay check
  unless they begin exactly when the first pay
  period starts

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Question

• When would it be appropriate to project hours?
• The participant gains employment and the cash
  assistance case closes
• The participant has provided verification of
  employment
• The participant has provided documentation of
  hours for one full pay cycle
• Attempts to contact participant to get additional
  proof of hours are unsuccessful

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Question

• Can we project self-employment hours?
• Self-employment hours cannot be projected

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Question

• What happens if the participant provides updated
  pay stubs?
• We should try to maintain the correct information
  in the system
• Since we project for such a short period of time,
  we should try to update the JPRs in the system
• Any future weeks projected must be based on the
  most recent full pay cycle received

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Work Experience and Community Service

• Supervision
• Must be monitored daily by
• Supervisor
• Employer
• Other designated responsible party
• The responsible party for supervising and
  documenting hours must be designated in the
  worksite agreement

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Work Experience and Community Service

• Documentation may include
• Time sheets signed by the designated supervising
  party
• Other attendance records or logs signed by the
  designated supervising party
• Must be secured by the RWB at least every two
  weeks

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Work Experience and Community Service

• What is deeming?
• If a family participates in Work Experience or
  Community Service for the number of hours
  required based on the calculation
• And the calculated hours does not meet the core
  hours required by federal law (for the case to be
  counted in the participation rate)
• The family can get credit for the core
  requirement based on the family type

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Deeming

• Applies only to the worksite activities
• Work Experience
• Community Service
• Has three principle components
• Core hours based on the family type
• Calculated monthly hours at the worksite for the
  family
• Actual hours completed at the worksite(s) by the
  family

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Deeming

• A family may be given credit for the core hours
  
• Currently, the JPR screen records weekly hours.
  The family may be given credit for all core hours
  if the family completes all required hours for
  the week
• Some regions have developed local operating
  procedures to give the family credit for core
  hours if the family completes the calculated
  hours for the month
• The monthly deeming procedure must be written
• All staff should follow the local procedure

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• Assigning worksite hours
• Family is assigned hours based on the calculation
  for the week/month
• Two-parent family may share hours or one parent
  may complete all hours provided the parent is not
  required to complete more than 40 hours per week
• Families cannot be required to completed more
  than the calculated hours
• Individuals cannot be required to completed more
  that 40 hours per week

• Credit for worksite hours
• Family completes all required hours for the week
  or month
• The required hours are based on the calculation
• The career specialist enters the core hours on
  the JPR screen for the weeks/month based on the
  family type
• The career specialist enters a case note
  including
• Calculated hours for the month and the week
• The hours completed
• The number of hours deemed

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Weekly Deeming for Worksite Activities
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Work Experience and Community Service

• Deeming calculation
• Family must complete the weekly required hours
  based on the calculation
• Cash assistance Food Stamp Allotment/Floridas
  minimum wage or federal minimum wage (which ever
  is higher)/4.3
• Family must complete the monthly hours required
  based on the calculation
• Cash assistance Food Stamp Allotment/Floridas
  minimum wage or federal minimum wage (which ever
  is higher)
• The number of hours the family should be
  instructed to complete each week depends on the
  number of weeks left in the month to complete the
  hours

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Job Search and Job Readiness Assistance

• Supervision
• All hours entered on the JPR screen must be
  supervised
• Supervision is documented for all classes,
  workshops and in-house job searches through time
  sheets signed by supervising party
• Supervision is documented for all on-site job
  searches through a completed job search form
  validated as required
• Job application or interview cannot be a proxy
  for hours, job search hours must be actual hours
  completed

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Job Search and Job Readiness Assistance

• Documentation
• Job readiness programs (classes, workshops)
• Signed time sheets
• Sign-in and sign-out logs
• Job searching at the career center
• Sign-in and out logs
• Signed time sheets

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Job Search and Job Readiness Assistance

• Job searching on site (with employer)
• Job search form documenting hours of actual
  completion of applications, interviews, etc.
• The employer may initial or sign the job search
  and time information
• Essentially, the employer is validating the time
  spent on site completing the application and
  interview process
• The employer may validate other time spent in
  interviews, etc.
• Verification of job search completed

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Question

• What if the participant job searches at home?
• The job search must be supervised, which may be
  possible through on-line processes
• If the job search is not supervised, the hours
  cannot be recorded in the system
• Remember, a participant can job search anytime
  during the program, but countable hours recorded
  for job search and job readiness assistance
  participation is both limited and structured

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Question

• Do we have to verify job searches with the
  employer?
• Yes
• Ten percent of all job searches done on site
  (with the employer) and completed outside of the
  Career Center must be verified with the employer
• The RWB should develop a process to record the
  information and monitor the percentage of job
  searches verified for each participant engaged in
  job search and job readiness activities

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Job Search and Job Readiness Assistance

• Substance abuse and mental health activities
• The RWB must document that the participant
  assigned to job search and job readiness that is
  getting credit for treatment hours is otherwise
  employable
• The RWB must document that the treatment is
  needed by a certified professional, which may
  include a psychiatrist
• Document hours of participation in SAMH
  activities
• Time sheets
• Signed by a supervising party relevant to the
  activity participated in
• Counselor for group therapy

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Question

• Are substance abuse and mental health treatment
  hours a part of the ten percent that must be
  verified by the RWB on regular basis?
• Yes

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Education and Training

• Supervision
• Each countable hour of participation must be
  supervised by a designated responsible party
• We recommend the RWB secure who the responsible
  party is through registration documents, a
  syllabus, or other written notification
• Documentation must support supervised hours of
  participation

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Education and Training

• Documentation may include
• Signed time sheets
• Direct contact with the instructor or institution
  that contains all required information
• Required information
• Instructor (on-site or on-line) or supervising
  party (e.g., lab monitor)
• Course, lab, study hall, etc.
• Dates of attendance
• Hours related to credit
• Contact information of person verifying attendance

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Documentation Requirements

• Documentation Dos
• Secure documentation of actual hours completed
  prior to entering hours on the JPR screen
• Ensure that time sheets and other documentation
  are signed by an appropriate party
• Ensure all documents have the required
  information prior to entering hours on the JPR
  screen
• Stamp the document when it is received by the
  provider or RWB

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Documentation Requirements

• Documentation Dos continued
• Enter a case note once documentation has been
  received and JPRs are updated
• An ideal case note would include
• Activity and type of document
• Week(s) of participation
• Number of hours completed
• Notation if participant completed the assigned
  hours
• File documentation immediately after completing
  data entry to reduce misplaced or lost documents

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Documentation Requirements

• Do not
• Enter a JPR greater than zero without
  documentation
• Enter a JPR greater than zero if the
  documentation has not been signed by the
  designated party responsible for supervising
  hours of participation
• Enter a JPR greater than zero based on a
  participant statement

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Documentation Requirements

• Do not
• Enter job search on-site hours based on a
  document without
• The date the job search or interview was
  conducted
• Hours of engagement
• Employer information
• Forge/create documents

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• If you have any questions, comments, or
  concerns, please contact the Welfare Transition
  Team through the Agency for Workforce
  Innovations Call Center at 1-866-352-2345

An equal opportunity employer/program. Auxiliary
aids and services are available upon request to
individuals with disabilities. All voice
telephone numbers on this document may be reached
by persons using TTY/TDD equipment via the
Florida Relay Service at 711.