Guidance on Special Allowances (SPALs) for TANF recipients related to electronic devices or personal computers, ESA-20048-135 (Published July 31, 2020)
An individual may receive special allowances for supportive services (SPALs) if needed to enable participation in employment or an approved RESET or Maximizing Participation Program (MPP) activity as for specified on the Agreement of Mutual Responsibility (AMR). A SPAL is the payment for needed items or services and is issued and tracked by recipient number.
NOTE: Special Allowances for special items differ from special allowances for supportive services that support approved activities. See Section 138.3, Special Items Allowances
A SPAL is made only to the extent that the item or service is not available from another source at no cost to the individual. A review of any potential resources should be conducted, and a record of the discussion should be entered into the case comments.
If another free or no cost source exists, the individual should be referred for services. If the participant is unable to have their needs met by those resources, a verbal statement by the participant is allowable and a SPAL issuance should be explored.
Consideration should always be given for the least costly, most practical item or service to meet the need. There may be times where the least costly item is not the most practical way to support an individual. The CAO must explore all options to determine how to best support the individual’s participation. In instances when a needed item is more costly but most practical to support participation, the CAO should document the discussion and decision in the case narrative. See Desk Guide for Special Allowances for Supportive Services.
The CAO must inform applicants and recipients, orally and in writing, of the availability of SPALs, including information about the annual and lifetime limits, at application, renewal and whenever the AMR is developed or revised. The CAO will also assist the participant in getting supportive services and issue SPALs required to participate in approved activities.
Eligibility for SPALs is based on the timeframe that the SPAL is intended to cover and if it is required to support an allowable activity on the AMR.
Individuals should be encouraged to develop some abilities and resources to help them overcome obstacles in their daily lives. The CAO will help individuals explore whether these resources can be used to participate in employment or an approved work activity without the need for SPALs from the CAO. Other alternatives and all options that may be available at no cost to the individual must also be discussed.
The Department will not pay for or provide a special allowance for items and services already paid for or obtained unless required under federal law.
Exception: If the CAO failed to make a timely decision or issuance and the client was determined eligible to receive the SPAL, it may be issued as a reimbursement to the client based on CAO error. The decision and actions must be clearly entered into case comments. See Cash Assistance Handbook 181.2, Delayed and Corrective Payments.
55 Pa. Code § 227.24(d)(1)(ii)(A)(I)
NOTE: When an individual is receiving both TANF and SNAP benefits a SPAL, must be issued under the TANF program, the individual is not eligible to receive a SPAL under the SNAP program.
The Special Allowance Verification Form, PA 1883 is used to confirm that the item or service requested is needed and required to enable participation in RESET or SNAP E&T activities. This form is also used to discuss the availability of an individual’s existing supports and to determine what supportive services are required to enable participation in employment, education, training or an activity noted on the AMR or EDP. Consideration is given to whether participation would not be possible without the item or service requested; and whether the item or service is provided by the employer, activity, school or training provider.
Consideration should always be given for the least costly, most practical item or service to meet the need. A discussion should be held and documented in case comments regarding how the SPAL allowance was determined.
A SPAL verification form must be completed for any SPAL issuance type being requested. The exception is when a subsequent SPAL request is made for the same SPAL type and reason.
The CAO will confirm the need for the allowance by using the Special Allowance Verification Form in one of several ways:
Review the documentation provided by the individual that confirms the need for the requested item or service, complete the SPAL Verification Form, in its entirety, and attach a copy of the reviewed information; or
Make collateral contact to confirm that the item or service is needed and complete the SPAL Verification Form. In order to protect the confidentiality of the individual and to avoid disruption of the employer/employee relationship, the CAO will avoid contacting employers for verification of need.
When the allowance is requested to support employment or training, the CAO will determine the need for the allowance based on a conversation with the individual and the CAO will complete the Special Allowance Verification Form. If the individual was placed through a contracted provider, the CAO may also contact the provider to verify the placement.
Provide the individual with the form which can be completed by a training provider to confirm the need for the allowance; or
Have the E & T contractor confirm that the item or service requested is required to enable participation in the activity by completing the SPAL Verification Form. The form will be transmitted to the CAO as part of the request and will be used by the CAO to help determine eligibility.
NOTE: Advise the individual of the time frame for returning the SPAL Verification Form. Also offer a Business Reply Envelope for returning the form, although it can also be submitted via email, fax, drop off or submitted via an E&T contracted provider.
A SPAL cannot be authorized without a completed PA 1883 Special Allowance Verification Form. If the form is not received along with the request, the CAO should work with the individual or E&T provider to submit the form.
Estimates
The CAO will request an estimate of the cost of the required items. The estimate may be hand-written by the individual, produced by the retailer, or can be obtained online and will be retained in the record. If more than one estimate is required, the CAO should work with the individual to seek out the least costly and most practical item to address the need.
Shipping and handling costs may be added as part of the total costs for the SPAL for the supportive service; i.e. books or tools. The costs for shipping and handling may not be authorized as a separate fee.
It is important for the CAO to consider the total costs including shipping and handling when determining whether the purchase of the supportive service is the least costly, most practical item.
Estimates for bus or other mass transit fares can be confirmed using collateral contact, transit authority websites or other publications. Narrate the fare amount and how that estimate was obtained, including a reference to the actual transit agency.
Example: Zone 1 bus passes $30. Estimate obtained through transit authority website.
The CAO may:
Research and develop a list of community and faith based organizations that offer free or low cost items and services in the area.
Research and develop a list with a range of prices for commonly requested items at stores in the area. When appropriate narrate that the SPAL amount was determined from the CAO’s list of commonly requested items.
Negotiate cost with local retailers for common items and advise individuals of the availability of these items.
The CAO may not:
Require individuals to make purchases at any specific store.
Cause an undue hardship by delaying the purchase of items needed for participation
Require an individual to travel outside of their community to purchase needed items.
CAOs should use their best judgment to ensure that individuals are able to obtain the items that are required to participate in employment and training activities.
Mileage
Estimates are not required for SPALs for mileage. The CAO will use a website that provides mileage to a given location and the return trip. The mileage rate for participation in E&T activities is $.20/mile. Enter a detailed narrative to explain the calculation used and indicate any online mapping website used to determine the mileage. Exact figures are required; rounding is not permitted.
NOTE: Transportation to medical appointments is not ETP-related and has a different mileage rate. Transportation to medical appointments is $.12/mile and is issued with reason code 200.
The individual must provide verification of car ownership, such as but not limited to proof of current registration or vehicle title, prior to the issuance of a mileage SPAL. If verification already exists in the record, the individual does not have to re-verify.
If the individual is using a car they do not own to participate, the CAO will require a letter from the owner of the car stating the individual has permission to use the car to participate in the E&T activity.
The individual can request a SPAL of $.20/mile to pay a volunteer driver to offset the driver’s fuel cost and wear on the car when being transported to program activities.
Receipts
An original receipt verifies the item or service was purchased with the SPAL and that the SPAL was used for its intended purpose. The original receipt must be provided by the individual within 14 days of receiving the benefit. Narrate that the individual was advised of the receipt verification policy.
It is important to stress to the individual that he or she write his or her name or case record number on the receipt so it can be identified.
The CAO will provide a business reply envelope to the individual in which to return the receipt. The CAO is also encouraged to establish verification collections points with their local E&T contracted providers.
Receipts should be date stamped when received by the CAO.
Restricted Endorsement Checks that have been cashed will not be considered a receipt. An original sales receipt showing the vehicle purchase or repair must be provided by the individual.
Money Orders will not be considered a receipt. If the individual purchases a service or item using a money order, the individual must also provide an original sales receipt to validate the purchase.
Example: When a money order is mailed in for vehicle registration fees, a receipt will not be available; however, the actual registration card received can be used to verify the SPAL expenditure.
If the individual must retain the original receipt for warranty purposes, it is acceptable for the CAO to make a copy to keep in the case record.
If a receipt is not available through the transportation provider, individuals can provide the CAO with a copy of the transit pass as documentation of how the special allowance was used.
If the individual has an OTI for a single bus ride and receipts are not provided by the bus driver, the CAO can confirm through collateral contact, transit authority websites or other publications the amount for daily fares and narrate this information in lieu of a receipt.
Receipts are not required for a mileage SPAL; however, the CAO should confirm that the individual is still participating in an allowable activity before authorizing ongoing SPALs.
Overpayments
Indicate on the AMR or EDP that an overpayment will be filed if:
A receipt is not provided within 14 days;
The amount issued for the SPAL was $10 or more than the actual cost shown on the receipt.
The SPAL was not used for its intended purpose.
NOTE: The CAO will process an overpayment referral to recover a SPAL to the extent of the misuse. Overpayments will be calculated based on a prorated period of participation to reflect the time the client complied with the activity; based on a daily, weekly, monthly proration. See the Overpayment Calculator.
EXAMPLE: A monthly bus pass was issued to Mrs. C to attend a four-week training program. Mrs. C. went to class for the first two weeks, but then terminated her participation without good cause. Mrs. C does not meet an exemption. The cost of the bus pass was $40.00. An overpayment for $20.00 for the remaining two weeks should be processed by the CAO.
The CAO must set an alert for the date that the verification must be returned and ensure that it is provided. eCIS Alert 238 can be used to track SPAL issuances and sets a 20-day deadline to review for verification.
If the individual provides the receipt at any time, the CAO should end the overpayment. If the reimbursement process has already begun, repayment will be stopped.
See Supplemental Handbook Section 910.2, When Does An Overpayment Exist.
The CAO is correct in processing an overpayment when the individual does not provide a receipt within 14 days after the issuance of the SPAL. However, there are no provisions that allow the CAO to deny additional SPAL requests for services or items that are determined to be needed and required for participation in the approved activity.
NOTE: Recoupment does apply to an overpayment of a special allowance for cash assistance supportive services.
Special allowances for all supportive services will be paid by the CAO in advance of the date that payment is required by the provider.
| If | Then | Example |
| The verification is obtained or received within five calendar days following the date of the request. | The CAO will authorize payment no later than 10 calendar days following the date of request. | A TANF parent requests a SPAL for transportation on January 3. They provides the necessary verification on January 5. The CAO must authorize the transportation allowance no later than January 13. |
| The verification is obtained or received beyond five calendar days following the request. | The CAO will authorize payment no later than five calendar days after receipt of the verification. | A TANF specified relative requests a SPAL for books on January 3. They provide the necessary verification on January 10. The CAO must authorize the allowance for books no later than January 15. |
The CAO may not require an individual to purchase, using installment payments, layaway or any form of charge or credit purchase, and then seek reimbursement for an item or service to participate in an approved E&T activity when an individual is specifically eligible and payment is available via special allowance.
The following individuals may be considered for SPALs:
An individual eligible for cash benefits.
NOTE: This includes an individual who is not receiving a payment because of the $10 minimum payment provisions.
An eligible member of a SNAP household.
An eligible member of an applicant SNAP household which has been determined to be eligible for ongoing SNAP benefits.
When an individual is receiving both SNAP and TANF benefits, a SPAL MUST be issued under the TANF program; the individual is not eligible to receive a SPAL under the SNAP program. An individual with a RESET sanction under TANF cannot be opened in a SNAP E&T component or receive SPALs.
NOTE: An individual who has received an NCE payment for Expedited SNAP benefits, and has not been determined eligible for ongoing SNAP benefits, is not eligible to receive special allowances for supportive services.
SPALs are authorized to support the approved E&T activities of individuals who:
Are mandatory participants in the Road to Economic Self-sufficiency through Employment and Training (RESET) or participants through SNAP Employment and Training Program (FSETP).
Are exempt but volunteer to participate in RESET or SNAP only recipients may volunteer for SNAP activities. See Section 135.5 and SNAP Handbook Section 535.23.
Mandatory participants and exempt volunteers must meet the following conditions to be considered for special allowances for supportive services:
Have an approved Agreement of Mutual Responsibility (AMR) or Employment Development Plan (EDP), or program Individual Employment Plan (IEP)/Service Plan that supports the need for the SPAL.
Agree to participate or be actively participating in an approved activity as written on the AMR, EDP, or program IEP.
SPALs can be issued for participants to support participation for both in-person or remote participation.
NOTE: The activity cannot be secondary education or an equivalent level of vocational or technical training, unless the individual is pregnant or a custodial parent.
135.621 Ineligibility for Special Allowances
If the SPAL Verification Form:
Is not returned to the CAO; or
Indicates that the requested item or service is not needed /required; or
The individual is ineligible for any other reason.
Then the CAO will:
Deny the request within required timeframes. See Section 135.65.
Send a notice informing the individual of the denial.
Narrate why the request was denied, the timeframes, and that a notice was sent.
A SPAL cannot be authorized without a completed PA 1883 Special Allowance Verification Form. If the form is not received along with the request, The CAO should work with the individual or E&T provider to complete the form.
Before authorizing payment for a supportive service, the CAO will determine:
If the item or service is needed and required to help the individual to participate in employment or an approved work-related activity.
The actual or estimated charge for the service or item requested.
The date the service or item is needed by the participant.
The date that payment for the service or item is required under the provider’s usual payment policy or practice.
That there is a job offer or participation in an approved E&T activity, the scheduled hours and the length of the activity.
Acceptable verification includes, but is not limited to:
Collateral contacts;
Written statements;
Completed departmental forms, obtained from such sources as employers, prospective employers, school officials, training providers, and providers of child care and other supportive services.
The CAO may use a collateral contact whenever necessary to ensure that payment is made in advance of the date that payment is required by the provider. The source of the collateral contact must be clearly explained in the case comments.
An individual’s continued eligibility for an ongoing SPAL should be reviewed monthly or more frequently if costs are likely to change, also at each renewal, whenever a change in employment or training is reported by the participant or the training provider, and when the AMR is revised.
The term ongoing refers to an ongoing need to support the same activity – not automatic eligibility for continuing SPALS. Before issuing a subsequent SPAL to support the same activity, the CAO must ensure that the activity and the need for the SPAL continue. To review the participant’s eligibility for an ongoing special allowance for supportive services, the CAO must determine if the participant is still engaged in the education or training activity or employment.
The CAO will inform the individual in a continuing E&T activity that ongoing SPALs must be requested timely to ensure that the SPAL can be issued in advance of the need and therefore does not disrupt the individual’s education or training activity or employment. The CAO will inform the individual of the date each month that the request for the ongoing SPAL should be requested with consideration of processing time, to ensure continued issuance of the SPAL.
The CAO will continue to make advance payments to support the ongoing need for supportive services as they are requested by the participant with consideration of the date of request. To the extent possible the CAO should work with their E&T community providers to develop a system for SPAL requests between agencies. E&T contractors may now submit SPAL requests for participants through CWDS in addition to all methods currently in place. SPAL requests will be processed by the CAO regardless of the submission method.
Ongoing SPALs can only be authorized for a one month period and must be reviewed before each reauthorization to ensure that:
The individual remains eligible.
The individual is participating in an approved, allowable activity.
For ongoing allowances, like mileage or bus passes, the CAO will complete the SPAL Verification Form initially and then review these points with the individual periodically or when circumstances change (like a change in activity, or if the client moves).
When a request for a special allowance for supportive services is made, the CAO will:
Enter the date an oral request (including those made in person or by phone) for a special allowance was made or the date a written request was received in the case record narrative;
Set a control to ensure that the request is acted on within the required time-frame;
Promptly inform the individual of the verification needed to determine eligibility for the SPAL and assist the individual, including making collateral contacts, to obtain necessary verification;
Issue a written decision approving or denying the request, on an Eligible/Not Eligible Notice, no later than 15 calendar days following the request. For specific requirements related to issuing special allowances see Section 135.65.Time-Frames For Approving Or Denying A Request For Special Allowance For Supportive Services.
When verification of these factors indicates a change in eligibility, the CAO will reduce, terminate, or increase the special allowance as appropriate, upon issuance of a Confirming Notice to the participant.
A notice approving the request must contain:
The amount of the payment.
The time frame covered by the payment.
An explanation of how the payment was determined, including the specific regulation used by the CAO to determine the amount.
The type of SPAL being issued
A notice denying the request must contain:
Type of SPAL being denied
A statement of the reason for denial.
The facts on which the denial was based.
The specific regulation on which the denial was based.
A brief explanation of the regulation.
The individual has the right to appeal a decision by the CAO concerning a request for a special allowance for supportive services. See Supplemental Handbook Chapter 870, Appeal and Fair Hearing.
The following documentation must be made in the case record narrative when a SPAL is issued:
The type of allowance requested.
The reason code used.
The activity supported by the special allowance and if a current ETP plan reflects that activity.
The number of hours the individual is expected to participate and/or the number of hours that are required.
The amount of the special allowance and the calculations used to determine the amount, including the source of any collateral contact or third-party verification.
The dates the SPAL is intended to cover.
Case comments are part of the case record narrative and must reflect case specific actions taken and the supporting details that led to taking the action.
Special allowances for all supportive services will be paid by the CAO in advance of the date that payment is required by the service provider, consistent with the requirements and time frames discussed in this section.
When the CAO obtains or receives verification within five (5) calendar days after the request for a special allowance for supportive services, the CAO will authorize payment no later than ten (10) days after the date of request.
When the CAO obtains or receives verification more than five (5) calendar days following the request for a special allowance, the CAO will authorize payment no later than five (5) calendar days after the receipt of verification.
NOTE: In some circumstances it might not be possible to issue a payment via EBT, local issuance check or restricted endorsement check before the date payment is required by an item or service provider. This might occur because of the timing of the individual’s request or because of a delay in obtaining verification necessary to evaluate the special allowance request. Under these circumstances as with all others, the payment for an approved special allowance request must be authorized within the required time frame, regardless of the length of time needed by the CAO to issue the payment.
When the last day or authorization of payment falls on a weekend or holiday, the CAO will authorize payment on or before the working day immediately preceding the weekend or holiday.
Authorization of payment includes actually processing all the data needed to issue a check, including completing all required forms, and performing data entry.
The CAO will issue the written decision approving a SPAL within the time frame for authorization in this section.
Determine the method of payment, such as EBT, local issuance check or central issuance check that provides payment of the SPAL on or before the date payment is required by the item or service provider.
NOTE: Special allowance payments for automobile purchases, down payments and repairs, when approved and upon authorization, must be issued to the individual via the restricted endorsement check process. Restricted endorsement checks are made payable to both the individual and the item or service provider. The restricted endorsement check is then mailed directly to the service provider. Signatures of both the individual and the provider are required. 62 P.S. § 403(g)
Annual and lifetime limits apply to SPAL issuance. The CAO will use a program year to track annual limits. A program year runs from July 1 through June 30.
See the SPAL Desk Guide for SPALs that may be issued by the CAO.
NOTE: When an individual is receiving both SNAP and TANF benefits, a SPAL MUST be issued under the TANF program; the individual is not eligible to receive a SPAL under the SNAP program.
The following SPALs may not be authorized for individuals who receive both TANF and SNAP benefits.
Air and Long Distance Rail
Lodging and Food
Incapacitated Care
SPALs are grouped into four categories which include sub-categories (Transportation, Clothing, Vehicle Purchase and Work/Education/Training) and SPAL reason codes. When authorizing a SPAL for E & T activities, the reason code to enter on eCIS is selected from either the 200 or 800 series. Reason codes numbered in the 200s are used for SNAP or non-working TANF recipients. Reason codes numbered in the 800s are used for working TANF recipients. An 800 series reason code should not be used for SNAP-only recipients.
TRANSPORTATION:
55 Pa. Code § 165.46(a)(1) & (2)
Annual and lifetime limits apply to SPAL issuance. The amount of the maximum allowance for all transportation SPALs is the actual cost of up to $1,500 annually. The CAO will use a program year to track annual limits. A program year runs from July 1 through June 30.
Bus, includes Subway, Commuter Rail or Paratransit (Reason Code 268/868) and Taxi (Reason Code 272/872)
As required for approved activities or for employment and training. May be authorized for the period up to the date of the first pay that closes TANF benefits.
Includes, but is not limited to, completing a written application, test taking, interviewing, etc.
Not provided if the activity is secondary education or equivalent level of vocational or technical training unless the individual is pregnant or a custodial parent.
Includes private automobile, car or van pool, public transit, taxi and paratransit.
Limited to actual mileage not to exceed $.20 per mile for personal auto, including volunteer driver. If transportation is provided by a car pool or van pool, the individual receives a proportionate share of the cost up to the maximum amount.
Non-recurring only.
Pre-expenditure approval is not required, but verification must be provided within 14 days of the date the service was received and the cost incurred.
Mileage, includes parking and tolls if required (Reason Code 250/850)
As required for job interviews or approved activities, or for employment and training. May be authorized for the period up to the date of the first pay that closes TANF benefits.
The mileage rate for participation in E & T activities is $.20/mile.
An estimate or a receipt is not required.
The CAO may use a website that provides the mileage to a given location and the return trip.
Narrate the calculation used to determine the amount of the SPAL.
Volunteer Driver: The E&T participant can request a SPAL of $.20/mile to pay a volunteer driver to offset the driver’s fuel cost and wear on the car when being transported to program activities. The SPAL must be issued to the participant via EBT. The participant is then responsible to pay the volunteer driver.
Car/Van Pool (Reason Code 267/867)
As required for job interviews or approved activities, or for employment and training. May be authorized for the period up to the date of the first pay that closes TANF benefits.
Motor Vehicle Repair (Reason Code 262/862)
As required for work or approved activities.
Required repairs include those needed to pass state safety or emissions inspection or to return the vehicle to safe or legal operating condition. An automobile mechanic authorized to perform Pennsylvania state inspection will indicate by written estimate if the repair is necessary to pass state inspection. Requirements to pass the Pennsylvania state automobile safety inspection are on the internet at: https://www.dot.state.pa.us/public/dvspubsforms/BMV/BMV Manuals/Pub_45 Inspections Regulations/PUB-45.pdf Documentation of verification received from the mechanic shall be maintained with the case record.
Routine and general maintenance items and service, including fluid inspection and replacement, filters and lube, are not repairs required to pass inspection or return the vehicle to safe or legal operating condition, unless mechanically required to complete the necessary repair.
Any towing costs should be included in the invoice for repair
Vehicle must be required to enable the individual to:
Accept a bona fide employment offer that resulted from participation in an approved ETP planned activity,
Participate in an ETP planned activity or
Transport a child to day care while participating in an ETP planned activity for in-person and remote participation.
Non-recurring only.
May not be combined with motor vehicle purchase or down payment allowance at time of authorization for repair.
Payment for motor vehicle repair must be issued via the restricted endorsement check process.
Pre-expenditure approval by at management level is required.
Note: The Kelley Blue Book value of a car has no impact as to whether a repair can be approved. The CAO should review the most practical option with the client such a vehicle purchase SPAL instead of a repair if the repairs are excessive.
Volunteer Driver: The CAO may approve a SPAL for a car repair for a volunteer driver who is part of the household.
The CAO may not approve a SPAL for a car repair for a volunteer driver who is not part of the household. The volunteer driver who is not part of the household assumes the maintenance of the car and, as the owner, is responsible for the cost of repairs, inspections, insurance and operator’s fees so a SPAL should not be issued.
Motor Vehicle Expenses (Reason Code 260/860)
As required for work or approved activities.
Includes:
Driver’s license
State inspection fee
Emission control
Inspection fee
License plates
Vehicle registration
The CAO may issue a motor vehicle operator fee for a valid PA driver’s license when an individual has a license from another state.
The item or fee is required for legal operation of the motor vehicle.
Operation of the vehicle must be required to participate in employment or approved work-related activities, including transporting a child to day care while participating in an ETP planned activity.
Moving/Relocation (Reason Code 244/844)
Issued to accept a verified offer of gainful, permanent employment.
The amount is limited to the actual cost of the item/service up to $200 maximum annually. The actual amount issued for this expense counts against the $1,500 annual limit for transportation SPALs.
The 12-month period begins at the authorization date
Includes licensed moving company, rental, labor and other necessary costs
Individual must provide written verification of a bona fide offer of employment and that the move is necessary to accept the employment.
Pre-expenditure approval at management level is required
CLOTHING:
Annual and lifetime limits apply to SPAL issuance. The amount of the maximum allowance for clothing SPALs is the actual cost of up to $150 annually. The CAO will use a program year to track annual limits. A program year runs from July 1 through June 30.
Clothing for Employment/Training (Reason Code 256/856)
As required for work or approved activities. For specific clothing and grooming items and services to support a dress code requirement. This includes such items as safety clothing and shoes, and uniforms or appropriate attire required by an employer or a training provider.
NOTE: A referral to the local PA WORKWEAR (PAWW) provider is the first resource for clothing SPALs. All TANF employment and training participants are eligible for a referral to PAWW if they have a verified need for clothing to support work or a work-related activity approved on their AMR.
A referral to PAWW must still be used in lieu of a clothing SPAL from the CAO or contractor. A clothing SPAL should only be authorized in non-PA WORKWEAR areas or when PA WORKWEAR cannot provide the required item. See PA WORKWEAR (PAWW) Desk Guide.
Verification is required from the employer or training provider that the items are required.
If the individual already has the clothing items being requested, they are not eligible to receive the allowance.
A written estimate of the requested items must be provided by the individual at the time of request.
A case comment must be entered to explain the reason the allowance is being issued in counties that have active PAWW providers
NOTE: Commonly requested items with costs known to the CAO do not require a written estimate; however the narrative must explain the item or service costs have been determined by the CAO to be the least costly and most practical available.
Non-recurring only.
Pre-expenditure approval at management level is required.
VEHICLE PURCHASE -TANF recipients only (Reason Code 261/861)
As required for work or approved activities.
Annual and lifetime limits apply to SPAL issuance. The amount of the maximum allowance is up to $1,500 for the purchase of one vehicle in a lifetime.
Vehicle must be required to enable the individual to participate in employment or approved work-related activities including transporting a child to day care while participating in an ETP planned activity.
Other types of transportation must be evaluated in comparison to a motor vehicle down payment or purchase to determine the most practical and least costly type of transportation available to the meet the individual’s employment, education, or training need. This review should be clearly narrated in the case comments.
The allowance may be issued only if other less costly types of transportation are not available and practical.
May not be combined with motor vehicle repair allowance at time of authorization or purchase.
Verification must be provided that the vehicle is in safe operating condition at time of authorization and purchase, including valid inspections, or can be expected to pass inspection without repair.
May include sales tax, or may be used as a down payment toward the actual cost of the vehicle.
When used as a down payment, the individual must verify a plan to pay the difference between the down payment and actual purchase price, including sales tax.
Payment for motor vehicle down payment or purchase must be issued via the restricted endorsement check process.
Pre-expenditure approval at management level is required.
Before a SPAL for a car purchase can be authorized the CAO must take the following steps:
Review all other forms of available transportation to determine the least costly, most practical transportation available.
Require the individual to obtain and provide the following information:
A valid Pennsylvania driver’s license;
Proof of current car insurance or a viable plan to obtain and pay for car insurance;
NOTE: Validation of car insurance is made by The Department of Transportation (PennDOT) who requires proof of car insurance for individuals who Buy a Car in Pennsylvania.
Verification that the car has a current inspection sticker or can pass inspection without additional repairs;
A viable plan to pay the remaining balance if the cost of the purchase is greater than the maximum allowance;
Proof of the insurance claim information if the individual states that their previous car was in an accident;
Verification that his or her name has been removed from the title of a previous car if he or she has owned a vehicle in the past.
The E & T participant requesting the car purchase allowance must become the registered owner of the car being purchased.
A SPAL can be issued for a car with a current inspection from another state. In order to qualify for the SPAL, the individual must provide written verification from an auto mechanic certified to perform Pennsylvania state inspections that the car can pass Pennsylvania inspection, without the cost of additional repairs. If the car is determined to need repairs to pass inspection, the CAO may not authorize the special allowance.
NOTE: The out of state vehicle will be subject to a Pennsylvania state inspection within ten days of purchase.
A SPAL may not be issued to purchase a car that cannot pass required Pennsylvania state inspection criteria.
Volunteer Driver
The CAO may not approve a car purchase for a volunteer driver.
WORK, EDUCATION AND TRAINING
Annual and lifetime limits apply to SPAL issuance. The amount of the maximum allowance for all work, education, and training SPALs is the actual cost of up to $1,000 in a lifetime.
Tools/Equipment (Reason Code 257/857)
Equipment or tools for employment, education or training
As required for work or approved activities. Limited to actual minimum cost up to $1,000 in a lifetime.
Verification that the tools and/or equipment are needed for employment or to participate in the approved activity is required.
Payment or lending programs for equipment and tools must not be available from the employer or training provider, federal, state, or other educational grants or public sources.
Non-recurring only; fee cannot be paid each semester.
Pre-expenditure approval at management level is required.
Example: Mr. C is offered a position with a catering service after conducting a job search. The catering service requires its employees to obtain their own restaurant-grade knives and serving utensils. Mr. C requests a special allowance for equipment and tools to purchase the knives and utensils. Mr. C verifies the requirement and is eligible to receive up to $1,000 for the actual cost of the required knives and utensils to begin employment.
NOTE: Computer, laptop, Chromebooks are all allowable SPALs if needed to support remote participation for participants engaged in DHS approved credentialing programs, GED, ABE and HSE programming. See Section 135.2 Employment and Training Activities.
Books/Supplies (Reason Code 278/878)
As required for work or approved activities. Limited to actual minimum cost up to $1,000 in a lifetime.
Must verify items are required for enrollment or participation. An itemized estimate of costs is required.
A class schedule must be provided to verify the need for the requested books.
School supplies such as pens, notebooks and paper can also be supported and can be confirmed by the educational institution and/or the E&T provider.
Direct payment for books and supplies must not be available from federal, state or other educational grants or public sources.
Non-recurring only.
Pre-expenditure approval at management level is required.
Fees (Reason Code 264/864)
Registration or enrollment fee for a training course or child care registration.
As required for work or approved activities. Limited to actual minimum cost up to $1,000 per lifetime.
Must verify acceptance into the training program or that acceptance is contingent upon payment of the required fee.
May include liability insurance cost such as malpractice insurance if required for participation.
Tuition is not a fee.
Non-recurring only.
Pre-expenditure approval at management level is required.
EPP632135 Can We Pay a Child Care Registration Fee? (Linked April 20, 2010)
Union Dues/Professional Fees (Reason Code 258/858)
May be authorized once per job, limited to the initial fee and/or for the period up to the date of the first paycheck. Limited to actual minimum cost up to $1,000 in a lifetime.
Payment of the fee must be required to accept a bona fide offer of employment.
Includes fees for assessing qualification requirements, bonding, certification, licensure and occupational insurance.
Non-recurring only.
Pre-expenditure approval at management level is required
Initially a discussion about the availability of SPALs needs to occur with the individual when the RESET plan is developed at application and reinforced at renewal, partial renewal or compliance review. This discussion needs to include the SPAL categories, the limits and the expectation of continued participation if the limits are reached.
When individuals deplete their SPAL limit for transportation they must implement an alternative plan. Alternatives may include, but are not limited to, community service near their home, independent job search from home, networking with friends and family or relocating to an area where transportation is convenient
NOTE: The CAO may not issue good cause for failure to participate in employment or a work related activity because the maximum amount for a category of a SPAL has been issued.
The CAO will place an indicator code related to transportation issues on ETP Project Enrollment. See CAH 135 Appendix B.
Two-Parent Households
Special Allowances for two-parent households need to be evaluated based on SPAL policy related to verified need of each parent for participation. SPALs are issued and tracked by recipient number therefore each parent in a two-parent household is potentially eligible for the same category of SPAL related to their individual participation requirement. Special Allowances have specific, individual limits so under no circumstances should a SPAL be issued to one parent in the household for the intended purpose of the other parent.
Examples:
1. If both parents in a two-parent home attend the same EARN; and use their own vehicle, only one SPAL for mileage should be issued. If the SPAL limit is reached for one parent then the other parent may request SPALs which then count toward that parent’s SPAL limit. In the same case, if a car repair is requested, the vehicle repair should be authorized for the same parent that received the mileage SPAL.
2. If both parents attend EARN and travel by bus, each parent would be eligible for their own bus pass under public transportation SPAL and the cost of the bus pass would count against each parents SPAL limit independently.
Paid and Unpaid Activities
If a paid work activity results in earnings which are treated as earned income, transportation SPALs associated with paid activities may be authorized up to the date of the first pay that closes the TANF benefits, with consideration of the least costly and most practical item or service.
SPALs associated with unpaid activities may be issued as needed and required up to the established limits to help an individual participate.
When an individual is participating in both paid and unpaid activities approved on the IEP, the specific costs related to one or both activities must be distinguished in the case narrative before SPALs may be authorized. It should include the program and activity as well as the number of hours of participation in each activity the SPAL will support.
Updated February 22, 2024, Replacing July 24, 2017