Bike to Work Program Process

Follow these guidelines when processing a request for the Bike to Work program:

A. The Participant:

B. The EC:

Reviews case to make sure the participant:
- is working, participating in WEX, or community service and/or attending school,
- does NOT own a vehicle, and
- has not previously received a bicycle.
Explains program eligibility and participant responsibility.
Obtains employment verification from client if he/she is employed.
Informs participant to obtain two (2) itemized estimates for the purchase of the bicycle, helmet, lock and lights within ten (10) calendar days.
Enters case comments in CalWIN.

If...	Then...
written estimates are not received within 10 calendar days	manually completes NA 823. mails NA 823 to client and sends to IDM for scanning. documents actions taken in CalSAWS.
written estimates received and lowest estimate is more than $500	deny the request manually completes NA 823 gives/mails NA 823 to client documents actions taken in CalSAWS.
lowest estimate is $500 or less	using the lowest estimate, completes Ancillary Expenses Estimate, Request and Verification (SCD 1584). under REQUEST checks “Other” and enters Bike to Work. under ITEM(S) or SERVICE(S) NEEDED enters bicycle, helmet, lock, lights with estimated cost of each item. enters name, checks “Agency Staff” boxes to certify the cost of the items listed and that items are necessary for the client to participate in an approved activity, accept employment, and or retain or advance in employment. signs and dates form. gives copy of form to participant. informs participant: bicycle and equipment must be purchased within 15 calendar days. itemized receipt must be provided within 10 calendar days after purchase, or overpayment will be calculated. issues advance payment as ancillary and selects “Bike to Work” from the drop-down menu. completes NA 823 in CalSAWS and gives/mails copy to client. documents actions taken in CalSAWS case comments.

C. The Participant:

D. The EC:

If itemized receipt...	Then...
is more than authorized amount	participant is not reimbursed for any excess amount paid over the approved dollar amount. documents receipt received and dollar amount of receipt in CalSAWS case comments. sends copy of receipt to IDM.
is less than authorized amount	calculates an overpayment if receipt amount is $200 or more below the advance payment amount and documents in CalSAWS case comments. documents receipt received and dollar amount of receipt in CalSAWS case comments. sends copy of receipt to IDM.
is not submitted within 10 business days	documents receipt not received in CalSAWS case comments. creates overpayment for the amount of the advance payment and documents in CalSAWS case comments.

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