Ancillary Expenses Work and Training-Related

Ancillary expenses include the cost of books, tools, clothing specifically required for the job or job search, fees, emergency rides, and other costs that may be a barrier to the client’s path to self-sufficiency.

Note: Repayment of school loans and tuition are not allowed as an ancillary expense.

Other Expenses

Other expenses may include, but are not limited to cost or fees for:

• Assistance with diaper costs
• Driver’s license
• Police reports related to client’s automobile accident
• Resident Alien Card (green card) initial, renewal, and adjustment of status fees
• Citizenship application
• Car seats for children (when other resources are not available)
• Vocational certificates and licenses
• Cosmetic dentistry services to improve physical presentation/employability image, that are not covered by Medi-Cal or insurance
• Classes required to obtain or renew a driver’s license
• Credit reports, when required to secure housing
• Professional evaluations for learning disabilities
• Family Stabilization (FS). Refer to Family Services (FS) Program for Family Stabilization Housing and At-Risk Youth Service.]
• Bay Area Furniture Bank

Assistance with Diaper Costs

CalSAWS will automatically determine eligibility and issue the $30 Diaper payment monthly. . The following applies to Diaper Assistance as follows:

• Automated diaper payments are not issued for Post Aid Service (PAS) clients. Manual payment entries will need to be processed for PAS clients. 
• CalSAWS will automatically determine eligibility and issue payments for all cases with children under 36 months of age, excluding PAS cases.
• The payment is issued on the last day of the prior month and be available on the first date of the month. For example, for 03/2023, payment will be issued on 02/28/2023, but will become available on 03/01/2023.
• Thirty Dollars ($30) per month is to be provided for each child who is under 36 months of age in care and control of the CWES participant; and payment is provided regardless of toilet trained age of child.
• Diaper assistance payment stops the 1st of the month following when eligible child turns age 3. ExampleExampleChild turns 3 years of age April 28. The last month child is eligible is April. 
• Full diaper cost assistance payment is provided regardless of day of the month client begins participating in the activity.
• The payment is available to one parent and two-parent AUs. 

  • Note: For two-parent AUs, payment is issued to one of the participating parents for the number of eligible children.

• ECs are to inform all participants that diaper cost assistance is added to the array of supportive services.
• Diaper receipts are not required.
• Assistance with diaper costs will continue without interruption unless the participant ceases to qualify for the diaper assistance due to lack of participation or the eligible child/ren no longer meets age requirement.
• For any invalid duplicated payment request, CalSAWS will automatically cancel it without any manual interventions. 
• Cal-Learn, Exempt Volunteers, Post-Aid Services participants, and individuals in Deferred/Good Cause status are eligible.

Expenses Related to Drug, Alcohol or Mental Health Services

If the client chooses to include in their participation, Drug, Alcohol or Mental Health services in their WTW Plan, then the costs of additional ancillary expenses may be approved up to 20% of the cost. On a case-by-case basis, the full cost may be approved with supervisory approval. These expenses must support the activities or services on the WTW Plan. The additional ancillary expenses may include:

• Court imposed fines or traffic tickets that are required to be paid-off in order to obtain, retain or renew a driver’s license.
• Auto insurance fees, if required to obtain or renew a driver’s license.

Note: If a client discloses past or present domestic abuse the CWES Worker must take appropriate action. Refer to Domestic Abuse (DA) - Program Overview for instructions. If activities or services related to domestic abuse are linked to drug, alcohol or mental health and the client chooses to include these activities or services on the employment plan, then the expenses related to drug, alcohol or mental health services must be authorized. The 20% ancillary costs are also available for CWES participants who have been ordered by the courts to participate in a Certified Batterers Program. Refer to Batterers Program.

The SW must evaluate the need, for additional expenses and may ask the CWES Worker to pay for additional ancillary expenses. The SW is responsible for securing documentation to verify the necessary item(s) or service(s), the reason for the request, and the cost of the item(s) or service(s). The SW completes the “Ancillary Expenses Estimate, Request, and Verification” (SCD 1584) and attaches documentation to request that the CWES Worker issue the approval notice and payment.

Cosmetic Dentistry Services

In some situations, a client may qualify for Cosmetic dentistry services. However, it must be apparent that the need for cosmetic dentistry services exists, and if this service is approved, the client may increase their opportunities for employment. The CWES Worker must obtain approval from their Supervisor before authorizing such service and the authorization must be documented in the Maintain Case Comments window in calSAWS under the Type, “Supervisor Review and Authorization.”

Emergency Rides

Rather than coordinating emergency rides directly with a services provider, an emergency ride(s) is paid directly to program participant via Ancillary. The payment is to be made via EBT (or via warrant as an exception such as for DAC cases) and can be in the form of a reimbursement or paid in advance for WTW or Cal-Learn participant and child(ren). Any transportation entity that operates as a business to provide rides can be used. Emergency Rides are authorized and paid through an ancillary payment in calSAWS. The following applies to Emergency Rides:

• calSAWS Ancillary subtype, “Emergency Rides” is selected.
• The Ancillary Approval/Denial Notice (NA) 823 is issued.
• Up to $90 can be advance in one month for one adult and up to $35 per child when the ride includes the child(ren).
• When additional payments in the same month are needed, supervisory approval is required.
• Receipts are required within 10 calendar days.
• Subject to overpayments per existing procedures.

Note: The Emergency Rides payment is in ADDITION to the public transportation rate payment.