Ancillary Expenses Estimates

If the cost of the item fluctuates, the client is responsible for providing two estimates for all ancillary expenses (except for clothing). Always authorize expenses at the lowest rate.

Exception: Only one estimate is needed for clothing requests. An estimate is not needed for housing assistance requests. If the client needs miscellaneous school supplies, and the total cost is under $25, an estimate of the cost is not required. The expense must be recommended by the school liaison or the items must be listed on the class syllabus or course outline.

The cost verification of the item(s) or service(s) can be obtained from a sales representative, service provider, or agency staff. Estimates may be verified by telephone, if necessary, and must be documented in Maintain Case Comments window in CalSAWS.

Acceptable documentation includes:

• A completed “Ancillary Expenses Estimate, Request and Verification” (SCD 1584)
• A letter from a service provider
• An estimate from agency staff
• A letter from the employer.

Note: The SCD 1584 can be used to document the estimate and the request. Forward a copy to IDM station.