Ancillary Expenses - Other Items

Notices of Action

A “WTW/Cal-Learn Ancillary Services Approval/Denial” (NA 823) must be issued to the client when the request/reimbursement is approved or denied for any ancillary expenses.

Reminder: For the NA 823 free form NOA Comments text in CalWIN add the following statement, “Original receipts must be submitted within 10 days of this Notice.”

For GED payment confirmation emails, allow 3-4 weeks for processing by vendor. Diaper Assistance is excluded from the receipt requirement.

Authorization Online

• To assign (approve) ancillary services, refer to “Assign Other Supportive Services” OLUM procedures.
• To make an ancillary payment, refer to “Authorize Supportive Services Payment” OLUM procedures.

Cal-OAR Measure

The Cal-OAR includes the Ancillary Services Access Rate (percentage). To capture the denominator used to calculate the rate, the EC must complete the CalSAWS [Supportive Services] tab located within the Maintain Employment Plan window as follows when a plan is created or amended:

• Select an Ancillary Type from the Available group box.
• Click the [Add>] tab, which moves the ancillary service to the Selected group box (from the left to the right).
• Click on save button.

Note: The numerator used to calculate the rate is the number of clients authorized at least one Ancillary services during the measurement period as entered in the Assign Ancillary Supportive Services window.

Receipts for Payments

Clients are required to submit ORIGINAL receipts for ancillary expense payments within ten working days from the date of the check. If verification is not received by the due date the CWES Worker must declare an overpayment.

Exception: Due to length of time in receiving confirmation email for GED mailed payments, the ten working day rule does not apply for GED fees.

Diaper Assistance is excluded from the receipt requirement.

Overpayments

The client must pay back any ancillary payments that he or she was not entitled to receive. CWES Workers must follow current overpayment procedures. Refer to CWES Overpayment and Underpayments for more detailed information.

Note: If the client is in good standing in the CWES Program at the time an ancillary payment is made, but at a later date does not comply with program requirements, there is no overpayment.