(b)

1. (1) The participant should be encouraged to make transportation arrangements for work activities.
2. (2) If arrangements cannot be made, the Program Eligibility Specialist will explore options with the participant.

(c) Participant reimbursement.

1. (1)

   1. (A) It is expected that the participant will make his or her own transportation arrangements.
   2. (B) If the person does not have access to transportation, he or she will be encouraged to seek rides with family members or other persons at no cost.

2. (2)

   1. (A) Each transitional employment assistance (TEA) cash assistance participant may receive payments or reimbursements for transportation expenses incurred during the calendar month.
   2. (B) Payment for transportation is limited to expenses associated with required TEA activities.

3. (3)

   1. (A) Payments should not exceed a total of two hundred dollars ($200) per month.
   2. (B)

(i) Such payments will be allowed only when there is a direct connection between the excessive transportation expense and whether the participant will be able to accept or retain a job.

1. (ii) See subsection (e) of this section.

2. (4)

   1. (A) If the payment exceeds two hundred dollars ($200), the local office manager must submit written justification prior to keying to WISE.
   2. (B) To do so, the local office manager must complete a written justification and email or fax it to the Temporary Assistance for Needy Families Policy Unit.

3. (5)

   1. (A) Transportation payments or reimbursements will normally be made to employed persons only until the first full paycheck has been received.
   2. (B) The local office manager may approve a continuation of transportation assistance past the first full paycheck in limited situations.
   3. (C) See discussion below concerning employed participants and subsection (e) of this section.

4. (6)

   1. (A) Payment for transportation will normally be based on the lower of:

      1. (i) A mileage reimbursement rate equal to the rate available to state employees; or
      2. (ii) Actual expenses.

   2. (B)

      1. (i) However, the local office manager may approve higher actual expenses on a case-by-case basis in situations in which it is appropriate.
      2. (ii) See subsection (e) of this section.
   3. (C) The minimum mileage reimbursement payment will be three dollars ($3.00) for a one-way trip. Example 1: A participant is traveling five (5) miles roundtrip for an educational work activity, and the current state mileage rate is forty-two cents ($0.42) per mile. The reimbursement calculation is actual mileage multiplied by the state mileage rate. In this case, the reimbursement is 5 X $0.42 = $2.10 roundtrip. The Program Eligibility Specialist will submit reimbursement for three dollars ($3.00) since the actual reimbursement amount is less than the minimum amount of three dollars ($3.00) that can be paid. Example 2: A participant is traveling twenty (20) miles roundtrip for an educational work activity and the current state mileage rate is forty-two cents ($0.42) per mile. The reimbursement calculation is actual mileage multiplied by the state mileage rate. In this case, the reimbursement is 20 X $0.42 = $8.40 roundtrip. The Program Eligibility Specialist will submit reimbursement for eight dollars and forty cents ($8.40) since the actual reimbursement is greater than the minimum amount that can be paid.
5. (7) If a participant is in job search, then the trip to the first job search location and trip home from the last job search location will not be counted in the amount to be paid.
6. (8) Participants claiming payment or reimbursement for transportation costs must submit a TEA-1430, Transportation Billing/Routing Sheet, to the local office.

7. (9)

   1. (A) Former TEA participants who are employed will be expected to arrange and pay for their transportation expenses to and from work from their paychecks.
   2. (B) The earned income deductions allowed from a person’s gross earnings in determining eligibility are intended, in part, to cover those expenses.
   3. (C) However, a newly hired person will not have a paycheck available immediately.
   4. (D) Therefore, transportation payments or reimbursements may be provided to a newly hired former TEA participant until he or she has received his or her first full paycheck.

   5. (E)

      1. (i) However, in situations in which the lack of transportation assistance will result in a former TEA participant having to terminate his or her employment, the local office manager may approve payments or reimbursements to continue past the first full paycheck.
      2. (ii) See subsection (e) of this section for an example of such a situation.
      3. (d) Provider reimbursement.

8. (1)

   1. (A) When transportation is provided by individuals or entities operating as established businesses, the provider must enter into an agreement with the local office via form TEA-1432, Memorandum of Agreement (MOA) to Provide Transportation Services for TEA Participants.
   2. (B) A copy of the completed TEA-1432 will be forwarded to the Temporary Assistance for Needy Families Contract Unit of the Department of Human Services for their records.
   3. (C) The provider will be reimbursed at the rate as specified in the MOA.

9. (2)

   1. (A) When transportation is provided by individuals, including relatives or friends, who are not operating as established businesses, the provider must submit his or her Social Security number via the W-9 form.
   2. (B) Reimbursement will be at the current state employee mileage rate.
10. (3) Transportation providers who have a signed transportation MOA (TEA-1432) and prior authorization via form TEA-1427, Provider Service Authorization, will claim payment or reimbursement for services provided by submitting an invoice and a TEA-1430, Transportation Billing/Routing Sheet, to the local office as specified in the MOA.

11. (4)

    1. (A) If transportation cannot be secured after all efforts by the participant and the local office has been exhausted, the participant can be temporarily deferred from participation.
    2. (B) However, since the federal time limit count continues during the deferral, the local office should determine if there are any appropriate activities in which the participant can participate.
12. (5) Transportation is a supportive service that may provide assistance with transporting participants in an allowable activity.

(e) Exceptions to transportation maximums or limits.

1. (1) There may be situations:

   1. (A) In which a participant needs a transportation payment or reimbursement in excess of two hundred dollars ($200) for the month;
   2. (B) In which an employed participant needs continued transportation assistance in order to retain employment; or
   3. (C) When a higher rate or fee is deemed appropriate.

2. (2)

   1. (A) Exceptions in these situations may be approved by the local office manager but will be limited to situations in which the participant will likely be unable to accept an offered job, retain a job, or otherwise engage in work activities unless the exception is allowed.
   2. (B) Examples of such situations include, but are not limited to, the following. Example 1: During the first two (2) weeks of the month, Ms. Jones was engaged in job search and job readiness and was reimbursed one hundred fifty dollars ($150) for transportation. As a result of job search, she found a job but will not receive a paycheck until the following month. In the meantime, she will need another one hundred fifty dollars ($150) for transportation to the job for the remaining two (2) weeks of this month or she will not be able to accept the job. This will mean her total transportation expenses will exceed two hundred dollars ($200) for the month. However, since she will not be able to accept the job without the additional transportation expense, the amount in excess of two hundred dollars ($200) is approved. Example 2: An employer has entered into an agreement to hire persons who successfully complete a six-week job skills training program. Ms. Madison is a good candidate for this training, but her transportation expenses to and from the training site would exceed two hundred dollars ($200) during the first month. Since the employer has made an offer of employment to persons who successfully complete the training and the Program Eligibility Specialist thinks Ms. Madison will do that and then will have a job upon completion of the training, she will not be able to accept (or even be offered) the job, so transportation to the training is directly connected to acceptance of an offered job. Example 3: Mr. Anderson has started to work part time (six (6) hours per day, five (5) days per week) at minimum wage. Although this job is in the town nearest to his home, he still must drive thirty (30) miles one (1) way to get there for a total of sixty (60) miles per day. If transportation assistance is not continued after he receives his first full paycheck, he will end up having to spend almost all of his take-home pay to meet his transportation expenses. Since his TEA cash assistance payment is being reduced to the fifty percent (50%) level due to his gross earnings, he has indicated he will not be able to continue this job under these circumstances. Since this is the only available and nearest job for him at this time, it is determined that transportation assistance should be continued so that he can retain this job and ultimately increase his work hours or pay, find a better paying job, or possibly move closer to the job. Example 4: The prevailing rate for taxi service in the county is at a higher rate than what would be allowed using the mileage reimbursement rate. However, there is no other means of transportation available to the participant in order for her to engage in work experience. Both the Program Eligibility Specialist and participant have attempted to find a less expensive transportation arrangement but have been unsuccessful in doing so. The total amount of her transportation costs using the taxi service would not exceed two hundred dollars ($200) per month. Therefore, since she will not otherwise be able to engage in any work activity, the higher actual expense of the taxi service is allowed.