W-2 and Related SPARC Codes 2020

Report costs related to determination of TANF eligibility for the W-2 program and Job Access Loans. Eligibility determination activities are limited to the collection and review of demographic, financial and non-financial information necessary to determine whether families are eligible for W-2 services and/or Job Access Loans. Eligibility determination activities also include entry of eligibility information into the CARES system.
 Assessment of eligible parents for placement in the W-2 program is a case management activity and not an eligibility determination activity. If both eligibility and assessment information is collected, reviewed or entered into CARES at the same time, the agency must allocate part of the cost to W-2 eligibility determination and part of the cost to the appropriate W-2 service activity, such as SPARC Code 2208.

 Note: Include the costs of direct service staff and supervisor salary, fringe benefits, direct operational costs (such as supplies, rent, computer costs, utilities, etc.) and indirect costs (such as allocated share of agency management) for staff determining eligibility.
 For Job Access Loan (JAL) applicants, costs related to calculation of the JAL amount and disbursement of the JAL to the applicant or service provider must be reported under JAL Case Management SPARC Code 2225.

2200

W-2 Client Fraud and Prevention:  Report costs related to W-2 parent fraud prevention and investigation services. Examples of fraud prevention and investigation costs include:
 1. Reviewing W-2 parent data matches;
 2. Payment integrity monitoring;
 3. Fraud prevention efforts;
 4. Front End Verification
 5. Internal investigation services;
 6. Contracted investigation services;
 7. W-2 client overpayment determinations.
 Note: Include the costs of direct service staff and supervisor salary, fringe benefits, direct operational costs (such as supplies, rent, computer costs, utilities, etc.) and indirect costs (such as allocated share of agency management) for staff providing fraud prevention and investigation.

 The W-2 agency may conduct joint prevention and fraud investigation activities with income maintenance agencies and purchase fraud services from income maintenance agencies or fraud service providers. If the W-2 agency participates in joint fraud activities, the cost of the fraud activity must be divided equally among all benefiting programs that participated in the joint activity.

 When asked by another agency, the W-2 agency should agree to a joint fraud investigation unless the potential fraud has no effect on W-2 eligibility. The W-2 agency should not stop or delay a W-2 fraud investigation if another agency does not agree to a joint fraud investigation.

Report all costs related to formal assessments to determine the ability of W-2 parents to participate in the W-2 program. Examples of formal assessments include disability-related assessment, AODA assessments, mental health assessments, and educational assessments such as TABE assessments.
 Allowable costs include the salary, fringe benefits, travel, training, supplies and occupancy for (qualified or In-house) staff performing formal assessments and purchases of formal assessments from service providers.
Vocational Assessments must be charged under SPARC line code 2545.
 Note: Include the costs of direct service staff and supervisor salary, fringe benefits, direct operational costs (such as supplies, rent, computer costs, utilities, etc.) and indirect costs (such as allocated share of agency management) for staff providing W-2 formal assessment activities.

 When the cost of a needed assessment is not covered by a third-party source, such as Medicaid, the W-2 agency is responsible for paying for the eligible parent’s assessment.

Transportation: Report any transportation related costs  for W-2 eligible parents obtaining W-2 services under the following SPARC codes.
◾2109- TANF Eligibility Determination
◾2110 - EA Eligibility Determination
◾2208 - W-2 Work Activities
◾2209 - W-2 Education
◾2210 - W-2 Job Skills training
◾2212 - W-2 Retention and Advancement
◾2213 - W-2 Formal Assessments
◾2214 - W-2 Supplemental Security Income (SSI)/Social Security Disability Income (SSDI) Advocacy
◾2241 - W-2 EA Case Management/Other Services
 This includes the value of W-2 transportation services such as transportation allowances, bus tokens, gasoline cards, van services, etc. provided to W-2 parents. In more remote areas, if a W-2 agency cannot obtain any form of public transportation service and elects to operate a van shuttle service for short term assistance of W-2 eligible parents in complying with required W-2 work activities, the agency will use a uniform mileage rate not to exceed the current State allowed mileage rate or a uniform flat rate charge per W-2 person, both of which consider all vehicle use and maintenance costs. No separate reimbursement for vehicle purchase, damage, insurance, maintenance, etc. is allowed in this SPARC Code. Mileage rate charges should be applied per trip mileage versus per person when multiple W-2 eligible parents ride together in the same trip. Also, mileage rate charges should be allocated proportionally for W-2 and non-W-2 users if the vehicle transports both W-2 eligible parents and non W-2 users in the same trip.

 W-2 agencies should use the Medicaid Transportation Broker for transportation of W-2 eligible parents to medical appointments whenever possible.

Report all W-2 Emergency Payments made to W-2 eligible parents, in accordance with the Department's Policies and Procedures. W-2 Emergency Payments are for eligible W-2 parents who are waiting for their first W-2 benefit payment. W-2 Emergency Payments are one-time payments designed to meet the W-2 participant's emergency financial need at the beginning of a W-2 episode, and are not an additional or auxiliary W-2 benefit payment.

 Note: W-2 Emergency Payments and Emergency Assistance Payments are two different payments. This SPARC Code is exclusively for W-2 Emergency Payments. See SPARC Code 2328 for more information on Emergency Assistance Payments

W-2 Cost Reimbursement Temp

Non Custodial Parent NCP Stipends

 Report all stipends paid to noncustodial parents participating W-2 education and training activities that prepare the individual for a TEMP job or unsubsidized employment:

• A course of study meeting the standards established under Wis. Stat. s. 115.29(4), for the granting of a declaration of equivalency of high school graduation;
• English-as-a-Second Language;
• Adult basic education courses; and
• Short-term job skills training for career focused training programs such as vocational training classes and pre-vocational or bridge training focused on specific industry sectors. The stipend payments terminate when the NCP begins a TEMP job or unsubsidized employment.  The total monthly stipend amount must not exceed $200 per NCP participant. The total stipend amount per NCP participant must not exceed $800 over a 12-month period.

The Intensive Support Services (ISS) Administration includes:

 Costs for general administration of ISS program services including costs related to the development and oversight of subcontracts for ISS Program Services and the related indirect costs; costs related to financial oversight of ISS Program subcontracts; and costs related to monitoring and quality assurance of ISS subcontracts and services; and

Excludes:

 Direct costs of providing ISS program services to W-2 applicants and participants;

 Costs of providing program information to clients, screening and assessments, development of employability plans, work activities, post-employment services, work supports, and case management; and

 The salaries and benefits costs for staff, including subcontract staff, providing program services and the direct administrative costs associated with providing the services, such as the costs for supplies, equipment, travel, postage, utilities, rental of office space, and maintenance of office space.

9200

Intensive Support Services Program Services

Direct costs of providing ISS program services to W-2 applicants and participants includes:

 Costs of providing program information to clients related to ISS available, screening and formal assessments of participants who may need ISS, ISS related work activities (sheltered workshops, supported worksite, training that includes accommodations etc.) and post-employment services. Includes the portion of subcontracts devoted to ISS program services; and

 The salaries and benefits costs for staff, including subcontract staff, providing ISS program services and the direct administrative costs associated with providing the services, such as the costs for supplies, equipment, travel, postage, utilities, rental of office space, and maintenance of office space.

W-2

Contracted Child Care Admin

The Capitated Payment amount is a monthly amount the W-2 Contractor will receive based on the Case Count Total (CCT) each month multiplied by the negotiated contracted rate per case. The CCT is the total of all paid and unpaid cases open at least one day during the month, excluding individuals who are in a CMF placement more than 3 consecutive months in a calendar year. DCF will determine the CCT based upon the data entered into CARES and CWW.

The Capitated Payment amount is a monthly amount the W-2 Contractor will receive for a designated contract period. The Capitated Payment will be issued in amounts of 1/12 of the Total Capitated Amount each month. The Capitated Payments are intended to support a W-2 Contract Agencies’ efforts in providing base services including eligibility determination, Job Access Loan processing and Emergency Assistance application processing.

The Capitated Payment amount may also be used to offset costs related to intensive support services to participants with barriers that prevent them from full participation. These services may include vocational assessments, contracts with professional service providers who provide supported work sites, sheltered workshops, training, and other services for participants with barriers or those needing accommodations.

The Capitated Payment amount is a monthly amount the W-2 Contractor will receive based on the Case Count Total (CCT) each month multiplied by the negotiated contracted rate per case. The CCT is the total of all paid and unpaid cases open at least one day during the month, excluding individuals who are in a CMF placement more than 3 consecutive months in a calendar year. DCF will determine the CCT based upon the data entered into CARES and CWW.

The Capitated Payment amount is a monthly amount the W-2 Contractor will receive for a designated contract period. The Capitated Payment will be issued in amounts of 1/12 of the Total Capitated Amount each month. The Capitated Payments are intended to support a W-2 Contract Agencies’ efforts in providing base services including eligibility determination, Job Access Loan processing and Emergency Assistance application processing.

The Capitated Payment amount may also be used to offset costs related to intensive support services to participants with barriers that prevent them from full participation. These services may include vocational assessments, contracts with professional service providers who provide supported work sites, sheltered workshops, training, and other services for participants with barriers or those needing accommodations.

Not used after 2019

2555

 Report all administrative costs associated with the provision of Vocational Training.
1. Excludes direct costs of providing program services:
• Direct costs of providing Vocational Training services to W-2 participants.
• It also excludes costs for contracts devoted entirely to such activities.
• The salaries and benefits costs for staff providing Vocational Training services and the direct administrative costs associated with providing the services, such as the costs for supplies, equipment, travel, postage, utilities, and rental of office space and maintenance of office space.

2. Include costs for general administration and coordination of Vocational Training services, including contract costs and all indirect (or overhead) costs:
• Salaries and benefits of staff performing administrative and coordination functions; Preparation of standard operating procedures, budgets, and schedules; Monitoring of program and projects; Procurement activities; Public relations;
• Services related to accounting, litigation, edits, management of property, payroll and personnel; Costs for the goods and services required for administration of the program such as the costs for supplies, equipment, travel postage, utilities, and rental of office space and maintenance of office space, provided that such costs are not excluded as a direct administrative cost for providing program services as described above;  Travel costs incurred for official business and not excluded as a direct administrative cost for providing program services as described above; and Preparing reports and other documents.

Report administrative costs associated with the provision of Vocational Assessments. 1. Excludes direct costs of providing program services:
• Direct costs of providing Vocational Assessment services to W-2 participants.
• It also excludes costs for contracts devoted entirely to such activities.
• The salaries and benefits costs for staff providing Vocational Assessment services and the direct administrative costs associated with providing the services, such as the costs for supplies, equipment, travel, postage, utilities, and rental of office space and maintenance of office space.

2. Include costs for general administration and coordination of Vocational Assessment services, including contract costs and all indirect (or overhead) costs:
• Salaries and benefits of staff performing administrative and coordination functions; Preparation of standard operating procedures, budgets, and schedules; Monitoring of program and projects; Procurement activities; Public relations; Services related to accounting, litigation, edits, management of property, payroll and personnel; Costs for the goods and services required for administration of the program such as the costs for supplies, equipment, travel postage, utilities, and rental of office space and maintenance of office space, provided that such costs are not excluded as a direct administrative cost for providing program services as described above;
• Travel costs incurred for official business and not excluded as a direct administrative cost for providing program services as described above; and Preparing reports and other documents.

Report costs related to determination of eligibility for the Emergency Assistance program. Eligibility determination activities are limited to the collection and review of demographic, financial and non-financial information necessary to determine whether families are eligible for EA payments. Eligibility determination activities also include entry of eligibility information into the EATS system.
 Case management and other services (such as a discussion on budgeting to avoid future homelessness) provided to EA applicants should be reported as  a case management activity and not an eligibility determination activity. If both eligibility information is collected and case management service are provided )or entered into CARES at the same time, the agency must allocate part of the cost to EA eligibility determination and part of the cost to EA case management SPARC Code 2241.

 Note: Include the costs of direct service staff and supervisor salary, fringe benefits, direct operational costs (such as supplies, rent, computer costs, utilities, etc.) and indirect costs (such as allocated share of agency management) for staff determining eligibility. See SPARC Code 2241 for Emergency Assistance (EA) Case Management Services and SPARC Code 2328 for Emergency Assistance (EA) Payments

Emergency Assistance Eligibility Determination: Report costs related to determination of eligibility for the Emergency Assistance program. Eligibility determination activities are limited to the collection and review of demographic, financial and non-financial information necessary to determine whether families are eligible for EA payments. Eligibility determination activities also include entry of eligibility information into the EATS system.
 Case management and other services (such as a discussion on budgeting to avoid future homelessness) provided to EA applicants should be reported as  a case management activity and not an eligibility determination activity. If both eligibility information is collected and case management service are provided )or entered into CARES at the same time, the agency must allocate part of the cost to EA eligibility determination and part of the cost to EA case management SPARC Code 2241.

 Note: Include the costs of direct service staff and supervisor salary, fringe benefits, direct operational costs (such as supplies, rent, computer costs, utilities, etc.) and indirect costs (such as allocated share of agen

Report job retention and advancement costs related to W-2 eligible parents placed in Unsubsidized Employment and receiving case management only services. These services may include, but are not limited to:
 1.Providing case management needed to encourage and support job retention and advancement
 2. Providing guidance in career decision making skills;
 3.Exploring career options;
 4. Identifying further education and training needs, e.g. drivers education, English-as-a-Second Language and obtaining a high school diploma;
 5.Updating a resume;
 6. Developing networking skills;
 7. Providing job survival/retention techniques.
 8. Providing information regarding community resource links, voluntary post-secondary education and job skill development training,
 9. Referring for Job Access Loan (JAL), Wisconsin Shares Child Care, FoodShare and BadgerCare;
 10. Referring to other work programs, such as Food Share Employment and Training Program or Workforce Investment Act (WIA) programs.

 CARES activity codes associated with these services include: Job Retention Services (JR), Mentor/Coach (MN), Employer Intervention Services (EI), and Career Advancement Services (CR)

 Note: Include the costs of direct service staff and supervisor salary, fringe benefits, direct operational costs (such as supplies, rent, computer costs, utilities, etc.) and indirect costs (such as allocated share of agency management) for staff providing retention and advancement services.

Report all costs related to case management and other services for the Job Access Loan (JAL) program. JAL case management and other services include, but are not limited to:
 1. Coordination with other local, state and federal programs to obtain resources for the JAL applicant;
 2. Determining the JAL amount for the applicant;
 3. Contact with vendors to arrange for services for the applicant;
 4. Establishing the JAL repayment schedule for the applicant;
 5. Processing JAL repayments;
 6.  Referring JAL cases for collection.

 Note: Include the costs of direct service staff and supervisor salary, fringe benefits, direct operational costs (such as supplies, rent, computer costs, utilities, etc.) and indirect costs (such as allocated share of agency management) for staff providing Job Access Loan Case Management services.JAL eligibility determination costs are reported under SPARC Code 2109. JAL payments are issued from CARES. JAL repayments are reported under SPARC Code 2305.