County of San Diego Health and Human Services Agency HHSACalWORKs Program Guide CPG Special Notice Number 2102 1 of 3 Effective Date February 1 2021 Background Employment Services ES Incentive Payments are payments for approved products and services intended to improve outcomes of participants in the ES program ES Incentive Payments are made on behalf of ES participants to assist with barrier removal to enable successful participation ES Incentive Payments are not considered an entitlement and will only be issued as funding is available Purpose The purpose of this material is to develop policies and procedures for the ES Computer Incentive Program Computer Incentive payments may be issued to all individuals participating in assigned ES activities unless otherwise specified Policy The Computer Incentive Program CIP provides computers to all individuals participating in assigned ES activities in order to reach educational training and employment goals leading to selfsufficiency CIP payments are not considered assistance therefore do not impact CalWORKs or CalFresh grants In addition as the CIP is not an entitlement program a Notice of Action is not required Providing computers to ES participants removes a barrier allowing for participation in virtual activities such as job search training and distance learning It also facilitates communication with required entities related to participation andor barrier removal while also enabling the submission of required verifications timely Provision of a computer and related productsservices is a onetime allowance per participant Procedure All participants in approved ES activities including voluntary participants and each parent in a twoparent household will receive one new laptop computer internet service and a warranty in addition to related equipment as needed Virtual Activities Virtual activities that require the use of a computer include but are not limited to Approved Job search and related activities such as resume preparation Approved online activities such as o General Educational Development GED Exam o o College university or training program o Parenting or other life skills classes o Behavioral Health Services BHS classes andor counseling sessions o Housing or other barrier removal search Submission of required verification to the Employment Case Manager ECM County school officials or other necessary third parties Communication with Employment Case Managers ECM school officials potential employers housing navigators mentors and other important contacts County of San Diego Health and Human Services Agency HHSACalWORKs Program Guide CPG Special Notice Number 2102 2 of 3 Equipment Purchase Limits Total CIP equipment purchase is limited to a maximum of 2000 per participant which includes the purchase of a laptop computer internet service for a year Microsoft Office software package and warranty as well as other related equipment as needed Equipment Purchase and Provision ES Contractors are responsible for purchasing and providing all CIP equipment to ES participants ES Contractors will purchase the same type of equipment to ensure costeffectiveness uniformity and equity of products and services being provided to the participants ES Contractors will provide CIP equipment to each newly referred participant immediately after completion of Orientation OREAppraisal APR and to ongoing participants during an appointment specifically scheduled for this purpose as indicated by free form text on scheduling notice 004 Replacement Equipment The provision of CIP equipment is limited to once in a lifetime Replacement for CIP equipment is very limited and may only be issued as an exception if it is determined that it is the first time a replacement is needed and if based on extenuating circumstances This determination must be reviewed and approved by the ES Supervisor and Manager prior to submission to EO for final approval The ECM should clearly explain to the participant that replacement costs will not be reimbursed again if the participant has a second loss for any items already reimbursed Form CSF2 will be completed and signed to document the loss and case comment entered to document the situation and approval Equipment Tracking and Monitoring ES Contractors are responsible for tracking and monitoring all CIP related expenditures and data per County directives Documentation Requirements The ECM will enter a case comment to document Case management actions taken to evaluate authorize and issue CIP equipment following tracking and monitoring protocols established by the ES Contractor Need and eligibility determination supporting documentation authorized items and effective month reason for issuance issuance type exception reason and EO approval if seeking replacement and any other pertinent information related to the distribution of all CIP equipment and related issues Impacts None References ACL 2036 ACIN I2418 ACIN I0312 MPP 42717 Sunset Date This policy will be reviewed for continuance by February 28 2024 County of San Diego Health and Human Services Agency HHSACalWORKs Program Guide CPG Special Notice Number 2102 3 of 3 Approval for Release Rick Wanne Director Eligibility Operations