Supportive Services
- Books
- Car repairs
- CDL License/Permit Reimbursement
- Background Check/Fingerprinting
- Exam Fee
- GED Testing
- Healthcare License
- Health Special Fees: (exam/test fees & Insurance fee)
- Housing
- Mileage
- Needs Related Payment
- Supplies
- Tools
- Uniforms or Work Attire
- Utilities
- Parking Pass
- Bus Pass
- Vehicle Insurance (liability)
- Driver’s License/State ID (Youth only)
- Child Care
- Medical (Referrals to Healthcare)
- OJT
- Work Experience
- Tuition & Fees
- Incentives
- Additional Information
Books
- ITA Voucher (Per Deb when reviewing a case with me, Books should not be a part of the ITA and should ALWAYS be a supportive service) or Customer Assistance Request form (CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES- ALL SECTIONS COMPLETED
- Coordination of Assistance form (each term)
- Book expense estimate) REQUIRED books only – from book vendor
- School document with training dates and course numbers (ex. Schedule, statement from school).
- Receipt/Invoice to show that purchase has been made.
- Receipt must be signed by participant OR documentation from participant must be obtained verifying those books were received. This would include electronic books (email, written, or self-attestation).
- Invoice from training provider must be included if applicable
Career Planner Actions not included in pay file packet but MUST be completed
- If class is dropped need to attempt to get book/funds back and case note as well as upload the demand letter in NEworks funds if the book is an eBook, the book itself if not)
Car repairs
- Customer Assistance Request form (CAR) – – MUST INCLUDE ALL REQUIRED SIGNATURES- ALL SECTIONS COMPLETED
- Coordination of Assistance
- Copy of Nebraska registration with participants name (Not expired) Ensure vehicle on registration matches vehicle listed on insurance
- Copy of Insurance with Participants name (Not expired) Ensure vehicle on insurance matches vehicle on registration
- Copy of Nebraska driver’s license (Not expired)
- Two car repair estimates (if the vehicle is not drivable can one estimate, but need self-attestation including information regarding the situation)
- KBB- private party sell documentation (cost of repairs cannot exceed 80% of private sale vehicle value)
- Receipt/Invoice to verify repairs were paid for
- Receipt must be signed by participant OR documentation from participant must be obtained verifying that vehicle was repaired. (Email, written, or self-attestation).
Career Planner Actions not included in pay file packet but MUST be completed
- Must obtain W-9
CDL License/Permit Reimbursement
- Customer Assistance Request form (CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES- ALL SECTIONS COMPLETED
- Coordination of Assistance
- License/Permit expense estimate
- Receipt/Invoice to verify CDL License/Permit was purchased
- Receipt must be signed by participant OR documentation from participant must be obtained verifying that CDL License/Permit was purchased (email, written, or self-attestation)
Career Planner Actions not included in pay file packet but MUST be completed
- Obtain a copy of CDL License/Permit. Case note and upload document in NEworks
Background Check/Fingerprinting
- Customer Assistance Request form (CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES- ALL SECTIONS COMPLETED
- Coordination of Assistance
- Background check/fingerprinting expense estimate (including what type of background check needs to be completed)
- Document showing it is required for training and/or Work Based Learning (WBL) worksite (not OJT)
- Receipt/Invoice to verify services were paid for
- Receipt must be signed by participant OR documentation from participant must be obtained verifying those services were paid for. (Email, written, or self-attestation).
Career Planner Actions not included in pay file packet but MUST be completed
- Results will be case noted and uploaded into NEworks
Exam Fee
- Customer Assistance Request form (CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES- ALL SECTIONS COMPLETED
- Coordination of Assistance (each term)
- Document showing requirement for class/employer
- Exam Fee expense estimate documentation
- Receipt/Invoice to verify services were paid for
- Receipt must be signed by participant OR documentation from participant must be obtained verifying those services were paid for. (Email, written, or self-attestation).
Career Planner Actions not included in pay file packet but MUST be completed
- Exam results will be obtained, case noted and uploaded into NEworks
- Enter EFL Gain and/or MSG if applicable
GED Testing
- Customer Assistance Request form (CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES- ALL SECTIONS COMPLETED
- Coordination of Assistance (each term)
- GED Testing expense estimate
- Receipt/Invoice to verify services were paid for
- Receipt must be signed by participant OR documentation from participant must be obtained verifying those services were paid for. (Email, written, or self-attestation).
Career Planner Actions not included in pay file packet but MUST be completed
- Exam results will be obtained, case noted and uploaded into NEworks
- Enter EFL Gain and/or MSG if applicable
Healthcare License
- Customer Assistance Request form (CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES- ALL SECTIONS COMPLETED
- License expense estimate (copy of application, blank copy is acceptable)
- Receipt/Invoice to verify services were paid for
o Receipt must be signed by participant OR documentation from participant must be obtained verifying those services were paid for. (Email, written, or self-attestation).
Career Planner Actions not included in pay file packet but MUST be completed
- Copy of License will be obtained, case noted and uploaded into NEworks
- Enter EFL Gain and/or MSG if applicable
Health Special Fees: (exam/test fees & Insurance fee)
- ITA Voucher or Customer Assistance Request form (CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES- ALL SECTIONS COMPLETED
- Coordination of Assistance (each term)
- Document showing requirement for class
- Fee Expense Estimate
- Receipt/Invoice to verify services were paid for showing a breakdown of fees
- Receipt must be signed by participant OR documentation from participant must be obtained verifying those services were paid for. (Email, written, or self-attestation).
Housing
- Customer Assistance Request form (CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES- ALL SECTIONS COMPLETED
- Coordination of Assistance
- Lease / rental agreement with monthly rent amount (if mortgage, include mortgage payment statement or document showing the monthly mortgage due date and payment amount.) *Do not include the entire mortgage purchase agreement *Lease/rental agreement/mortgage needs to include participant’s name
- Rent cannot be paid in advance unless documented thoroughly why
- Receipt/Invoice to verify services were paid for showing a breakdown of fees
- Receipt must be signed by participant OR documentation from participant must be obtained verifying those services were paid for. (Email, written, or self-attestation)
Career Planner Actions not included in pay file packet but MUST be completed
- Must case note how this expense will be covered by the participant moving forward
Mileage
- Customer Assistance Request form (CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES- ALL SECTIONS COMPLETED
- Coordination of Assistance (must be completed each term)
- Mileage Pre-Authorization form
- Class or work schedule with participant’s name verifying days they will travel
- Google Maps directions page showing mileage (including specific address)
- Copy of Nebraska registration with participants name (Not expired) Ensure vehicle on registration matches vehicle listed on insurance.
- Copy of Insurance with Participants name (Not expired) Ensure vehicle on insurance matches vehicle on registration
- Copy of Nebraska driver’s license (Not expired) Completed WIOA Motor Vehicle Mileage Log Form (Signed and dated)
- Attendance sheets completed with required signatures verifying attendance
Career Planner Actions not included in pay file packet but MUST be completed
- Complete W-9 with participant and send to Project Accountant prior to first payment authorization
Needs Related Payment
- Customer Assistance Request form (CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES-ALL SECTIONS COMPLETED
- Coordination of Assistance
- Need Related Payment Worksheet
- Verification showing participant is ineligible for OR has exhausted UI benefits (for Adults & DW)
Career Planner Actions not included in pay file packet but MUST be completed
- Complete W-9 with participant and send to Project Accountant prior to first payment authorization
Supplies
- ITA Voucher or Customer Assistance Request form(CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES-ALL SECTIONS COMPLETED
- Coordination of Assistance (each term)
- List of required supplies (from school/employer)
- Supply expense estimate
- Match up items on the invoice/receipt with the items on the list of required supplies
- Receipt/Invoice to verify services were paid for showing a breakdown of fees
- Receipt must be signed by participant OR documentation from participant must be obtained verifying those services were paid for. (Email, written, or self-attestation).
Tools
- ITA Voucher or Customer Assistance Request form (CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES-ALL SECTIONS COMPLETED
- Coordination of Assistance (each term)
- List of required tools (from school/employer)
- Tools expense estimates
- Match up items on the invoice/receipt with the items on the list of required tools
- Receipt/Invoice to verify services were paid for showing a breakdown of fees
- Receipt must be signed by participant OR documentation from participant must be obtained verifying those services were paid for. (Email, written, or self-attestation).
Uniforms or Work Attire
- Customer Assistance Request form (CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES-ALL SECTIONS COMPLETED
- Coordination of Assistance
- List of required work attire (from school/employer)
- Clothing Expense Estimate
- Match up items on the invoice/receipt with the items on the list of required clothing
- Receipt/Invoice to verify services were paid for showing a breakdown of fees
- Receipt must be signed by participant OR documentation from participant must be obtained verifying those services were paid for. (Email, written, or self-attestation).
Utilities
- Customer Assistance Request form (CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES-ALL SECTIONS COMPLETED
- Coordination of Assistance
- Utilities statement
- Cannot pay late fees
- Receipt/Invoice to verify services were paid for showing a breakdown of fees
- Receipt must be signed by participant OR documentation from participant must be obtained verifying those services were paid for. (Email, written, or self-attestation).
Career Planner Actions not included in pay file packet but MUST be completed
- Must case note how this expense will be covered by the participant moving forward
- Must obtain W-9
Parking Pass
- Customer Assistance Request form (CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES-ALL SECTIONS COMPLETED
- Include date range that service will cover
- Coordination of Assistance
- Parking pass copies (receipt) with customers signature, SID#, and date
Career Planner Actions not included in pay file packet but MUST be completed
- CP must enter a case note that indicates why the number of parking passes were issued and explain first hour free in the determination
Bus Pass
- Customer Assistance Request form (CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES-ALL SECTIONS COMPLETED
- Coordination of Assistance
- Copy of front and back of bus pass with signature from participant, SID#, and date
Vehicle Insurance (liability)
- Customer Assistance Request form (CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES-ALL SECTIONS COMPLETED
- Coordination of Assistance
- Invoice/billing statement or quote if it is a new provider
- Estimated expense must detail liability insurance and its specific cost
- Copy of Nebraska registration with participants name (Not expired)
- Copy of Nebraska driver’s license (Not expired)
- Receipt/Invoice to verify services were paid for showing a breakdown of fees
- Receipt must be signed by participant OR documentation from participant must be obtained verifying those services were paid for. (Email, written, or self-attestation).
Career Planner Actions not included in payfile packet but MUST be completed
- Must case note how this expense will be covered by the participant moving forward
- Must also obtain W-9
Driver’s License/State ID (Youth only)
- Customer Assistance Request form (CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES-ALL SECTIONS COMPLETED
- Coordination of Assistance
- ID/License Expense Estimate
- Receipt/Invoice to verify services were paid for showing a breakdown of fees
- Receipt must be signed by participant OR documentation from participant must be obtained verifying those services were paid for. (Email, written, or self-attestation).
Career Planner Actions not included in pay file packet but MUST be completed
- CP must obtain a copy of Driver’s license/State ID and upload into NEworks
Child Care
- Customer Assistance Request form (CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES-ALL SECTIONS COMPLETED
- Coordination of Assistance
- Documentation of DHHS licensed facility/provider
- Log designed by vendor (includes participant name, # of children and the charge rate; hourly, daily, etc.)
- Participant schedule (class or work)
- Log of when child was present at facility
- Ensure times in childcare match participant schedule
- Receipt/Invoice to verify services were paid for showing a breakdown of fees
- Receipt must be signed by participant OR documentation from participant must be obtained verifying those services were paid for. (Email, written, or self-attestation).
- Invoice/receipt should include the name of the daycare, participant’s name, date, and payment amount.
Career Planner Actions not included in pay file packet but MUST be completed
- Must obtain W-9
Medical (Referrals to Healthcare)
- Customer Assistance Request form (CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES-ALL SECTIONS COMPLETED
- Coordination of Assistance
- Document showing requirement for class/employer
- Should not cover any long-term medical care expenses
- Receipt/Invoice to verify services were paid for showing a breakdown of fees
- Receipt must be signed by participant OR documentation from participant must be obtained verifying those services were paid for. (Email, written, or self-attestation).
Career Planner Actions not included in pay file packet but MUST be completed
- Must obtain W-9
OJT
- Paystub verifying hours worked OR Payroll documents signed by participant OR Email acknowledgement or self-attestation signed by participant verifying hours worked
- Employer Request for Reimbursement Form
- OJT Contract
WEX Coordinator Actions not included in pay file packet but MUST be completed
- Enter hours into OJT Tracker and case note remaining hours
- Monthly site visit should be case noted as well
- Progress case noted
Work Experience
- Work Site Agreement
- Beginning and ending dates
- Number of allowed hours
- Dated and signed prior to begin date
- Time sheet
- Submitted by participant and approved by supervisor
WEX Coordinator Actions not included in pay file packet but MUST be completed
- Enter hours into WEX Tracker and case note remaining hours.
- Monthly site visit should be case noted as well
- Progress case noted
Tuition & Fees
- ITA Voucher or Customer Assistance Request form (CAR) – MUST INCLUDE ALL REQUIRED SIGNATURES-ALL SECTIONS COMPLETED
- Coordination of Assistance (each term)
- School document with training dates and course numbers
- FAFSA documentation if applicable
- Student financial statement or breakdown of costs from training provider
- Unofficial transcript if applicable
- We cannot pay for the same course twice and student must be making satisfactory progress per policy
- FINAL invoice with requested payment amount
Career Planner Actions not included in pay file packet but MUST be completed
- Please see ITA Procedure Guide and follow accordingly
Incentives
- Customer Assistance Form (CAR) MUST INCLUDE ALL REQUIRED SIGNATURES-ALL SECTIONS COMPLETED
- Must identify credential type on the form
- Credential
- GPA
- WBL
- Must identify credential type on the form
- If credential or GPA Cop of Credential or transcript
- If WBL-Summary of all hours worked and a referral letter from employer
- Must be on company letterhead
- Must include begin and end dates of WBL
- Must include Supervisor signature and date
- Must include participant signature and date
All Services must include the following Career Planner Actions but are not included in the pay file checklist
- Enter a case note when completing every service listed above
- Clearly case note anything that is out of the ordinary with the case
- Ensure that appropriate activities are open and correctly entered in NEworks
Note: This documentation is also sent to the PA.