Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 609 - SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM EMPLOYMENT AND TRAINING (SNAP E AND T) RULES › Section 144-609-8 - PARTICIPANT REIMBURSEMENT SERVICES

Current through 2024-29, July 17, 2024
A participant may be eligible for reimbursement of training
				  related expenses called Participant Reimbursements, pursuant to 7 C.F.R. §
				  273.7(d)(4) that are determined necessary for SNAP E&T participation,
				  incurred directly as a result of SNAP E&T participation, and identified in
				  the IEP. Reimbursement may include mileage reimbursement, books, education
				  fees, occupational clothing and equipment, dependent care and other needs
				  approved by the Department as being legitimate costs of participation and
				  included in the IEP. Any Participant Reimbursement for which SNAP E&T will
				  make payment must be the least expensive quality alternative available that
				  will not cause delay or hinder progress of the IEP.
SNAP E&T Providers may acquire necessary items or
				  reimburse participants for these expenses and are required to inform
				  participants of Participant Reimbursement services that may be reimbursable.
				  All Participant Reimbursements must be approved by the Department prior to
				  purchase or delivery, and the approved costs can only be reimbursed directly to
				  the SNAP E&T Provider or participant.
Because Participant Reimbursements must be issued prior to
				  some E&T activities, to remove barriers to participation (such as access to
				  transportation), the Provider may issue gift cards, such as gas cards, when
				  necessary and no other method is viable for this purpose. When gift cards are
				  issued to meet Participant Reimbursement requirements, the Provider must have
				  policy and procedures in place that meet the DHHS Gift Card Checklist that is
				  attached to their contract and have those policies and procedures approved and
				  signed by the Provider and DHHS. Providers must follow their approved policies
				  and procedures which includes abiding by all prior authorizations and
				  Participant Reimbursement caps in their contract in issuing gift cards for the
				  purpose of Participant Reimbursements.
A SNAP E&T participant becomes eligible for Participant
				  Reimbursements on the date of active enrollment in an approved SNAP E&T
				  component, and for each month that the participant remains actively enrolled in
				  the SNAP program and a SNAP E&T component.
Participant Reimbursements are subject to both federal and
				  state approval and Provider funding availability. All Participant
				  Reimbursements must be directly linked to the IEP and identified in the IEP and
				  progress notes.
I.
SUPPORT
				SERVICE LIMITS:
The following limits or caps apply to all SNAP E&T
				  participants and are subject to Department pre-approval which must be obtained
				  by the SNAP E&T Provider and is subject to allowability of federal and
				  Provider funding:
Support Service Item
Maximum Amount Reimbursed Per Participant per
								federal fiscal year (October 1-September 30).
Tuition
$6000 for full-time students and $3000 for
								part-time students, limited to certificate or undergraduate degrees. All other
								financial aid, grants, and scholarships must be exhausted.
Participant Reimbursement
								Caps
Transportation
Mileage, bus passes, taxi fare, or gas
								cards.
Transportation reimbursement is limited to $50 per
								week, unless otherwise approved by the Department.
Effective March 1, 2024, mileage is reimbursed
								consistent with current State of Maine mileage rate for actual mileage or
								calculation of gas card denominations.
The State of Maine rate is found on the Department
								of Administrative and Financial Services Office of the State Controller at
https://www.maine.gov/osc/travel/mileage-other-info
The State of Maine rate is the amount to be used if the standard mileage
								allowance is claimed.
The most economic mode of transportation must be
								utilized.
Eye care (not otherwise covered)
$200
Dental Care (not otherwise covered)
$500
Books and Supplies (as approved for specific
								programming)
$2000 (limited to the SNAP E&T program or job
								attained through SNAP E&T)
Child care reimbursement
Childcare rates may not exceed the rates set by the
								Maine Child Care Subsidy Program (CCSP) at:
https://www.maine.gov/dhhs/ocfs/support-for-families/child-care/paying-for-child-care
(see Maine Child Care Market Rate)
Recipients must apply for CCSP funding. Child care
								is only reimbursed through SNAP E&T when CCSP funding is not
								available.
Uniforms, Tools, Equipment, and Automobile Repair
								(only as required for job attainment).
$1000 (limited to the SNAP E&T program or job
								attained through SNAP E&T).
Participant reimbursements and tuition cannot be reimbursed
				  for participants who are receiving TANF cash benefits.
The participants must sign a Contractor Reimbursement Form
				  distributed by the SNAP E&T Provider acknowledging receipt of Participant
				  Reimbursements in order to be reimbursed.
II.
ALLOWABLE TRANSPORTATION RELATED
				EXPENSES
If a private vehicle is used by the participant,
				  reimbursement is made by the SNAP E&T Provider at the current rate per mile
				  paid by the SNAP E&T program for the most direct route (including stops at
				  a child care provider) to and from the SNAP E&T service component site. A
				  private vehicle must be properly registered and insured, and the driver must be
				  legally licensed in order to receive reimbursement. Participants are reimbursed
				  for transportation after they have submitted a correctly completed expense
				  voucher to SNAP E&T Providers including proper mileage reimbursement and/or
				  receipts.
In areas where available and more economical, SNAP E&T
				  Providers may purchase a gas card, bus pass or arrange payment for other public
				  transportation on behalf of the SNAP E&T participant in lieu of reimbursing
				  for mileage. When gas cards are used, the denomination must be calculated
				  according to mileage incurred by the participant for approved SNAP E&T
				  activities.
Vehicle repairs are subject to the limits above and are
				  limited to vehicles that are registered and insured to the SNAP E&T
				  participant or legal spouse, who must have a valid driver's license. Repairs
				  can only be reimbursed for vehicles that will pass State safety inspection upon
				  completion of the repair and will result in safe and reliable transportation to
				  be used for the participant's training or employment. SNAP E&T Providers
				  must submit a completed Department approved Vehicle Repair Form and obtain
				  prior approval from the Department in order to reimburse vehicle repairs on
				  behalf of SNAP E&T participants. Vehicle repairs must be completed by an
				  automobile repair shop authorized to conduct State safety inspections. The
				  Department may require quotes from other automobile repair shops prior to
				  approving a repair.
All transportation reimbursement is subject to the limits in
				  the table above.
III.
DEPENDENT CARE REIMBURSEMENT
A participant who has dependents who require care during the
				  hours the participant is actively engaged in a component activity is eligible
				  for the actual costs or the current limits established by the Maine Child Care
				  Subsidy Program, whichever is less, per dependent per month to cover dependent
				  care costs. These rates are found at:
https://www.maine.gov/dhhs/ocfs/support-for-families/child-care/paying-for-child-care
.
				  If the dependent is a child under age 13, and the childcare is not provided by
				  a licensed or registered facility, the childcare arrangement must be approved
				  prior to payment by the SNAP E&T Provider. SNAP E&T Providers must
				  conduct a check of the child care provider for present or prior child
				  protective services involvement, checks with the State Bureau of Identification
				  and Department of Motor Vehicles, and other approval procedures (such as a home
				  visit) as may be deemed necessary on a case-by-case basis before reimbursing
				  child care providers. A childcare provider who is caring for more than two
				  children who are unrelated to the childcare provider must be licensed or
				  registered prior to being paid by the SNAP E&T Provider.