[BFET] [EXTERNAL] Re: Update to Provider Handbook Changes and Extension for Implementation for Participant Reimbursement and Bank Mobile Cards

Sat Oct 13 09:37:18 PDT 2018

Jennifer:

I have the exact same concerns as Kelli.  We also have a book voucher process that was approved by the State Board a while back, which works quite well for our students and departmental partners across our campus.  It would be very challenging for us to determine the exact amount of each book voucher for our students 7 days after they pick up their book voucher, let alone entering the information in eJAS within that period of time.  We use an estimated amount until we receive our invoice from the bookstore which we typically receive later in the term before the book store accounts close.  We generally spend about $30,000 a term (Fall, Winter, Spring) on books, which equates to a significant amount of students, and having to complete a PR for each of these transactions would be a huge administrative burden on my staff.

Does DSHS understand our process?

Thank you!

Armetta Burney, MBA
Director, Workforce Education Services
Clark College
Gaiser Hall, Room 215
1933 Fort Vancouver Way
Vancouver, WA  98663
aburney at clark.edu<mailto:aburney at clark.edu>
(360) 992-2321
Learn more about our support programs at Workforce Education Services<http://www.clark.edu/enroll/paying-for-college/wes/index.php>

From: BFET <bfet-bounces at lists.ctc.edu> On Behalf Of Jennifer Dellinger
Sent: Friday, October 12, 2018 12:36 PM
To: Johnston, Kelli <KJohnston at tacomacc.edu>; bfet at lists.ctc.edu
Subject: [EXTERNAL] Re: [BFET] Update to Provider Handbook Changes and Extension for Implementation for Participant Reimbursement and Bank Mobile Cards

Kelli,

Thank you for your feedback. The SBCTC is scheduling a meeting with DSHS BFET Policy to further discuss implications.

Respectfully,

[Compass]Jennifer Dellinger
Program Administrator
Washington State Board for Community and Technical Colleges
Email: jdellinger at sbctc.edu<mailto:jdellinger at sbctc.edu> ∙ Office: 360.704.3925

Electronic Privacy Notice:  This e-mail, and any attachments, contains information that is, or may be, covered by electronic communications privacy laws, and is also confidential and proprietary in nature. If you are not the intended recipient, please be advised that you are legally prohibited from retaining, using, copying, distributing, or otherwise disclosing this information in any manner. Instead, please reply to the sender that you have received this communication in error, and then immediately delete it. Thank you in advance for your cooperation.

From: Johnston, Kelli <KJohnston at tacomacc.edu<mailto:KJohnston at tacomacc.edu>>
Sent: Friday, October 12, 2018 12:22 PM
To: Jennifer Dellinger <jdellinger at sbctc.edu<mailto:jdellinger at sbctc.edu>>; bfet at lists.ctc.edu<mailto:bfet at lists.ctc.edu>
Subject: Re: Update to Provider Handbook Changes and Extension for Implementation for Participant Reimbursement and Bank Mobile Cards

Jennifer -

I continue to have clarification questions related to the concerned that were shared with you previously about this change. I will focus on option 1 and the timing and entering of the PR form specifically prescribed in your directive below.

For many of our institutions we have internal bookstore processes - TCC is one of those. We utilize our existing campus processes (that follows the issued SBCTC internal bookstore process for book purchases) for students.  Student requesting books from us when they register for classes as a book request is directly tied to the courses they take.  This can  often be weeks before the beginning of the quarter, we approve and then set up accounts for students when BFET eligibility is determined for the month that the quarter will start, students are notified and are able to pick up and sign for the books at that point - which is normally just a few days before the beginning of the quarter. We have a reconciling process on the back end that is used in determining exact charges which are then verified by us before processing and then billing. Book charges often vary for students as they have options of purchasing new/used/ on-line texts. Again, this is all in aligned with the process developed by SBCTC with input from colleges.

If the PR is to reflect the exact charges we would not be able to enter that until this entire process is complete. If needs to be 7 days after the initial request we would not have the exact cost and we could not confirm the students eligibility for the cost until much later. Entering it 7 days past pick up would still be difficult as  there is about a 2 week window where student pick up due to schedule changes, text books not being in stock and other issues. We have the book store close and report the charges for us normally 2-3 weeks after the start of the quarter.

Would we be able to enter 7 days after that? That might work - but we would need to address this with our bookstore as they run accounts for a huge number of programs on campus on regularly scheduled times that align with college business processes. Our reconciling process happened in alignment with our billing deadlines set by SBCTC.

The 7 day timeline continues to seem arbitrary for colleges as we are allowed to bill for expenses made in the month in which a student is eligible for funding and we are required to make the case note in that month. If an exact amount is not needed I question why this needs to be in within 7 days.

I have two concerns as an administrator responsible for making sure we are fulfilling our obligations of this program: 1) Information being entered in EJAS that is not reflective of actual charges (estimates) - what issues could this bring up down the road if the estimate is not accurate. 2)Shifting our back end billing responsibility onto my front line staff. I do not want them to have to be editing and adjusting information due to billing issues. That is a process that is done by me and fiscal staff.

This program relies of careful collaboration between our state Workforce programs and the processes we set up for BFET students are intricately connected to our other students and our business practices.

I am hoping you can provide further verification.

________________________________
From: BFET <bfet-bounces at lists.ctc.edu<mailto:bfet-bounces at lists.ctc.edu>> on behalf of Jennifer Dellinger <jdellinger at sbctc.edu<mailto:jdellinger at sbctc.edu>>
Sent: Friday, October 12, 2018 8:28 AM
To: bfet at lists.ctc.edu<mailto:bfet at lists.ctc.edu>
Subject: [BFET] Update to Provider Handbook Changes and Extension for Implementation for Participant Reimbursement and Bank Mobile Cards

Good Afternoon BFET Team,

Recently DSHS made changes to the policies around the process of Participant Reimbursements. Thank you to those of you that have reached out in regards to the changes set forth by DSHS both in support and with concerns. The SBCTC has had several meetings with DSHS BFET Policy to address the needs of the system and our service to students.  There will be two possible options (outlined below) for the Participant Reimbursement process moving forward; you must implement one of the options below by the start of winter quarter.

Participant Reimbursement Process 1: For those who want to continue using the Participant Reimbursement Form supplied by DSHS or an alternative form approved by the SBCTC Program Administrator. This option allows you to follow your previous process of using a paper form. However, instead of creating a case note in eJAS for the release of and amount of participant reimbursement, you will instead fill out the Participant Reimbursement form in eJAS. Below are directions for this option.

•        You must continue tracking all support services (participant reimbursements) using the Participant Reimbursement form. The requirements for records (e.g. itemized lists, receipts, justification) remain the same.

•        Within 7 business days of completion of the paper form, you must fill out the Participant Reimbursement form in eJAS. This replaces the previous requirement of creating a case note to accompany the paper form.

•        Participant Reimbursement forms, once created in eJAS, do not need to be printed and do not require a student signature since the paper form serves that purpose.

Example: You have an approved alternate form, which you use for Participant Reimbursements. Jane comes into the BFET office and needs books. She gives you an itemized list for the cost of her required books. You determine she is eligible for BFET funding and you are going to award Jane books. You and Jane complete your paper Participant Reimbursement form (e.g. signature, date, amount, justification etc.). Now you have 7 business days to complete and save the Participant Reimbursement form in eJAS. You do not need to print out this electronic form, because you are also keeping Jane’s paper form in her student folder along with other required documentation to show the purchase was for approved purposes.

Participant Reimbursement Process 2: For those who want to completely migrate to DSHS’s electronic Participant Reimbursement process in eJAS. You will not need a paper form as indicated above, however, this will still require you to print out the completed Participant Reimbursement form from eJAS. Below are the directions for this option.

•        Immediately complete the Participant Reimbursement form in eJAS. Save, print and sign. Student signature is required on this printed form.

•        If you are unable to complete, print, and/or obtain signature at time of initial issuance, yet you are ready to award funding for supports, you must make an immediate case note indicating the release of and amount of the Participant Reimbursement. You will then have 7 business days to complete the form in eJAS and obtain signature.

Example: You no longer have paper Participant Reimbursement forms. Jane comes in to BFET office and needs books. She has an itemized list for the cost of her required books. You determine she is eligible for BFET funding and you are going to award Jane books. While Jane is in your office you complete the Participant Reimbursement form in eJAS, print it, and get Jane’s signature.

Another note of change in the Provider Handbook is the use of Bank Mobile cards. To better align their policies with FNS policy, which does not allow for funds being distributed directly to a student, DSHS has removed the use of Bank Mobile cards from the Provider Handbook. It is no longer approvable to distribute BFET funding for supports (Participant Reimbursements) to the student’s Bank Mobile card.

We understand this change, for those who utilize this process, will take some time to develop and implement a new process on your campus. This change must be implemented by the first day of winter quarter.

Please let us know if you need to be connected with other colleges that do not currently use the Bank Mobile card as a way of providing Participant Reimbursements to students.

Thank you for your patience as we worked to establish your concerns and business needs with DSHS in regards to the processes changes. Your calls, emails, and in-person conversations were helpful. Your dedication, support, and efforts are what make providing low-income students access to education through BFET successful.

If you have any questions please let us know.

Respectfully,

[Compass]Jennifer Dellinger

Program Administrator

Washington State Board for Community and Technical Colleges

Email: jdellinger at sbctc.edu<mailto:jdellinger at sbctc.edu> ∙ Office: 360.704.3925

Electronic Privacy Notice:  This e-mail, and any attachments, contains information that is, or may be, covered by electronic communications privacy laws, and is also confidential and proprietary in nature. If you are not the intended recipient, please be advised that you are legally prohibited from retaining, using, copying, distributing, or otherwise disclosing this information in any manner. Instead, please reply to the sender that you have received this communication in error, and then immediately delete it. Thank you in advance for your cooperation.

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