[BFET] PR Limits in EJAS and ERT Process

[Kimberly Wheeler]

Good Morning BFET Team,

I am resending the PR Limit in eJAS email with the processes for CAP amount workarounds. Please note that as we move into FFY20 and DSHS removes the monthly CAP amounts for items such as Transportation, there is still the annual CAP amount that applies. The following process should be used in instances where factious CAP amounts have been applied to PRs that truly do not have CAP amounts, such as books.

CAP Limit in eJAS Workaround Process (FFY19 and FFY20)

  1.  Complete a hard copy PR form (DSHS PR form or approved alternate) signed and dated by both student and staff
  2.  Enter in a case note in eJAS with the following information:
     *   Type of PR being disbursed
     *   Amount of PR
     *   Justification for issuance

You may not use this workaround for annual CAP amounts being reach for PRs that have established annual limits. You can find a list of those PRs and their annual CAP amounts in the PR Directory located on the DSHS BFET Provider Website. To award PRs in excess of the annual CAP amount you must request an exemption to the rule (ETR). See below for the process to request and ETR.

ETR Request Process (FFY20)

     *   Submit ERT request via online form https://<https://www.dshs.wa.gov/esa/bfet-provider-participant-reimbursement-exception-rule>www.dshs.wa.gov/esa/bfet-provider-participant-reimbursement-exception-rule<https://www.dshs.wa.gov/esa/bfet-provider-participant-reimbursement-exception-rule>
     *   DSHS Policy approves/denies and cc's the SBCTC on their formal response
     *   Colleges maintain copies of the responses in the student file
     *   Colleges input case note of approval of ERT, type of support service and amount approved

Please let me know if you have any questions or need any assistance.

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: Jennifer Dellinger
Sent: Thursday, February 7, 2019 12:19 PM
To: bfet at lists.ctc.edu<mailto:bfet at lists.ctc.edu>
Subject: PR Limits in EJAS
Importance: High

Good Afternoon BFET Team,

It has come to our attention that once the annual limit in the eJAS PR form is reach for a student you cannot enter in another PR for that support. This is a feature that is currently being reviewed by DSHS and their IT department. At this time there is not an estimate time of fix. I will update the system as we know more.

As we gear up for Spring quarter for those students that have already had books entered in to the PR eJAS form at max amount ($800) DSHS has established the following process for documenting this PR.


  1.  Complete a hard copy PR form (DSHS PR form or approved alternate) signed and dated by both student and staff
  2.  Enter in a case note in eJAS with the following information:
     *   Type of PR being disbursed
     *   Amount of PR
     *   Justification for issuance

Please let me know if you have any questions on this process. If you do not have an alternate PR form approved for FFY19 and would like to use one for this process please make sure to submit it for approval prior to use. Approvals are to be submitted to jdellinger at sbctc.edu<mailto:jdellinger at sbctc.edu>. Please make sure the subject line reads "PR form approval request FFY19".

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.




[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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