The BFET program allows for the use of Participant Reimbursements (PR), to support approved activities. Support services are meant to offer a resource for participants who are actively engaged and may be provided to support the participant, as stated up to the prescribed limits in the PR Directory. The BFET Program does not reimburse participants. Providers cannot use personal funds to pay for PR.
BFET funds cannot be used if the participant receives other funds identified to cover costs. BFET participants receiving other sources of funding must first fully expend those resources on qualified expenditures before the issuance of BFET PR. The intent is to use other resources that are readily at hand in place of support services when possible.
PR should be reasonable and necessary to engage in a BFET activity. A cost is reasonable if, in its nature and amount, it does not exceed that which a prudent person would pay under the circumstances prevailing at the time of the decision to incur this cost. Necessary costs are incurred to carry out essential functions, cannot be avoided without adversely affecting participant outcomes and do not duplicate existing efforts.
Suggested questions to ask when considering the issuance and level of participant reimbursement include the following:
•Is the participant reimbursement reasonable and necessary for participation in the BFET component?
•What resources does the participant have available?
•Are there other resources in the community that can help with this cost?
•Is there a lower cost alternative available?
•Reimbursements such as tools or assistance with licenses and fees, will these issuances result in employment?
If a participant need exceeds the stated limits in the Participant Reimbursement Directory, providers can submit a participant reimbursement Exception to the Rule (ETR) Request. ETR’s must indicate the client eJAS number; amount requested exceeding the maximum stated in the PR Directory and if other community funding sources have been exhausted as well as a justification.
A participant reimbursement must be entered into eJAS within seven business days. If you are unable to access eJAS at time of issuance, the provider and the participant must complete and sign the BFET Participant Reimbursements (07-103) form. Then the provider must enter the participant reimbursement into eJAS within seven business days.
When issuing Participant Reimbursement, address the following elements:
•What support service was issued (i.e. bus pass, work equipment, or a training course)
•Amount of reimbursement issued.
•Justification for how the participant reimbursement will aid participation.
•No other resources were available.
•Date reimbursement was issued.
You must modify the amount of the PR in eJAS if the actual amount is different from the issued amount.
EXAMPLE: Participant was issued a $100 clothing reimbursement. The reimbursement was entered into eJAS as $100.00. The receipt is returned later showing the actual amount of clothing purchased was $95.72. You would then modify the participant reimbursement amount in eJAS to reflect the actual cost of $95.72.
The eJAS system will allow you to modify a participant reimbursement as many times as needed for up to 60 days from the date of initial issuance. A client note must be added to explain why a PR was modified or canceled.
However, you are unable to enter a PR in eJAS if the case is closed or modify a PR 60 days from issuance. Instead, you must document the following in the case notes:
•What support service was issued (i.e. bus pass, work equipment, or a training course fee)
•Amount of reimbursement issued.
•Justification for how the participant reimbursement aided participation.
•No other resources were available.
•Date reimbursement was issued.
In the case of an ACP participant, you must document a secure case note with the new corrected amount as well as the date and amount of the original PR.
For further instructions on entering or modifying PRs into eJAS, see training Module 7 – Participant Reimbursement.
All participant reimbursements must be tracked using the PR form and receipts must be maintained in the participant file.