DFCS Online Policies & Procedures

  DFCS Online Policies & Procedures

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Handbook 19: How to...

19-1.1 Chapter Title

 

How to...
19-1.1  How to Obtain Bus Passes for Clients
Reference Points
Overview
Priority Criteria
Types of VTA Passes
Which Types of Passes to Request
Procedures for Requesting Passes or Tokens
Bus Pass Distribution
Lost Passes or Tokens
Issues Barring Reauthorization of Passes and Tokens
Contacts
Source Document


Reference Points
Effective Date: 4/28/10
Last Updated: 5/30/13
 Non CWS/CMS Forms:
MS Word VTA Flash Passes (SCZ414Z)
MS Word VTA Tokens (SCZ414Z)


Overview  

Bus passes are a resource offered to clients of the Department of the Family and Children’s Services to assist them in completing the goals of their case plans.  The distribution of bus passes is one way that DFCS social workers fulfill the requirement to make reasonable efforts to assist clients with accessing services.

Bus passes have cash value, and there must be a document to account for issuance and receipt of the passes.  Procedures are in place to document that clients have received the passes.

Parents and youth who are clients of DFCS and are needing transportation for school or work and who are participating in CalWORKs Employment Services may be eligible to receive bus passes through their Employment Counselor.
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Priority Criteria  
Priority
Client's Status

1.

Parents who:

  • Have children with pending Initial Jurisdictional/Dispositional court actions (Dependent Intake cases).
  • Are in the beginning two (2) months of case plan activities.
  • Substantially participated in their Family Reunification (FR) case plan the previous month. 
  • Non-minor Dependents for Supportive Transition

2.

Parents who substantially participated in their court-ordered Family Maintenance case plan the previous month.

3.

Parents and children with critical transportation needs deemed to require an adult or youth bus pass approved by the supervisor on a case-by-case basis.

  • This priority level may include parents who did not substantially participate in their case plans the previous month, but who state their intention to start participating. Supervisors may approve bus passes a maximum of two consecutive months for parents in this status.

4.

Youth who need a bus pass to get to and from high school or training who are in a relative home placement.


Parents who are participating in CalWORKs Employment Services (CWES) and receiving child welfare services from DFCS may be eligible to receive bus passes through their CWES Employment Counselor.  This option must be used first.

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Types of VTA Passes  

VTA offers the following transit passes:

  • Adult passes for people age 18-64.

  • Youth passes for people age 5-17.

  • Summer Youth Blast Pass which is valid June 1 – August 31

  • Senior passes for people age 65 or older, disabled or on Medicare.

  • Flash passes valid for the entire calendar month for unlimited travel on VTA service (some special express busses require an additional fee).

  • 1 (one) Day Pass Tokens valid for unlimited travel on VTA service for the entire day until 3:00 p.m. (some special express busses require an additional fee).
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Which Type of Pass to Request  

Social workers determine if the client needs a Flash Pass or Day Pass Tokens, giving careful consideration each month to choosing the method that is most cost effective for meeting the client's needs for the month.

 

If, for case plan activities,..

then the social worker..

An adult needs to travel 13 days or more during the month

Requests a Flash Pass

An adult needs to travel 12 days or less during the month

Requests Day Pass Tokens

The Social Worker submits a request for transit assistance for an adult  after the 18th of the month

Requests Day Pass Tokens

A youth needs to travel 10 days or more for case plan activities

Requests a Flash Pass

A youth needs to travel 9 days or less

Requests Day Pass Tokens

The Social Worker submits a request for transit assistance for a youth  after the 21st of the month

Requests Day Pass Tokens

 
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Procedures for Requesting Passes or Tokens  

 

To request a Flash Pass or Day Pass Tokens, Social Workers:

  • Complete the VTA Flash Passes (SCZ414Z) form or VTA Tokens (SCZ414Z) form.
      • To access the form:
        • Go to the S: Drive
        • Click on SCZ414Z
        • Click on SCZ414Z_MASTER_LIST
        • Enable Macros and under Purchase Requests click on VTA Flash Pass or VTA Tokens

  • Submit the completed form to OMC Robin Rivas’ inbox (located on the 4th floor, 373 West Julian office).
    • Requests for Flash Passes submitted by 5:00 PM on the 20th of the month are processed, and the Flash Passes are available before the 1st of the month if the request can be fulfilled. 
    • Requests for Flash Passes submitted after the 20th of the month are processed by priority and will be distributed as they become available. 
    • Requests for Tokens are processed as they are submitted and are usually available the day the request is submitted.

  • Wait for notification that the Flash Pass or Tokens is/are available.

  • Pick up and sign for the Flash Pass or Tokens in the clerical area, 373 W Julian, 4th floor. 
    • Social workers may arrange for clients to pick up Flash Passes by coming to the 373 W. Julian Office lobby.
    •                                                                        

  • Have the client sign the VTA Flash Pass Request or Day Pass Tokens form at the time the Flash Pass or Tokens is/are given to the client(s).
    • Social workers may not send Flash Passes or Tokens via certified mail.  Passes and Tokens must be received and signed for in person.
    • List all family members in the same case for whom passes are being requested on one VTA Flash Pass form, regardless if they have a different priority.  Mark all priorities that pertain to the requests on the one form.
    • A parent may sign for his or her Flash Pass or Tokens and for the other parent's Pass or Tokens, if that is an appropriate arrangement for distribution.
      • If it is inappropriate to have one parent picking up both Passes or Tokens (e.g. DV cases or the parents are not in contact) or if a parent and a caregiver are picking up Passes of Tokens, the social worker makes separate copies of the VTA Flash Pass form and has each person sign a separate form. 
    • If the social worker is not able to obtain a signature from a client and after distributing the Pass or Tokens, a memo signed by the social worker and the supervisor stating that the client received the bus pass may be provided.

  • Give the Flash Pass or Tokens to the client.
    • If distributing Flash Passes, ensure that all clients, whether adults or youth, receive the Pass with the correct VTA Pass number that is issued.

  • Forward the signed form to Robin Rivas, OMC, 4th floor, 373 W. Julian office as soon as the clients signature is obtained.

  • Return to Robin Rivas all Flash Passes or Tokens that were not distributed to clients.
    • Flash Passes must be returned immediately. The return is critical as these passes will be re-distributed to new incoming requests.
    • Tokens must be returned as soon as possible so that the account can be reconciled at the end of each month.
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Bus Pass Distribution  

Any bus pass that is not picked up or used should be returned to OMC Robin Rivas so that the pass can be re-issued to another client. Valley Transit Authority will no longer be accepting returns of the monthly transit passes.

  • Unused bus passes are not to be filed in a case file. 

  • Bus passes issued for one client may not be given to another client.

  • Each pass is assigned to a specific client and the request for that client must match the fiscal report that is submitted on a monthly basis.
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Lost Passes or Tokens  

Lost Passes will not be reissued. Please refer to Agency Memorandum 11-09: VTA (Bus) Pass Policy, attached below.

 

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Issues Barring Reauthorization of Passes and Tokens  

Passes might not be re-authorized the following month if:

  • The client's signature was not obtained for the current month's pass.

  • The current month's pass was not picked up.

  • The client is found to be selling or otherwise misusing the current month's pass.
  • The client is not participating in services. 
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Contacts  

Robin Rivas, OMC

373 W. Julian St., 4th floor

Tel: 408-501-6674

Email: Robin.Rivas@ssa.sccgov.org

 

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Source Document  

Agency Memorandum 11-09: VTA Bus Pass Policy

Agency Announcement -New Changes to Bus Passes beginning June 2013_

 

Other Reference  

18-6.1 Education Travel Reimbursement

 

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