Purchase of Clothing / Tools / Equipment

POL-09-04

DATE: September 8, 2009

TO:  All VESID VR Staff

SUBJECT: Purchase of Clothing and Tools and Equipment (obsoletes clothing memos issued April 15, 2005 and prior)

Required clothing and/or tools and equipment should be identified and may be purchased when determined necessary for training or employment purposes only (and certain assessments, e.g. WTO).  These services are contingent on economic need.  If available, comparable benefits must be applied and purchases should be made in the most cost effective manner.

Guidelines for Purchase of Clothing and Tools and Equipment

Clothing may not be supplied for basic living requirements and must be related to the specific employment goal and specific functions and duties of the job. 

It is the counselor's responsibility, in consultation with the individual, to identify and justify the specific items of clothing that are required for the individual to obtain and/or safely and appropriately perform the specific job. 

• Clothing may be required:
• for special safety reasons, such as steel-toed work boots, heat resistant gloves, or hard hats,
• to start a job where certain clothing or equipment is required to perform the job and such clothing or equipment is not provided
• by the employer, such as a nursing uniform or janitor coveralls; or
• to interview or audition for a job. 

Clothing items should be appropriate for the specific job given the particular duties and tasks of the position (e.g. a dress suit may be appropriate for an individual seeking a job as a bank auditor, but not for seeking a position as an auto mechanic). 

• Tools and equipment may be provided when:
• required for training (technical college or vocational);
• an individual is ready for employment or to begin a job and needs the equipment to prepare or become ready for the job;
• required for the job and not provided by the employer; or
• otherwise related to the specific employment goal.

Purchases must be made in the most cost effective manner and supported by receipts.  The consumer shall be encouraged to comparison-shop to obtain the best price for the items needed. 

Case Service Support Codes

The following support codes should be used with the appropriate Case Service Code for training or placement. 

• “K”  Clothing [Code B should no longer be used for clothing.]
• “E”  Tools and Equipment

Note:  Maintenance and transportation (M&T) may not be used for authorization of required clothing and/or tools and equipment.

Funding Caps 

• Clothing :$300
• Tools and Equipment: no cap when economic need is met

Ownership of Equipment and Supplies form (VES-69; 08/09) should be completed and maintained in the consumer’s record.  Review by a District Office Manager, or designated individual, is required prior to releasing equipment to a consumer.   Justification for releasing equipment must be included in the record of service.

Note:  Funding for clothing and tools and equipment are separate and are not included in funding caps listed in Policy 410.00 Non-Degree Training at Trade, Business and Other Schools Policy for program cost, fees and required textbooks and materials.  (Refer to POL-09-05 Funding Limits for Vocational Training Programs.)

Cost Effective Training

Refer to Consumer Participation in the Cost of Services Policy 1125.00.  For cost effective training purposes, program costs can include required clothing, and/or tools and equipment but total VESID funding can not exceed $4,815.

Waivers

VESID provides a waiver process to evaluate the consumer's individual situation and determine whether the established cost and duration limits would deny the consumer access to services; the process is established to accommodate the rehabilitation needs of an individual when necessary to achieve the employment outcome.  Refer to Consumer Involvement Policy and Procedure 100.00 and 100.00P (April 2007) for more information.

Effective Date: September 8, 2009

Inquiries: Any questions concerning this memorandum should be addressed to the Policy and Partnership Unit at 518- 474-3946.

Reference: Federal Regulation   34 CFR Part 361.48

Obsoletes: POL-05-01 – April 15, 2005