Requesting Public Transportation for Clients: Eligibility and Ordering

0900-520.10 | Revision Date: 08/24/16

Overview

This policy guide provides information on Bus Passes/TAP Cards/EZ Pass TAP Cards/Tokens/Coupons, including where and how to acquire them, how to secure them, and what to do if they are stolen.

TABLE OF CONTENTS

Policy

Bus Passes/TAP Cards/EZ Pass TAP Cards/Tokens/Coupons

Issuance by Regional Staff

Issuance by Juvenile Court Services (JCS)

Security

Burglary/Robbery/Theft

Public Transportation to/from School-of-Origin

Nonminor Dependents (NMDs)

Procedure

Service Funded Activity Client Transportation

CSW Responsibilities

SCSW Responsibilities

Transportation to/from School-of-Origin

ER/ERCP/Case-Carrying CSW Responsibilities

SCSW Responsibilities

Juvenile Court Services (JCS) Receiving and Issuing Bus Tokens

JCS Clerical Administrator Responsibilities

JCS Senior Secretary Responsibilities

JCS SCSW Responsibilities

JCS Ordering Bus Tokens

JCS Senior Secretary Responsibilities

JCS Regional Administrator Responsibilities

JCS Senior Secretary Responsibilities

JCS Completing the Monthly Inventory

JCS Senior Typist Clerk Responsibilities

JCS Completing Preparing Reconciliation Report

JCS Senior Typist Clerk Responsibilities

JCS Regional Administrator Responsibilities

Approvals

Helpful Links

Forms 

Referenced Policy Guides

Statutes

Version Summary

This policy guide was updated from the 04/20/16 version, at the request of Juvenile Court Services (JCS) to make non-substantive changes concerning the roles and responsibilities of JCS staff.

POLICY

Bus Passes/TAP Cards/EZ Pass TAP Cards/Tokens/Coupons

Bus CouponA redeemable certificate used as a substitute for currency. Transit companies other than the Metropolitan Transit Authority (MTA) issue bus passes. – A redeemable certificate used as a substitute for currency. Transit companies other than the Metropolitan Transit Authority (MTA) issue bus passes.

Bus PassA permit or authorization to ride at will, without charge. Passes are valid for the current month. Transit companies other than the MTA issue bus passes. – A permit or authorization to ride at will, without charge. Passes are valid for the current month. Transit companies other than the MTA issue bus passes.

Bus TokenA piece of metal used as a substitute for currency. – A piece of metal used as a substitute for currency.

TAP Card – The Transit Access Pass (TAP) Card is a monthly pass good for MTA travel only.

Student TAP Card – A thirty (30) day pass good for MTA travel only. Students must have an appropriate MTA ID Card to obtain the pass. Student Cardholders are provided with a Student TAP Card each month. There is no charge for the Card itself. Students can pick-up a photo-less Metro Student Dare ID Card (K-8 or 9-12) at participating schools or one of the four Metro Customer Centers.

EZ Pass TAP Card/EZ Pass StickerThe EX Pass TAP Card/Sticker is a monthly pass good for MTA and local travel on twenty-four (24) different public transit carriers throughout the Greater Los Angeles region. No transfers are necessary between the EZ Pass TAP Card transit carriers. – The EX Pass TAP Card/Sticker is a monthly pass good for MTA and local travel on twenty-four (24) different public transit carriers throughout the Greater Los Angeles region. No transfers are necessary between the EZ Pass TAP Card transit carriers. The following transit carriers honor the EZ Pass TAP Card:

• Antelope Valley Transportation Authority (AVTA)

• Beach Cities Transit

• Burbank Local Transit

• Carson Circuit

• City of Commerce

• Culver City Bus

• Foothill Transit

• Gardena Municipal Bus Lines

• Glendale Beeline

• Huntington Part COMBI

• LADOT (DASH and Commuter Express)

• LAX Fly Away (discount)

• Long Beach Transit

• Metro Bus

• Metro Rail

• Montebello Bus Lines

• Monterey Park

• Spirit Bus

• Norwalk Transit

• Pasadena Arts Shuttle

• PV Transit

• Santa Clarity Transit

• Santa Fe Springs Metro Express

• Santa Monica Big Blue Bus

• South Pasadena Gold Link

• Torrance Transit

• Torrance MAX

CSWs must provide clients with the most cost effective form of Service-Funded Activity (SFA) Transportation. For example, depending on the client’s travel needs, it may be cheaper to issue four (4) bags of tokens ($60) rather than issuing the client a TAP Card ($72) or EZ Pass TAP Card ($84).

Issuance by Regional Staff

Bus passes/TAP Cards/EZ Pass TAP Cards/tokens/coupons must be issued on a monthly basis. Each client can receive one (1) bus pass/TAP Card/EZ Pass TAP Card per month and it can only be used for the month of issuance. Bus passes/TAP Cards/EZ Pass TAP Cards must be requested by the tenth (10th) business day of the month, except when the court orders DCFS to issue a bus pass/TAP Card/EZ Pass TAP Card, and the court order (minute order) is received after the tenth (10th) business day of the month. Any bus pass/TAP Card/EZ Pass TAP Card not delivered by the tenth (10th) day of the month must be returned to the Transportation Clerk.

TAP Cards/EZ Pass TAP Cards cannot be returned for credit. The CSW must ensure that these passes are either issued or returned to the designated staff person to distribute within three (3) days for re-issuance to another client.

The SFA Transportation Request must be provided as necessary to ensure the protection of the child. The range of the SFA Transportation Request includes, but not limited to the following:

• Therapy/Counseling

• Drug Treatment

• Visitation

• NMD's participating in EFC, To/From College/Vocational School and/or place of employment

Bus passes/TAP Cards/EZ Pass TAP Cards/Tokens/Coupons can only be issued to DCFS clients who are specifically identified in a case plan, ordered by the court, or they are part of a CFT Action Plan.

When a client has special transportation needs (i.e. the client lives outside of Los Angeles County), Emergency Aid Requisitions (EARs) can be issued for transportation. EARs are the exception and not the rule for meeting a client’s transportation needs.

Issuance by Juvenile Court Services (JCS)

The following are the criteria for JCS staff to issue bus tokens to DCFS clients (including parents, minors and nonminor dependents (NMD’s), and relative caregivers).

• The client(s) must have a court hearing the date the request is being made for bus tokens.

• The sole purpose for issuing bus tokens is for the client to return home form Children’s Court.

• The bus tokens can be issued with or without a court order.

Security

Because bus passes/TAP Cards/EZ Pass TAP Cards/tokens/coupons are negotiable items, they must be secured at all times in a locked safe, file cabinet or case drawer.

Employees, who handle, distribute, and issue bus passes/TAP Cards/EZ Pass TAP Cards/tokens/coupons must complete and sign the DCFS 194-A, Employee Acknowledgment of Negotiable Usage. The original form must be filed in the employee’s Official Personnel Folder at Human Resources, a copy must be filed in the employee’s Office Personnel Folder, and another copy must be provided to the employee. It is the Regional Administrator’s (RA’s) responsibility to ensure each employee reviews/signs the form.

Bus pass/TAP Cards/EZ Pass TAP Cards/tokens/coupons, should never be mailed to the client. All forms of SFA Transportation must be delivered in person.

Burglary/Robbery/Theft/Loss

Any lost, stolen, or un-reconciled bus passes/TAP Cards/EZ Pass TAP Cards/tokens/coupons must be reported to the Regional Administrator (RA) or his/her designee. The RA/their designee will investigate, complete a written report, and file it within five (5) days from the date of the investigation, with the DCFS Fiscal Operations Division, the Accounting Services Section Head at 425 Shatto Place, Room 204, Los Angeles, CA 90020, and immediately notify the Procurement Section at (213) 351-7257 and Internal Controls Section Heads at (213) 351-5690 via phone.

Incidents of burglary, robbery, or theft in an amount over one-hundred dollars ($100) must be reported to the local Sheriff or police department. In County facilities where the County provides security, an incident report must first be made to the agency providing security.

For all losses, a written letter stating the circumstance and amount of loss must be submitted to the Auditor-Controller, Office of County Investigations at 500 W. Temple St. Room 515, Los Angeles, CA 90012.

Back to Policy  

Public Transportation to/from School-of-Origin

A child/youth’s caregiver is eligible to receive bus passes/TAP Cards/EZ Pass TAP Cards/tokens/coupons for transporting the child/youth to and from school or for other education related transportation (for example: after-school activities, extra-curricular activities, parent-teacher conferences, school dances, and to travel to or from school to pick-up a child for appointments or illnesses) when the child/youth is placed in out-of-home care and their Educational Stability Plan states that the child will remain in her/his school-of-origin.

DCFS can also provide School-of-Origin transportation bus passes/TAP Cards/EZ Pass TAP Cards/tokens/coupons to the youth or caregiver under the following circumstances:

• When appropriate, an unaccompanied youth may use public transportation for education and education related travel to her/his school-of-origin.

• When the caregiver’s only mode of transportation is public transportation and the caregiver must accompany the child/youth to/from the school-of-origin for safety reasons.

Nonminor Dependents (NMDs)

When a NMD who is placed in a Supervised Independent Living Placement (SILP)SILP is a supervised and approved placement that is part of the Extended Foster Care program. SILP is a flexible and the least restrictive placement setting. It can include: an apartment (alone or with roommates); shared living situations; room and board arrangements; room rented from a landlord, friend or relative, or former caregiver; or college dorms., is attending high school at his/her school-of-origin, and all other Extended Foster Care (EFC) requirements have been satisfied, he/she is entitled to directly receive the ETR or public transportation. ETR rates are the same for NMDs.

Back to Policy  

PROCEDURE

Service Funded Activity Client Transportation

CSW Responsibilities

1. Complete the DCFS 63, in duplicate, indicating which transportation fares are being requested.

2. Indicate on the DCFS 63 whether the request for the transportation is for one of the following:

• Court ordered/case plan activity

• Attach a copy of the Minute Order to the DCFS 63.

• Non-Court ordered/case plan activity

• Attach a copy of the portions of the current case plan dealing with case plan service objectives, client responsibilities and agency responsibilities to the DCFS 63.

• Part of a CFT Action Plan (when a case plan has not yet been developed and there is no court order)

• Attach a copy of the CFT Action Plan indicating that SFA transportation is needed to the DCFS 63.

3. Indicate on the DCFS 63 that the client has stated that (s)he is not already receiving Department of Public Social Services (DPSS) funded transportation services. When it is known that the DPSS services being provided include transportation, advise the client that DCFS is not permitted to duplicate transportation services and refer the client back to DPSS. If needed, assist the client in obtaining DPSS funded transportation services so they can meet their case plan requirements timely. Document in the Contact Notebook.

4. Indicate on the DCFS 63 the age and date of birth of each child for whom SFA Transportation funds are being requested.

• Two children under five years of age may travel free with each fare paying adult on bus or rail.

5. Submit the DCFS 63 to the SCSW for approval.

6. Upon SCSW approval of the DCFS 63, submit it along with the required supporting documentation (see #2 above) to the Transportation Clerk.

7. Upon receipt of the bus pass/TAP Cards/EZ Pass TAP Cards/tokens/coupons, sign the DCFS 62, Control Log, acknowledging receipt.

8. Upon delivery of the bus pass/TAP Cards/EZ Pass TAP Cards/tokens/coupons to the client, obtain the client's signature of the DCFS 63 acknowledging receipt.

9. Within two (2) business days from the date the bus pass/TAP Cards/EZ Pass TAP Cards/tokens/coupons were issued to the client:

1. Forward the original DCFS 63 with the client's signature to the Transportation Clerk.
2. File a copy of the signed DCFS 63 in the Case File Additional Services (red) folder.

SCSW Responsibilities

1. Review the DCFS 63, and attachment(s) for accuracy and completeness and ensure that the most cost effective form of SFA Transportation is being requested.

1. If approved, sign the DCFS 63.
2. If incomplete, return the DCFS 63 to the CSW for correction.

Transportation to/from the School-of-Origin

ER/ERCP/Case-Carrying CSW Responsibilities

1. Upon determination that public transportation is an appropriate means for the child/youth/NMD to attend his/her school-of-origin, refer to the Educational Travel Reimbursement policy guide.

2. Complete the DCFS 63E, School-of-Origin Public Transportation Request & Receipt monthly and submit it monthly to the SCSW for approval.

• Indicate the age and date of birth of the child.

• Children under five (5) years old ride free.

• SFA funds are not available for Education – always use the DCFS 63E, not the DCFS 63.

3. Upon SCSW approval of the DCFS 63E, submit it to the Transportation Clerk and obtain the requested bus passes/TAP Cards/EZ Pass Tap Cards/tokens/coupons.

4. Deliver the bus passes/TAP Cards/EZ Pass Tap Cards/tokens/coupons in a timely fashion.

5. Document the number of School-of-Origin bus passes/TAP Cards/EZ Pass Tap Cards/tokens/coupons issued to the caregiver/NMD in CWS/CMS Case Notes.

• To avoid accidental double payment, enter the number of school-of-origin bus passes/TAP Cards/EZ Pass TAP Cards/tokens/coupons issued to the caregiver each month in the CWS/CMS Case Notes section.

6. Ensure that the caregiver/NMD only receives one of: a School-of-Origin bus pass/TAP Card/EZ Pass TAP Card/token/coupon or the Educational Travel Reimbursement monthly rate for the child. They are not permitted to receive both.

SCSW Responsibilities

1. Review the DCFS 63E.

1. If approved, sign and return to the CSW for submission to the Transportation Clerk.

2. If incomplete, return it to the CSW for corrective action.

Juvenile Court Services (JCS) Receiving and Issuing Bus Tokens

JCS Clerical Administrator Responsibilities

Receiving Bus Tokens

1. Upon receipt of bus tokens, sign and date for delivery.

2. Verify receipt with shipping document and count the bus tokens, in the presence of two (2) designated JCS staff (a JCS Manager or their designee and a Supervising Typist Clerk) who are not involved in the issuance of bus tokens.

JCS Senior Secretary Responsibilities

1. Lock up tokens, in safe. File shipping document and Metro Mail Order form. Retain for five years (5) in the designated office file.

2. Sign the Receipt of Bus Token Log and have the two (2) designated staff also sign the Receipt of Bus Token Log.

Issuing Bus Tokens to SCSW

1. Open the safe in the presence of the requesting SCSW and remove twenty (20) tokens from the perpetual stock.

2. Update the Perpetual Bus Token log.

3. Close and lock the safe.

JCS SCSW Responsibilities

1. Place bus tokens in locked file cabinet.

2. Interview the client and verify that the client had a hearing today and determine the number of tokens needed for the client and if applicable their child(ren) in their care to return to their home.

3. Update the Bus Token Control Log including having the client sign on the designated line.

4. Update the Perpetual Bus Token Log.

5. When the stock of bus tokens falls to five (5) tokens ask the JCS Senior Secretary for twenty (20) additional tokens.

Juvenile Court Services (JCS) Ordering Bus Tokens

JCS Senior Secretary Responsibilities

1. Complete Metro Mail Order Form, DCFS 6-1, Miscellaneous Transmittal, and DCFS 65, Request Letter for Bus Passes/Tokens/Coupons, include how many transit items are required.

2. Attach the DCFS 62T, Bus Token Control Log, DCFS 64T, Bus Token Reconciliation Report, and Perpetual Bus Token Log.

3. Forward forms to the JCS Regional Administrator for approval of the DCFS 65 and DCFS 64T.

JCS Regional Administrator Responsibilities

1. Review Metro Mail Order Form, DCFS 65, DCFS 62T, DCFS 64T, and Perpetual Bus Token Log.

1. If approved, sign and return to the Senior Secretary.

2. If incomplete, return it to the Senior Secretary for corrective action.

JCS Senior Secretary Responsibilities

1. Fax Metro Mail Order Form, and DCFS 65 to Procurement Section (213) 738-6514.

2. Mail Metro Order Form, DCFS 65, copy of DCFS 64T, copy of DCFS 62T, a copy of the Perpetual Bus Token Log, and DCFS 6-1 by the 5th of the month to:

DCFS Procurement Section

Attn: Control Clerk

501 Shatto Place, Room 301

Los Angeles, CA 90020

3. File the copy of DCFS 6-1 until the signed DCFS 6-1 is received from the Procurement Section. Discard the file copy and file the signed copy. Retain for five (5) years in designated office file.

Juvenile Court Services (JCS) Completing the Monthly Inventory Report

JCS Senior Typist Clerk Responsibilities

1. Request the JCS Senior Secretary open the safe in the presence of the designated JCS SCSW to complete the monthly bus token inventory.

2. Request the JCS SCSW open the locked file cabinet and assist in completion of the rest of the monthly bus token inventory.

3. Review the Perpetual Bus Token log to ensure counts match the inventory.

Juvenile Court Services (JCS) Preparing the Reconciliation Report

JCS Senior Typist Clerk Responsibilities

1. Complete and sign the DCFS 64T and DCFS 62T.

2. Obtain the Clerical Administrator signature on the DCFS 64T.

3. Forward the DCFS 62T and 64T to the RA/Designee for approval.

4. Complete the DCFS 6-1, Miscellaneous Transmittal (triplicate).

5. Make photocopies and file the DCFS 62T and DCFS 64T once it has been signed by the RA. Retain for five (5) years in designated office file.

6. Send original DCFS 64T with original DCFS 62T, to:

DCFS - Accounts Payable

425 Shatto Place, Room 205

Attn: Bus Pass Reconciliation Desk

Los Angeles, CA 90020

7. Receive signed DCFS 6-1 from Accounts Payable and discard file copy of DCFS 6-1. File signed DCFS 6-1 and retain for five years in designated office file.

JCS Regional Administrator Responsibilities

1. Review the DCFS 62T and DCFS 64T.

1. If approved, sign and return to the Senior Secretary.

2. If incomplete, return it to the Senior Secretary for corrective action.

Back to Procedure 

APPROVALS

SCSW Approval

• DCFS 63

• DCFS 63E

JCS RA Approval

• DCFS 62T

• DCFS 64T

• DCFS 65

HELPFUL LINKS

Forms

LA Kids

DCFS 6-1, Miscellaneous Transmittal

DCFS 63, Service-Funded Activity Transportation Request & Receipt

DCFS 63E, School-of-Origin Transportation Bus Pass Request & Receipt

DCFS 62T, Bus Token Control Log

DCFS 64T, Bus Token Reconciliation Report

DCFS 65, Request Letter for Bus Passes/Tokens/Coupons

DCFS 194-A, Employee Acknowledgment of Negotiable Usage

DCFS 1399, Notification to School of Pupil’s Foster Care Status

Perpetual Bus Token Log

Receipt of Bus Token Log

Referenced Policy Guides

0100-535.25, Extended Foster Care (EFC)The Extended Foster Care program allows a foster youth to remain in foster care and continue to receive foster care payment benefits (AFDC-FC payments) and services beyond age 18, as long as the foster youth is meeting participation requirements, living in an approved or licensed facility, and meeting other eligibility requirements. Program

0900-520.20, Educational Travel Reimbursement

Statutes

All County Letter (ACL) 11-51, dated 09/23/11 – States that the Fostering Connections to Success and Increasing Adoptions Act of 2008 (Public Law 110-351) lays out guidelines for Educational Transportation Reimbursement.

ACL 10-12, dated 03/15/10 – States that the Fostering Connections to Success and Increasing Adoptions Act of 2008 (Public Law 110-351) lays out guidelines for Case Plan Assurances Educational Transportation Reimbursement.

Welfare and Institutions Code (WIC) Section 16501(a) – Describes what Child Welfare Services are and when they should be provided.

WIC Section 16501(a)(3) – Defines emergency shelter care as including transitional shelter care facilities per Health and Safety Code Section 1502(a)(11).

WIC Section 16501(b) – Defines “respite care” as temporary care for periods not to exceed seventy-two (72) hours. This care can be provided to the child’s parents/guardians but cannot be provided for the purpose of routine, ongoing childcare.

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