Appendix E: MAINTENANCE CASE STUDIES

1. An individual receiving services lives in a rural community and will attend necessary training in a community 50 miles away from home. They have classes five days a week. It is necessary for them to be present at school. The counselor must work with them to determine the appropriate and least possible cost option. They have a reliable vehicle and are willing to drive to attend courses. They currently rent an apartment and could relocate to the community in which they’ll attend training.

a. Mileage Reimbursement: At 100 miles a day, there is a potential for approximately 2,000 miles of travel to be eligible for reimbursement each month. With a current mileage reimbursement rate of $0.59, the maximum mileage reimbursement is estimated at $1,180 each month.

b. Maintenance: Per the living wage calculator (www.livingwage.mit.edu), if the average housing cost for one person is $534 in their hometown compared to $775 where they will be moving, then the maximum DVR can contribute to housing expenses is $241 per month.

c. Board: Per the living wage calculator, if the average food cost for one person is $297 in both their home community and the community where they will attend school, then there is no contribution from DVR available as the cost incurred is not in excess of normal living costs.

d. Least Possible Cost Determination: If all options appropriately meet the individual’s need, they are eligible for up to $241/month in assistance. This could be applied to the mileage expense if they choose to drive OR it could be applied to rent if they choose to relocate.

2. An individual receiving services requires an assessment or training program that is not available in their home community. The service will require the individual to travel to a community 75 miles away from home. The service will take place on two consecutive days. The individual is willing and able to drive each day.

a. Mileage Reimbursement: At 150 miles a day, there would be a maximum of 300 miles eligible for reimbursement. The maximum mileage reimbursement is estimated to be approximately $177.

b. Maintenance: The individual considers staying overnight in a hotel, rather than driving back and forth each day. A hotel is available for $100, which is within the federally established per diem rate for hotels. Based on travel times and location, they would be eligible for reimbursement for the following meals: Day one - lunch, dinner, and incidentals; Day two - breakfast and lunch. The allowable reimbursement is the actual expense incurred (documented with receipts), not to exceed the federal per diem rate of $86 in this example. Mileage reimbursement would apply to only one round trip, for a total of 150 miles and reimbursement of $88.50. The maximum total expense is estimated to be approximately $274.50.

c. Least Possible Cost Determination: If all options appropriately meet the individual’s need, DVR would be able to assist up to $177. This could be applied to the mileage expense if they choose to drive OR it could be applied to the hotel if they choose to stay overnight.

An individual’s current living situation results in no identified housing expense (e.g., living with parents, staying with a friend, homeless individual, etc.). If the individual were to remain in their home community, no change to their living situation is expected. DVR has agreed to an employment outcome requiring the individual to complete training that is not available in their home community and it is necessary for them to relocate.

1. Room & Board (on-campus housing): DVR and the individual have agreed the most appropriate option is to live in on-campus housing. While living on campus they are required to purchase a meal plan.

a. Room: The fee to live in a residence hall is $5,000 for the academic year (mid-August through early May, roughly 9 months) or $555.55 a month. Per the living wage calculator, the average monthly housing cost for one person living in another household is $337 in their hometown. This is determined by calculating the difference between the “1 Adult, 1 Child” housing cost and the “1 Adult” housing cost in the individual’s hometown, then divide by 12 to identify a monthly average (e.g., if the typical expenses for housing in Weld County are: “1 Adult, 1 Child” = $12,552; “1 Adult” = $8,508; $12,552-$8,508 = $4,044; $4,044/12 = $337). The maximum DVR can contribute is $218.55/month or $1,966.95 for the academic year ($555.55 - $337 = $218.55; $218.55 * 9 = $1,966.95).

b. Board: Available meal plans range from $4,700 for 10 meals/week each semester to $6,200 for unlimited meals throughout the semester. Per the living wage calculator, if the average food cost for one person is $72.92 per week in their home community for a total of $1,312.56 per semester (based on an 18 week semester). The maximum DVR can contribute for food in excess of normal living expenses (at least possible cost) is $3,387.44.

2. Room & Board (off-campus housing): The individual and DVR have agreed the most appropriate option is an off-campus housing situation.

a. Room: Per the living wage calculator, if the average monthly housing cost for one person living in another household is $298 in their home town compared to $979 where they will be moving, then the maximum DVR can contribute for housing is $681 each month.

b. Board: Per the living wage calculator, if the average monthly food cost for one person is $297 in both the home community and the community where they will attend school, then there is no DVR contribution available as the cost incurred is not in excess of normal living costs.

c. The maximum DVR can contribute for room and board in excess of normal living expenses is $681 each month.

An individual will complete a short-term training program requiring them to relocate to another community for two weeks.

1. Room & Board (comprehensive fee): The individual and DVR have agreed the most appropriate housing option is paid through a comprehensive flat fee that includes room and board.

a. A training program includes a required residential component for two weeks. The fee of $700 includes both room and board as one flat fee in addition to tuition. Given the short term nature of this training, the individual will maintain their home. The room expense is in excess of normal living expenses and the total rate is within the federal per diem rate of a maximum of $180/night for room and $69/day for meals. The maximum DVR can contribute for room and board in excess of normal living expenses is $700.00.

An individual receiving services and DVR have agreed to an employment outcome requiring them to complete higher education. The most appropriate option for this training is not available within Colorado and the individual will relocate to Washington, D.C. to complete the training.

1. The individual lives with family and there are no specific identified housing expenses attributed to the individual currently.

a. Per the living wage calculator, if the average monthly housing cost for one person living in another household in their home county in Colorado is $444 and the housing expense for a single adult living in Washington, D.C. is $1,457 per month, then the maximum DVR can contribute for housing in excess of normal living expenses is $1,013 per month.

b. Per the living wage calculator, if the average food cost for one adult living with a parent is $152.50 per week in their home county compared to $248.58 for a single adult living in Washington, D.C., the maximum DVR can contribute for food in excess of normal living expenses is $96.08 per month.

c. The individual is eligible for travel reimbursement for one round trip between their home and Washington, D.C. each year. This reimbursement is made at the least possible cost based on usual and customary rates for airfare.

d. The maximum DVR can contribute is $1,109.08 per month, plus airfare and ground transportation for one round trip.

2. The individual currently lives in an apartment. They will not maintain their apartment when relocating to Washington, D.C. for training. It is generally expected that an individual living in a rented property will NOT maintain a home in their home community when relocating to participate in planned services.

a. Room: Per the living wage calculator, if the average monthly housing cost for one adult is $1,273 in their home county compared to $1,457 in Washington, D.C., then the maximum DVR can contribute for housing is $184 each month.

b. Board: Per the living wage calculator, if the average food cost for one person is $297 in their home county and $248.58 in Washington, D.C., then there is no DVR contribution available as the cost incurred is not in excess of normal living costs.

c. The maximum DVR can contribute for room and board in excess of normal living expenses is $184 each month.

3. The individual currently owns a home in Colorado. They have provided a thorough rationale supporting the maintenance of the household while completing training in Washington, D.C.

a. Room: Per the living wage calculator, if the average housing in Washington, D.C. is $1,457, the maximum DVR can contribute for housing is $1,457 each month.

b. Board: Per the living wage calculator if the average food cost for one person is $316 in their home county and $264.75 in Washington, D.C., then there is no DVR contribution available as the cost incurred is not in excess of normal living costs.

c. The maximum DVR can contribute for room and board in excess of normal living expenses is $1,457 each month.

4. A student will be attending a training program fully online. The school has a requirement that the student attend in-person clinicals one week of every year out of state. With approval, DVR can pay the full per diem and travel costs because it is short term maintenance. There is no need to compare costs from where they live to where they are attending training because the in-person requirement is short term.