• What must accompany a DBF-14 submitted for payment
• Clothing Allowance policy

Please refer to the sections below for clarification regarding specific payments though the GAFP Program.

CLOTHING ALLOWANCE
When submitting a DBF-14 to pay the vendor directly, such as Kmart, JC Penney, Target, etc., the original itemized receipt must be attached along with two (2) copies. 

DBF will not accept copies in lieu of the original, even if it is stamped "only original invoice available."  The same rule applies if you are reimbursing the guardian for clothing.  You must provide the original, itemized receipt, but in this case, the receipt must show that the guardian has paid in full, thus justifying the reimbursement. Reimbursement amounts are as follows: 

• Child age 0 to 5                 $150 yearly reimbursement 
• Child age 6-12                   $200 yearly reimbursement 
• Child age 13 and over       $250 yearly reimbursement 

Situation 1:  Mary Marks brought in receipts for clothing August 31, 2003.  She spent the maximum of $250 at Wal-Mart on that date for her 13-year-old grandchild.  She will not be eligible to receive another clothing allowance on this grandchild until September 2004. 

Situation 2:  Larry Marks brought in a $45 clothing receipt for his three (3) year old granddaughter on June 01, 2003.  The receipt is dated June 01, 2003.  Between June 2003 and May 2004, Larry has $105 left of the clothing allowance.  On June 2004 Larry begins again with a clothing allowance of $150. 

DBF-14 CODING

• For all GAFP DBF-14's enter ER100 in the field labeled Contract/ Registration Number. 
• For all GAFP DBF-14's where payment is made directly to the guardian, enter the guardian's name in the Check Payable To field and guardian's social security number in the Vendor Fed Tax ID or SS# field. 
• For all GAFP DBF-14's, always use the same guardian and SSN for recurring payments. 
• For all GAFP DBF-14's, always list the DCN of the guardian and the individual child(ren) for whom reimbursement is being requested on in the description of item or service field. 
• For child care expenses enter the following codes on the DBF-14: 

• For all other expenses enter the following codes on the DBF-14:

If you have any questions regarding this memorandum, please contact Gail Zielonka, Temporary Assistance Unit, at (573) 751-3507.

• Discuss this memorandum with all appropriate staff. 

• Effective immediately, a DBF-14 submitted for the GAFP Program must have an original receipt and two (2) copies attached.  All DBF-14's will be returned to the county office without this.

• Questions regarding specific case situations, as related to these procedures, should be cleared through normal supervisory channels. 

• All GAFP DBF-14's should be sent to Theresa Valdes.