Cal. Code Regs. Tit. 9, § 9878 - Participant Fees

(a) For purposes of this regulation, the term "participant" includes both individuals who are enrolled and are participating in the DUI program and individuals who are in the process of enrolling in the DUI program.

(b) Except as specified in (d) below, the DUI program shall set participant fees at a level sufficient to cover the cost of program services, including each participant's share of personnel and operating expenses incurred by the DUI program in providing program services.

(c) The DUI program shall charge only the program fee or any additional fee that has been approved by the Department pursuant to this section of regulation. The DUI program shall not increase program fees or additional fees unless a request has been submitted to the county alcohol and drug program administrator and submitted to and approved by the Department.

(1) In order to request to increase program fees or additional fees, the DUI program shall submit the following to the Department in writing:

(A) A cover letter indicating the proposed program fee and the rationale for the increase.

(B) A line item revenue and expenditure report for the prior fiscal year.

(C) A projected line item budget reflecting the proposed fee increase for the next fiscal year.

(D) A breakdown of the proposed program fee by unit of service.

(E) A revised payment agreement that includes the proposed fee increase.

(F) A standardized payment schedule in accordance with (d)(1) of this regulation.

(2) The county alcohol and drug program administrator shall have 30 days from receipt of a request to review the request and forward it to the Department along with a recommendation to approve or disapprove the request to increase program fees based on the following criteria:

(A) The DUI program's rationale for requesting the fee increase, such as increases in staff salaries or rent, facility improvements, etc.;

(B) The accuracy of the DUI program's representation of revenues and expenses provided, based on the county's last review and/or audit of the DUI program's records, and;

(C) Whether the proposed increase results in exceeding the profit or surplus limit established by the Department pursuant to (o) of this regulation.

(3) If the county alcohol and drug program administrator fails to forward the request and his/her recommendation to the Department within 30 days from receipt of the request, the DUI program may submit the request directly to the Department for approval.

(4) The Department shall have 30 days from receipt of the request to either approve or deny the requested program fee increase. In making the decision, the Department shall consider criteria described in (c) of this regulation. If the Department approves a fee increase request that is contrary to the recommendation made by the county alcohol and drug program administrator, the Department shall address each of the county's objections in the approval letter.In the event that the county alcohol and drug program administrator fails to forward the request as described in (c)(3) of this regulation, the Department may act without the administrator's recommendation.

(d) The DUI program shall establish and use a standardized payment schedule, approved by the Department in accordance with this subsection, to determine each participant's assessed program fee and schedule for payment of fees.

(1) The standardized payment schedule shall specify:

(A) The program fee and additional fees, broken out by cost of unit of service;

(B) The monthly income level at which the DUI program shall require the participant to pay a maximum program fee of no more than $5.00 per month, in accordance with Subsection (f)(1) of this regulation;

(C) The monthly income level at which the DUI program shall allow the participant to extend payment of the program fee or shall reduce the participant's assessed program fee through one of the options described in Subsection (f)(3) of this regulation;

(D) The option the DUI program has elected to use, in accordance with Subsection (f)(3) of this regulation;

(E) A schedule for payment of fees, including the amount of down payment and the amount and frequency of payments required; and

(F) A sample of the participant contract containing the terms and conditions for a fee assessment and a payment schedule.

(2) The DUI program shall apply the standardized payment schedule equally in determining the participant's assessed program fee and payment schedule.

(3) The DUI program shall submit the standardized payment schedule to the Driving Under the Influence Program Branch (DUIPB), Department of Alcohol and Drug Programs, 1700 K Street, Sacramento, CA 95811, for review and approval:

(A) Prior to using the standardized payment schedule, and

(B) Whenever the DUI program modifies the standardized payment schedule.

(4) The DUIPB shall review the standardized payment schedule developed by the DUI program to determine if it complies with the requirements of this regulation and Section 11837.4 of the Health and Safety Code. Within 30 days of the date of the Department receives the standardized payment schedule, the DUIPB shall:

(A) Notify the DUI program that the standardized payment schedule was approved and the date of approval, or

(B) Notify the DUI program that the standardized payment schedule was not approved.

(5) If the DUIPB disapproves the standardized payment schedule submitted by the DUI program, the notice of disapproval shall inform the DUI program how the standardized payment schedule must be amended in order to be approved and shall explain the DUI program's right of appeal in accordance with this regulation.

(6) Within 15 days of the date shown on the written notice of disapproval, the DUI program shall submit:

(A) An amended standardized payment schedule to the DUIPB, or

(B) A written request for appeal of the DUIPB's decision to the Director, Department of Alcohol and Drug Programs, 1700 K Street, Sacramento, CA 95811.

(7) If the DUI program submits an amended standardized payment schedule, the DUIPB shall review it in accordance with Subsection (d)(4) of this regulation.

(8) If the DUI program submits a written request for appeal, within 15 days of the receipt of the request the Director or his/her designee shall:

(A) Review the DUIPB's decision and any subsequent documentation regarding the appeal, which was submitted by the DUI program, and

(B) Notify the DUI program in writing of his/her decision.

(9) Pending approval of the DUI program's standardized payment schedule, the DUI program shall collect the program fees using the most recent standardized payment schedule approved by the DUIPB. This requirement shall not preclude the right of any participant to have his/her program fee modified in accordance with subdivision (f).

(e) The DUI program shall document the participant's assessed program fee and payment schedule in the participant contract signed at enrollment. The DUI program shall amend the contract to reflect any subsequent increase or decrease in the assessed program fee or the payment schedule.

(f) If the participant notifies the DUI program that he/she is unable to pay the fee shown on the standardized payment schedule, the DUI program shall perform a financial assessment, in accordance with Section 9879, and shall allow participation in the program as follows:

(1) If the participant's monthly income is equal to or less than the general assistance benefit level for one person, established by the county board of supervisors pursuant to Part 5 (commencing with Section 17000) of the Welfare and Institutions Code, the DUI program shall assess the participant a maximum program fee of no more than $5.00 per month for each month in which the participant's income is equal to or less than the general assistance benefit level for the county in which the DUI program is licensed to provide services. The assessed program fee shall be applicable for each month in which the participant is enrolled in the DUI program for one or more calendar days.

(A) At least once a year, on or before July 1, the DUI program shall request written notification of the current general assistance benefit level from the county alcohol and drug program administrator or the county board of supervisors. The DUI program shall retain a copy of the notification in its files and shall send a copy of the notification to the Department by October 1 of the same year.

(B) If the county board of supervisors has not established a general assistance benefit level, the DUI program shall assess the participant a maximum program fee of no more than $5.00 per month for each month in which the participant's monthly income is $300 or less.

(C) If the participant is eligible for a maximum program fee of no more than $5.00 per month, the DUI program shall assess only the following additional fees:

The DUI program may assess a maximum additional fee of no more than $5.00 each time it must reschedule a program service because the participant failed to attend or reschedule in advance, in accordance with the requirements of Section 9876.

The program may assess a maximum additional fee of no more than $10.00 each time it reinstates a participant who was dismissed from the program, in accordance with Section 9886, or who voluntarily withdrew from the program.

The DUI program may assess a maximum fee of $5.00 for processing a transfer to another licensed DUI program.

(2) If the participant's monthly income is greater than the general assistance benefit level for the county, the DUI program shall determine if it is equal to or less than 35 percent of the monthly median family income for the county, as shown on the most recent decennial census obtained from the county planning department or from the State Census Data Center, Department of Finance, 915 L Street, Sacramento, CA 95814.

(3) If the participant's monthly income is greater than the general assistance benefit level for the county but equal to or less than 35 percent of the monthly median family income for the county, the DUI program shall allow the participant to extend payment of the program fee [i.e. the extended payment option, described in subdivision (f)(3)(D) of this regulation] or shall reduce the participant's assessed program fee [i.e. the reduced fee option, described in subdivision (f)(3)(E) of this regulation].

(A) The DUI program shall elect to use either the extended payment option or the reduced fee option and shall use the option it has elected for all participants whose monthly income is greater than the general assistance benefit level for the county but equal to or less than 35 percent of the monthly median family income for the county.

(B) The DUI program shall notify the Department in writing of which option it elects to use.

(C) A DUI program may change its election of an option any time. To do so the DUI program shall submit a written request for approval to the Driving-Under-the-Influence Program Branch (DUIPB), Department of Alcohol and Drug Programs, 1700 K Street, Sacramento, CA 95811, at least 30 days prior to the effective date of a proposed change. In accordance with subdivision (d)(4) of this regulation, the DUIPB shall review the request to determine that it complies with the requirements of this regulation. The DUIPB shall notify the DUI program, in writing, of its decision. The DUI program shall not implement the change until it receives approval from the DUIPB.

(D) If the DUI program elects to use the extended payment option, the DUI program shall assess the participant the full program fee shown on the DUI program's standardized payment schedule. The DUI program shall allow the participant to extend payment of his/her assessed program fee as follows:

The DUI program shall allow a participant in a three-month program no less than six months from the date of enrollment to pay the program fee.

The DUI program shall allow a participant in a six-month program no less than nine months from the date of enrollment to pay the program fee.

The DUI program shall allow a participant in a nine-month program no less than 12 months from the date of enrollment to pay the program fee.

The DUI program shall allow a participant in a 12-month program no less than 15 months from the date of enrollment to pay the program fee.

The DUI program shall allow a participant in a 18-month program no less than 18 months from the date of enrollment to pay the program fee.

The DUI program shall allow a participant in a 30-month program no less than 30 months from the date of enrollment to pay the program fee.

(E) If the DUI program elects to use the reduced fee option, the DUI program shall assess the participant's program fee as follows:

The DUI program shall divide the participant's annual gross income by 35 percent of the county median family income to determine the percentage of the program fee to be paid by the participant.

The DUI program shall multiply the resulting percentage by the program fee, shown on the DUI program's standardized payment schedule, to determine the dollar amount of the participant's assessed program fee.

For example:

If the county median family income is $39,035, the DUI program would multiply $39,035 by 0.35 to determine that 35 percent of the county median family income is $13,662.

If the participant's income is $10,930, the DUI program would divide $10,930 by $13,662 to determine that the participant would be required to pay 80 percent of the program fee.

If the DUI program fee is $1,081, the DUI program would multiply $1,081 by 80 percent to determine that the participant's assessed program fee would be $865.

At its option, the DUI program may require the participant to pay his/her assessed program fee in accordance with the provisions of subdivision (f)(4) of this regulation, or the DUI program may allow the participant to extend payments as specified in subdivision (f)(3)(D) of this regulation.

(F) If the participant's income is greater than the general assistance benefit level for the county but equal to or less than 35 percent of the monthly median family income for the county, the DUI program shall not require the participant to pay a down payment that exceeds the cost of enrolling the participant in the program.

(4) If the participant's monthly income is greater than 35 percent of the monthly median family income for the county, the DUI program shall assess the participant the full program fee shown on the DUI program's standardized payment schedule. The DUI program shall allow the participant to pay his/her assessed program fee as follows:

(A) The DUI program shall allow a participant in a three-month program no less than three months from the date of enrollment to pay the program fee.

(B) The DUI program shall allow a participant in a six-month program no less than six months from the date of enrollment to pay the program fee.

(C) The DUI program shall allow a participant in a nine-month program no less than nine months from the date of enrollment to pay the program fee.

(D) The DUI program shall allow a participant in a 12-month program no less than 12 months from the date of enrollment to pay the program fee.

(E) The DUI program shall allow a participant in a 18-month program no less than 12 months from the date of enrollment to pay the program fee.

(F) The DUI program shall allow a participant in a 30-month program no less than 18 months from the date of enrollment to pay the program fee.

(G) The DUI program may require the participant to pay a down payment not to exceed 50 percent of the program fee for first offenders, or 20 percent of the program fee for multiple offenders.

(g) Except for participants who are eligible for a minimum fee of $5.00 per month (as specified in (f) immediately above), the DUI program may charge for the following additional services:

Leave of Absence;

Returned check (excluding bank charge);

Missed Activity;

Rescheduling;

Transfer-Out (excluding transfer of non-enrolled participants and administrative referrals);

Transfer-In;

Reinstatement;

Duplicate DL 101 (research);

Late Payment Fee; and

Alcohol/Drug Screening (positive result);

The DUI program shall charge only for additional services shown in (g) immediately above. The DUI program shall provide justification in writing to the Department for any additional service it proposes to charge pursuant to Section 9878(c). Such justification shall include the activity and time involved to perform the task, and the classification and hourly rate of pay for the staff performing the tasks.

(h) The DUI program may allow a participant to voluntarily pay in advance for program services to be provided.

(i) The DUI program may withhold the participant's Notice of Completion certificate until the assessed program fee, and any additional fees assessed have been paid in full. Withholding of the participant completion certificate shall require an agreement between the parties, to be reflected in the participant contract or an amendment to that contract. (As used in this regulation, the term "completion certificate" means the Department of Motor Vehicles' Form DL 101.)

(1) The contract or amendment shall state that the participant has been informed of (and by signing the contract shows that he/she understands) the terms and conditions of the contract, and he/she agrees that the program Notice of Completion certificate may be withheld until the participant has paid the assessed program fee and any additional fees assessed.

(2) The contract or amendment shall be signed by the participant and by a DUI program representative.

(3) The DUI program shall retain a copy of the signed contract or amendment in the participant's record.

(j) The DUI program may allow the participant, at the DUI program's option, to pay the program fee on a weekly, bi-weekly, or monthly basis. If the DUI program requires the participant to pay the program fee on a weekly or bi-weekly basis, the total amount charged shall not exceed the total amount which would be required if payment were made in equal monthly payments.

(k) The DUI program shall refund to the participant any program fee paid in advance for services the participant did not receive. Refunds to participants who have been dismissed from the program shall be issued within ninety days from the date of dismissal. In calculating the amount to be refunded to the participant, the DUI program shall use the program fee per unit of service approved pursuant to this regulation.

(l) Prior to processing a participant's request for a transfer to another state licensed DUI program, the DUI program may require the participant to pay his/her assessed program fee due for services provided by the DUI program and any additional fees assessed in accordance with the provisions of this regulation.

(m) Prior to processing a participant's request for reinstatement to the program following a dismissal, voluntary withdrawal, or transfer, the DUI program may require the participant to pay his/her assessed program fee due for services provided by the DUI program, and any additional fees assessed in accordance with the provisions of this regulation.

(n) The county may assess an amount not to exceed five percent of gross program revenue per annum for its administration and monitoring of the DUI program, in accordance with Section 9801.5. The county may assess an amount in excess of five percent of gross program revenue per annum only with approval by the Department. Such approval shall require the county to provide justification of actual costs and services. Approval shall be valid only for the fiscal year for which it is granted.

(o) DUI program profit or surplus shall not exceed 10 percent of gross revenue from fees per annum.

(p) The DUI program shall maintain for Departmental review the current and previous fiscal year program budget and revenue and expenditure reports.

Notes

Cal. Code Regs. Tit. 9, § 9878

Note: Authority cited: Section 11836.15, Health and Safety Code; and Section 23538, Vehicle Code. Reference: Sections 11837.4 and 11837.5, Health and Safety Code.

1. Change without regulatory effect renumbering and amending former section 9846 to section 9878 filed 4-15-91 pursuant to section 100, title 1, California Code of Regulations (Register 91, No. 20). For prior history, see Register 82, No. 47.
2. Amendment filed 11-18-91 as an emergency; operative 1-1-92 (Register 92, No. 8). A Certificate of Compliance must be transmitted to OAL 4-29-92 or emergency language will be repealed by operation of law on the following day.
3. Amendment refiled 4-27-92 as an emergency; operative 4-28-92 (Register 92, No. 19). A Certificate of Compliance must be transmitted to OAL 8-26-92 or emergency language will be repealed by operation of law on the following day.
4. Certificate of Compliance as to 4-27-92 order including amendment of subsection (i) transmitted to OAL 7-16-92 and filed 8-25-92 (Register 92, No. 35).
5. Amendment of section heading and text filed 6-14-93 as an emergency; operative 6-14-93 (Register 93, No. 25). A Certificate of Compliance must be transmitted to OAL by 10-12-93 or emergency language will be repealed by operation of law on the following day.
6. Amendment of section heading and text refiled 9-1-93 as an emergency; operative 10-8-93 (Register 93, No. 36). A Certificate of Compliance must be transmitted to OAL by 2-7-94 or emergency language will be repealed by operation of law on the following day.
7. Amendment of section heading and text refiled 2-2-94 as an emergency; operative 2-5-94 (Register 94, No. 5). A Certificate of Compliance must be transmitted to OAL by 6-6-94 or emergency language will be repealed by operation of law on the following day.
8. Certificate of Compliance as to 2-2-94 order including amendment of section transmitted to OAL 5-31-94 and filed 7-13-94 (Register 94, No. 28).
9. Repealer of subsection (d)(1)(F), subsection relettering, amendment of subsection (n), new subsections (n)(1)-(n)(3) and amendment of Note filed 3-23-2000; operative 4-22-2000 (Register 2000, No. 12).
10. Amendment of section heading and subsection (a), new subsections (a)(1)-(4), repealer of subsections (n)-(n)(4) and subsection relettering filed 9-1-2004; operative 10-1-2004 (Register 2004, No. 36).
11. Amendment of subsection (j) filed 12-6-2004; operative 1-5-2005 (Register 2004, No. 50).
12. Amendment of section and Note filed 3-22-2012; operative 4-21-2012 (Register 2012, No. 12).