5101:2-47-11 Reimbursement for foster care maintenance costs for children's residential centers, group homes, maternity homes, residential parenting facilities, and purchased foster care homes.

(A) A public children services agency (PCSA), private child placing agency (PCPA), and private non-custodial agency (PNA) shall submit the JFS 02911 "Single Cost Report" (rev. 7/2008) as described in rule 5101:2-47-26.1 of the Administrative Code in order to be reimbursed for foster care in a children's residential center (CRC), group home, maternity home, residential parenting facility or a purchased foster home (PFC).

(B) If a JFS 02911 cost report has been approved for children placed in a CRC, group home, maternity home or residential parenting facility, two Title IV-E reimbursement ceiling amounts are calculated and rounded to the nearest dollar.

(1) The Title IV-E foster care maintenance reimbursement ceiling amount is based on reported and allowable Title IV-E foster care maintenance (FCM) costs.

(2) The Title IV-E administration reimbursement ceiling amount is based on reported allowable Title IV-E administration costs.

(C) Reimbursement to the Title IV-E agency for children placed in a CRC, group home, maternity home or residential parenting facility is based on the lesser of:

(1) The foster care maintenance reimbursement ceiling amount established by the JFS 02911 multiplied by the number of care days or the amount paid by the Title IV-E agency for foster care maintenance.

(2) The administration reimbursement ceiling amount established by the JFS 02911 multiplied by the number of care days or the amount paid by the Title IV-E agency for administration.

(D) If a JFS 02911 cost report has been approved for children placed in a purchased foster care home, a Title IV-E administration reimbursement ceiling amount will be calculated based on reported and allowable Title IV-E administration costs and rounded to the nearest dollar.

(E) Administration reimbursement to the Title IV-E agency for children placed in a purchased foster care home is based on the lesser of:

(1) The Title IV-E administration reimbursement ceiling amount established by the JFS 02911 multiplied by the number of care days; or

(2) The amount paid by the Title IV-E agency for administration.

(F) Foster care maintenance reimbursement to the Title IV-E agency for children placed in a purchased foster care home is based on a contemporaneous payment system. Reimbursement in a contemporaneous payment system is the lesser of the following:

(1) The uniform statewide maximum amounts published annually in a "Family, Children and Adult Services Procedure Letter".

(2) The agreed upon foster care placement amount paid by the Title IV-E agency. The agreed upon foster care placement amount must be equal to the amount the private agency reimburses their foster parents for the maintenance of the children.

(3) The agreed upon amount paid by the Title IV-E agency for other direct services which include: special diets, clothing, graduation expenses, personal incidentals, liability insurance with respect to the child and reasonable travel expense for home visits provided these expenses are not included in the agreed upon foster care placement amount.

(G) Title IV-E costs are reimbursable to the Title IV-E agency at the appropriate federal financial participation (FFP) amount.

(1) The Title IV-E foster care maintenance costs are reimbursable at the federal medical assistance percentage (FMAP) which is calculated annually by the federal government; and

(2) Title IV-E administration costs are reimbursable at the fixed rate of fifty per cent.

(H) Title IV-E FCM reimbursement to the Title IV-E agency for a child placed through a PFC provider not participating in the Ohio department of job and family services (ODJFS) Title IV-E PFC reimbursement ceiling amount approval system is limited to the actual maintenance costs for that child, but shall not exceed the uniform statewide maximum rates published annually in a "Family, Children and Adult Services Procedure Letter."

(I) Each Title IV-E agency shall enter all cases in the Ohio statewide automated child welfare information system (SACWIS).

(J) To receive reimbursement a Title IV-E agency processing their payments and seeking reimbursement from SACWIS shall:

(1) Record placement, service authorization and contract cost information for each child.

(2) Generate a payment by creating a payment request and sending the payment information to the county auditor for payment.

(3) Disburse payments through the county auditor at any point during a month. These payments will be reimbursed during the monthly reimbursement process conducted by ODJFS on the first business day of the following month.

(4) Access the reimbursement reconciliation report to review all itemized reimbursements and assure the reimbursements are accurate.

(K) To receive reimbursement a Title IV-E agency not processing their payments and seeking reimbursement from SACWIS shall:

(1) Complete the JFS 01925 "Monthly FCM Facility Invoice" (rev. 8/2002) that is mailed approximately five working days prior to the end of the month.

(2) Provide placement and payment information on each child listed, and add or delete cases as appropriate.

(3) Return the invoice to ODJFS. If the invoice is received after the cut-off date for a particular month, it will be processed during the next payment cycle.

(4) Access the disbursement journal to review all itemized reimbursements and assure the reimbursements are accurate.

(L) Reimbursement will be issued in the form of a warrant payable to the Title IV-E agency which registers the Title IV-E cases. The warrant amount will be calculated from the completed reimbursement processing at the applicable FFP.

Effective: 09/01/2009
R.C. 119.032 review dates: 04/28/2009 and 09/01/2014
Promulgated Under: 119.03
Statutory Authority: 5103.03 , 5153.166
Rule Amplifies: 5103.03 , 5153.166
Prior Effective Dates: 8/22/86, 1/1/87 (Emer.), 5/7/87 (Emer.), 8/3/87, 4/15/88 (Emer.), 7/11/88, 9/1/89 (Emer.), 11/30/89, 9/1/92, 5/1/98, 9/1/03, 7/1/04