5101:9-1-22 Requirements for merging local family services agencies.

[This rule designated an internal management rule]

(A) The Ohio department of job and family services (ODJFS) has implemented a procedure for counties planning to merge or combine family services agencies. Prior to merging or combining, a county department of job and family services (CDJFS) or workforce development agency (WDA) shall meet all requirements of this rule.

(B) Merging agencies shall seek and receive approval from the board of county commissioners (BOC) to combine prior to the merger date. The BOC shall notify ODJFS by resolution of intent ninety days before the proposed merger date. Upon BOC approval, combining agencies shall develop a plan outlining the changes necessary to remain in compliance with the ODJFS federally approved cost allocation plan (CAP). Final plans must be submitted to ODJFS no later than sixty days before the proposed merger date. Plans must include information and timelines regarding necessary changes to the random moment sample (RMS) time study and associated cost pools as follows:

(1) Merging agencies shall meet random moment sample (RMS) compliance by combining cost pools to ensure proper shared cost distribution. All combined family services agencies shall have a minimum of three cost pools including shared, income maintenance (IM), child support (CS), and social services (SS). A public children services agency (PCSA) combining with a CDJFS shall place child welfare workers in the SS cost pool. Child support workers in a child support enforcement agency (CSEA) combining with a CDJFS will remain in the CS cost pool.

(2) The RMS coordinator shall submit rosters for all affected sub-sets of the newly combined agency in anticipation of the proposed merger date. Rosters should be submitted for the sampling period that impacts the calendar quarter that includes the merger begin date.

(3) The full-time equivalent (FTE) data shall be accumulated and calculated for the calendar quarter immediately prior to the merger begin date. The RMS coordinator shall submit a combined automated JFS 04290 "Quarterly Report of the CDJFS Full-time Equivalent (FTE)" as cited in rule 5101:9-1-05 of the Administrative Code identifying the number of staff for each category of the first and second quarter as designated in the first quarter financials.

(C) Newly combined agencies shall also meet financial reporting requirements by reporting combined administrative costs and reconciling administrative costs. Pursuant to rule 5101:9-7-29 of the Administrative Code, combined agencies(CDJFS/PCSA) shall report social services administration costs and applicable shared costs on the JFS 02827 "Monthly Financial Statement Public Assistance Fund Certification Sheet." If a CSEA combines with the CDJFS, the child support administrative costs shall continue to be reported on the JFS 02750 " Child Support Administrative Fund Monthly Financial Statement."

(D) Shared costs are indirect costs incurred for a common purpose and benefit more than one cost center. Allocation of shared costs shall be in accordance with rule 5101:9-1-05 of the Administrative Code. Combined agencies shall place shared costs in the shared cost pool and shall develop a system for the transfer process from the PCSA fund or the CSEA administrative fund to the PA fund.

(1) Pursuant to rule 5101:9-7-01 of the Administrative Code, a combined CDJFS/PCSA shall pay shared administrative costs from the PA fund and reimburse the PA fund from the PCSA fund. A combined PCSA shall report the transfer of these shared costs on the JFS 02820 "Monthly Financial Statement-Children Services Fund" as described in rule 5101:9-1-04 of the Administrative Code. Expenses such as foster care maintenance, children services contract, and purchased services costs must be paid from the PCSA fund.

(2) A combined CDJFS/CSEA shall pay shared administrative costs from the PA fund and reimburse the PA fund from the CSEA fund. A combined CSEA shall report the transfer of these shared costs on the JFS 02750 "Child Support Administrative Fund Monthly Financial Statement."

(E) Additional steps may be necessary to ensure merging agencies remain in compliance with the processes described in the CAP. Technical assistance with this process will be provided from ODJFS upon request.

Effective: 08/15/2008
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02 , 307.981