5101:9-1-22 Changing organizational structure.

(A) The board of county commissioners (BOCC) may initiate a change to the organizational structure of a county family services agency (CFSA). The new organizational structure must be in accordance with rule 5101:9-1-16 of the Administrative Code.

(1) The BOCC may merge or combine CFSAs and/or add the workforce development function; or

(2) The BOCC may separate a CFSA or workforce development function from a combined agency and create a stand alone agency.

(B) Notification of change.

The CFSA shall provide written notice of the intent to change the organizational structure to ODJFS. The notification of intent to change any organizational structure of the agency shall be submitted by the CFSA to the county's assigned ODJFS fiscal supervisor. The ODJFS fiscal supervisor will provide the notification to the ODJFS office of fiscal and monitoring services and, if applicable, the appropriate ODJFS program area.

(1) Notification shall include a copy of the BOCC resolution of intent to change the county agency's organizational structure.

(2) The notification shall be received by ODJFS no less than ninety days before the proposed organizational change date.

(3) The organizational change shall take effect no earlier than the first day of the quarter following the ninety-day notice period.

(C) Cost allocation.

Agencies shall develop an action plan outlining the changes necessary to remain in compliance with the ODJFS federally approved cost allocation plan (CAP). Final plans must be submitted by the CFSA to the county's assigned ODJFS fiscal supervisor no later than sixty days before the organizational change date. Plans shall include information and timelines regarding necessary changes to the random moment sample (RMS) time study and associated cost pools to ensure compliance with rules 5101:9-1-04 , 5101:9-1-05 , 5101:9-7-20 and 5101:9-7-23 of the Administrative Code and ODJFS CAP as follows:

(1) Combined agencies.

Newly combined agencies shall meet RMS compliance by establishing appropriate cost pools to ensure proper cost distribution. A combined family services agency (CFSA) is any combination of a county department of job and family services (CDJFS) and one or more county organizational structures listed below. All combined CFSAs have a minimum of three cost pools including shared, income maintenance (IM), and social services (SS) and are required to participate in the IMRMS and the SSRMS.

(a) CDJFS workers in a combined agency are required to participate in the IMRMS and the SSRMS.

(b) Workforce investment act (WIA) workers in a workforce development area (WDA) combining with a CDJFS are required to participate in the IMRMS or the SSRMS. If the agency has staff solely working on WIA activities, they may establish a workforce cost pool and participate in the workforce RMS.

(c) Child welfare workers in a public children services agency (PCSA) combining with a county department of job and family services (CDJFS) are required to participate in the SSRMS.

(d) Child support workers in a child support enforcement agency (CSEA) combining with a CDJFS are required to participate in the CSRMS.

(e) Shared costs are indirect costs incurred for a common purpose and benefit more than one cost pool. Combined agencies shall place shared costs in the shared cost pool and shall develop a system for the transfer process from the public children services agency (PCSA) fund or the child support enforcement agency (CSEA) administrative fund to the public assistance (PA) fund.

(2) Stand alone agencies.

Newly designated stand alone agencies shall meet RMS compliance and establish appropriate cost pools to ensure proper cost distribution.

(a) Stand alone public assistance agencies will have shared, IM, and SS cost pools and are required to participate in the SS RMS and IM RMS.

(b) Stand alone WDA shall reference rule 5101:9-31-17 of the Administrative Code to determine cost allocation requirements. If the stand alone WDA allocates costs by RMS, staff are required to participate in the workforce RMS.

(c) Stand alone PCSAs are required to participate in the child welfare RMS.

(d) Stand alone CSEAs are required to participate in the child support RMS.

(3) The RMS coordinator will create and submit rosters to ODJFS fifteen days prior to the beginning of the RMS reporting period which impacts the quarter of the organizational change. The RMS coordinator will also generate RMS samples for all affected subsets of the new organizational structure.

(4) Prior to the effective change date, CFSA will accumulate and calculate full-time equivalent (FTE) data and enter the FTE data via the county finance information system (CFIS) for the FTE period used to allocate costs for the quarter of the new organizational structure. Data from the first quarter of the new organizational structure will be utilized to distribute shared costs for both the initial and subsequent quarter.

(D) Reporting compliance.

At the end of the first quarter of the organizational change, the CFSA shall meet reporting requirements in accordance with rule 5101:9-7-29 of the Administrative Code.

(1) Newly merged agencies shall meet financial reporting requirements by certifying cash balances, reporting combined administrative costs and reconciling administrative costs in accordance with rule 5101:9-7-29 of the Administrative Code as follows:

(a) In a combined CDJFS/PCSA:

(i) The CDJFS shall certify the receipt of revenues and disbursements from the public assistance fund on the JFS 02827 "Public Assistance (PA) Quarterly Financial Statement."

(ii) The CDJFS/PCSA shall certify transactions related to social services administration costs and applicable shared costs in CFIS on the JFS 02827.

(iii) The PCSA shall certify social services costs, revenues and disbursements on the JFS 02820 "Children Services Quarterly Financial Statement."

(b) In a combined CDJFS/CSEA:

(i) The CDJFS shall certify the receipt of revenues and disbursements from the public assistance fund on the JFS 02827.

(ii) The CDJFS/CSEA shall certify transactions related to applicable shared costs on the JFS 02827.

(iii) The CSEA shall continue to certify child support administrative costs in CFIS and the receipt of revenues and disbursements on the JFS 02750 "Child Support Enforcement Agency (CSEA) Quarterly Financial Statement."

(2) Newly designated stand alone agencies shall also meet financial reporting requirements by certifying cash balances, reporting administrative costs and reconciling administrative costs in accordance with rule 5101:9-7-29 of the Administrative Code as follows:

(a) A stand alone CDJFS shall certify the receipt and disbursements from the public assistance fund on the JFS 02827.

(b) A stand alone PCSA shall certify SS administrative costs and applicable county wide indirect costs on the JFS 02820.

(c) A stand alone CSEA shall certify child support administrative costs and applicable county wide indirect costs on the JFS 02750.

(d) A stand alone workforce development agency shall certify workforce development fund revenues and disbursements and WIA area accruals and obligations on the JFS 01992 "Workforce Investment Act (WIA) Quarterly Financial Statement."

Replaces: 5101:9-1-22

Effective: 04/01/2014
Promulgated Under: 111.15
Statutory Authority: 307.981 , 5101.02
Rule Amplifies: 307.981 , 329.40 , 5101.02
Prior Effective Dates: 8/15/08