Chapter 5101:9-6 Allocations

5101:9-6-02 County subgrant agreement and allocation process.

[This rule designated an internal management rule]

(A) Section 5101.21 of the Revised Code requires each county to enter into a grant agreement with the Ohio department of job and family services (ODJFS) before federal awards are issued to the county.

(1) For the purposes of this rule, the term "subgrant" shall mean an award for one or more family services duties of federal financial assistance that a federal agency provides in the form of money, or property in lieu of money, to the department of job and family services and that the department awards to a county grantee. For the purposes of this rule, the term "subgrant" may include state funds the department awards to a county grantee to match the federal financial assistance, but does not mean either of the following:

(a) Technical assistance that provides services instead of money; or,

(b) Other assistance provided in the form of revenue sharing, loans, loan guarantees, interest subsidies, or insurance.

(2) For purposes of this rule, the term "county subgrantee" shall have the same meaning as the term "county grantee," defined in section 5101.21 of the Revised Code as meaning all of the following:

(a) A board of county commissioners;

(b) A county children services board appointed under section 5153.03 of the Revised Code; and

(c) A county elected official that is a child support enforcement agency.

(B) ODJFS and the county subgrantee shall enter into a subgrant agreement prior to the beginning of state fiscal year (SFY) 2009. ODJFS and the county subgrantee shall enter into subsequent subgrant agreements before the first day of each successive fiscal biennial period.

(C) For subgrant agreements entered into by the board of county commissioners, if a subgrant agreement is not entered into by the first day of the biennial period, but is entered into before the last day of July, the ODJFS director, at the director's discretion, may establish a retroactive effective date of the first day of July. The director will consider a retroactive effective date only if the board of county commissioners submits a request for a retroactive date that satisfactorily documents good cause that the subgrant agreement was not entered into on or before the first day of July.

(D) Conditions, requirements, and restrictions applicable to subgrant agreements include the following:

(1) Revisions to subgrant agreements are not required for the purpose of adding new or amended conditions, requirements, or restrictions for a family services duty that are established by federal or state law, state plan for receipt of federal financial participation, agreement between ODJFS and a federal agency, or an executive order issued by the governor;

(2) A requirement for a subgrant established by an Administrative Code rule adopted by the director of ODJFS is applicable to a subgrant agreement without having to be restated in the subgrant agreement; and

(3) A requirement established by a subgrant agreement is applicable to the subgrants that are the subject of that subgrant agreement without having to be restated in an Administrative Code rule.

(E) The conditions, requirements, and restrictions of the subgrant will be an addendum to the subgrant agreement. Rules establishing the methodology and reporting requirements of individual subgrant are adopted as internal management rules and included in Chapter 5101:9-6 of the Administrative Code.

(F) Subject to timely budget approval by the legislature, ODJFS will notify the county subgrantees of county allocation funding levels. Adjustments may be made to allocations if either of the following conditions are met:

(1) ODJFS may revise county allocations within the allocation period due to an increase or decrease in federal and/or state funds; or

(2) At the discretion of the director, ODJFS will distribute any additional funds that become available to county agencies requesting additional funds up to the maximum statewide amount available.

(G) A county subgrantee will be given the opportunity to request ODJFS to redistribute funds twice during the state fiscal year, during January and April, as follows:

(1) ODJFS will notify the county subgrantee of the remaining balance of each allocation. The county subgrantee may request additional funds or release excess funds by completing and returning the notice no later than the last day of January for the first redistribution and the last day of April for the second redistribution. ODJFS will redistribute released funds to counties demonstrating additional need, at the discretion of the director of ODJFS; or

(2) A county subgrantee may enter into an agreement to release and receive funds by means of an inter-county adjustment of allocations as outlined in rule 5101:9-6-82 of the Administrative Code.

(H) At the end of the allocation period, a reconciliation occurs for each allocation issued to the county subgrantee in accordance with the rules contained in Chapter 5101:9-7 of the Administrative Code.

(I) The definitions, requirements and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 11/08/2009
Promulgated Under: 111.15
Statutory Authority: 5101.161 , 5101.21 , 5101.02
Rule Amplifies: 5101.161 , 5101.21
Prior Effective Dates: 11/23/91, 9/28/92, 7/1/96, 1/26/98, 7/2/02 (Emer), 9/28/02, 2/20/04, 2/5/06, 7/13/07, 1/31/08

5101:9-6-03 Public assistance fund allocations and linkages. [Rescinded].

Rescinded eff 7-20-08

5101:9-6-05 Income maintenance (IM) allocations.

(A) The Ohio department of job and family services (ODJFS ) issues two separate IM allocations to the county department of job and family services (CDJFS) to meet matching fund requirements; one allocation for administrative expenditures incurred in the administration of the disability financial assistance (DFA), food assistance (FA), and a separate allocation for medical assistance (MA) including the medicaid program and the state children's health insurance program (SCHIP). The ODJFS establishes a budget for the IM allocations for each CDJFS. The ODJFS enters each CDJFS's aggregate budget in the county finance information system (CFIS).

A CDJFS may request to move funding between the IM DFA/FA allocation and the IM MA allocation. The CDJFS shall use the JFS 02725 "Family Service Agency Budget Allocation Transfer Request" (rev. 4/2013) to request the transfer of funding. The request must be submitted to ODJFS no later than the last day of the liquidation period for a closing grant.

(B) The funding for the IM allocations consists of one hundred per cent state funds, and is in addition to the county mandated share required by section 5101.16 of the Revised Code and detailed in rule 5101:9-6-31 of the Administrative Code.

Federal medicaid administration (MA) funding, federal SCHIP and the federal FA administration funding is passed through to the CDJFS at the federal financial participation (FFP) rate of fifty per cent. The CDJFS may use the IM allocations as the nonfederal match for FA, SCHIP and MA expenditures. In the event that a CDJFS's IM allocations are exhausted prior to the end of the state fiscal year (SFY), the CDJFS shall be required to provide local nonfederal funds to be used as MA, SCHIP and FA match.

(C) ODJFS issues the IM allocations on a SFY basis, July first through June thirtieth. The CDJFS must liquidate expenditures incurred during the SFY no later than the end of the three-month liquidation period of July first through September thirtieth.

(D) ODJFS uses the following methodology to distribute available IM funds for both allocations.

(1) Thirty per cent is based on county population less than one hundred per cent of the federal poverty level utilizing the most recent calendar year (CY) data from the U.S. bureau of census.

(2) Thirty per cent is based on county population less than two hundred per cent of the federal poverty level utilizing the most recently available CY data from the U.S. bureau of census.

(3) Thirty per cent is based upon the county's "adjusted recipients." The number of adjusted recipients is equal to the total of the categories of non-public assistance FA recipients, DFA recipients and disability medical assistance (DMA) recipients, adult medicaid recipients, healthy start recipients, SCHIP recipients, TANF-related medicaid recipients, and TANF recipients.

(4) Five per cent is based upon the county's average unemployment rate as compared statewide in the same category, utilizing the most recently available report month.

(5) Five per cent is based upon the county's poverty rate. A county's poverty rate is identified as the percentage of the county's population living at or below the federal poverty level.

(E) Upon completion of the steps in paragraph (D) of this rule, the ODJFS utilizes a 0.30 per cent adjusting factor to increase or decrease the funding based upon the county difference to the statewide average per capita income.

(F) ODJFS caps the formula-calculated allocation amounts at a four per cent increase and decrease from the previous SFY. If a decrease or increase in the statewide amount results in counties' allocations fluctuating more than four per cent, ODJFS will not apply the formula, but will decrease or increase each county's previous SFY allocation by the percentage of change to the statewide amount.

(G) The CDJFS may code the following expenditures against this funding.

(1) DFA may be coded at one hundred per cent of the total expended amount;

(2) Nonfederal share of FA administration as contained in division 5101:4 of the Administrative Code may be coded at fifty per cent of the total expended amount including excess FA employment and training expenditures as detailed in rule 5101:9-6-09 of the Administrative Code;

(3) Nonfederal share of MA may be coded against the IM allocation at fifty per cent of the total expended amount. Nonfederal share of MA includes:

(a) Non-emergency transportation (NET) administration as contained in Chapter 5101:3-24 of the Administrative Code;

(b) Managed health care program (MHCP) as contained in Chapter 5101:3-26 of the Administrative Code;

(c) Supplemental security income (SSI) administration as contained in rule 5101:1-5-60 of the Administrative Code; and

(d) Pregnancy related services and transportation (PRST) administration as contained in rule 5101:3-4-10 of the Administrative Code;

(e) Healthchek administration as contained in rule 5101:3-14-01 of the Administrative Code;

(f) Mental health and developmental disabilities administration.

(4) Nonfederal share of SCHIP may be coded against the IM allocation at fifty per cent of the total expended amount.

(H) The CDJFS may provide all or a portion of its IM allocations to the child support enforcement agency (CSEA) for use in meeting matching fund requirements for the Title IV-D program or to reimburse the county for administrative expenditures incurred in the administration of the child support program.

(1) If the amount includes any portion of the IM MA allocation, a CDJFS must first submit a JFS 02725 to request a transfer of the IM MA amount to the IM DFA/FA allocation.

(2) The CDJFS will submit draw requests and report the transferred amount as expenditures using codes established in CFIS for this purpose.

(3) The CSEA will report receipt of the transferred amount using codes established in CFIS for this purpose.

(I) A CDJFS and CSEA shall report expenditures as described in rule 5101:9-7-29 of the Administrative Code.

(J) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 07/05/2013
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.54 , 5111.01 , 5115.03
Prior Effective Dates: 6/2/79, 7/1/80, 8/24/81, 7/1/83, 1/7/85 (Emer), 9/29/85, 10/1/85 (Emer), 12/22/85, 1/2/86, 7/1/87, 9/11/87, 10/6/87 (Emer), 12/24/87, 1/26/88 (Emer), 4/28/88, 1/7/89, 11/23/91, 2/22/93, 8/30/97, 1/26/98, 7/2/02 (Emer), 9/28/02, 2/20/04, 2/5/06, 10/24/08, 7/20/09, 12/18/09, 1/9/11, 10/15/11

5101:9-6-05.1 Medicaid enhanced eligibility allocation.

(A) On behalf of the department of medicaid, the Ohio department of job and family services (ODJFS ) issues the medicaid enhanced eligibility allocation to the county department of job and family services (CDJFS). This funding is provided to meet matching fund requirements for costs related to the implementation and operation of the integrated eligibility (IE) system.

(B) The funding for the medicaid enhanced eligibility allocation consists of one hundred per cent state funds, and is in addition to the county mandated share required by section 5101.16 of the Revised Code and detailed in rule 5101:9-6-31 of the Administrative Code.

Federal medicaid enhanced eligibility funding is passed through to the CDJFS at the federal financial participation (FFP) rate of seventy-five per cent.

(C) ODJFS will communicate the funding and liquidation periods for this allocation through the county finance information system (CFIS). The CDJFS must expend funds by the end of the funding period and disburse and report expenditures no later than the end of the liquidation period.

(D) ODJFS uses the same methodology to distribute available medicaid enhanced eligibility funds as for the income maintenance allocations outlined in rule 5101:9-6-05 of the Administrative Code.

(E) The CDJFS may code the following expenditures against this funding:

(1) Eligibility determination activities including:

(a) Initial determination and redetermination of medicaid eligibility;

(b) Manual conversion of cases into the IE system and desk review of cases in preparation for conversion in the IE system; and

(c) Consumer inquiries and assistance with the dual application process (CRISe and the IE system); and

(d) Ongoing case maintenance activities (including receipt of data related to the ongoing eligibility and maintenance of eligibility, address changes, income changes, household composition changes, etc) to support IE system cases including intake activities related to renewals; but

(e) The CDJFS may not use this allocation when the work is exclusively in the CRISe system.

(2) Operational readiness training and testing activities associated with the training of eligibility workers directly engaged in the operation of the IE system . Activities include:

(a) Policy training on new modified adjusted gross income (MAGI) rules;

(b) System training and testing on the (IE) system; and

(c) Business process training on eligibility determination and case maintenance in both CRISe and the (IE) system.

(d) The CDJFS may claim training and testing activities at a seventy-five per cent federal participation rate for the entire grant availability period.

(F) The CDJFS shall direct charge contracts and purchased services, including travel and training costs, costs related to the implementation and operation of the integrated eligibility system to this allocation. The CDJFS shall capture administrative costs through the random moment sample (RMS) process as detailed in rule 5101:9-7-20 of the Administrative Code.

(G) Allocation redistribution is pursuant to rule 5101:9-6-02 of the Administrative Code. CDJFS may move eligible expenditures in excess of this allocation to the county's income maintenance (IM) allocation by performing a coding adjustment. Twenty-five per cent will be charged to the county's IM allocation and seventy-five per cent will be charged to the federal medicaid pass-through funding. If a county exceeds the IM allocation, the CDJFS shall provide matching funds in order to qualify for federal pass-through funding.

(H) The CDJFS shall report expenditures as described in rule 5101:9-7-29 of the Administrative Code.

(I) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 04/14/2014
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 10/7/13

5101:9-6-06 [Rescinded] Accountability credibility together (ACT) allocation.

Effective: 01/20/2012
Promulgated Under: 111.15
Statutory Authority: 5101.02 , 5101.161
Rule Amplifies: 5101.02 , 5101.161
Prior Effective Dates: 1/1/06, 10/19/07

5101:9-6-07 Access to better care (ABC) non-behavioral case management allocation. [Rescinded].

Rescinded eff 10-04-07

5101:9-6-07.1 Access to better care (ABC) school-community partnership allocation. [Rescinded].

Rescinded eff 10-04-07

5101:9-6-07.2 [Rescinded] Freestore foodbank benefits acquisition results in self sufficiency (BARIS) project allocation.

Effective: 01/20/2012
Promulgated Under: 111.15
Statutory Authority: 5101.801
Rule Amplifies: 5101.80 , 5101.801 , 5101.02
Prior Effective Dates: 9/30/07

5101:9-6-07.3 [Rescinded] Butler county success plan allocation.

Effective: 01/20/2012
Promulgated Under: 111.15
Statutory Authority: 5101.801
Rule Amplifies: 5101.801 , 5101.80 , 5101.02
Prior Effective Dates: 9/30/07

5101:9-6-08 Temporary assistance for needy families (TANF) regular allocation.

(A) This rule establishes the "TANF regular allocation" for costs that are not categorized as costs of administration, incurred in the operation of the federal TANF program, which consists of the Ohio works first (OWF) program and the prevention, retention, and contingency (PRC) program. Costs associated with TANF administration, as defined in 45 C.F.R. 263.0 , shall not be charged to the TANF regular allocation. TANF administration costs shall instead be charged to the TANF administration allocation as contained in rule 5101:9-8-08.8 of the Administrative Code.

(B) This allocation consists of federal funds, and is in addition to the county mandated share as contained in rule 5101:9-6-31 of the Administrative Code. The catalog of federal domestic assistance (CFDA) number for this allocation is 93.558.

(C) The Ohio department of job and family services (ODJFS) issues this allocation on a federal fiscal year (FFY) basis. ODJFS will communicate the fund availability and liquidation periods through the county finance information system (CFIS). The county department of job and family services (CDJFS) must expend funds by the end of the funding period and disburse and report expenditures no later than the end of the liquidation period.

(D) ODJFS utilizes the following methodology to distribute available funds for this allocation:

(1) Thirty per cent is based on county population less than one hundred per cent of the federal poverty level utilizing the most recent calendar year (CY) data from the United States bureau of census.

(2) Thirty per cent is based on county population less than two hundred per cent of the federal poverty level utilizing the most recently available CY data from the United States bureau of census.

(3) Thirty per cent is based upon the county's adjusted recipients. The number of adjusted recipients is equal to the total of the categories of non-public assistance food assistance recipients, disability assistance (DA) recipients and disability medical assistance (DMA) recipients, adult medicaid recipients, healthy start, children health insurance program (CHIP), TANF-related and medicaid recipients, and TANF recipients.

(4) Five per cent is based upon the county's average unemployment rate as compared statewide in the same category, utilizing the most recently available report month.

(5) Five per cent is based upon the county's poverty rate. A county's poverty rate is identified as the percentage of the county's population living at or below the federal poverty level.

(E) Upon completion of the steps in paragraph (D) of this rule, a 0.3 per cent adjusting factor is used to increase or decrease the allocation based upon the county difference to the statewide average per capita income. ODJFS will calculate the applied adjustment as follows:

(1) Counties with higher per capita income than the statewide average will receive the adjustment as a decrease; and

(2) Counties with a lower per capita income than the statewide average will receive the adjustment as an increase.

(F) ODJFS caps the formula-calculated allocation amounts at a four per cent increase and decrease from the previous FFY. If a decrease or increase in the statewide allocation amount results in counties' allocations fluctuating more than four per cent, ODJFS will not apply the formula, but will decrease or increase each county's previous FFY allocation by the percentage of change to the statewide amount.

(G) The CDJFS shall charge costs associated with activities and contracts that provide program services to the TANF regular allocation. Applicable costs include the following:

(1) Case management;

(2) Screening and assessments;

(3) Providing diversion benefits and services;

(4) Providing program information to clients; and,

(5) Development of employability plans, work activities, work supports, and post employment services.

(H) The CDJFS shall capture costs through the random moment sample (RMS) process as detailed in rule 5101:9-7-20 of the Administrative Code. Shared costs shall be allocated and charged in accordance with the ODJFS cost allocation plan. The CDJFS must report expenditures on the JFS 02827 "Public Assistance Quarterly Financial Statement" as described in rule 5101:9-7-29 of the Administrative Code.

(I) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 05/17/2013
R.C. 119.032 review dates: 11/01/2017
Promulgated Under: 111.15
Statutory Authority: 5107.05
Rule Amplifies: 5107.05
Prior Effective Dates: 6/2/79, 7/1/80, 8/24/81, 7/1/83, 1/7/85 (Emer), 9/29/85, 10/1/85 (Emer), 12/22/85, 1/2/86, 7/1/87, 9/11/87, 10/6/87 (Emer), 12/24/87, 1/26/88 (Emer), 4/28/88, 1/7/89, 11/23/91, 12/20/91, 2/22/93, 8/30/97, 1/26/98, 3/2/98, 9/28/02, 4/22/04, 2/5/06, 10/24/08, 10/1/09 (Emer.), 12/30/09, 8/24/12 (Emer.), 11/16/12

5101:9-6-08.1 Ohio human services training system (OHSTS) - temporary assistance for needy families (TANF) training subsidies for state fiscal year (SFY) 06/07 [Rescinded].

Rescinded eff 10-04-07

5101:9-6-08.2 Temporary assistance for needy families (TANF) demonstration project administrative costs reimbursement. [Rescinded].

Rescinded eff 12-31-07

5101:9-6-08.3 [Rescinded] Temporary assistance for needy families (TANF) replacement funding allocation.

Effective: 01/20/2012
Promulgated Under: 111.15
Statutory Authority: 5101.02 , 5101.801
Rule Amplifies: 5101.02 , 5101.801
Prior Effective Dates: 8/1/06, 10/19/07

5101:9-6-08.4 [Rescinded] Summer and after school programs temporary assistance for needy families (TANF) allocation.

Effective: 04/20/2013
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.803 , Section 309.40.40 of Am. Sub. H.B. 119, 127th G.A.
Prior Effective Dates: 10/25/07

5101:9-6-08.5 [Rescinded] Ohio healthy marriage allocation.

Effective: 09/19/2011
Promulgated Under: 111.15
Statutory Authority: 5101.02 , 5101.801
Rule Amplifies: 5101.02 , 5101.801
Prior Effective Dates: 9/1/06

5101:9-6-08.6 Temporary assistance to needy families (TANF) independent living (IL) allocation.

(A) In accordance with the TANF block grant, issued under the "Catalog of Federal Domestic Assistance" (CFDA) number 93.558 and section 5101.80 of the Revised Code, the Ohio department of job and family services (ODJFS) issues the TANF IL allocation to provide funding to public children services agencies (PCSAs) to support the provision of IL services and assistance to the following:

(1) Youths ages sixteen and older who are in the agency's custody;

(2) Youths in the agency's custody under the age of sixteen who are likely to remain in agency custody until the age of eighteen; and

(3) Adults age eighteen to twenty-one who have emancipated from the agency's care.

These TANF IL funds are made available to enhance current funding. Funds available through the Chafee IL program, the education and training voucher program, the Workforce Investment Act of 1998 (WIA) and other community resources must be utilized first for services allowable under these programs.

(B) ODJFS reviews the previously reported IL costs from each PCSA to determine allocation amounts. Even-numbered state fiscal year (SFY) allocations will correspond with IL costs reported in the first SFY of the last biennium in which IL costs were reported. Odd-numbered SFY allocations will correspond with IL costs reported in the second SFY of the last biennium in which IL costs were reported.

(1) ODJFS allocates a base of two thousand five hundred dollars to each PCSA. PCSAs that reported no IL costs within the corresponding SFY will receive only the base allotment.

(2) ODJFS will proportionately allocate the remaining available funds to each PCSA that reported IL costs in the corresponding SFY. Each such allocation is based upon the ratio of the PCSA's reported IL costs in the corresponding year as compared to the total of all PCSAs' reported IL costs in the corresponding year.

(C) The allocation period is July first through June thirtieth with a three-month liquidation period of July first to September thirtieth.

(D) The PCSA shall utilize the TANF IL allocation to enhance efforts to enable youths who have or who will emancipate from foster care to have the skills and support necessary to help them achieve self-sufficiency and lead productive lives in the community. Funds are targeted for services to prevent and reduce the incidence of out-of-wedlock pregnancies. Services are available to any youth eligible to receive IL services in accordance with rules 5101:2-42-19 and 5101:2-42-19.2 of the Administrative Code. To receive assistance to fulfill this purpose, eligibility is not limited to youths or young adults who have a minor child or meet two hundred per cent poverty requirements.

(E) The PCSA shall use TANF IL funds for the purchase of services or payment to vendors in compliance with all federal and state procurement laws and regulations on behalf of a youth or young adult, or for the direct payment of nominal cash or non-cash incentives to encourage and reward specific behavioral outcomes and that fall within the following guidelines:

(1) Expenditures for youths in the custody of the PCSA must be consistent with the youth's life skills assessment and written IL plan and be in compliance with rule 5101:2-42-19 of the Administrative Code; or

(2) Expenditures for young adults who have emancipated from foster care must be consistent with the written IL plan with the PCSA that held prior custody; and the plan must be developed in accordance with rule 5101:2-42-19.2 of the Administrative Code.

(F) PCSAs shall not use TANF IL funds for the following:

(1) To support staff salaries or to pay vendors for room and board for youths in the PCSA's custody;

(2) Services and payments that are assistance as defined in 45 C.F.R. 260.31(a) ;

(3) Medical services;

(4) Juvenile justice services;

(5) Title IV-D child support;

(6) Title IV-E services;

(7) Foster care maintenance;

(8) Construction or purchases of buildings or facilities;

(9) Purchase of real property;

(10) Public education; or

(11) To provide cost sharing or matching requirement of another federal program.

(G) PCSAs shall report allowable costs on the JFS 02820 "Children Services Quarterly Financial Statement" as described in rule 5101:9-7-29 of the Administrative Code and will be reimbursed at a rate of one hundred per cent of the amount reported up to the PCSA's allocation amount.

(H) The definitions, requirements and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 09/11/2011
Promulgated Under: 111.15
Statutory Authority: 5101.801
Rule Amplifies: 5101.801
Prior Effective Dates: 9/28/06, 11/16/07

5101:9-6-08.7 Temporary assistance to needy families (TANF) two-parent Ohio works first (OWF) allocation. [Rescinded].

Rescinded eff 10-04-07

5101:9-6-08.8 Temporary assistance for needy families (TANF) administration allocation.

(A) This rule establishes the "TANF administration allocation" and outlines the costs that are required, under federal regulations, to be charged as TANF administration. In accordance with the TANF block grant, issued under the catalog of federal domestic assistance (CFDA) number 93.558 and as described in 45 C.F.R. 263.13 , federal TANF funds that a state may spend on administrative costs is limited to fifteen per cent. Any violation of the limitation constitutes a misuse of funds.

Federal regulations exclude expenditures on information technology and computerization needed for tracking and monitoring required for, or under, Title IV-A of the Social Security Act from the fifteen per cent cap.

(1) This exclusion covers the costs for salaries and benefits of staff who develop, maintain, support or operate the portions of information technology or computer systems used for the tracking and monitoring.

(2) The exclusion also covers the costs of contracts for development, maintenance, support, or operation of those portions of information technology or computer systems used for the tracking or monitoring.

(B) The Ohio department of job and family services (ODJFS) will issue a separate allocation for TANF regular funds as contained in rule 5101:9-6-08 of the Administrative Code.

(C) ODJFS will issue the TANF administration allocation on a federal fiscal year (FFY) basis. ODJFS will communicate the funding and liquidation periods for this allocation through the county finance information system (CFIS). The county department of job and family services (CDJFS) must expend funds by the end of the funding period and disburse and report expenditures no later than the end of the liquidation period.

(D) ODJFS will distribute available funds for this allocation using the same methodology as contained in paragraph (D) of rule 5101:9-6-08 of the Administrative Code.

(E) The term "administrative costs'' as defined in 45 C.F.R. 263.0 means costs necessary for the proper administration of the TANF program or separate state programs. Activities related to the general administration and coordination of these programs, including contract costs and costs of overhead shall be properly charged against this allocation and include the following:

(1) Salaries and benefits of staff performing administrative and coordination functions;

(2) Costs associated with eligibility determination activities;

(3) Preparation of program plans, budgets, reports and schedules, and the monitoring of program and projects;

(4) Fraud and abuse units;

(5) Services related to accounting, litigation, audits, management property, payroll, personnel, procurement, and public relations;

(6) Costs of goods and services and travel costs required for official business and the administration of the program unless excluded under paragraph (A) of this rule; and,

(7) Management information systems not related to the tracking and monitoring of the program.

(F) The federal TANF definition of "administrative costs'' specifically excludes the costs of providing program services. Costs associated with activities and contracts that provide program services shall be charged to the TANF regular allocation and include the following:

(1) Case management;

(2) Screening and assessments;

(3) Providing diversion benefits and services;

(4) Providing program information to clients; and

(5) Development of employability plans, work activities, work supports, and post-employment services.

(G) The CDJFS shall direct charge contract costs related to the general administration and coordination of the programs to this allocation. The CDJFS shall capture administrative costs through the random moment sample (RMS) process as contained in rule 5101:9-7-20 of the Administrative Code. The CDJFS must report expenditures on the JFS 02827 " Public Assistance Quarterly Financial Statement" as contained in rule 5101:9-7-29 of the Administrative Code.

The ODJFS shall allocate indirect administrative costs associated with providing program services, such as costs for supplies, equipment, travel, postage, utilities, rental and maintenance of office space associated with TANF administration and TANF regular, by full-time equivalent and RMS statistics in accordance with the current ODJFS cost allocation plan.

(H) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 11/16/2012
R.C. 119.032 review dates: 08/31/2012 and 11/01/2017
Promulgated Under: 111.15
Statutory Authority: 5107.05
Rule Amplifies: 5107.05
Prior Effective Dates: 10/1/09 (Emer.), 12/30/09, 8/24/12, (Emer.)

5101:9-6-08.9 [Rescinded] Temporary assistance for needy families (TANF) subsidized employment program (SEP) allocation.

Effective: 04/19/2014
Promulgated Under: 111.15
Statutory Authority: 5101.801
Rule Amplifies: 5101.801 , 4141.11
Prior Effective Dates: 1/8/10, 9/10/10

5101:9-6-08.10 Temporary assistance for needy families (TANF) summer youth employment program allocation.

(A) The Ohio department of job and family services (ODJFS) is allocating TANF funds to eligible county departments of job and family services (CDJFS) to enhance or develop local TANF summer employment programs for youth. The catalog of federal domestic assistance (CFDA) number for this allocation is 93.558.

(B) An eligible CDJFS shall utilize this funding to continue current TANF summer youth employment programs or begin new programs that enable youths from low-income TANF eligible families to gain valuable work experience while earning an income to help meet basic needs.

(1) ODJFS will provide funding only to a CDJFS that expressed interest in the TANF summer employment program for youth in accordance with the timeframes and processes defined by the ODJFS office of family assistance (OFA) .

(2) The CDJFS shall amend its prevention, retention, and contingency (PRC) county statement of policies as described in Chapter 5108. of the Revised Code. ODJFS OFA will review each county statement of policies and notify the ODJFS office of fiscal and monitoring services (OFMS) of counties approved for allocations.

(C) ODJFS will determine allocation amounts for each county approved by OFA by applying the methodology currently utilized to calculate the regular TANF allocation as outlined in rule 5101:9-6-08 of the Administrative Code.

(D) The OFA will communicate the beginning date of the program each fiscal year. ODJFS will communicate the funding and liquidation periods for this allocation through the county finance information system (CFIS). The CDJFS must expend funds by the end of the funding period and disburse and report expenditures no later than the end of the liquidation period. ODJFS will make TANF funds available to the CDJFS for recruitment, outreach activities, and services .

(1) Applicable costs must be in compliance with federal and state law and regulations, including TANF requirements, and may include the following:

(a) Payments to employers for wages and fringe benefits (excluding health benefits);

(b) Payments to third parties to administer the program;

(c) Recruitment and development of employers for the program;

(d) Other ancillary services that are offered by the employer to the summer youth employment participants including:

(i) Work-related items such as uniforms, tools, licenses or certifications;

(ii) Case management activities related to the program; or

(iii) Job coaches and mentors;

(e) Worker compensation expenses;

(f) Payments to employers for training and supervision costs;

(g) Transportation; and

(h) Federal insurance contributions act (FICA) tax.

(2) The CDJFS may also claim employee costs incurred in the operation of the TANF summer youth employment program through the random moment sample (RMS) process as detailed in rule 5101:9-7-20 of the Administrative Code. Allowable activities include the following:

(a) Case management;

(b) Training and supervision of youth participants;

(c) Activities related to the recruitment and development of employers for the TANF summer youth employment program; and

(d) Administering payments to employers or third parties to help cover the cost of employee wages and benefits.

(3) The CDJFS may not claim the following activities for reimbursement under this allocation:

(a) Payments to employers for health insurance or health benefits; or

(b) TANF administration, as defined in rule 5101:9-6-08.8 of the Administrative Code.

(E) The CDJFS shall direct charge wage subsidy costs associated with the TANF summer youth employment program to the TANF allocation using the financial coding established and communicated by ODJFS.

(F) The CDJFS shall report expenditures on the JFS 02827 "Public Assistance Quarterly Financial Statement" as described in rule 5101:9-7-29 of the Administrative Code.

(G) The CDJFS shall complete and submit TANF summer youth employment program reports developed by the ODJFS OFA.

(H) The definitions, requirements and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Replaces: 5101:9-6- 08.4

Effective: 04/20/2013
Promulgated Under: 111.15
Statutory Authority: 5101.801
Rule Amplifies: 5101.801
Prior Effective Dates: 8/1/06, 10/29/07, 5/15/08, 6/4/10, 4/27/12

5101:9-6-08.11 Temporary assistance for needy families (TANF) connecting the dots allocation.

(A) The Ohio department of job and family services (ODJFS) issues the connecting the dots allocation to approved local Workforce Investment Act (WIA) areas for the purpose of assisting emancipating youth who are transitioning out of foster care.

(B) This allocation consists of one hundred per cent TANF federal funds. The catalog of federal domestic assistance (CFDA) number for this allocation is 93.558.

(C) The funding period and liquidation period for this allocation will be communicated by ODJFS through the county finance information system (CFIS). Funds must be expended by the end of the funding period and reported no later than the end of the liquidation period.

(D) Allowable costs are defined by the WIA local area's connecting the dots operational plan as approved by the office of workforce development and must be in compliance with federal and state law and regulations.

(E) The WIA area shall report expenditures in accordance with rule 5101:9-7-29 of the Administrative Code.

(F) The definitions, requirements and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 04/01/2013
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02 , 5101.821

5101:9-6-09 Food assistance employment and training (FAET) allocation.

(A) The supplemental nutrition assistance program (SNAP) employment and training grant reimburses the county department of job and family services (CDJFS) for costs associated with ensuring compliance with federal SNAP regulations. The Ohio department of job and family services (ODJFS) distributes this grant to each CDJFS through a food assistance employment and training allocation.

(B) ODJFS issues the food assistance employment and training allocations on a federal fiscal year (FFY) basis. ODJFS will communicate the funding and liquidation periods for this allocation through the county finance information system (CFIS). The CDJFS must expend funds by the end of the funding period and disburse and report expenditures no later than the end of the liquidation period.

(C) The food assistance employment and training allocation consists of one hundred per cent federal funds. This allocation is under the authority of 7 C.F.R. parts 272 and 273 promulgated by the United States department of agriculture. The catalog of federal domestic assistance (CFDA) number for this allocation is 10.561.

(D) The following methodology is used to distribute available funds for this allocation.

(1) Thirty per cent is based on county population less than one hundred per cent of the federal poverty level utilizing the most recent calendar year (CY) data from the United States bureau of census.

(2) Thirty per cent is based on county population less than two hundred per cent of the federal poverty level utilizing the most recently available CY data from the United States bureau of census.

(3) Thirty per cent is based upon the county's adjusted recipients. The number of adjusted recipients is equal to the total of the categories of non-public assistance food assistance recipients, disability financial assistance (DFA) recipients and disability medical assistance (DMA) recipients, adult medicaid recipients, healthy start recipients, children health insurance program (CHIP) recipients, temporary assistance for needy families (TANF) related medicaid recipients, and TANF recipients.

(4) Five per cent is based upon the county's average unemployment rate as compared statewide in the same category, utilizing the most recently available report month.

(5) Five per cent is based upon the county's poverty rate. A county's poverty rate is identified as the percentage of the county's population living at or below the federal poverty level.

(E) Upon completion of the steps in paragraph (D) of this rule, a 0.3 per cent adjusting factor is used to increase or decrease the allocation based upon the county difference to the statewide average per capita income. ODJFS will calculate the applied adjustment as follows:

(1) Counties with a higher per capita income than the statewide average will receive the adjustment as a decrease; and

(2) Counties with a lower per capita income than the statewide average will receive the adjustment as an increase.

(F) ODJFS caps the formula-calculated allocation amounts at a four per cent increase and decrease from the previous FFY. If a decrease or increase in the statewide amount results in counties' allocations fluctuating more than four per cent, ODJFS will not apply the formula, but will decrease or increase each county's previous FFY allocation by the percentage of change to the statewide amount.

(G) Expenditures that may be properly charged against this allocation include administrative, direct delivery, contracted, and purchased services costs for the food assistance employment and training program as detailed in rules 5101:4-3-29 to 5101:4-3-38 of the Administrative Code.

(H) Allocation redistribution is pursuant to rule 5101:9-6-02 of the Administrative Code. Any CDJFS may redistribute any excess expenditures as follows:

(1) CDJFS expenditures in excess of the SNAP employment and training grant will go to the FAET operating allocation as outlined in rule 5101:9-6-09.3 of the Administrative Code.

(2) CDJFS expenditures in excess of the FAET operating allocation will follow the same allocation methodology as regular food assistance administration costs. Fifty per cent of the excess will be charged to the county's income maintenance (IM) control grant and fifty per cent will be charged to federal SNAP administration pass-through funding. If a county exceeds its IM grant, the CDJFS shall provide matching funds in order to qualify for federal administration pass-through funding.

(I) CDJFS expenditures must be reported on the JFS 02827 "Public Assistance Quarterly Financial Statement" as described in rule 5101:9-7-29 of the Administrative Code.

(J) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 03/16/2013
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.161 , 5101.21
Prior Effective Dates: 11/23/91, 4/14/97, 7/2/02 (Emer.), 9/28/02, 4/22/04, 2/5/06, 10/24/08, 10/1/09, 8/24/12, (Emer.), 11/16/12

5101:9-6-09.1 Food and nutrition services state exchange allocation.

(A) The Ohio department of job and family services (ODJFS) issues allocations to select county departments of job and family services (CDJFS) for reimbursement of approved costs associated with out-of-state travel expenses outlined in paragraph (C) of this rule. This reimbursement allocation is one hundred per cent federal funds from the U.S. department of agriculture food and nutrition services (FNS) state exchange grant, catalog of federal domestic assistance (CFDA) number 10.561.

(B) ODJFS office of families and children (OFC) notifies all CDJFS identified as eligible for full or partial reimbursement. The CDJFS submits requests for reimbursement through the designated FNS steering committee member for approval or denial. The designated steering committee member submits approved estimates to FNS and FNS authorizes a state exchange grant for all approved amounts.

(C) After FNS approves the estimate and authorizes the funding, the CDJFS may submit the following expenditures for reimbursement:

(1) Out-of-state travel expenses for staff to attend any of the following:

(a) FNS regional conferences;

(b) Meetings in other regions to view innovative approaches to the supplemental nutrition assistance program (SNAP); and

(c) Regional training advisory committee (RTRAC) meetings and conferences;

(2) FNS "Big Ten Urban 14" meetings and conferences;

(3) FNS "Big Ten" steering committee and board meetings and conferences; and

(4) FNS "Big Ten" annual conference.

(D) The CDJFS shall submit documentation of eligible expenditures (i.e., copies of receipts, etc.) to ODJFS for approval. Once ODJFS approves the expenditures, the CDJFS may draw down funds from this allocation.

(E) The CDJFS must report expenditures on the JFS 02827 "Monthly Financial Statement" as described in rule 5101:9-7-29 of the Administrative Code.

(F) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 05/01/2010
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02

5101:9-6-09.2 Department of defense (DOD) supplemental nutrition assistance program (SNAP) funded allocation.

(A) The Ohio department of job and family services (ODJFS) is distributing DOD SNAP funding to county departments of job and family services (CDJFS) for costs associated with administering SNAP. The CDJFS shall utilize these funds to supplement current allotments for food assistance (FA) programs.

(B) The DOD SNAP allocation is one hundred per cent federal funds with no matching requirement. The catalog of federal domestic assistance (CFDA) number 10.561.

(C) ODJFS applies the allocation methodology currently used to allocate temporary assistance for needy families (TANF) funds as outlined in rule 5101:9-6-08 of the Administrative Code to distribute DOD SNAP funding. To utilize this allocation, the CDJFS shall perform a post allocated adjustment in the quarterly information consolidation plus(QuIC+) system, moving expenditures from the food assistance (FA) and income maintenance (IM) allocations to the DOD SNAP allocation, restoring the state or local match portion of the transaction.

(1) The CDJFS shall report expenditures on the JFS 02827 "Monthly Financial Statement" as described in rule 5101:9-7-29 of the Administrative Code.

(2) The CDJFS shall move allowable expenditures from the FA and IM allocations to the DOD SNAP allocation until the DOD SNAP funding is exhausted.

(D) The grant availability is through Sept 30, 2011 and the CDJFS must expend funds and report expenses by that date.

(E) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 12/09/2010
R.C. 119.032 review dates: 12/01/2015
Promulgated Under: 111.15
Statutory Authority: 5101.54
Rule Amplifies: 5101.54

5101:9-6-09.3 Food assistance employment and training (FAET) operating allocation.

(A) The Ohio department of job and family services (ODJFS) issues the FAET operating allocation to reimburse the county department of job and family services (CDJFS) for FAET related expenses once a county has exhausted the regular FAET funding outlined in rule 5101:9-6-09 of the Administrative Code.

(B) ODJFS issues the FAET operating allocation on a federal fiscal year (FFY) basis. ODJFS will communicate the funding and liquidation periods for this allocation through the county finance information system (CFIS). The CDJFS must expend funds by the end of the funding period and disburse and report expenditures no later than the end of the liquidation period.

(C) The FAET operating allocation consists of fifty per cent state and fifty per cent federal funds. The catalogue of federal domestic assistance (CFDA) number for the federal portion of this allocation is 10.561.

(D) ODJFS distributes the FAET operating allocation utilizing the same methodology utilized for the regular FAET allocation as outlined in rule 5101:9-6-09 of the Administrative Code.

(E) CDJFS expenditures must be reported on the JFS 02827 "Public Assistance Quarterly Financial Statement" as described in rule 5101:9-7-29 of the Administrative Code.

(F) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 03/16/2013
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.161 , 5101.21

5101:9-6-09.4 Food assistance employment and training (FAET) participant allowance allocation.

(A) The Ohio department of job and family services (ODJFS) issues the FAET participant allowance allocation to reimburse the county job and family services (CDJFS) for eligible expenses incurred by recipients participating in the FAET program.

(B) ODJFS issues the FAET participant allowance allocation on a federal fiscal year (FFY) basis. ODJFS will communicate the funding and liquidation periods for this allocation through the county finance information system (CFIS). The CDJFS must expend funds by the end of the funding period and disburse and report expenditures no later than the end of the liquidation period.

(C) The FAET participant allowance allocation consists of fifty per cent state and fifty per cent federal funds. The catalogue of federal domestic assistance (CFDA) number for the federal portion of this allocation is 10.561.

(D) ODJFS distributes the FAET participant allowance allocation utilizing the same methodology utilized for the regular FAET allocation outlined in rule 5101:9-6-09 of the Administrative Code.

(E) The CDJFS must report participant allowance expenses not captured in client registry information system-enhanced (CRIS-E) on the JFS 02827 "Public Assistance Quarterly Financial Statement" as described in rule 5101:9-7-29 of the Administrative Code. The following are allowable activities for the FAET participant allowance:

(1) Transportation (bus passes, mileage reimbursement, transportation contracts with taxi/transportation companies);

(2) Tuition/fees, training materials, books, registration fees;

(3) Clothing for job interviews, uniforms;

(4) Licensing/bonding fees, fingerprinting, background checks; and

(5) Other services that are necessary for FAET participation.

(F) FAET participant allowance expenses are not eligible for reimbursement using regular FAET or FAET operating funding as outlined in rule 5101:9-6-09 or 5101:9-6-09.3 of the Administrative Code.

(G) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 03/16/2013
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.161 , 5101.21

5101:9-6-10 State social services operating allocation.

(A) The Ohio department of job and family services (ODJFS) issues the state social services operating allocation to the county department of job and family services (CDJFS) for expenditures incurred in the operation of social services programs.

(B) This allocation consists of one hundred per cent state funds.

(C) ODJFS issues this allocation to use for state goods or services performed for the state fiscal year (SFY), July first through June thirtieth. All expenditures incurred during the SFY must be liquidated no later than the end of the three-month liquidation period of July first through September thirtieth.

(D) ODJFS utilizes the following methodology to distribute the state social services operating allocation . All figures are based upon the most recently available U.S. census bureau data.

(1) When the statewide allocation is within four per cent of the final amount distributed in the preceding year, ODJFS uses the formula in this paragraph to determine each county department of job and family services (CDJFS) share. Formula increases and decreases at the county level for the state social services operating allocation are capped at four per cent of the preceding SFY's allocation amount. The formula for determining how to allocate the statewide allocation is as follows:

(a) Fifty per cent is based on the county's population at or below one hundred fifty per cent of the federal poverty level as compared statewide in the same category.

(b) Twenty per cent is based on the county's population at or below eighteen years of age and at or below two hundred per cent of the federal poverty level as compared statewide in the corresponding categories.

(c) Twenty per cent is based on the county's population at or over fifty-five years of age and at or below two hundred per cent of the federal poverty level as compared statewide in the corresponding categories.

(d) Ten per cent is based on the county's average unemployment rate as compared to the average unemployment rate for all eligible counties, utilizing figures from ODJFS for the most recently available federal fiscal year (FFY).

(2) When there is more than a four per cent increase or decrease in the statewide allocation amount, each county's preceding SFY allocation will be increased or decreased by the percentage of change to the statewide allocation amount.

(E) The CDJFS may utilize the state social services operating allocation as follows:

(1) Expenditures must be for services identified in the county's profile section of the comprehensive Title XX social services plan (CSSP) related to services defined in the approved county social services plan/profile; and

(2) As outlined in Section 309.50.20 of Amended Substitute House Bill 153 of the 129th General Assembly, a CDJFS may elect to transfer a portion of its state social services operating allocation to the county's family and children first council via transfer to a flexible funding pool using the codes established by ODJFS for this purpose.

(F) Allocation redistribution procedures are contained in rule 5101:9-6-02 of the Administrative Code. In addition, theCDJFS shall take the following steps to recognize draws and expenditures in excess of the state social services operating allocation:

(1) The CDJFS applies any remaining draws and expenditures to the federal social services allocation as detailed in rule 5101:9-6-12 of the Administrative Code.

(2) The county is responsible for excess expenditures remaining after paragraph (F)(1) of this rule .

(G) The CDJFS shall report expenditures on the JFS 02827 " Public Assistance Quarterly Financial Statement" as described in rule 5101:9-7-29 of the Administrative Code.

(H) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 10/01/2011
Promulgated Under: 111.15
Statutory Authority: 5101.46
Rule Amplifies: 5101.46
Prior Effective Dates: 6/2/79, 7/1/80, 10/1/81, 7/9/82, 6/25/83, 10/5/83, 10/1/84 (Emer), 12/29/84, 7/25/86 (Emer), 9/23/86, 11/13/87 (Emer), 2/11/88, 11/23/91, 2/17/97, 1/26/98, 9/2/02, 2/20/04, 2/5/06, 8/8/08, 9/12/09

5101:9-6-11 Child care non-administration funding allocation.

(A) The Ohio department of job and family services (ODJFS) allocates funding to the county department of job and family services (CDJFS) for the non-administrative costs of providing publicly funded child care.

(B) This allocation consists of federal funds. The catalog of federal domestic assistance (CFDA) number for this allocation is 93.575.

(C) ODJFS issues this allocation on a federal fiscal year (FFY) basis. ODJFS will communicate the funding and liquidation periods through the county finance information system (CFIS). The CDJFS must expend funds by the end of the funding period and disburse and report expenditures no later than the end of the liquidation period.

(D) ODJFS utilizes the following methodology to distribute available funds for this allocation:

(1) ODJFS allocates thirty per cent of the statewide allocation based on each county's population of children from birth to fourteen years of age that are at or below one hundred per cent of the federal poverty level as compared to the statewide total population of children in the same category, utilizing the most recent available U.S. bureau of census figures.

(2) ODJFS allocates thirty per cent of the statewide allocation based on each county's number of temporary assistance for needy families (TANF) children from birth to fourteen years of age as compared to the statewide total number of children in the same category, utilizing the most recent available state fiscal year (SFY) data from "Client Registry Information System-Enhanced" (CRIS-E).

(3) ODJFS allocates thirty per cent of the statewide allocation based on each county's number of children determined eligible for publicly funded child care as compared to the statewide total number of children in the same category, utilizing the most recent available SFY data from the "Child Care Information Data System" (CCIDS)/centralized payments invoice screen.

(4) ODJFS allocates ten per cent of the statewide allocation based on each county's number of licensed type B homes as compared to the statewide total in the same category, utilizing the most recent available SFY data from the CCIDS/centralized payments invoice screen.

(E) The CDJFS may report the following allowable child care related expenditures:

(1) Shared costs (as allocated in accordance with the ODJFS cost allocation plan);

(2) Eligibility determination and redetermination;

(3) Preparation and participation in judicial hearings;

(4) Recruitment, inspection, reviews, and supervision of child care placements;

(5) Information and referral;

(6) Training;

(7) Provider monitoring activities;

(8) Establishment and maintenance of computerized childcare information; and

(9) Arrangement, placement, and reporting child care.

(F) The CDJFS claims non-administrative employee costs through the random moment sample (RMS) process as described in rule 5101:9-7-20 of the Administrative Code. The CDJFS reports direct expenditures as described in rule 5101:9-7-29 of the Administrative Code.

(G) Child care provider contracts/purchased services are funded outside of the county allocation process.

(H) A CDJFS may move any excess expenditures as follows:

(1) The CDJFS may move excess expenditures to the child care administration allocation;

(2) The CDJFS may move excess expenditures associated with child care eligibility determinations and other direct expenditures identified as TANF administrative activities as defined in rule 5101:9-6-08.8 of the Administrative Code, to the TANF administration allocation; or,

(3) The CDJFS may move excess expenditures associated with activities categorized as non-administration, as described in rule 5101:9-6-08 of the Administrative Code to the TANF regular allocation.

(I) Allocation redistribution is pursuant to rule 5101:9-6-02 of the Administrative Code. The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Replaces: 5101:9-6-11

Effective: 09/12/2014
R.C. 119.032 review dates: 09/01/2019
Promulgated Under: 111.15
Statutory Authority: 5104.42 , 5101.02
Rule Amplifies: 5104.42
Prior Effective Dates: 12/20/91, 1/2/96 (Emer), 7/1/96, 11/17/96, 2/17/97, 11/1/97, 1/26/98, 12/11/03, 2/5/06, 9/28/08, 10/1/09 (Emer), 12/30/09, 5/27/10, 7/19/12

5101:9-6-11.1 [Rescinded] Child Care 2 allocation.

Effective: 12/30/2009
R.C. 119.032 review dates: 10/08/2009
Promulgated Under: 111.15
Statutory Authority: 5104.42 , 5101.02
Rule Amplifies: 5104.42
Prior Effective Dates: 9/12/05, 9/25/08, 10/1/09 (Emer)

5101:9-6-11.2 Child care administration allocation.

(A) The Ohio department of job and family services (ODJFS) allocates funding to the county department of job and services (CDJFS) for the administrative costs of providing publicly funded child care.

(B) The catalog of federal domestic assistance (CFDA) number for this allocation is 93.575.

(C) ODJFS issues this allocation on a federal fiscal year (FFY) basis. ODJFS will communicate the funding and liquidation periods through the county finance information system (CFIS). The CDJFS must expend funds by the end of the funding period and disburse and report expenditures no later than the end of the liquidation period.

(D) ODJFS issues available funds for this allocation using the same methodology as contained in paragraph (D) of rule 5101:9-6-11 of the Administrative Code.

(E) The term "administrative costs'' means costs necessary for the proper administration of the child care program in accordance with 45 C.F.R. 98.52 (October 1, 2013). These activities may include:

(1) Salaries and related costs of staff engaged in administration and implementation of the program;

(2) Travel costs incurred for official business in carrying out the program;

(3) Administrative services, including accounting services performed by grantees or subgrantees or under agreements with third parties and;

(4) Indirect administrative costs associated with providing program services, such as costs for supplies, equipment, travel, postage, utilities, rental and maintenance of office space associated with child care administration and child care non-administration, in accordance with the ODJFS cost allocation plan;

(F) The CDJFS direct charges contract costs related to the general administration and coordination of the programs to this allocation. The CDJFS claims administrative costs through the random moment sample (RMS) process as described in rule 5101:9-7-20 of the Administrative Code. The CDJFS reports direct expenditures as described in rule 5101:9-7-29 of the Administrative Code.

(G) Allocation redistribution is pursuant to rule 5101:9-6-02 of the Administrative Code. The CDJFS may apply child care administrative expenditures in excess of the child care administration allocation to TANF administration funding as outlined in rule 5101:9-6-08.8 of the Administrative Code.

(H) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Replaces: 5101:9-6-11.2

Effective: 09/12/2014
R.C. 119.032 review dates: 09/01/2019
Promulgated Under: 111.15
Statutory Authority: 5104.42 , 5101.02
Rule Amplifies: 5104.42
Prior Effective Dates: 10/1/2009 (Emer.), 12/30/2009, 9/3/2012

5101:9-6-11.3 [Rescinded] Child care quality allocation.

Effective: 09/12/2014
R.C. 119.032 review dates: 06/27/2014
Promulgated Under: 111.15
Statutory Authority: 5104.42
Rule Amplifies: 5104.42
Prior Effective Dates: 12/20/91, 1/2/96 (Emer), 7/1/96, 11/17/96, 2/17/97, 11/1/97, 1/26/98, 122/11/03, 2/5/06, 9/25/08, 10/1/09 (emer), 12/30/09

5101:9-6-12 Federal social services allocation.

(A) The federal social services allocation reimburses the county for the federal share of the costs of social services, administration, and training.

(B) This allocation consists of federal funds under Title XX of the Social Security Act, 88 Stat. 2337 (1974), 42 U.S.C. 1397 , as amended. The catalog of federal domestic assistance (CFDA) number for this allocation is 93.667.

(C) The grant availability and liquidation periods for this allocation will be communicated by the Ohio department of job and family services (ODJFS) through the county finance information system (CFIS). Funds must be expended by the grant availability period and reported no later than the end of the liquidation period. Expenditures in excess of the control amount may be the responsibility of the county.

(D) The following methodology is used to distribute federal Title XX funds for the social services group. All figures are based upon the most recently available U.S. bureau of census data.

(1) When the statewide allocation is the same as the preceding year, county allocation amounts are calculated by applying the formula listed in paragraph (D)(4) of this rule. Increases and decreases in each county's federal social service allocation are capped at four per cent of the preceding state fiscal year's (SFY's) allocation amount. Individual county increases of more than four per cent are proportionately distributed to counties experiencing more than a four per cent decrease.

(2) When the statewide allocation is increased from the statewide allocation in the preceding year, the net gain is distributed to the county department of job and family services (CDJFS) by applying the formula listed in paragraph (D)(4) of this rule.

(3) When there is more than a four per cent decrease in the statewide allocation amount, ODJFS does not apply the formula in paragraph (D)(4) of this rule, but decreases each CDJFS's preceding SFY allocation by the percentage of change to the statewide allocation amount.

(4) The formula is as follows:

(a) ODJFS distributes five per cent of the federal social services allocation to each CDJFS based on each county's population.

(b) Five per cent of the statewide allocation is distributed to the CDJFS based on each county's property tax wealth factors, as measured by the total of the most recent real estate, public utility, and tangible personal property tax values reported by the Ohio department of taxation and as inversely compared statewide.

(c) The remaining amount of the allocation is distributed to the CDJFS using the following methodology:

(i) Fifty per cent is based on the county's population at or below one hundred fifty per cent of the federal poverty level as compared statewide in the same category.

(ii) Twenty per cent is based on the county's population at or below eighteen years of age and at or below two hundred per cent of the federal poverty level as compared statewide in the corresponding categories.

(iii) Twenty per cent is based on the county's population at or over fifty-five years of age and at or below the two hundred per cent of the federal poverty level as compared statewide in the corresponding categories.

(iv) Ten per cent is based on the county's average unemployment rate as compared to the average unemployment rate for all eligible counties, utilizing figures from the ODJFS for the most recently available federal fiscal year (FFY).

(E) The following expenditures may be properly charged against this allocation and are contained in the "ODJFS Comprehensive Social Services Plan":

(1) Purchase of approved social services costs as detailed in the county social services plan/profile;

(2) Child care administration and direct delivery costs related to:

(a) Title XX child care;

(b) Protective child care;

(c) Special needs child care; and,

(d) Homeless child care;

(3) Social services operating expenditures in excess of the state operating allocation as detailed in rule 5101:9-6-10 of the Administrative Code.; and,

(4) Title XX eligible temporary assistance for needy families (TANF) or adult protective services (APS) expenditures, which are included in the county social services plan/profile, in excess of the TANF regular allocation or any approved APS allocation as detailed in rule 5101:9-6-08 of the Administrative Code.

(F) County agency expenditures must be reported on the JFS 02827 "Monthly Financial Statement" as contained in rule 5101:9-7-29 of the Administrative Code. Contract or vendor agreement purchased service expenditures must be liquidated and reported on the JFS 02827 as actual expenditures no later than three months after the last day of the SFY allocation period.

(G) Redistribution is pursuant to rule 5101:9-6-02 of the Administrative Code. The following steps are taken to recognize excess expenditures.

(1) The county agency will apply social services draws and expenditures in excess of the state operating allocation to this allocation.

(2) The county agency will apply Title XX TANF eligible APS expenditures, which are included in the county social services plan/profile, in excess of the TANF or any approved APS allocation to this allocation.

(3) Any excess expenditures remaining are the responsibility of the county agency.

(H) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 04/09/2010
Promulgated Under: 111.15
Statutory Authority: 5101.02 , 5101.46
Rule Amplifies: 5101.46
Prior Effective Dates: 6/2/79, 9/6/79, 7/1/80, 10/1/81, 10/17/81, 7/9/82, 6/25/83, 10/5/83, 10/1/84 (Emer), 12/29/84, 7/25/86 (Emer), 10/3/86, 11/17/87 (Emer), 2/11/88, 11/23/91, 12/20/91, 2/17/97, 1/26/98, 3/2/98, 9/28/02, 2/20/04, 2/5/06, 8/8/08

5101:9-6-12.1 Title XX temporary assistance for needy families (TANF) transfer allocation.

(A) The Title XX TANF transfer allocation shall be used only for programs and services to children and/or their families whose income is less than two hundred per cent of the federal poverty level (FPL).

(B) The grant availability and liquidation periods for this allocation will be communicated by the Ohio department of job and family services (ODJFS) through the county finance information system (CFIS). Funds must be expended by the grant availability period and reported no later than the end of the liquidation period.

(C) The Title XX TANF transfer allocation consists of one hundred per cent federal social service funds. The catalog of federal domestic assistance (CFDA) number for this allocation is 93.558. In accordance with CFDA number 93.558, section IV, expenditures for money transferred out of TANF and into Title XX shall be shown as expenditures for the Title XX program and reported under CDFA number 93.667 on the county's schedule of expenditures of federal awards.

(D) The following methodology is used to distribute the Title XX TANF transfer allocation for the social services group. All figures are based upon the most recently available U.S. bureau of census data.

(1) When the statewide allocation is the same as the preceding year, county allocation amounts are calculated by applying the formula listed in paragraph (D)(4) of this rule. Increases and decreases in each county's Title XX TANF transfer allocation are capped at four per cent of the preceding state fiscal year's (SFY's) allocation amount. Individual county increases of more than four per cent are proportionately distributed to counties experiencing more than a four per cent decrease.

(2) When the statewide allocation is increased from the statewide allocation in the preceding year, the net gain is distributed to the county department of job and family services (CDJFS) by applying the formula listed in paragraph (D)(4) of this rule.

(3) When there is more than a four per cent decrease in the statewide allocation amount, ODJFS does not apply the formula in paragraph (D)(4) of this rule, but decreases each CDJFS's preceding grant by the percentage of change to the statewide allocation amount.

(4) The formula is as follows:

(a) ODJFS distributes five per cent of the federal social services allocation to each CDJFS based on each county's population.

(b) Five per cent of the statewide allocation is distributed to the CDJFS based on each county's property tax wealth factors, as measured by the total of the most recent real estate, public utility, and tangible personal property tax values reported by the Ohio department of taxation and as inversely compared statewide.

(c) The remaining amount of the allocation is distributed to the CDJFS using the following methodology:

(i) Fifty per cent is based on the county's population at or below one hundred fifty per cent of the federal poverty level as compared statewide in the same category.

(ii) Forty per cent is based on the county's population at or below eighteen years of age and at or below two hundred per cent of the federal poverty level as compared statewide in the corresponding categories.

(iii) Ten per cent is based on the county's average unemployment rate as compared to the average unemployment rate for all eligible counties, utilizing figures from the ODJFS for the most recently available federal fiscal year (FFY).

(E) Allocation redistribution procedures are contained in rule 5101:9-6-02 of the Administrative Code. In addition, the following steps are taken to recognize draws and expenditures in excess of the county's allocation:

(1) The county applies any remaining draws and expenditures to the federal social services allocation as detailed in rule 5101:9-6-12 of the Administrative Code.

(2) Any excess expenditures remaining after paragraph (E)(1) of this rule are the responsibility of the county agency.

(F) Transfers of non-allocated costs to the Title XX TANF transfer funds will be allocated based upon the county's Title IV-E combined eligibility ratio and supplement the current options of the federal social services allocation, Title IV-B, "ESSA Preservation Direct Services," "ESSA Reunification Direct Services," state child protective allocation (SCPA), "Local," and TANF.

(G) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 04/09/2010
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 9/12/05, 8/8/08

5101:9-6-12.2 Title XX base allocation. [Rescinded].

Rescinded eff 8-8-08

5101:9-6-12.3 Hurricane katrina relief funds allocation. [Rescinded].

Rescinded eff 6-1-07

5101:9-6-12.31 [Rescinded] Gulf coast hurricane relief allocation.

Effective: 01/20/2012
Promulgated Under: 111.15
Statutory Authority: 5101.02 , 5101.46
Rule Amplifies: 5101.02 , 5101.46
Prior Effective Dates: 10/25/07

5101:9-6-12.4 Child, family, and adult community and protective services allocation.

(A) The Ohio department of job and family services (ODJFS) issues the child, family, and adult community and protective services allocation to provide funding to the county department of job and family service agencies (CDJFS) to enhance the administration of family and social services duties. Each CDJFS shall use the funds in accordance with the written plan of cooperation between the board of county commissioners (BOCC), the CDJFS and the workforce development (WFD) agency as required in section 307.983 of the Revised Code.

(B) The child, family, and adult community and protective services allocation consists of one hundred per cent state funds issued for the state fiscal year (SFY), July first through June thirtieth. All expenditures incurred during the SFY must be liquidated no later than the end of the three-month liquidation period of July first to September thirtieth.

(C) ODJFS distributes five per cent of the child, family, and adult community and protective services appropriation to each CDJFS based on county population. ODJFS also distributes five per cent of the appropriation to each CDJFS based on each county's property tax wealth factors, as measured by the total of the most recent real estate, public utility, and tangible personal property tax values reported by the Ohio department of taxation and as inversely compared statewide.

(1) The remaining ninety per cent of the appropriated amount will be distributed as follows:

(a) Fifty per cent is based on the county's population at or below one hundred fifty per cent of the federal poverty level as compared statewide in the same category;

(b) Twenty per cent is based on the county's population at or below eighteen years of age and at or below two hundred per cent of the federal poverty level as compared statewide in the corresponding categories;

(c) Twenty per cent is based on the county's population at or over fifty-five years of age and at or below two hundred per cent of the federal poverty level as compared statewide in the corresponding categories; and,

(d) Ten per cent is based on the county's average unemployment rate as compared to the average unemployment rate for all eligible counties, utilizing figures from ODJFS for the most recently available federal fiscal year (FFY).

Population figures are based upon the most recently available United States bureau of census data.

(2) When there is more than a four per cent decrease in the statewide appropriation amount, ODJFS does not apply the formula in paragraphs (C) and (C)(1) of this rule, but decreases each CDJFS's preceding SFY allocation by the percentage of change to the statewide allocation amount.

(3) When the statewide appropriation is the same as the preceding year, county allocation amounts are calculated by applying the formula listed in paragraphs (C) and (C)(1) of this rule. Increases and decreases in each county's allocation are capped at four per cent of the preceding SFY's allocation amount. Individual county increases of more than four per cent are proportionately distributed to counties experiencing more than a four per cent decrease.

(4) When the statewide appropriation is increased from the statewide appropriation in the preceding year, the net gain is distributed to the CDJFS by applying the formula listed in paragraphs (C) and (C)(1) of this rule.

(D) The CDJFS shall utilize the child, family, and adult community and protective services allocation for any of the purposes listed in paragraphs (D)(1) to (D)(4) of this rule, or may use the funding as state or local match for costs associated with these purposes.

A combined CDJFS may use all or a portion of its allocation to support its child support enforcement agency (CSEA) or public children services agency (PCSA) activities. A CDJFS may also provide all or a portion of its allocation to a stand alone CSEA or, PCSA through an interagency agreement. County agencies shall use the funding to provide services for any of the purposes listed in paragraphs (D)(1) to (D)(4) of this rule, or use the funding as state or local match for costs associated with these purposes.

(1) To assist individuals to achieve or maintain self-sufficiency, including by reducing or preventing dependency among individuals with family income not exceeding two hundred per cent of the federal poverty guidelines;

(2) To provide outreach and referral services regarding home and community-based services to individuals at risk of placement in a group home or institution, regardless of the individual's family income and without need for a written application;

(3) To provide outreach, referral, application assistance, and other services to assist individuals to receive assistance, benefits, or services under medicaid; Title IV-A programs, as defined in section 5101.80 of the Revised Code; food assistance issued under the supplemental nutrition assistance program (SNAP); and other public assistance (PA) programs; and

(4) To provide protective services to a child or adult as part of a response to a report of abuse, neglect, or exploitation without regard to income or need for a written application.

(E) ODJFS will establish the allocation as the community and protective services allocation and separate financial sub codes for each program in the county finance information system (CFIS). To utilize the funding, a CDJFS will submit draw requests and report expenditures for this allocation using CFIS codes established for this purpose. County family services agencies shall report expenditures on the quarterly financial reports as contained in rule 5101:9-7-29 of the Administrative Code as follows:

(1) The CDJFS shall report expenditures on the JFS 02827 " Public Assistance Quarterly Financial Statement";

(2) The CSEA shall report expenditures on the JFS 02750 "Child Support Quarterly Financial Statement"; and

(3) The PCSA shall report expenditures on the JFS 02820 "Children Services Quarterly Financial Statement."

(F) As outlined in Section 309.50.20 of Amended Substitute House Bill 153 of the 129th General Assembly, a CDJFS may also elect to transfer all or a portion of its community and protective services allocation to the county's family and children first council via transfer to a flexible funding pool, using the codes established by ODJFS for this purpose.

(G) ODJFS will reconcile the child, family, and adult community and protective services allocation with grants listed in paragraph (D) of this rule for quarterly cash on hand reports and quarterly and annual reconciliation reports.

(H) This allocation is based on appropriations by the Ohio general assembly.

(I) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 10/01/2011
Promulgated Under: 111.15
Statutory Authority: 5101.46
Rule Amplifies: 5101.46
Prior Effective Dates: 9/27/09, 6/18/10

5101:9-6-12.5 Child and adult protective and community services allocation.

(A) The Ohio department of job and family services (ODJFS) issued the child and adult protective and community services allocation to the county department of job and family services agencies (CDJFS) and the public children services agencies (PCSA) to enhance the administration of family and social service duties. This allocation is based on appropriations by the Ohio general assembly.

(B) The child and adult protective and community services allocation is issued for state fiscal year (SFY) 2011.

(C) Allocation methodology

(1) ODJFS distributed the child and adult protective services allocation to the CDJFS in accordance with the Title XX methodology outlined in rule 5101:9-6-12 of the Administrative Code.

(2) ODJFS distributed the child and adult protective services allocation to the PCSA in accordance with state child protective allocation (SCPA) methodology as outlined in rule 5101:9-6-19 of the Administrative Code.

(D) Eligible expenditures

(1) The CDJFS and PCSA may utilize the child and adult protective services allocation to support child and adult protective services under Title XX of the Social Security Act, 88 Stat. 2337 (1974) 42 U.S.C. 1397 , as amended. Allowable expenditures are defined in paragraphs (QQ) and (RR) of rule 5101:2-25-01 of the Administrative Code as follows:

(a) "Protective services for adult" means:

(i) Services or activities designed to prevent or remedy abuse, neglect or exploitation of adults who are unable to protect their own interest.

(ii) Situations that may require protective services including injury due to maltreatment or domestic violence; lack of adequate food, clothing or shelter; lack of essential medical treatment or rehabilitation services; and lack of necessary financial or other resources.

(iii) Component services or activities that may include investigation; immediate intervention; emergency medical services; emergency shelter; developing case plans; initiation of legal action (if needed); counseling for the individual and family; assessment/evaluation of family circumstances; arranging alternative or improved living arrangements; preparing for foster care placement, if needed; and case management and referral to service providers.

(b) "Protective services for children" means:

(i) Services or activities designed to prevent or remedy abuse, neglect or exploitation of children who may be harmed through physical or mental injury, sexual abuse or exploitation, and negligent treatment or maltreatment, including failure to be provided with adequate food, clothing, shelter, or medical care.

(ii) Component services or activities that may include immediate investigation and intervention; emergency medical services; emergency shelter; developing case plan initiation of legal action (if needed); counseling for the child and family; assessment/evaluation of family circumstances; arranging alternative living arrangements; preparing for foster placement, if needed; and case management and referral to service providers.

(2) The CDJFS or PCSA may also utilize the child and adult protective and community services allocation for any of the purposes listed in paragraph (D) (2) of this rule, or may use the funding as state or local match for costs associated with these purposes:

(a) To assist individuals to achieve or maintain self-sufficiency, including by reducing or preventing dependency among individuals with family income not exceeding two hundred per cent of the federal poverty guidelines.

(b) To provide outreach and referral services regarding home and community-based services to individuals at risk of placement in a group home or institution, regardless of the individual's family income and without need for a written application.

(c) To provide outreach, referral, application, assistance, and other services to assist individuals to receive assistance, benefits, or services under medicaid; Title IV-A programs, as defined in section 5101.80 of the Revised Code; food assistance issued under the supplemental nutrition assistance program (SNAP); and other public assistance (PA) programs.

(d) To provide protective services to a child or adult as part of a response to a report of abuse, neglect, or exploitation without regard to income or need for a written application.

(3) The CDJFS or PCSA may provide all or a portion of its allocation to a "stand alone" child support enforcement agency (CSEA) through an interagency agreement. The CSEA shall utilize the funding for any purposes outlined in paragraph (D) (1) or (D) (2) of this rule or may use the funding as state or local match for costs associated with these purposes.

(E) Funding utilization

To utilize the funding:

(1) The CDJFS will submit draw requests and report expenditures for this allocation using codes established in the county finance information system (CFIS) for this purpose.

(2) ODJFS will issue funding to the PCSA as an advance during the last two quarters of SFY 2011.

(F) The CDJFS, PCSA and CSEA shall upload financial data using CFIS codes established by ODJFS and report expenditures on the monthly financial reports as contained in rule 5101:9-7-29 of the Administrative Code.

(1) The CDJFS shall report expenditures on the JFS 02827 "Monthly Financial Statement Public Assistance Fund."

(2) The CSEA shall report expenditures on the JFS 02750 "Child Support Monthy Financial Statement."

(3) The PCSA shall report expenditures on the JFS 02820 "Monthly Financial Statement Childrens Services Fund."

(G) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Replaces: 5101:9-6- 12.5

Effective: 04/16/2011
Promulgated Under: 111.15
Statutory Authority: 5101.46
Rule Amplifies: 5101.46
Prior Effective Dates: 2/19/11

5101:9-6-13 Disaster related prevention, retention and contingency (PRC) assistance funding.

(A) In the event a disaster or state of emergency is declared by the governor, the Ohio department of job and family services (ODJFS) may provide supplemental funding based on availability for disaster-related PRC assistance and services through the PRC program.

(B) The funding source for the disaster relief PRC assistance allocation is the federal temporary assistance for needy families (TANF) block grant. The catalogue of federal domestic assistance (CFDA) number is 93.558. These funds are in addition to the county's current TANF regular allocation as outlined in rule 5101:9-6-08 of the Administrative Code.

(C) Counties may be required to amend or revise the county PRC statement of policies to access these additional funds if their current policies do not reflect the inclusion of disaster assistance procedures. A revision of the county statement of policies will also be required if the county chooses to adopt a different income eligibility limit (or no limit) or benefit level than originally stated in the current PRC statement of policies. The effective date of the amended/revised PRC statement of policies must be on or after the date that the county has been declared to be under a state of emergency by the governor.

(D) ODJFS makes funds available only to those county departments of job and family services (CDJFS) in counties that have been declared to be under a state of emergency by the governor. ODJFS generally limits availability of funding to a thirty day period after the issuance of the executive order. ODJFS will notify the CDJFS through allocation notices via the county finance information system (CFIS) upon declaration of a disaster.

(E) ODJFS issues disaster PRC assistance funding only for declared disaster or state of emergency situations such as hurricanes, tornadoes, storms, floods, high water, wind-driven water, tidal waves, earthquakes, droughts, blizzards, pestilence, famine, fire, explosion, building collapse, transportation wreck, or any other situation which may cause human suffering or creates human needs which victims cannot alleviate without assistance.

The CDJFS shall only claim expenditures to this TANF allocation for nonrecurring, time-limited emergency disaster relief efforts for eligible PRC families. Recipients must reside in one of the counties declared under a state of emergency, and must have been adversely affected by the emergency condition.

(F) County agencies shall report expenditures as described in rule 5101:9-7-29 of the Administrative Code.

(G) The definitions, requirements and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 06/01/2013
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 7/2/02 (Emer), 9/28/02, 2/20/04, 2/1/08

5101:9-6-14 Adult protective services (APS) allocation.

(A) The Ohio department of job and family services (ODJFS) issues the APS allocation to reimburse the county for the delivery of protective services to adults age sixty and over.

(B) This allocation consists of one hundred per cent state funds subject to approval by the general assembly.

(C) ODJFS issues this allocation for the state fiscal year (SFY), July first through June thirtieth with a three-month liquidation period of July first to September thirtieth.

(D)

Methodology ODJFS utilizes the following methodology to distribute available funds as follows:

(1) Fifty per cent is based on the county's population at or below one hundred fifty per cent of the federal poverty level as compared statewide in the same category.

(2) Fifty per cent is based on the county's population at or over fifty five years of age and at or below two hundred per cent of the federal poverty level as compared statewide in the same category.

(E)

Expenditures The county may charge the following expenditures against this allocation:

(1) APS allowable expenditures under Title XX of the Social Security Act, 88 Stat. 2337 (1974), 42 U.S.C.A. 1397 , as amended for individuals age sixty or over as listed in the county social services plan/profile.

(2) Non-Title XX APS expenditures for individuals age sixty or over as contained in rule 5101:2-20-01 of the Administrative Code.

(3) APS allowable expenditures under Title XX for individuals age sixty or over but not listed in the county social services plan/profile.

(F)

Reporting County agencies report expenditures as outlined in rule 5101:9-7-29 of the Administrative Code. Contract or vendor agreement purchased service expenditures must be liquidated and reported as actual expenditures no later than three months after the last day of the SFY allocation period.

(G)

Redistribution of excess expenditures ODJFS follows the redistribution process for excess expenditures as outlined in rule 5101:9-6-02 of the Administrative Code. In addition, ODJFS takes the following steps to recognize allowable Title XX expenditures, which are contained in the county social services plan/profile, in excess of the county's allocation:

(1) Any allowable Title XX expenditures remaining, which are included in the county social services plan/profile, are applied to the federal social services allocation as detailed in rule 5101:9-6-12 of the Administrative Code or the social services operating allocation as detailed in rule 5101:9-6-10 of the Administrative Code.

(2) Any excess expenditures remaining after the completion of the process identified in paragraph (G)(1) of this rule are the responsibility of the county agency.

(H) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 06/01/2013
Promulgated Under: 111.15
Statutory Authority: 5101.72
Rule Amplifies: 5101.46
Prior Effective Dates: 10/28/89, 11/23/91, 2/17/97, 1/26/98, 7/2/02 (Emer), 9/28/02, 4/22/04, 2/5/06, 3/24/08

5101:9-6-14.1 Adult services and family services (ASFS) operating funding.

(A) The Ohio department of job and family services (ODJFS) issues funding to county departments of job and family services (CDJFS) to support the cost of providing adult services and family services (ASFS) training at designated regional training centers (RTCs). In counties where the RTC is functioning as a separate entity from the CDJFS, the CDJFS will receive operating funding via an agreement with the ODJFS office for families and children (OFC). This rule does not apply to counties where the RTC functions as a separate entity from the CDJFS.

(B) ODJFS issues funding on a federal fiscal year (FFY) basis. The catalog of federal domestic assistance (CFDA) number for this subsidy is 93.667.

(C) ODJFS issues operating funding to counties that serve as RTCs as a general supplement to the county's social services allocation. The county serving as a RTC is compensated by operating funding for manpower costs associated with its procurement and provision of ASFS training.

(D) Counties that serve as regional training centers (RTCs) have the responsibility of addressing statewide ASFS needs identified by county staff in the areas served by each RTC. Trainees may include CDJFS and public children services agency (PCSA) staff and community partners who provide ASFS services or perform ASFS duties. RTCs must work in a collaborative manner to maximize efficiency and available training resources.

(1) Each RTC shall submit a quarterly report to ODJFS and the statewide training coordinator that includes the number of training events offered, the number of participants in attendance, the location of the training event, and the title/course number of the workshop(s) offered.

(2) Each RTC shall submit a quarterly calendar of course offerings to ODJFS and the statewide training coordinator (according to a prescribed schedule) and to the OFC in a format designated by ODJFS.

(E) The CDJFS may claim employee costs incurred with the procurement and delivery of ASFS training through the random moment sample (RMS) process as detailed in rule 5101:9-7-20 of the Administrative Code. The county will not be permitted to direct charge such manpower costs to this funding.

(F) The definitions, requirements and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Replaces: 5101:9-6- 14.1

Effective: 12/05/2013
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 9/1/05, 9/24/07, 9/14/09, 7/30/11

5101:9-6-16 [Rescinded] Refugee social services program (RSSP) allocation.

Effective: 09/30/2014
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 12/27/80, 12/27/81, 12/27/82, 11/23/91, 2/17/97, 1/26/98, 3/2/98, 7/2/02 (Emer), 9/28/02, 2/20/04, 2/5/06, 9/30/06, 7/13/08, 6/9/09, 4/9/10, 5/16/11

5101:9-6-16.1 Refugee targeted assistance allocation.

(A) The refugee targeted assistance allocation as detailed in rule 5101:1-2-40.5 of the Administrative Code provides employment-related services and various state-approved social services that facilitate community adjustment for eligible refugees in Franklin county.

(B) This allocation consists of one hundred per cent federal funds. The catalog of federal domestic assistance (CFDA) number for this allocation is93.584.

(C) This allocation is issued in accordance with rule 5101:9-6-02 of the Administrative Code.

(D) The county department of job and family services (CDJFS) shall report expenditures on the JFS 02827 "Monthly Financial Statement Public Assistance Fund Certification Sheet" as described in rule 5101:9-7-29 of the Administrative Code. The funding period and liquidation periods for this allocation will be communicated by the Ohio department of job and family services (ODJFS) through the county finance information system (CFIS). Funds must be expended by the funding period and reported no later than the end of the liquidation period.

(E) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 05/16/2011
Promulgated Under: 111.15
Statutory Authority: 5101.02 , 5101.161
Rule Amplifies: 5101.02 , 5101.16 , 5101.161
Prior Effective Dates: 2/1/06, 3/30/09

5101:9-6-16.2 Refugee cash and medical assistance allocation.

(A) The Ohio department of job and family services (ODJFS) issues to the county department of job and family services agency (CDJFS) the refugee cash and medical assistance allocation for activities related to the administration, eligibility activities and coordination of the following programs:

(1) Refugee cash assistance (RCA) program as outlined in rule 5101:1-2-40.1 of the Administrative Code; and

(2) Refugee medical assistance (RMA) program as outlined in rule 5101:1-42-90 of the Administrative Code.

(B) This allocation consists of one hundred per cent federal funds. The catalog of federal domestic assistance (CFDA) number for this allocation is 93.566.

(C) ODJFS issues the refugee cash and medical assistance allocation in accordance with rule 5101:9-6-02 of the Administrative Code.

(D) The CDJFS may charge allowable expenditures against this allocation as follows:

(1) A CDJFS shall capture administrative expenditures through the random moment sample (RMS) process as described in rule 5101:9-7-20 of the Administrative Code.

(2) A CDJFS shall report contracts and purchased services expenditures related to medical transportation for RMA patients using financial codes established for this purpose. The CDJFS shall report expenditures on the JFS 02827 "Public Assistance Quarterly Financial Statement" as described in rule 5101:9-7-29 of the Administrative Code.

(E) The funding period and liquidation period for this allocation will be communicated by ODJFS through the county finance information system (CFIS). Funds must be expended by the end of the funding period and disbursed and reported no later than the end of the liquidation period.

(F) The definitions, requirements and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 01/30/2012
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02 , 5101.49

5101:9-6-19 State child protective allocation (SCPA).

(A) The Ohio department of job and family services (ODJFS) issues the SCPA for the purpose of meeting the expenses of the children services program, including costs for the care of a child who resides with a caretaker relative and other services a public children services agency (PCSA) considers necessary to protect children from abuse, neglect, or dependency.

(B) This allocation consists of state funds including the funding formerly known as the "Fiesel" allocation. Funds received by the PCSA shall be deposited in the county's children services fund.

(C) ODJFS issues the SCPA to use for associated staff costs, goods or services performed for the state fiscal year (SFY), July first through June thirtieth. All expenditures incurred during the SFY must be liquidated no later than the end of the three-month liquidation period of July first through September thirtieth. The PCSA shall return funds that are not fully liquidated by September thirtieth to ODJFSduring the allocation's grant reconciliation period.

(D) ODJFS uses the following methodology to distribute available funds for this allocation in accordance with section 5101.14 of the Revised Code:

(1) If the amount of available funds is equal to the amount appropriated for the immediately preceding fiscal year, each county shall receive an amount equal to the amount it received in the immediately preceding fiscal year exclusive of any releases from or additions to the allocation or any sanctions.

(2) If the amount of available funds is less than the amount initially appropriated for the immediately preceding fiscal year, each county shall receive an amount equal to the percentage of funding it received in the immediately preceding fiscal year, exclusive of any releases from or additions to the allocation or any sanctions.

(3) If the amount of available funds is more than the amount initially appropriated for the immediately preceding fiscal year, each county shall receive an amount equal to the amount it received in the preceding year as a base allocation. Additionally, ODJFS will allocate the amount exceeding the amount initially appropriated in the immediately preceding fiscal year as follows:

(a) Twelve per cent is divided equally among all counties.

(b) Forty-eight per cent is distributed based on the total number of county residents under the age of eighteen as compared to the total statewide residents under the age of eighteen for the most recent calendar year available.

(c) Forty per cent is distributed based on the number of county residents with incomes under the federal poverty level as compared to the statewide total of residents with incomes under the federal poverty level as defined by the United States office of management and budget as revised by the U.S. department of health and human services.

(E) ODJFS sends an advance of this allocation to the PCSA within thirty days after the beginning of each calendar year quarter. The quarterly advance will not exceed one-fourth of the total allocation.

(F) The PCSA may charge allowable expenditures against this allocation as follows:

(1) A PCSA shall report direct expenditures for goods or services performed on the JFS 02820 "Children Services Quarterly Financial Statement" as described in rule 5101:9-7-29 of the Administrative Code;

(2) A PCSA may claim reimbursement of administrative costs and/or cover state or local match requirements through the social services random moment sample (SSRMS) reconciliation/certification of funds process; or,

(3) As outlined in Section 309.50.20 of Amended Substitute House Bill 153 of the 129th General Assembly, a PCSA may also elect to transfer all or a portion of its SCPA to the county's family and children first council via transfer to a flexible funding pool, using codes established by ODJFS for this.

(G) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 12/01/2011
R.C. 119.032 review dates: 11/01/2015
Promulgated Under: 111.15
Statutory Authority: 5101.14
Rule Amplifies: 5101.14 , Section 309.50.20 of Am. Sub. H.B. 153, 129th G.A.
Prior Effective Dates: 6/2/79, 7/1/80, 7/1/83, 11/20/83, 11/1/85 (Emer), 1/21/86 (Emer), 4/1/86, 8/19/90, 11/23/91, 4/8/96, 7/1/96, 4/14/97, 9/28/02, 4/22/04, 2/5/06, 11/11/10

5101:9-6-20 [Rescinded] Combined state child protective allocation (SCPA) fiscal sanctions.

Effective: 04/11/2011
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.14 , 5153.163
Prior Effective Dates: 6/2/79, 7/1/80, 10/1/80, 7/1/83, 11/20/83, 6/18/85 (Emer), 10/1/85 (Emer), 11/25/85, 12/22/85, 10/1/87 (Emer), 12/24/87, 8/19/90, 7/1/96, 11/20/97, 1/26/98, 7/2/02 (Emer), 9/28/02, 2/5/06

5101:9-6-21 PCSA accreditation subsidies.

(A) Within available funds, ODJFS will offer subsidies to PCSAs to seek or maintain accreditation from the council on accreditation (COA). The purpose of such subsidies is to partially offset the costs incurred to secure or maintain accreditation.

(B) This subsidy will be awarded to a PCSA that is accredited, becomes accredited, or that joins an ODJFS sponsored accreditation class of other PCSAs seeking initial accreditation. For a PSCA that is already accredited, the subsidy will be awarded to the PCSA immediately, and will continue to be awarded in each subsequent state fiscal year thereafter, provided the PCSA maintains such accreditation. For a PCSA that becomes accredited after the effective date of this rule, the subsidy will be awarded to the PCSA in the state fiscal year (SFY) in which the PCSA receives accreditation, and will continue to be awarded to the PCSA in each subsequent state fiscal year thereafter, provided the PCSA maintains such accreditation. For a PCSA that seeks initial accreditation, the subsidy will be awarded to the PCSA in the state fiscal year in which the PCSA joins an ODJFS sponsored accreditation class, and will continue to be awarded to an PCSA in each of the next two state fiscal years thereafter. The receipt of any further subsidy thereafter, is contingent on the PCSA obtaining accreditation, and such subsidy will be governed by the procedures for the same as noted above.

(C) Accreditation subsidies will be awarded in the form of a supplemental increase to a PCSAs state child protection allocation (SCPA). Accreditation subsidies can be used for any purpose or cost otherwise allowable for the SCPA. The full amount of the accreditation subsidy will be included in one of the SCPA quarterly advances made to the PCSA. For accounting purposes at ODJFS, funds related to the accreditation subsidy will be considered the first funds spent against all costs claimed to the SCPA by the PCSA.

(D) In the event a PCSA removes itself from an accreditation class, does not obtain accreditation within four years of joining an accreditation class, fails to secure renewal of its existing accreditation, or has its existing accreditation revoked or otherwise terminated, the PCSAs accreditation subsidy will be terminated for the state fiscal year in which such an event transpires, and ODJFS will further impose a penalty equal to fifty per cent of the prior fiscal year's subsidy. Penalties and terminated subsidies will be recovered from the PCSA in the form of a reduction in the PCSAs current SCPA.

(E) In the event funds are not available to fully finance all of the accreditation subsidies awarded under this rule, ODJFS will give priority to funding accreditation subsidies for PCSAs seeking accreditation. In the event funds are not available to fully finance the accreditation subsidies for PCSAs seeking accreditation, ODJFS will not provide any accreditation subsidies.

(F) Accreditation subsidies awarded under this rule will be in addition to such other in-kind supports and services ODJFS may provide to assist PCSAs in obtaining and maintaining accreditation.

(G) ODJFS will determine the subsidy levels provided under this rule as follows:

(1) If the PCSA's total child welfare costs were less than four million dollars, the subsidy is nine thousand five hundred dollars;

(2) If the PCSA's total child welfare costs are four million dollars or more but less than twenty million dollars, the subsidy is twelve thousand five hundred dollars;

(3) If the PCSA's total child welfare costs were twenty million dollars or more but less than fifty-five million dollars, the subsidy is thirty-three thousand dollars; and

(4) If the PCSA's total child welfare costs were fifty-five million dollars or more, the subsidy is sixty thousand dollars.

(H) In the state fiscal year immediately preceding the state fiscal year in which a subsidy is to be awarded, the COA shall determine the child welfare expenditures to be used to establish the subsidy level for the purposes of determining the subsidy per the operation of paragraph (G) of this rule. such expenditure data will be sourced from the central office reporting (CORe) system.

(I) To the extent that funds are available, subsidies will be paid under this rule per the accreditation status of a PCSA beginning with the close of SFY 2004, and then each SFY thereafter.

Effective: 12/20/2009
Promulgated Under: 111.15
Statutory Authority: Amended Substitute HB 215 section 67.07
Rule Amplifies: 5101.14
Prior Effective Dates: 10/25/04

5101:9-6-22 [Rescinded] Talbert house allocation.

Effective: 01/20/2012
Promulgated Under: 111.15
Statutory Authority: 5101.02 , 5101.161
Rule Amplifies: 5101.02 , 5101.161
Prior Effective Dates: 2/1/06, 10/19/07

5101:9-6-25 "ProtectOhio" funding.

(A) "ProtectOhio" is a child welfare demonstration project designed to reduce the number of children in foster care, decrease the amount of time children remain in foster care, and promote adoptions. The program allows greater flexibility in spending federal funds appropriated under Title IV-E of the Social Security Act (SSA) of 1935.

(B) Title IV-E funds

(1) The United States department of health and human services (HHS) waives various provisions of the Social Security Act (SSA) of 1935 and the Code of Federal Regulations to permit approved waiver counties participating in the demonstration project to expend Title IV-E foster care maintenance (FCM) on services and children that are not otherwise allowable or eligible under Title IV-E. The catalog of federal domestic assistance (CFDA) number is 93.658.

(2) The Ohio department of job and family services (ODJFS) advances Title IV-E foster care maintenance (FCM) funds as a capitation rather than as a reimbursement under the "ProtectOhio" demonstration project. ODJFS multiplies the following two variables to determine the initial aggregate payment that is made to each approved waiver county for the federal fiscal year (FFY):

(a) Projected number of placement days; and,

(b) Inflation adjusted per diem cost.

(3) ODJFS sends approved waiver counties one-twelfth of their annual capitation in monthly installments on a FFY basis.

(C) Non-federal share requirement

(1) Each public children services agency (PCSA) that is an approved waiver county shall provide the non-federal requirement for the capitation payment that it will receive during the demonstration.

(2) ODJFS advises each PCSA of the amount of non-federal share that is required for each multiple of ten dollars or fraction thereof in capitation revenue that is paid to the PCSA during each budget year.

(3) The PCSA shall act to reserve the non-federal share requirement for each capitation payment within ten business days of the deposit of the capitation payment into the county children services fund by the county auditor.

(a) The PCSA may advance reserve the non-federal share requirement for projected capitation payments at its discretion.

(b) A PCSA that reserves the non-federal share requirement in advance for its projected capitation payments shall not reserve an additional non-federal share until the following conditions are met:

(i) The aggregate total amount of the reserved non-federal share is insufficient; and

(ii) The aggregate total amount cannot fully support the non-federal share requirement for the aggregate sum of capitation payments received by the PCSA during the current demonstration budget cycle.

(c) The PCSA shall act within ten days to reserve additional non-federal share funds in an amount that is at least adequate to meet the variance between the reserved amount and the required amount.

(d) ODJFS shall not view a PCSA's failure to fully reserve its non-federal share requirement within the prescribed ten business day period as a violation of this policy when the following criteria has been met:

(i) The PCSA demonstrates that the failure was solely attributable to timing issues associated with the disbursement of county tax revenues due to the PCSA; and

(ii) The PCSA shows that it has fully met its non-federal share requirement by the close of each demonstration budget year.

(D) Fiscal accountability and reporting

(1) Approved waiver counties shall establish a sub-account within the PCSA general ledger into which the county will record receipt of capitation payments and the required non-federal share. Disbursements shall also be recorded in this sub-account.

(2) ODJFS has established separate financial coding for approved waiver counties in the county finance information system (CFIS). To utilize this funding, the PCSA shall report expenditures and deposits of required non-federal share using these CFIS codes.

(3) The PCSA shall finance the non-federal share from the local and/or state cash that would otherwise be allowable for use by the PCSA as the non-federal share for normal FCM claims under Title IV-E.

(4) Revenues and expenditures, including actual FCM payments, relating to the demonstration project shall be reported on the JFS 02820 "Monthly Financial Statement Childrens Services Fund" as described in rule 5101:9-7-29 of the Administrative Code.

(5) PCSAs may use "ProtectOhio" funding in the quarterly social services random moment sample (SSRMS)/certification of funds process to cover non-allocated administrative expenditures.

(6) At the completion of the FFY, ODJFS performs a reconciliation of the projected number of placement days to the actual number of placement days allowed. This reconciliation may result in increased or decreased payments to approved waiver counties participating in the demonstration project.

(E) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Replaces: 5101:9-6-25

Effective: 02/13/2011
R.C. 119.032 review dates: 02/01/2016
Promulgated Under: 119.03
Statutory Authority: 5101.142
Rule Amplifies: 5101.141
Prior Effective Dates: 1/26/98, 3/2/98, 7/2/02 (Emer), 9/28/02, 4/22/04, 12/1/05

5101:9-6-28 Title IV-E funding.

(A) The Ohio department of jobs and family services (ODJFS) provides federal funding to public children services agencies (PCSA) and adoptive parents pursuant to Title IV-E of the federal Social Security Act.

(B) ODJFS issues Title IV-E funding to provide federal financial participation (FFP) for administration and training payments, foster care maintenance (FCM) payments, and adoption assistance (AA) payments. The county must provide state allocated general revenue funds or local funds for the nonfederal share. When the nonfederal share includes donated funds, rule 5101:9-7-50 of the Administrative Code must be followed.

(C) The catalog of federal domestic assistance numbers for Title IV-E funding are 93.658 and 93.659.

(1) Administration and training costs outlined in paragraph (D) of this rule are reported as a combination of CFDA numbers 93.658 and 93.659;

(2) FCM costs outlined in paragraph (E) of this rule are reported under CFDA 93.658; and

(3) AA costs outlined in paragraph (F) of this rule are reported under CFDA 93.659.

(D) Administration and training costs.

(1) Any administrative or training cost charged to the Title IV-E program may not be charged concurrently to another federal program. The results of the social services random moment sampling (SSRMS) and the statewide percentage of Title IV-E eligible children are statistically applied to the statewide social services cost pool to derive the cost of reimbursable Title IV-E activities for the statewide Title IV-E administration and training claim to the federal government. Costs are claimed separately for FCM based on the statewide automated child welfare information system (SACWIS) population data.

(2) The following variables are used to determine administration and training costs:

(a) Applicable activity code information from the SSRMS and/or income maintenance random moment sample time study;

(b) Cost data from the JFS 02820 "Children Services Quarterly Financial Statement" or the JFS 02827 "Public Assistance (PA) Quarterly Financial Statement";

(c) Population data from SACWIS;

(d) Calculations performed by ODJFS during the quarterly SSRMS reconciliation, which consider the following factors:

(i) The size of each county's social services cost pool as reported on the JFS 02820 or the JFS 02827;

(ii) A percentage of Title IV-E eligible activities as determined through data obtained from SACWIS; and

(iii) The number of FCM and AA Title IV-E children served in each county relative to the number of children in substitute care and paid adoptive placement in the county as reported in SACWIS.

(3) The Title IV-E administration and training funding is distributed as a reimbursement to the PCSA quarterly, as derived from the results of the quarterly SSRMS calculations. The FFP rate is fifty per cent for administrative costs.

(E) FCM reimbursements.

(1) FCM reimbursements are provided to cover the costs of a child's daily needs that are incurred by the agency.

(2) The federal foster care maintenance reimbursement amount for allowable FCM costs on behalf of Title IV-E eligible children is established by the federal department of health and human services every October first.

(3) FCM reimbursements may be made to Title IV-E agencies on behalf of adjudicated children if an agreement exists between the Title IV-E agency or the board of county commissioners and ODJFS. FCM reimbursements may be made only if the eligible child is placed in a licensed/certified/approved foster care facility as required by rule 5101:2-47-16 of the Administrative Code.

(4) FCM reimbursements are established pursuant to rules 5101:2-47-11 and 5101:2-47-17 of the Administrative Code and exist for the following types of care:

(a) Public foster homes, relative homes, and pre-finalized adoptive homes; and

(b) Group homes, maternity homes, and children's residential centers; purchased foster care.

(F) AA payments.

(1) AA payments are provided on behalf of special needs children who are in adoptive placement or who are living with parents who have legally adopted them. The AA payment rate is determined on an individual basis for each child. The maximum amount of AA payment eligible for FFP cannot exceed the cost of the FCM payment that would be made if the child had remained in foster care.

(2) ODJFS provides the nonfederal share of the monthly AA payments and state adoption maintenance subsidy (SAMS) payments up to the maximum level of payments as determined by ODJFS for a Title IV-E only child and for a child determined to be dual eligible for Title IV-E and SAMS on or before January 12, 1992. The county agency is responsible for the nonfederal share of any amount in excess of these amounts up to the maximum amount eligible for FFP.

(3) ODJFS issues the federal and state shares of AA payments on behalf of Title IV-E eligible children in a warrant payable to the adoptive parents or the county agency that has/had custody of the child. The determination of payee is made at the local level and specified in SACWIS.

(G) Agencies initiate FCM reimbursements and AA payments by using one of the following:

(1) SACWIS; or

(2) An advance from ODJFS to counties participating in "ProtectOhio" as explained in rule 5101:9-6-25 of the Administrative Code.

(H) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Replaces: 5101:9-6-28

Effective: 11/14/2011
Promulgated Under: 111.15
Statutory Authority: 5101.141
Rule Amplifies: 5101.141
Prior Effective Dates: 7/24/83, 7/15/84, 11/1/85 (Emer), 4/1/86, 8/22/86, 9/1/86, 1/1/87 (Emer), 4/1/87, 7/11/88, 3/12/90, 5/11/90, 3/20/93, 7/1/94, 4/3/98, 7/2/02 (Emer), 9/28/02, 2/20/04, 2/9/09, 9/1/09, 6/30/10

5101:9-6-29 [Rescinded] Earnings for the recovery of payments for erroneous aid to dependent children (ADC), temporary assistance for needy families (TANF), Ohio works first (OWF) and disability financial assistance (DFA).

Effective: 05/25/2012
R.C. 119.032 review dates: 03/05/2012
Promulgated Under: 111.15
Statutory Authority: 5107.05 , 5115.23
Rule Amplifies: 5107.76
Prior Effective Dates: 7/1/89, 10/15/95, 10/30/97, 10/4/02, 9/1/03, 12/13/07

5101:9-6-30 Child support performance incentive payments.

(A) The child support enforcement agency (CSEA) is responsible for providing the nonfederal share of allowable administrative expenditures incurred in the administration of the Title IV-D program. This rule describes the distribution and allowable use of CSEA performance incentives received by a CSEA, including the timeframes and process by which a CSEA may use those incentives as the nonfederal share. Other funds that may be used as the nonfederal share include public funds, other than those derived from private sources, incentives earned on medical support payments, and funds from additional sources described in rule 5101:12-1-50 of the Administrative Code.

(B) Federal child support incentive distribution.

(1) The initial amount of federal incentives the United States department of health and human services (HHS) distributes to the state is an estimated amount. The actual amount earned by the state is unknown until the end of the federal fiscal year (FFY) and completion of calculations for the state reliability audit. The final reconciled amount includes necessary adjustments resulting from previous incentive overpayments or underpayments to the Ohio department of job and family services (ODJFS) from the federal government pursuant to the processes described at 45 C.F.R. part 305.

(2) Incentive payments distributed by ODJFS to the CSEA are based on estimates of the amount of incentives Ohio will receive from HHS during the FFY .

(a) ODJFS will retain funds from the federal incentives in accordance with rule 5101:12-1-54 of the Administrative Code.

(b) Incentive payments are distributed to the CSEA in accordance with rule 5101:12-1-54.1 of the Administrative Code.

(3) The exact amount of incentives is determined during an annual incentive reconciliation at the end of the FFY and ODJFS makes necessary adjustments to the incentive allocation.

(4) At the close of the FFY, a comparison is made between the estimated federal incentives and the actual federal incentives earned by the state.

(a) If the estimated amount exceeds the actual amount earned by the state and a deficiency exists, ODJFS will adjust the CSEA allocation in the succeeding months.

(b) If the actual amount earned exceeds the estimated amount and a surplus exists, ODJFS will make a one-time payment to the CSEA through the administrative advance process.

(C) Federal child support incentive use.

(1) In accordance with section 5101.23 of the Revised Code and 45 C.F.R. 305.35 , the CSEA shall spend funds only for allowable Title IV-D expenditures. A request to spend incentives on activities not eligible for funding under the Title IV-D program may be submitted to ODJFS. ODJFS will review the request and may submit the proposal, as appropriate, to HHS for approval.

(2) The American Recovery and Reinvestment Act of 2009 (ARRA) temporarily reversed a provision in the Deficit Reduction Act of 2005 (DRA) that ended the practice of providing federal matching funds for the state expenditure of child support incentive payments. Incentives used for Title IV-D expenditures from October 1, 2008, through September 30, 2010, were eligible for use as the nonfederal share.

(3) Effective in FFY 2011, federal child support incentives cannot be used to earn additional federal funds and cannot be used as the nonfederal share.

(4) Title IV-D expenditures paid with incentives are reported on the JFS 02750 "Child Support Administrative Fund Monthly Financial Statement" pursuant to rule 5101:9-7-29 of the Administrative Code using coding established by ODJFS for that purpose.

Effective: 07/07/2011
R.C. 119.032 review dates: 10/01/2014
Promulgated Under: 119.03
Statutory Authority: 3125.25
Rule Amplifies: 3125.03 , 3125.11 , 3125.191 , 3125.21 , 3125.25
Prior Effective Dates: 3/19/07, 3/1/08, 10/26/09, 3/28/10

5101:9-6-31 County share of public assistance expenditures and the mandated share budget.

(A) Each board of county commissioners is required by section 5101.16 of the Revised Code to pay the county share of public assistance (PA) net expenditures, which are currently defined as:

(1) Temporary assistance for needy families (TANF) including:

(a) Ohio works first (OWF) benefit payments and county administration of OWF; and

(b) Prevention, retention and contingency (PRC) and county administration of PRC;

(2) Disability financial assistance (DFA), and county administration of DFA;

(3) County administration of food assistance; and

(4) County administration of medicaid.

(B) The Ohio department of job and family services (ODJFS) shall certify to the county board of commissioners of each county the amount required in the following state fiscal year (SFY) to meet the county share of PA expenditures as determined in paragraph (C) of this rule. This amount is the "mandated share."

(C) Except as provided in paragraph (D) of this rule, the county's total mandated share of PA expenditures is limited to a maximum of one hundred five per cent of the county's preceding SFY mandated share. County PA expenditures that exceed maximum allowable reimbursement amounts shall not be credited to a county's share of PA expenditures.

The county mandated share of PA expenditures is a sum of all of the calculations in paragraphs (C)(1) to (C)(3) of this rule:

(1) OWF and PRC programs: seventy-five per cent of the actual amount of the county share of program and administrative expenditures for federal fiscal year (FFY) 1994 aid to dependent children (ADC), family emergency assistance (FEA), and job opportunities and basic skills training (JOBS) pass through programs.

(2) Disability programs: an amount equal to twenty-five per cent of the county's total expenditures for DFA benefits, and county administration of DFA as determined allowable by ODJFS during the SFY that ended in the previous calendar year.

(3) Food assistance and medicaid: the amount that is a maximum of ten per cent, or other percentage as determined in paragraphs (C)(3)(a) to (C)(3)(c) of this rule, of the county's total expenditures for county administration of food assistance and medicaid during the SFY ending in the previous calendar year that ODJFS determines are allowable, less the amount of federal reimbursement credited to the county under paragraph (C)(4) of this rule.

(a) If the per capita tax duplicate of a county is less than the per capita tax duplicate of the state as a whole and paragraph (C)(3)(b) of this rule does not apply to the county, the percentage to be used for paragraph (C)(3) of this rule is the product of ten multiplied by a fraction of which the numerator is the per capita tax duplicate of the county and the denominator is the per capita tax duplicate of the state as a whole. ODJFS shall compute the per capita tax duplicate for the state and for each county by dividing the tax duplicate provided by the Ohio department of development (ODOD) for the most recent available year by the current estimate of population prepared by ODOD.

(b) If the percentage of families in a county with an annual income of less than three thousand dollars is greater than the percentage of such families in the state, and paragraph (C)(3)(a) of this rule does not apply to the county, the percentage to be used for paragraph (C)(3) of this rule is the product of these, multiplied by a fraction of which the numerator is the percentage of families in the state with an annual income of less than three thousand dollars a year and the denominator is the percentage of such families in the county.

ODJFS shall compute the percentage of families with an annual income of less than three thousand dollars for the state and for each county by multiplying the most recent estimate of such families published by the ODOD, by a fraction, the numerator of which is the estimate of the average annual personal income published by the bureau of economic analysis of the United States department of commerce for the year on which the census estimate is based and the denominator of which is the most recent such estimate published by the bureau.

(c) If the per capita tax duplicate of a county is less than the per capita tax duplicate of the state as a whole and the percentage of families in the county with an annual income of less than three thousand dollars is greater than the percentage of such families in the state, the percentage to be used shall be determined as follows:

(i) Multiply ten by the fraction determined under paragraph (C)(3)(a) of this rule; and

(ii) Multiply the product determined under paragraph (C)(3)(c)(i) of this rule by the fraction determined under paragraph (C)(3)(b) of this rule.

(d) ODJFS shall determine, for each county, the percentage of families in the county with an annual income of less than three thousand dollars, no later than the first day of the SFY of the year preceding the SFY for which the percentage is used.

(4) ODJFS shall credit to a county the full amount of federal reimbursement ODJFS receives from the United States department of agriculture and department of health and human services for the county's expenditures for administration of food assistance and medicaid that ODJFS determines are allowable administrative expenditures.

(D) A county's share of PA expenditures determined under paragraph (C) of this rule may increase pursuant to sanction under section 5101.24 of the Revised Code.

(E) Each January, the board of county commissioners will appropriate, as required by section 5101.16 of the Revised Code, the amount certified by ODJFS as the SFY county share of PA expenditures and an additional five per cent of that amount for transfer to the PA fund. The appropriation of an extra five per cent will allow for any increase that may occur with the next SFY calculated share.

After a notice and certification from ODJFS for the next SFY is received, the board may re-appropriate, for any purpose the board determines necessary, the amount appropriated in January that exceeds the total of the amount certified by ODJFS for the last six months of the current SFY and the first six months of the following SFY.

(F) ODJFS shall identify annual budgets and mandated share requirements for each local agency by calculating the county share based on the current PA expenditures reflected on the quarterly PA fund reconciliation report and cash benefit payments to participants. The computation of county share report must show the actual computation based on current SFY expenditures. ODJFS shall distribute the computation of county share report twice per year. The final SFY computation of county share report must indicate the county mandated share that will be assessed by ODJFS in the next SFY, up to a maximum ten per cent increase per SFY.

(G) ODJFS calculates and enters in the statewide financial system the mandated share (MS) amount for the applicable programs. In the event that the calculated MS amount for any program is a negative number, ODJFS will enter the MS budget as zero in the county finance information system (CFIS).

(1) Medicaid as medicaid MS; ODJFS enters the medicaid MS as a separate amount;

(2) Food assistance as food assistance MS; ODJFS enters the food assistance MS as a separate amount;

(3) DFA as DFA MS; ODJFS enters the DFA MS as a separate amount; and

(4) TANF as TANF MS; ODJFS calculates the TANF MS and enters one-half of the amount into the medicaid MS and one-half of the amount into the food assistance MS . The CDJFS may move all or a portion of the calculated TANF MS under the TANF MS by submitting a request to ODJFS at any time during the state fiscal year.

(H) At the end of each month, the county finance information system (CFIS) will adjust the county reported expenditures and apply a portion of the monthly medicaid, food assistance, DFA, and/or TANF expenditures to the mandated share .

(1) The total of the monthly expenditures applied to mandated share will be at least one-twelfth of the annual mandated share budget. Adjustment detail must be available on the post allocation adjustment report within the CFIS mandated share report.

(2) In the event that the mandated share adjustments result in a negative balance on the expenditure report (reported expenditures are less than one-twelfth of the mandated share budget balance), the amount must be adjusted on the monthly over/under report and will be reconciled during quarterly and annual closeout.

(I) As required by section 5101.16 of the Revised Code, the board of county commissioners will transfer each month an amount equal to or greater than the sum of one-twelfth of the amount of funds certified as the mandated county share of PA expenditures for that SFY to the county PA fund. The one-twelfth mandated county share of PA expenditures amount is identified in the state reporting system. If the transfer schedule includes an amount other than one-twelfth per month, the aggregate amount transferred for the SFY must equal the county mandated share.

Effective: 04/17/2014
R.C. 119.032 review dates: 01/29/2014 and 04/01/2019
Promulgated Under: 111.15
Statutory Authority: 5101.16
Rule Amplifies: 5101.16 , 5101.161
Prior Effective Dates: 1/1/86 (Emer), 1/31/86 (Emer), 4/1/86, 4/8/86 (Emer), 7/1/86, 12/31/87 (Emer), 3/21/88, 4/18/88, 1/9/89, 4/1/89, 6/2/89, 3/1/92, 2/13/93, 2/8/97, 6/1/04, 8/21/08, 12/3/09, 11/14/11

5101:9-6-32 Differential response implementation.

(A) The following definitions as defined in section 2151.011 of the Revised Code are applicable to this rule.

(1) "Differential response approach" means an approach that a public children services agency (PCSA) may use to respond to accepted reports of child abuse or neglect with either an alternative response or a traditional response.

(2) "Traditional response" means a PCSA's response to a report of child abuse or neglect that encourages engagement of the family in a comprehensive evaluation of the child's current and future safety needs and a fact-finding process to determine whether child abuse or neglect occurred and the circumstances surrounding the alleged harm or risk of harm.

(3) "Alternative response" means the PCSA's response to a report of child abuse or neglect that engages the family in a comprehensive evaluation of child safety, risk of subsequent harm, and family strengths and needs and that does not include a determination as to whether child abuse or neglect occurred.

(B) The Ohio department of job and family services (ODJFS) issues funding to counties in the process of implementing a change to a differential response system of service delivery to families and children in their communities through state fiscal year (SFY) 2015 only in rounds seven to ten of statewide rollout. A differential response system includes the implementation of an alternative response pathway in addition to the traditional response. ODJFS may issue reimbursement up to forty thousand dollars per county to support these differential response implementation efforts.

(C) These funds consist of one hundred per cent state funds. ODJFS will notify counties if additional funding becomes available.

(D) Differential response activities and amounts are available for reimbursement, up to each county's identified maximum reimbursement amount, when any of the following activities have been completed:

(1) Attend differential response county orientation. Participants must include the county's identified differential response project lead;

(2) Complete and submit the differential response readiness assessment in accordance with instructions provided in the readiness assessment tool;

(3) Participate in developing the agenda for and completing the differential response readiness consultation visit;

(4) Staff complete differential response primer two-day training;

(5) Work with ODJFS and project consultant team to plan and host differential response community orientation;

(6) Participate in monthly differential response statewide or round-specific teleconference;

(7) Staff attend differential response quarterly in-person meeting for workers and supervisors;

(8) Participate in two-day differential response coaching and/or consultation sessions;

(9) Supervisory staff complete supervisor as coach differential response supervisory training;

(10) Participate in national differential response conference; and

(11) Activities ODJFS identifies as supporting differential response implementation.

(E) A PCSA will receive reimbursement when:

(1) The PCSA has reported expenditures on the JFS 02820 "Children Services Fund Quarterly Financial Statement" as described in rule 5101:9-7-29 of the Administrative Code; and

(2) The PCSA has submitted and obtained approval of an invoice based on unit costs for reimbursement to ODJFS, office of families and children.

(F) Funds reimbursed in paragraph (E) of this rule are expected to be used to support future differential response programming and services to children and families being served.

(G) Each PCSA shall prepare and maintain a case plan or a family service plan for any child for whom the agency is providing in-home services pursuant to an alternative response.

(H) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 07/12/2013
Promulgated Under: 111.15
Statutory Authority: 5101.02 , Section 309.50.10 of Am.Sub. H.B. 153, 129th G.A.
Rule Amplifies: 5101.02 , Section 309.50.10 of Am.Sub. H.B. 153, 129th G.A.
Prior Effective Dates: 10/12/2012

5101:9-6-33 Child welfare experiential learning (CWEL).

(A) The Ohio department of job and family services (ODJFS) issues funding to public children services agencies (PCSAs) that participate in CWEL activities. CWEL activities are coaching, mentoring, shadowing, and peer-to-peer networking activities that facilitate the implementation of best child welfare practices. CWEL activities develop staff skills and capacities and address relevant administrative, organizational, community and service issues.

(B) CWEL funding consists of one hundred per cent state funds. Additional federal funding may be available for reimbursement of expenditures specified in paragraph (E) of this rule. ODJFS will notify counties if additional funding is available.

(C) ODJFS reimburses PCSAs for CWEL events that take place from January first through December thirty-first of each year.

(D) CWEL events

A CWEL event is an organized gathering hosted by a PCSA that is participating in one of the following:

(1) Alternative response approach;

(2) Permanency roundtables as described in rule 5101:9-6-65 of the Administrative Code;

(3) A special or one-time event that ODJFS identifies through written notice as supporting the purpose of CWEL activities as defined in paragraph (A) of this rule; or

(4) Any other pre-approved best practice innovation identified by ODJFS.

(E) PCSAs may receive reimbursement for the following CWEL expenditures if the PCSA receives prior approval from the ODJFS office of families and children (OFC):

(1) Pre-visit preparation and planning for hosting a CWEL event;

(2) Hosting a CWEL event; and

(3) Participating in a CWEL event. A host PCSA may not be paid for its own staff participating in a CWEL event that it is hosting.

(F) A PCSA receives reimbursement when:

(1) The PCSA submits and obtains approval of an invoice for reimbursement to the ODJFS OFC; and

(2) The PCSA reports expenditures on the JFS 02820 as described in rule 5101:9-7-29 of the Administrative Code.

(G) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Replaces: 5101:9-6-33

Effective: 05/17/2014
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 11/8/10, 3/20/11, 10/22/11

5101:9-6-34 Fiesel allocation.

(A) The Ohio department of job and family services (ODJFS) issues the Fiesel allocation to the public children services agency (PCSA) to subsidize the cost of the implementation of foster care services program initiatives.

(B) This allocation consists of state funds. The PCSA shall deposit the funds into the county's children services fund.

(C) ODJFS issues this allocation for the state fiscal year (SFY), July first through June thirtieth. The PCSA shall return funds that are not fully obligated and liquidated by September thirtieth following the expiration of the fiscal year in which the funds are allocated to ODJFS during the allocation closeout period.

(D) ODJFS uses the following methodology to distribute available funds for this allocation in accordance with section 5101.14 of the Revised Code:

(1) Available funds equal to the immediately preceding fiscal year allocation are distributed with each county receiving an amount equal to the amount it received in the immediately preceding fiscal year exclusive of any releases from or additions to the allocation or any sanctions.

(2) If the amount of available funds is less than the amount initially appropriated for the immediately preceding fiscal year, each county shall receive an amount equal to the percentage of funding it received in the immediately preceding fiscal year, exclusive of any releases from or additions to the allocation or any sanctions.

(3) If the amount of available funds is more than the amount initially appropriated for the immediately preceding fiscal year, each county shall receive an amount equal to the amount it received in the preceding year as a base allocation. Additionally, ODJFS will allocate the amount exceeding the amount initially appropriated in the immediately preceding fiscal year as follows:

(a) Twelve per cent is divided equally among all counties.

(b) Forty-eight per cent is distributed based on the total number of county residents under the age of eighteen as compared to the total statewide residents under the age of eighteen for the most recent calendar year available.

(c) Forty per cent is distributed based on the number of county residents with incomes under the federal poverty level as compared to the statewide total of residents with incomes under the federal poverty level as defined by the United States office of management and budget as revised by the U.S. department of health and human services.

(E) ODJFS sends an advance of this allocation to the PCSA within thirty days after the beginning of each calendar year quarter. The quarterly advance will not exceed one-fourth of the total allocation.

(F) The PCSA may charge expenditures against this allocation that are for the purpose of meeting the expenses of the children services program, including costs for the care of a child who resides with a caretaker relative and other services a PCSA considers necessary to protect children from abuse, neglect, or dependency. The PCSA shall charge appropriate expenditures to this allocation by completing a post allocated adjustment moving expenditures from the state child protective allocation to the Fiesel allocation.

(G) The PCSA shall report expenditures on the JFS 02820 "Children Services Monthly Financial Statement" in accordance with rule 5101:9-7-29 of the Administrative Code.

(H) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 11/11/2010
R.C. 119.032 review dates: 11/01/2015
Promulgated Under: 111.15
Statutory Authority: 5101.14
Rule Amplifies: 5101.14

5101:9-6-35 Chafee allocation.

(A) The "Chafee" allocation, issued under the "Catalog of Federal Domestic Assistance" (CFDA) number 93.674. reimburses public children services agencies (PCSA) for delivery of independent living services to eligible youth as described in rules 5101:2-42-19 and 5101-42-19.2 of the Administrative Code.

(B) This allocation consists of eighty per cent federal and twenty per cent local funds. A PCSA may move the twenty per cent local match to the state child protective allocation (SCPA) through the local certification of funds process.

(C) This allocation is issued by grant year. The grant availability and liquidation periods for this allocation will be communicated by the Ohio department of job and family services (ODJFS). Funds must be expended by grant availability and reported no later than the end of the liquidation period.

(D) Each PCSA receives a minimum allocation of five thousand dollars. The methodology used to distribute additional available funds is based upon the number of children within the county fifteen years of age and older who are in substitute care as compared to the statewide number of children in the same category as reported by the PCSA in the statewide automated child welfare information system (SACWIS) for the preceding state fiscal year (SFY).

(E) Reimbursable services under this allocation are identified in the following rules:

(1) Rule 5101:2-42-19 of the Administrative Code for independent living services for a youth still in the custody of an agency; and

(2) Rule 5101:2-42-19.2 of the Administrative Code for youth who have emancipated and requested independent living services.

The PCSA shall not use more than thirty per cent of these funds for room and board of the emancipated population.

(F) Stand alone PCSAs and combined agencies shall report expenditures as described in rule 5101:9-7-29 of the Administrative Code.

(G) The definitions. requirements. and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this allocation.

Replaces: 5101:9-6-35

Effective: 06/11/2010
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 10/9/89, 2/1/90, 11/23/91, 12/20/91, 7/8/94, 2/17/97,
1/26/98, 7/2/02 (Emer), 9/28/02, 2/20/04, 1/30/09

5101:9-6-36 Emergency services assistance allocations (ESAA) for family preservation.

(A) The Ohio department of job and family services (ODJFS) issues federal Title IV-B, subpart 2 funding to the public children services agency (PCSA) for the purpose of preserving the family unit in crisis. ODJFS issues preservation funding as two separate allocations; one for direct services and one for administrative costs. Each allocation consists of federal Title IV-B, subpart 2 funds. The catalog of federal domestic assistance (CFDA) number for these allocations is 93.556.

(B) ODJFS communicates the grant availability and liquidation period for these allocations through the county finance information system (CFIS). Funds must be expended by the grant availability period and reported no later than the end of the liquidation period. Expenditures in excess of the allocation amount are the responsibility of the county agency.

(C) Methodology

The methodology used to distribute available funds is as follows:

(1) Forty per cent of statewide funding is distributed evenly among all PCSAs; and

(2) Sixty per cent of statewide funding is distributed to PCSAs based on the number of children below the federal poverty level in each county as compared to the statewide total number of children below the federal poverty level, utilizing the most recent available U.S. bureau of census figures.

(D) Reimbursement

(1) . Expenditures are reimbursed with seventy-five per cent federal Title IV-B, subpart 2 funds. The PCSA shall use eligible state funding or provide local funds at a twenty-five per cent match rate for the nonfederal share.

(2) When the nonfederal share includes donated funds, rule 5101:9-7-50 of the Administrative Code shall be followed.

(E) ESAA family preservation allocation

(1) The emergency services assistance allocation (ESAA) for family preservation reimburses the PCSA for the direct cost of providing emergency support services for children and/or families in order to preserve the family unit in crisis as described in rule 5101:2-40-02 of the Administrative Code.

(2) PCSAs shall report direct emergency services assistance expenditures for family preservation support services on the JFS 02820 "Children Services Quarterly Financial Statement" and/or JFS 02827 "Public Assistance (PA) Quarterly Financial Statement" as described in rule 5101:9-7-29 of the Administrative Code.

(F) ESAA family preservation operating allocation

The ESAA for family preservation operating allocation reimburses the PCSA for the administrative costs of providing emergency support services assistance for children and/or families in order to preserve the family unit in crisis.

(1) A PCSA shall claim reimbursement of administrative costs for ESAA family preservation through the social services random moment sample (SSRMS) reconciliation/certification of funds process.

(2) A PCSA may also request to transfer the operating allocation to the direct services allocation to be used as stated in paragraph (E)(1) of this rule. A PCSA may request this transfer by submitting a JFS 01159 "Transfer of Administration Allocation to Program Allocation" to ODJFS prior to the end of the period of availability.

(G) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 03/21/2013
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 10/30/94, 5/16/95 (Emer), 6/26/95, 11/11/96, 7/21/97, 1/26/98, 7/2/02 (Emer), 9/28/02, 2/20/04, 2/5/06, 2/6/11

5101:9-6-36.1 Emergency services assistance allocations (ESAA) for family reunification.

(A) The Ohio department of job and family services (ODJFS) issues federal Title IV-B, subpart 2 funding to the public children services agency (PCSA) for the purpose of reunification of the family unit in crisis as two separate allocations; one for direct services and one for administrative costs. The catalog of federal domestic assistance (CFDA) number is 93.556.

(B) ODJFS communicates the grant availability and liquidation period for these allocations through the county finance information system (CFIS). Funds must be expended within the grant availability period and reported no later than the end of the liquidation period. Expenditures in excess of the allocation amount are the responsibility of the county agency.

(C) Methodology

The methodology used to distribute available funds is as follows:

(1) Forty per cent of statewide funding is distributed evenly among all PCSAs; and

(2) Sixty per cent of statewide funding is distributed to PCSAs based upon the number of children below the federal poverty level in each county as compared to the statewide total number of children below the federal poverty level, utilizing the most recent available U.S. bureau of census figures.

(D) Reimbursement

(1) . Expenditures are reimbursed with seventy-five per cent federal Title IV-B, subpart 2 funds. The PCSA shall use eligible state funding or provide local funds at a twenty-five per cent match rate for the nonfederal share.

(2) When the nonfederal share includes donated funds, rule 5101:9-7-50 of the Administrative Code shall be followed.

(E) ESAA reunification allocation

(1) The emergency services assistance allocation (ESAA) for family reunification allocation reimburses the PCSA for the direct cost of providing emergency support services for children and/or families in order to facilitate safe and timely family reunification as described in rule 5101:2-40-02 of the Administrative Code.

(2) PCSAs shall report direct emergency services assistance expenditures for family reunification support services on the JFS 02820 " Children Services Quarterly Financial Statement and/or the JFS 02827 "Public Assistance (PA) Quarterly Financial Statement" as described in rule 5101:9-7-29 of the Administrative Code.

(F) ESAA family reunification operating allocation

The ESAA family reunification operating allocation reimburses the PCSA for the administrative costs of providing emergency support services assistance for children and/or families in order to facilitate safe and timely family reunification.

(1) A PCSA may claim reimbursement of administrative costs for ESAA family reunification through the social services random moment sample (SSRMS) reconciliation/certification of funds process.

(2) A PCSA may also request to transfer the operating allocation to the direct services allocation to be used as stated in paragraph (E)(1) of this rule. A PCSA may request this transfer by submitting a JFS 01159 "Transfer of Administration Allocation to Program Allocation" as described in rule 5101:9-6-36 of the Administrative Code to ODJFS prior to the end of availability.

(G) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 03/21/2013
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 10/30/94, 5/16/95 (Emer), 6/26/95, 11/11/96, 7/21/97, 1/26/98, 7/2/02 (Emer), 9/28/02, 2/20/04, 2/5/06, 2/6/11

5101:9-6-37 Title IV-B allocation.

(A) The Ohio department of job and family services (ODJFS) issues the federal Title IV-B allocation subpart 1 to public children services agencies (PCSA) for expenditures incurred in the delivery of children services to ensure that all children are raised in safe, loving families. ODJFS issues Title IV-B funding in two separate allocations; one for direct services and one for administrative costs.

(B) These allocations consists of federal funds. The catalog of federal domestic assistance (CFDA) number is 93.645.

(C) ODJFS communicates the grant availability and liquidation period for these allocations through the county finance information system (CFIS). Funds must be expended within the grant availability period and reported no later than the end of the liquidation period. Expenditures in excess of the allocation amount are the responsibility of the county agency.

(D) Methodology

ODJFS uses the following methodology to distribute available funds:

(1) Forty per cent is distributed equally among all PCSAs; and

(2) Sixty per cent is distributed based upon the county's number of children below one hundred per cent of the federal poverty level as compared to the statewide total number of children below the federal poverty level, utilizing the most recent available United States bureau of census figures.

(E) Reimbursement

(1) Except as provided to paragraph (E)(2) of this rule expenditures are reimbursed with seventy-five per cent federal Title IV-B subpart 1 funds. The county must use eligible state funding or provide local funds at a twenty-five per cent match rate for the nonfederal share.

(2) In federal fiscal year (FFY) 2013, expenditures are reimbursed with seventy-four per cent federal Title IV-B subpart 1 funds. The county must use eligible state funding or provide local funds at a twenty-six per cent match rate for the nonfederal share.

(3) When the federal share includes donated funds, rule 5101:9-7-50 of the Administrative Code shall be followed.

(4) Current period Title IV-B expenditures cannot exceed the amount claimed to the federal government in FFY 2005. Therefore, the reimbursement for foster care maintenance and adoption assistance payments are limited to the county claim for FFY 2005.

(F) Direct service costs

The Title IV-B allocation reimburses the PCSA for the direct cost of providing services for children/families in order to ensure that all children are raised in safe, loving families.

(1) The PCSA can charge expenditures outlined in the Ohio child and family services plan against this allocation.

(2) PCSAs shall report direct service expenditures on the JFS 02820 "Children Services Quarterly Financial Statement" and/or the JFS 02827 "Public Assistance (PA) Quarterly Financial Statement" as described in rule 5101:9-7-29 of the Administrative Code.

(G) Administrative costs

The Title IV-B subpart 1 administrative allocation reimburses the PCSA for the administrative costs related to the delivery of services for children and/or families in order to ensure that all children are raised in safe, loving families.

(1) A PCSA shall claim reimbursement of administrative costs for Title IV-B through the social services random moment sample (SSRMS) reconciliation/certification of funds process.

(2) A PSCA shall also request to transfer the IV-B administration allocation to the direct services allocation to be used as stated in paragraph (G) of this rule. A PSCA may request this transfer by submitting a JFS 01159 "Transfer of Administration Allocation to Program Allocation" as described in rule 5101:9-6-36 of the Administrative Code to ODJFS prior to end of period of availability.

(H) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Replaces: 5101:9-6-37

Effective: 12/27/2012
R.C. 119.032 review dates: 12/01/2017
Promulgated Under: 111.15
Statutory Authority: 5103.07
Rule Amplifies: 5103.07
Prior Effective Dates: 6/2/79, 7/1/80, 11/23/91, 11/11/96, 4/14/97, 9/28/02, 2/20/04. 9/3/2009, 10/1/2012 (Emer.)

5101:9-6-37.1 [Rescinded] Title IV-B adoption allocation.

Effective: 05/25/2012
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02 , 5103.07
Prior Effective Dates: 11/1/07

5101:9-6-37.2 Caseworker visits allocation.

(A) The Ohio department of job and family services (ODJFS) issues federal Title IV-B, subpart 2, funding to assist public children services agencies (PCSAs) in meeting federal performance standards related to caseworker visitations of children in substitute care.. ODJFS issues caseworker visits funding in two separate allocations; one for direct services and one for administrative costs. These allocations consist of federal funds. The catalog of federal domestic assistance (CFDA) number is 93.556.

(B) ODJFS communicates the grant availability and liquidation periods for these allocations through the county finance information system (CFIS). Funds must be expended by the grant availability period and reported no later than the end of the liquidation period. Expenditures in excess of the allocation amount are the responsibility of the county agency.

(C) Methodology

ODJFS uses the following methodology to distribute available funds:

PCSAs will receive their portion of the total allocation based on the number of unduplicated children in substitute care by county divided by the total number of unduplicated children in substitute care in Ohio, based on the previous calendar year (CY).

(D) Reimbursement

(1) Expenditures are reimbursed with seventy-five per cent federal Title IV-B subpart 2 funds. The county must use eligible state funding or provide local funds at twenty-five per cent match rate for the nonfederal share.

(2) When the nonfederal share includes donated funds, rule 5101:9-7-50 of the Administrative Code shall be followed.

(E) Caseworker visits allocation

The caseworker visits allocation reimburses the PCSA for the direct cost of caseworker visits to children who are in the agency's custody as described in rule 5101:2-42-65 of the Administrative Code.

(1) The PCSA can charge expenditures against this allocation for activities that are designed to improve:

(a) Caseworker retention;

(b) Caseworker recruitment;

(c) Caseworker training; and

(d) Caseworker's ability to access the benefits of technology.

(2) PCSAs shall report direct service expenditures on the JFS 02820 "Children Services Quarterly Financial Statement" and/or the JFS 02827 "Public Assistance (PA) Quarterly Financial Statement" as described in rule 5101:9-7-29 of the Administrative Code.

(F) Caseworker administrative allocation

The caseworker visits administrative allocation reimburses the PCSA for the administrative costs related to caseworker visits to children who are in the agency's custody.

(1) A PCSA may claim reimbursement of administrative costs for caseworker visits through the social services random moment sample (SSRMS) reconciliation/certification of funds process.

(2) A PCSA may also request to transfer the caseworker visits administration allocation to the caseworker visits direct services allocation to be used as stated in paragraph (E) of this rule. A PCSA may request this transfer by submitting a JFS 01159 "Transfer of Administration Allocation to Program Allocation" as described in rule 5101:9-6-36 of the Administrative Code to ODJFS prior to the end of the period of availability.

(G) The definitions, requirements and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 03/21/2013
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 12/1/07, 6/1/10

5101:9-6-38 [Rescinded] Post adoption special services subsidy (PASSS).

Effective: 08/08/2013
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 7/8/94, 4/27/95, 11/11/96, 11/20/97, 1/26/98, 3/6/00, 7/2/02 (Emer), 9/28/02, 2/20/04, 3/27/09

5101:9-6-38.1 [Rescinded] Post adoption special services subsidy (PASSS) medical and mental health respite care services allocation.

Effective: 08/08/2013
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 09/19/10

5101:9-6-39 Youth advisory board (YAB) allocation.

(A) The Ohio department of job and family services (ODJFS) issues funding to public children services agencies (PCSAs) to support YABs in their efforts to become a statewide voice that influences policies and practices that address the needs of foster children or former foster children in the county's care.

(B) ODJFS issues this allocation on a state fiscal year (SFY) basis. The catalog of federal domestic assistance (CFDA) number is 93.643.

(C) ODJFS will communicate the fund availability and liquidation periods through the county finance information system (CFIS). The PCSA must expend funds by the end of the funding period and disburse and report expenditures no later than the end of the liquidation period.

(D) A PCSA may receive up to five hundred dollars to act as the fiscal agent for the YAB. The role of the fiscal agent is to ensure allowable expenditures are made on behalf of:

(1) Youth in the county where the advisory board is located;

(2) Adult supporters in the county where the advisory board is located;

(3) Youth in counties where an advisory board is not established;

(4) Adult supporters in counties that are considering the establishment of a YAB.

(E) YAB expenditures should be directly related to supporting development. Allowable expenditures are:

(1) Leadership training and development:

(a) Cost of supplies;

(b) Printing; and

(c) Other training material and costs.

(2) Transportation to and from YAB meetings and conferences.

(3) YAB meeting costs.

(4) Costs to host YAB conferences.

(5) YAB conference attendance including:

(a) Registration fees; and

(b) Lodging and meals.

(6) Youth stipends to compensate for time spent:

(a) Training other youth;

(b) Assisting other youth; and

(c) Assisting the YAB.

(F) Non-allowable expenditures include but are not limited to the following:

(1) Lobbying;

(2) Purchase of food for meetings; and

(3) Purchase of food when hosting conferences.

(G) Budgets

Each YAB shall develop a projected budget for the fiscal year on receipt of funds. The budget must be:

(1) Approved by a vote of the board;

(2) Signed by the president and another officer of the board, and a representative of the public children services agency; and

(3) Reviewed quarterly by the board as to current applicability. All changes to the budget shall be approved by the board.

(H) The PCSA reports YAB expenditures as described in rule 5101:9-7-29 of the Administrative Code.

(I) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 09/05/2014
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 6/1/10, 9/30/10, 8/30/12

5101:9-6-40 Ohio children's trust fund (OCTF) child abuse and neglect (CAN) allocation.

(A) The OCTF CAN allocation encourages the county to develop CAN prevention month activities. These activities shall correlate with the statewide campaign sponsored by the OCTF. April is designated as CAN prevention month.

(B) The Ohio department of job and family services (ODJFS) funds this allocation with the OCTF community-based child abuse prevention grants. The catalog of federal domestic assistance (CFDA) number is 93.590, effective state fiscal year (SFY) 2013.

(C) ODJFS allocates one hundred seventy-six thousand dollars to public children services agencies (PCSAs). Each PCSA receives an allocation of two thousand dollars. If a PCSA encompasses multiple counties, then the PCSA will receive an amount equal to two thousand dollars for each county represented under the PCSA.

(D) The allocation is only available for CAN prevention month expenditures. Allowable CAN expenditures include but are not limited to the following local activities that support statewide CAN prevention efforts.

(1) Media awareness and public service announcements (PSAs) or other local awareness efforts that:

(a) Align with the state messaging campaign;

(b) Promote CAN prevention month; or

(c) Promote local programs that use primary and secondary prevention strategies to provide activities and services to strengthen families and prevent CAN.

(2) CAN prevention programs and services;

(3) Education and training events;

(4) Pinwheel displays; and

(5) CAN prevention education and/or training events for the following entities;

(a) Local government, and

(b) Policy makers.

(E) Allowable expenditures are restricted to CAN prevention month activities. The allocation may not be used to purchase or reimburse:

(1) Payrolls of direct services performed by agency staff;

(2) Non-consumable supplies or equipment valued over five hundred dollars;

(3) Renovation or construction costs; or

(4) Expenditures not directly related to CAN prevention month.

(F) Each PCSA receiving an allocation shall submit a programmatic report to the OCTF no later than the thirty-first of May of the applicable SFY.

(G) County agency expenditures must be reported on the JFS 02820 "Children Services Quarterly Financial Statement" as described in rule 5101:9-7-01 of the Administrative Code. All expenditures must be reported no later than the April through June reporting period of the applicable SFY.

(H) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 03/21/2013
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02 , 3109.13 , 3109.17 , 3109.18
Prior Effective Dates: 5/23/93, 4/7/94, 4/1/95, 3/1/96, 11/11/96, 1/29/98, 10/10/03, 4/19/08, 4/1/10, 3/20/11, 4/2/12

5101:9-6-40.1 [Rescinded] Multidisciplinary training grants.

Effective: 03/04/2012
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 3109.13 , 5101.02 , 5101.12 , 5103.122, 5103.123, 5103.125, 5103.126, 5103.127, 5103.37 , 5103.42
Prior Effective Dates: 3/19/2007

5101:9-6-41 [Rescinded] "Trade Adjustment Assistance Act" allocation.

Effective: 01/20/2012
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 1/15/07

5101:9-6-42 Wellness program. [Rescinded].

[This rule designated an internal management rule. For a copy of this rule, contact the Ohio Legislative Service Commission.]

5101:9-6-43 Appalachian technology and workforce development initiative. [Rescinded].

[This rule designated an internal management rule. For a copy of this rule, contact the Ohio Legislative Service Commission.]

5101:9-6-44 Public assistance pass-through funding.

(A) The Ohio department of job and family services (ODJFS), as a recipient of federal funding, functions as a "pass-through entity" for "pass-through funding" to county departments of job and family services (CDJFS). "Pass-through entity" means a non federal entity that provides a federal award or "pass-through funding" to a subrecipient to administer a federal program.

(B) Funding

The CDJFS is eligible for the federal-funded or state-funded share of allowable costs, up to the maximum amount of funds available, for the following types of funding:

(1) Federal financial participation (FFP)

FFP is the federal government's share of allowable expenditures. FFP is available as pass-through funding for allowable expenditures for services and activities properly attributable to the programs outlined in paragraph (C) of this rule. The CDJFS may access the FFP for allowable expenditures via the county draw and expenditure reporting process.

(2) State and local match

The state and local match is the difference between the percentage of FFP and one hundred per cent. The CDJFS must use state and local funds for the nonfederal share of eligible costs. The CDJFS may utilize the following allowable funding sources as the nonfederal share:

(a) The state income maintenance (IM) allocation as outlined in rule 5101:9-6-05 of the Administrative Code;

(b) Incentives earned on medical support payments as described in paragraph (A) of rule 5101:9-7-06 of the Administrative Code;

(c) Public funds, other than those derived from private resources, under the following conditions:

(i) The funds must be appropriated directly to the CDJFS;

(ii) The funds are from another public agency and are treated as follows:

(a) Transferred to the CDJFS and are under the CDJFS administrative control; or

(b) Certified by the contributing public agency as representing expenditures under the state's plan, subject to the limitations of this rule;

(iii) The funds are not federal funds, unless authorized by federal law to be used to match other funds; or

(iv) The funds are not used to match other funds.

Non-allowable costs are not eligible for state or federal financial participation.

(C) Allocations

(1) ODJFS allocates initial pass-through funding to the CDJFS based on the greater of:

(a) The average of the CDJFS's last two years reported expenditures; or

(b) The total of the CDJFS's last four completed quarters' reported expenditures.

A CDJFS with no reported expenditures over either time period will receive a minimum budget.

(2) The CDJFS receives funding for the following pass-throughs:

(a) The food assistance (FA) program, administered by United States department of agriculture (USDA), food and nutrition services (FNS) under the authority of 7 C.F.R. part 277.4 , assists low-income households to purchase food. The matching requirement for the FA program is fifty per cent. The catalog of federal domestic assistance (CFDA) number for this allocation is 10.561.

(b) The medical assistance program, administered by the US department of health and human services (HHS) centers for medicare and medicaid services (CMS), provides payments for medical assistance to low-income persons who are:

(i) Age sixty-five or more, blind or disabled;

(ii) Members of families with dependent children;

(iii) Qualified pregnant women; or

(iv) Qualified children.

The matching requirement for the medical assistance program ranges from seventeen to fifty per cent. The catalog of federal domestic assistance (CFDA) number for this funding is 93.778.

(c) The state children's insurance program (SCHIP), administered by US HHS CMS under the authority of Title XIX of the Social Security Act, assists in initiating and expanding child health assistance to uninsured, low-income children. The matching requirements for SCHIP, as outlined in section 2105(b), Title XXI, provides for an "enhanced federal matching assistance percentage (eFMAP)" equal to the current FMAP for the fiscal year in the medicaid Title XIX program, increased by thirty per cent of the difference between one hundred per cent and the current FMAP for that fiscal year.

The catalog of federal domestic assistance (CFDA) number for this funding is 93.767.

(D) The grant availability for pass-through funding is communicated by ODJFS through the county finance information system (CFIS).

(E) The CDJFS may access federal pass-through funding and state allocations via cash draws using CFIS codes established for this purpose.

(F) The CDJFS shall report revenues and expenditures for the pass-through funding on the JFS 02827 " Public Assistance Quarterly Financial Statement" as described in rule 5101:9-7-29 of the Administrative Code.

Effective: 04/13/2013
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 11/29/10

5101:9-6-44.1 Non-emergency transportation (NET), pregnancy related services and healthchek services funding.

(A) The Ohio department of job and family services (ODJFS) provides funding to the county departments of job and family services (CDJFS) for direct delivery transportation costs, contracts and purchases for transportation assistance for medicaid eligible consumers.

(B) The CDJFS receives funding for the following pass-throughs:

(1) Non-emergency transportation (NET) services as detailed in division 5101:3 of the Administrative Code;

(2) Pregnancy related services funding as detailed in rule 5101:3-4-10 of the Administrative Code; and

(3) Healthchek funding as detailed in division 5101:3 of the Administrative Code.

(C) Funding is issued using the same methodology as contained in paragraph (C) of rule 5101:9-6-44 of the Administrative Code.

(D) The catalogue of federal domestic assistance (CFDA) for this funding is 93.778 which further describes allowable activities.

(E) The CDJFS draws funds and reports expenditures for direct costs associated with activities outlined in paragraph (B) of this rule on the JFS 02827 "Public Assistance Quarterly Financial Statement" as detailed in rule 5101:9-7-29 of the Administrative Code. ODJFS contributes the non-federal share of county-reported expenses and reimburses the CDJFS at one-hundred per cent.

(F) The CDJFS may claim administrative costs for the programs outlined in paragraph (B) of this rule as detailed in rule 5101:9-6-05 of the Administrative Code.

Effective: 04/13/2013
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 1/14/12

5101:9-6-45 Kinship navigator allocation. [Rescinded].

[This rule designated an internal management rule. For a copy of this rule, contact the Ohio Legislative Service Commission.]

5101:9-6-46 Family support services allocation. [Rescinded].

Rescinded eff 6-12-08

5101:9-6-47 Help me grow (HMG) allocation. [Rescinded].

Rescinded eff 9-28-09

5101:9-6-48 [Rescinded] Career advancement account (CAA) demonstration allocations.

Effective: 04/19/2014
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 7/6/07, 7/15/08, 5/26/09

5101:9-6-49 [Rescinded] Veteran short-term training program (VSTP) allocation.

Effective: 02/11/2010
Promulgated Under: 111.15
Statutory Authority: 5101.20
Rule Amplifies: 5101.20
Prior Effective Dates: 3/1/2005

5101:9-6-50 Ohio department of job and family services (ODJFS) grants.

The following definitions, requirements and responsibilities are applicable to rules in Chapter 5101:9-6 of the Administrative Code.

(A) Definitions:

(1) "County family services agency" means the county department of job and family services (CDJFS), the public children services agency (PCSA), and the child support enforcement agency (CSEA) or as described in section 329. 40 of the Revised Code, a joint CDJFS formed by entering into a written agreement between boards of county commissioners.

(2) "Family services duty" means a duty state law requires or allows a county family services agency to perform including all financial and administrative functions associated with the performance of those duties. The term "family services duty" does not include duties or activities funded by the Workforce Investment Act of 1998 (WIA), Chapter 4141. of the Revised Code, the Wagner-Peyser Act, or any other funds for which the United States department of labor is responsible for direct or indirect oversight.

(3) "Financial assistance" means all cash, reimbursements, allocations of funds, cash draws, and property that is provided by ODJFS to a county family services agency. All requirements in this rule related to "financial assistance" also apply to local public money, as defined in section 117.01 of the Revised Code, used by the county to match state or federal funds. The term "financial assistance" does not include technical assistance provided by ODJFS to the board of county commissioners or to any county family services agency.

(B) ODJFS receives federal grant awards from various federal agencies. These federal grant awards require ODJFS, as a condition of receiving federal funds, to comply with the terms and conditions of the grant awards including the program and fiscal requirements of the program for which the grants provide federal funds. When a county family services agency receives financial assistance from ODJFS that includes funds from a federal grant, the accountability for and use of the financial assistance by the county family services agency must comply with all federal terms, conditions, regulations, and restrictions that apply to the use of financial assistance awarded to ODJFS through grants from a federal agency.

(C) Each county family services agency shall administer all family service duties in accordance with the requirements of division (C) of section 5101.21 of the Revised Code.

(D) Each county family services agency is responsible for using the financial assistance provided by ODJFS for the performance of family services duties in accordance with the requirements of the federal grant award, state law, and any of the following that concern the family services duties: state plans for receipt of federal financial participation, grant agreements between ODJFS and a federal agency, and executive orders issued by the governor.

(E) Each county family services agency shall monitor each private and government entity that receives financial assistance from the county agency to ensure that family services duties, including expenditures, cash management, and reporting, are in compliance with state, federal, and local requirements. If a private or government entity is not performing family services duties in accordance with state, federal, and local requirements, the county family services agency shall require the entity to promptly comply with a corrective action plan approved by the county agency. Except when ODJFS certifies a claim to the attorney general in accordance with section 5101.1410 of the Revised Code, the county family service agency shall take prompt action to recover any financial assistance that is not expended in accordance with state, federal, and local requirements.

(F) A county family service agency shall promptly reimburse ODJFS the amount that represents the amount the county agency is responsible for, pursuant to action ODJFS takes under division (C) of section 5101.24 of the Revised Code, of funds ODJFS pays to any entity because of an adverse audit finding, adverse quality control finding, final disallowance of federal financial participation, or other sanction or penalty.

(G) Financial assistance provided by ODJFS to a county family services agency is subject to the availability of state and federal funds and appropriations by the general assembly. If at any time the ODJFS director determines that state or federal funds are insufficient to sustain the financial assistance for county family services agencies, the ODJFS director may reduce, suspend, or terminate the financial assistance.

Effective: 04/27/2012
Promulgated Under: 111.15
Statutory Authority: 5101.21
Rule Amplifies: 5101.21
Prior Effective Dates: 10/1/03, 2/5/06, 4/30/07

5101:9-6-51 Family services agency responsibilities.

(A) Subject to the availability of federal funds and appropriations made by the general assembly, the Ohio department of job and family services (ODJFS) awards financial assistance for family services duties. As a condition of receiving financial assistance, county family services agencies must comply with the requirements set forth in this rule and the subgrant agreement entered into in accordance with sections 307.98 and 5101.21 of the Revised Code. The definitions of county family services agency, family services duty and financial assistance are the same as in rule 5101:9-6-50 of the Administrative Code.

(B) Each county family services agency that accepts financial assistance from ODJFS shall perform all family services duties and be accountable for the use of all financial assistance in accordance with all of the following requirements:

(1) Use the financial assistance provided by ODJFS and perform the family services duties, in accordance with requirements set forth in rules adopted by ODJFS, 2 C.F.R. part 225, 28 C.F.R. parts 66 and 70, 45 C.F.R. parts 74, 92, and 96, 7 C.F.R. part 3016, the terms and conditions set forth in federal grant awards to ODJFS, state plan conditions, executive orders, and other applicable state and federal laws;

(2) Limit cash draws from ODJFS to the minimum amount needed for actual, immediate requirements in accordance with the Cash Management Improvement Act, 31 C.F.R. part 205, Transmittal No. TANF-ACF-PI-01-02 issued by the United States department of health and human services, and ODJFS requirements as set forth in Chapter 5101:9-7 of the Administrative Code;

(3) Utilize a financial management system that meets requirements established by ODJFS and uses the ODJFS -designated software programs to report financial and other data to ODJFS;

(4) Maintain related internal controls to ensure accountability, accuracy and completeness of data;

(5) Provide all program and financial reports and updates in accordance with the timeliness schedules and formats established by ODJFS;

(6) Monitor all private, public and and non-profit entities that receive a payment from financial assistance through contracts or grants with the county family services agency to ensure that costs claimed to federal programs by the entity are in compliance with state and federal laws and, except when ODJFS certifies a claim to the attorney general in accordance with section 5101.1410 of the Revised Code, take prompt action to recover any financial assistance that is not expended in accordance with federal and state requirements ;

(7) Promptly reimburse ODJFS the amount that represents the amount for which an agency has responsibility, pursuant to the action ODJFS takes under division (C) of section 5101.24 of the Revised Code, of funds ODJFS pays to any entity because of an adverse audit finding, adverse quality control finding, final disallowance of federal financial participation or other sanction or penalty;

(8) Promptly reimburse ODJFS the amount that ODJFS determines to be unallowable expenditures through an audit or other review of county family services agency expenditures; and

(9) Make records available to ODJFS, the auditor of state, federal agencies, and other authorized governmental agencies for audits and investigations .

(C) Notwithstanding any other rule in the Administrative Code, if the ODJFS director determines that state or federal funds are insufficient to sustain existing or anticipated spending levels, the ODJFS director may reduce, suspend, or terminate any allocation, reimbursement, cash draw, or other form of financial assistance as the ODJFS director determines appropriate.

(D) After the end of the state fiscal year and at such other times ODJFS determines to be appropriate, ODJFS may reconcile costs claimed by county family services agency expenditures with financial assistance provided to the county family services agency by ODJFS. ODJFS may also adjust, offset, withhold, or reduce financial assistance as necessary to recover the amount of excess financial assistance. If ODJFS determines that the amount of financial assistance provided by ODJFS exceeds the allowable amount of county family services agency costs claimed to federal programs, ODJFS may require the county family services agency to make one or more payments to ODJFS for the amount determined by ODJFS.

(E) Actions by ODJFS pursuant to paragraphs (C) and (D) of this rule are not subject to section 5101.24 of the Revised Code.

Effective: 12/03/2010
Promulgated Under: 111.15
Statutory Authority: 5101.213
Rule Amplifies: 5101.213
Prior Effective Dates: 7/1/05, 11/1/05

5101:9-6-52 Community evaluation teams allocation. [Rescinded].

Rescinded eff 3-31-08

5101:9-6-53 Workforce Investment Act (WIA) national emergency grant (NEG) allocation.

(A) NEG allocations are federal discretionary grants targeting eligible dislocated intended to temporarily expand and complement resources and service capacity at the state and local levels by providing supplemental funding to ensure an effective response to specific, significant, and unanticipated worker dislocation events or natural disasters.

(1) NEG funds provide workforce development, employment services, and other adjustment assistance to dislocated workers and other eligible individuals as authorized by the WIA, title I, section 173, 20 C.F.R. part 671, and section 203 of the trade adjustment assistance (TAA) program.

(2) NEG funds are available in response to significant dislocation events that create a sudden need for assistance which exceeds the on-going operations of the formula-funded dislocated worker program, including discretionary resources reserved at the state level.

(3) When significant dislocation events arise from the effects of economic globalization, business fluctuations, and unexpected events, an application to an NEG may be submitted to the DOL. Some of the dislocation events considered by DOL are:

(a) Single company layoff.

(b) Multi company layoffs.

(c) Industry-wide layoffs.

(4) The catalog of federal domestic assistance (CFDA) has recorded this funding under 17.277 (dislocated workers) in accordance with training and employment guidance letter (TEGL) number 10-10.

(B) The provisions of WIA and the regulations therein define the types of NEG projects eligible to receive allocation funding.

(C) ODJFS negotiates the scope of services to be provided with an NEG with the US department of labor (DOL). The services are based on the needs of the targeted population covered by the NEG, information provided by the local area where the event(s) occurred, and other relevant circumstances. NEG funds are generally used for the following services:

(1) Intensive, and training services authorized in the WIA sections 134(d) and 173.

(2) Supportive services to help workers participate in the activities provided for in the grant.

(3) Needs related payments (NRP) provided as financial assistance in support of other employment and training assistance for dislocated workers to participate in training services.

(4) Disaster projects and short term relief employment.

(D) Local areas that have identified the need for NEG assistance must submit a formal request to ODJFS in accordance with the following procedures:

(1) Requests can be submitted at any time during the program year (PY).

(2) Requests must be developed by or in conjunction with the local workforce investment board (WIB) and chief elected official(s) of the local area(s) in which the proposed project is to operate.

(E) Upon approval of the formal request each local area will receive a commitment of funding for planning purposes as well as an allocation, which may be less than the commitment.

(1) Local areas must expend seventy per cent or more of the current allocation before requesting additional funds from their total commitment; and upon expenditure of seventy per cent of the current allocation, a local area may request additional funding by submitting documentation to ODJFS of the following:

(a) Total expenditures;

(b) An estimate of additional funding needs to the end of the grant period; and

(c) An explanation of how the additional funds will be spent.

(2) ODJFS will review the information in order to determine the increased allocation amount.

(3) As participating areas request additional funding, ODJFS may have a need to revise the commitments of funding for other workforce areas in order to maximize utilization of Ohio's NEG resources. ODJFS is responsible for submitting all NEG applications on behalf of one or more local WIBs.

(4) Local WIBs should contact ODJFS if funds are not available to serve impacted workers. At that time, ODJFS will assess all available resources and in coordination with the local WIB determine how best to support the workers with statewide discretionary or rapid response funds. ODJFS will implement this process largely due to the federal grant requirements that include a state/local expenditure rate and/or cash disbursement rate that demonstrate a funding shortage.

(F) A local area that receives an NEG allocation shall report expenditures on the JFS 01992 "WIA Fund Certification Sheet" for reporting expenditures as cited in rule 5101:9-7-29 of the Administrative Code and submit to ODJFS by the twentieth of the month following the expenditure month.

(G) The grant availability and liquidation periods for this allocation will be communicated by ODJFS through the county finance information system (CFIS). Funds must be expended within the grant availability period and reported no later than the end of the liquidation period.

(H) ODJFS will provide the designated fiscal agent(s) for the NEG with a list of appropriate fiscal system codes in order to charge allowable costs to the NEG grant in the financial reporting system. All NEG expenditures, accruals, and obligations must be entered using the appropriate coding according to the established fiscal reporting time frames for grantees. Accurate and timely reporting will increase the likelihood local areas will reach required expenditure thresholds and be eligible to request additional incremental funding.

(I) Local areas, project operators, and subrecipients of NEG funds must adhere to all federal, state, and local rules, laws, and regulations and other limitations or provisions identified by ODJFS. Specific regulations are captured in the office of budget and management (OMB) circulars A-87 ( 2 C.F.R. part 225 ) and A-122 for fiscal provisions.

(J) The WIA local area shall maintain documentation in accordance with the records retention requirements in rule 5101:9-9-21 of the Administrative Code. This documentation may be subject to inspection, monitoring, and audit by the ODJFS office of fiscal and monitoring services(OFMS) and the Ohio auditor of state (AOS).

Effective: 12/01/2010
Promulgated Under: 111.15
Statutory Authority: 5101.02 , 6301.03
Rule Amplifies: 5101.02 , 6301.03
Prior Effective Dates: 6/5/05, 10/15/06, 7/1/10

5101:9-6-54 [Rescinded] Department of labor (DOL) settlement funds allocation.

Effective: 02/06/2010
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 3/25/05

5101:9-6-55 [Rescinded] One time special funding for income maintenance control and federal social services.

Effective: 02/27/2010
Promulgated Under: 111.15
Statutory Authority: 5101.10
Rule Amplifies: 5101.10
Prior Effective Dates: 5/8/05

5101:9-6-57 [Rescinded] The recruitment of African-American adoptive families allocation.

Effective: 01/30/2012
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 10/1/05, 01/01/07, 1/15/08, 01/01/09

5101:9-6-60 Nonrecurring adoption expenses.

(A) The Ohio department of job and family services (ODJFS) utilizes adoption assistance funding to reimburse the public children services agency (PCSA) up to one thousand dollars per placement for nonrecurring adoption expenses for a child with special needs in accordance with rule 5101:2-49-21 of the Administrative Code.

(B) The catalog of federal domestic assistance (CFDA) number for the federal portion is 93.659. ODJFS contributes the non-federal share of county-reported expenses and reimburses the PCSA at one hundred per cent.

(C) The PCSA shall report allowable expenditures on JFS 02820 "Children Services Quarterly Financial Statement," as described in rule 5101:9-7-29 of the Administrative Code.

(D) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 11/17/2012
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02 , 5101.141

5101:9-6-65 Permanency roundtable (PRT) implementation funds.

(A) The Ohio department of job and family services (ODJFS) issues funding to counties to support the implementation of permanency roundtables in state fiscal years (SFY) 2014 and 2015. The permanency roundtable model is a structured professional case consultation developed by casey family programs to improve permanency outcomes for youth in the custody of a public children services agency (PCSA).

(B) ODJFS may issue reimbursement up to ten thousand dollars per county to support permanency roundtable implementation efforts. Counties eligible for this funding are those participating in Ohio's permanency roundtable pilot. ODJFS will notify counties in writing of their eligibility for funding.

(C) These funds consist of one hundred per cent state funds. ODJFS will notify counties if additional funding becomes available.

(D) Permanency roundtable activities:

ODJFS will reimburse PCSAs up to each county's identified maximum reimbursement amount, when any of the following permanency roundtable activities are complete:

(1) Permanency values training;

(2) Permanency roundtables skills training;

(3) Youth-centered roundtables training;

(4) Planning and hosting a permanency values training for community partners or stakeholders;

(5) Implementation of the county's initial wave of permanency roundtables;

(6) Implementation of the county's initial wave of youth-centered roundtables;

(7) Specific evaluation activities;

(8) Participation in information dissemination activities; and

(9) Other activities pre-approved by ODJFS that support permanency roundtable implementation.

(E) PCSAs will receive reimbursement when both of the following occur:

(1) The PCSA submits and obtains approval of an invoice based on unit costs for reimbursement to ODJFS, office of families and children; and

(2) The PCSA reports expenditures as described in rule 5101:9-7-29 of the Administrative Code.

(F) PCSAs are expected to reinvest permanency roundtable funds to support future permanency-focused programming and services to children and families.

(G) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 05/17/2014
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02

5101:9-6-66 Primary parent partner pre-implementation funds.

(A) The Ohio department of job and family services (ODJFS) issues funding to counties to support the pre-implementation planning process to initiate and sustain a primary parent partner program. In the primary parent partner program, parents who were previously involved with the child welfare system and achieved positive outcomes for their children serve as mentors and supports for parents currently involved with the child welfare system.

(B) ODJFS may issue up to twenty thousand dollars per county to support primary parent partner program pre-implementation planning efforts. Counties eligible for this funding are those participating in Ohio's primary parent partner program pilot. ODJFS will notify counties of their eligibility for this funding.

(C) These funds consist of one hundred per cent state funds. ODJFS will notify counties if additional funding becomes available.

(D) ODJFS will issue funding for activities completed between June 1, 2014 and December 31, 2014.

(E) Primary parent partner program activities

ODJFS will provide a public children services agency (PCSA) up to each county's identified maximum reimbursement amount, when any of the following pre-implementation primary partner program activities are complete:

(1) Establishment of a planning team;

(2) Submission of a status report no later than September 15, 2014;

(3) Submission of an implementation plan no later than December 15, 2014; or

(4) Submission of supplementary information following completion of the family listening sessions.

(F) A PCSA will receive funding when both of the following occur:

(1) The PCSA submits and obtains approval of an invoice based on unit costs to ODJFS, office of families and children; and

(2) The PCSA reports expenditures as described in rule 5101:9-7-29 of the Administrative Code.

(G) PCSAs are expected to reinvest primary parent partner program funds to support parent engagement activities.

(H) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 07/21/2014
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02

5101:9-6-75 [Rescinded] AdoptOhio kids.

Effective: 01/30/2012
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 11/07/05, 01/15/08

5101:9-6-80 State child support allocations.

(A) The Ohio department of job and family services (ODJFS) issues state child support allocations to assist in provision of the non federal share of allowable administrative program expenditures incurred in administration of the Title IV-D program. Additional non federal share of funds is supplied by funds appropriated by the county commissioners from the county general fund or non Title IV-D program income and non Title IV-D fees.

(B) State child support allocations are distributed to the child support enforcement agency (CSEA) designated by the board of county commissioners pursuant to sections 329.40 and 3125.10 of the Revised Code. Failure to comply with the requirement of operating a single Title IV-D child support enforcement agency will result in the county not receiving state child support allocations.

(C) ODJFS issues state child support allocations on a state fiscal year (SFY) basis. ODJFS communicates the funding and liquidation period for this allocation through the county finance information system (CFIS ). The CSEA must expend funds by the end of the funding period and disburse and report expenditures no later than the end of the liquidation period.

(D) Methodology.

ODJFS uses the following methodology to distribute available funds for this allocation:

(1) ODJFS allocates a base amount of fifteen thousand dollars to each CSEA. Where a CSEA encompasses multiple counties, each CSEA will receive an amount equal to fifteen thousand dollars for each county represented under the CSEA.

(2) ODJFS allocates one-half of the remaining balance according to children out-of-wedlock percentages for each CSEA.

(a) ODJFS uses the most current final statistical report, as supplied by the statistical analysis unit of the Ohio department of health, to determine the number of out-of-wedlock births for each county . The residence of the mother determines the state and county in which the birth is counted.

(b) ODJFS proportionately distributes the number of unknown births for each county based on each county's married to unmarried birth count ratio.

(c) ODJFS uses the number of out-of-wedlock births for each county divided by the statewide total to develop a children out-of wedlock percentage for each CSEA.

(i) ODJFS determines births for the county by using the married, unmarried, and unknown columns in the report.

(ii) The number of unmarried births, compared with the married plus unmarried births in the county, provides a married to unmarried birth count percentage/ratio.

(iii) The number of unknown births for the county is multiplied by this ratio to give an unmarried number which is added to the county's out-of-wedlock birth count.

(3) ODJFS allocates the remaining balance according to marriage terminations and marriage dissolutions with children percentages.

(a) ODJFS uses the most current final "Ohio Courts Statistical Report" as supplied by the Ohio supreme court to determine the number of marriage terminations and marriage dissolutions with children . ODJFS will use the following columns from the "Marriage Terminations with Children Terminations" and the "Marriage Dissolutions with Children Terminations" reports:

(i) Judge uncontested;

(ii) Magistrate uncontested;

(iii) Mediation or conciliation;

(iv) Other terminations;

(v) Referral to private judge;

(vi) Transfer;

(vii) Trial by judge; and

(viii) Trial by magistrate.

(b) ODJFS divides the number of marriage terminations and marriage dissolutions with children for each county by the statewide total to develop a marriage terminations and marriage dissolutions with children percentage for each CSEA.

(E) ODJFS caps the formula-calculated allocation amounts at a four per cent increase or decrease when compared to the average of SFY 2012 and SFY 2013 allocations for each county. If an increase or decrease in the statewide allocation amount results in all counties' allocations fluctuating more than four per cent, ODJFS will not apply the formula, but will increase or decrease each county's previous SFY allocation by the percentage of change to the statewide amount.

(F) The CSEA may request additional funds or release funds for redistribution via the process described in rule 5101:9-6-02 of the Administrative Code.

(G) The CSEA shall capture administrative costs incurred for the administration of the child support program through the random moment sample (RMS) process as described in rule 5101:9-7-23 of the Administrative Code.

(H) The CSEA shall certify expenditures as described in rule 5101:9-7-29 of the Administrative Code.

(I) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 07/01/2014
R.C. 119.032 review dates: 06/01/2018
Promulgated Under: 119.03
Statutory Authority: 3125.25
Rule Amplifies: 307.981 , 329.40 , 3125.03 , 3125.21 , 3125.10 , 3125.25
Prior Effective Dates: 5/18/03, 3/1/08, 10/15/08, 6/28/13

5101:9-6-81 [Rescinded] Kinship permanency incentive (KPI).

Effective: 08/27/2011
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 2/19/06, 11/1/06, 11/13/09

5101:9-6-82 Inter-county adjustment of allocations.

(A) A county family services agency (CFSA), as defined in rule 5101:9-1-16 of the Administrative Code, may request an inter-county adjustment of funding for any state or federal allocation.

(B) Subject to the requirement of this rule, the Ohio department of job and family services (ODJFS) will execute the request to adjust allocated funds based on a final inter-county adjustment agreement between the involved directors of the CFSA. Proposed transactions and final agreements regarding the adjustment of funds will be entered into by the agencies involved. ODJFS will not be a party to or participate in any proposed or final inter-county adjustment agreements between any CFSA. However, in the event there are funding problems with one or more of the funds, the director of ODJFS may limit fund sources, either partially or totally, that are available for an exchange of allocation amounts between counties.

(C) ODJFS notifies the CFSA of county allocation funding levels through subgrant notices issued through the county finance information system (CFIS). The allocation amounts listed in the CFIS notice, less any draws against the allocation amounts, will be the maximum amount eligible for the inter-county adjustment of allocated funds.

(D) If funding level reductions or increases occur during the funding period, allocation dollar amount changes will be made proportionate to the certified allocation dollar amounts that ODJFS has on record as of the effective date for the announced funding level change. The funding period is the period in which services are performed and/or provided. Pending adjustments will not be a factor in the calculation.

(E) A CFSA requesting ODJFS to notify other counties that additional funding may be available or that it has a need for additional funding shall submit the JFS 02718 "Notice of Intent to Participate in Inter-county Adjustment of Allocated Funds" (rev. 5/2011) to the bureau of county finance and technical assistance (BCFTA). ODJFS will maintain a website for the purpose of posting information regarding the inter-county information submitted by the CFSA.

(F) When two CFSAs agree to an inter-county transfer of funding, each CFSA shall complete the JFS 02719 "Inter-county Agreement and Certification Release and Acceptance of Funds" (rev. 7/2013), which shall serve as the agreement between the county directors involved in the transaction.

(1) The director of the CFSA or another designee shall sign the JFS 02719. A resolution passed by the board of county commissioners of each county shall be attached to the JFS 02719.

(2) The board of county commissioners may pass a resolution:

(a) Assigning authority to the director of the CFSA to serve as their designee, thereby granting the director the authority to sign the inter-county adjustment agreement on behalf of the county for a specific period of time;

(b) Assigning authority to another party to serve as designee and therefore, grant that party authority to sign the inter-county adjustment agreement on behalf of the county for a specific period of time; or

(c) Agreeing to enter in the inter-county adjustment agreement with a specific county with specific amounts.

(3) A copy of the JFS 02719 agreement, along with the county commissioner resolution, shall be submitted to ODJFS, office of fiscal and monitoring services. The agreement will serve as a request for allocated funds adjustment and must be received by ODJFS no later than the last date of the liquidation period of the funds being transferred.

(G) Upon the timely receipt of a properly completed JFS 02719 and county commissioner resolution, ODJFS will execute the requested adjustment of funds from the counties involved in the transaction.

(1) ODJFS will reduce the allocation for funds as specified on the JFS 02719 and requested by the releasing county;

(2) ODJFS will increase the allocation for funds as specified on the JFS 02719 and requested by the accepting county; and

(3) Upon completion of the fund-adjustment, ODJFS will send revised subgrant notices to the CFSA involved.

(H) Inter-county agreements can only be made between similar CFSAs. Public assistance (PA) funds can only be transferred for other (PA) funds. Public children services agency (PCSA) funds can only be transferred for other PCSA funds. Child support enforcement agency (CSEA) funds can only be transferred for other CSEA funds.

(I) The approval by ODJFS to adjust the allocation of a CFSA pursuant to this rule is for the funding and liquidation period during the fiscal year in which it is made and does not obligate ODJFS to any future allocation increase to the CFSA.

(J) Nothing in this rule should be interpreted or construed to replace, amend, or supersede the requirements of rule 5101:9-6-02 of the Administrative Code.

(K) The definitions, requirements and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Replaces: 5101:9-6-82

Effective: 08/30/2013
Promulgated Under: 111.15
Statutory Authority: 5101.02 , 5101.161 , 5101.46
Rule Amplifies: 5101.02 , 5101.16 , 5101.161 , 5101.46 , 5101.54 , 5107.05 , 5111.01 , 5115.03
Prior Effective Dates: 9/15/05, 11/6/09, 10/1/10, 5/31/11

5101:9-6-83 Child support enforcement agency (CSEA) administrative fund.

(A) Each child support enforcement agency (CSEA) shall create an administrative fund for the operation of a child support enforcement program.

(B) The administrative fund shall be used for the deposit and disbursement of child support funds as follows:

(1) Deposits include, but are not limited to:

(a) Federal, state, and local revenues including state and county general revenue funds and federal financial participation (FFP) funds;

(b) Federal incentives;

(c) Processing charges;

(d) Title IV-D application and other miscellaneous fees;

(e) Investment income;

(f) Unclaimed collections that have lost unclaimed status; and

(g) Fines that the CSEA has retained.

(2) Disbursements include, but are not limited to:

(a) Allocated shared costs for combined agencies to public assistance (PA) fund;

(b) Countywide central service costs assigned to the CSEA;

(c) Title IV-D and non-Title IV-D operating expenditures; and

(d) Administrative expenses related to the operation of the child support program.

(C) The CSEA shall report receipts and disbursements for the child support administrative fund in accordance with rule 5101:9-7-29 of the Administrative Code.

Effective: 08/29/2011
R.C. 119.032 review dates: 06/13/2011 and 08/01/2016
Promulgated Under: 119.03
Statutory Authority: 3125.25
Rule Amplifies: 3121.49 , 3121.59 , 3123.17 , 3125.03 , 3125.25 , 3125.37
Prior Effective Dates: 12/1/87, 6/10/88, 9/1/88, 6/9/89, 9/1/89, 6/1/90, 4/1/92, 1/1/93, 7/1/93, 6/21/96, 7/1/96, 1/1/98, 9/1/98, 2/1/99, 3/19/07

5101:9-6-90 Child support enforcement agency (CSEA) funding.

(A) Purpose.

This rule describes the funding of the CSEA and the Title IV-D program administered by the Ohio department of job and family services (ODJFS).

Subject to the availability of federal funds and appropriations made by the Ohio general assembly, ODJFS will make state and federal funds available to the CSEA for allowable child support operating expenses.

(B) Administrative fund.

In accordance with rule 5101:9-6-83 of the Administrative Code, each CSEA has an administrative fund for the operation of a child support enforcement program. The CSEA deposits all child support funding into the child support administrative fund in accordance with 2 C.F.R. 225, 45 C.F.R. 304, and the ODJFS Title IV-D state plan.

(C) In accordance with section 3125.19 of the Revised Code, the board of county commissioners of each county budgets and appropriates to the CSEA serving the county both of the following:

(1) All federal money payable to the CSEA on the basis of its success in implementing activities related to child support enforcement under Title IV-D; and

(2) Any funds received from other federal or state sources for the CSEA, including, but not limited to:

(a) Federal financial participation (FFP) of expenditures allowable under Title IV-D;

(b) Incentives earned on medical support payments and funds from additional sources described in rule 5101:12-1-50 of the Administrative Code; and

(c) State funds appropriated as the state child support match funding in accordance with rule 5101:9-6-80 of the Administrative Code.

(D) Funding.

Title IV-D allowable costs are eligible for federal funding at sixty-six per cent under an approved ODJFS Title IV-D state plan. The CSEA shall use state and local funds provided to the CSEA for the Title IV-D program as the thirty-four per cent match. The percentage of participation at the federal and state level is applicable only to allowable costs, up to the maximum amount of funds available. Non-allowable or non-reimbursable costs are not eligible for federal or state financial participation. These costs must be met through one hundred per cent local funds.

(1) FFP.

FFP reimbursement is available for reasonable and necessary CSEA expenditures for Title IV-D services and activities properly attributable to the operation of the support enforcement program.

(a) FFP reimbursement is based on the general principles for determining allowable costs in accordance with 2 C.F.R. 225.

(b) The source of funds for the Title IV-D program is the federal child support enforcement grant; catalog of federal domestic assistance (CFDA) number 93.563.

(c) The United States department of health and human services (HHS) awards a federal grant to ODJFS quarterly, based on estimates of funds needed to provide Title IV-D services to individuals.

(2) Federal child support incentives.

The federal office of child support enforcement determines Ohio's federal incentive payment by applying a formula to the total incentive dollars available nationally for the federal fiscal year (FFY), October first through September thirtieth.

(a) ODJFS receives incentive payments from HHS and issues the funding to the CSEA.

(b) Incentives earned are based on estimates of the amount of incentives Ohio will receive from HHS during the FFY.

(c) Federal child support incentive payments are described in rule 5101:9-6-30 of the Administrative Code.

(3) State and local match.

The CSEA must use state and local funds for the thirty-four per cent nonfederal share of eligible costs; the difference between the percentage of FFP and one hundred per cent. The CSEA may use any of the following as the nonfederal share:

(a) The state child support allocation as described in rule 5101:9-6-80 of the Administrative Code.

(b) Incentives earned on medical support payments and funds from additional sources described in rule 5101:12-1-50 of the Administrative Code.

(c) Child support incentives under the conditions described in rule 5101:9-6-30 of the Administrative Code.

(d) Funds appropriated by the county commissioners from the county general fund.

(e) The following revenues received from non Title IV-D case activity:

(i) Processing charges received from non income withholding collections on non Title IV-D cases;

(ii) Interest; and

(iii) Copying charges.

(f) Public funds, other than those derived from private resources, under the following conditions:

(i) The funds must be appropriated directly to the CSEA;

(ii) The funds are from another public agency and are treated as follows:

(a)Transferred to the CSEA and are under the CSEA's administrative control; or

(b)Certified by the contributing public agency as representing expenditures under the ODJFS Title IV-D state plan, subject to the limitations of this rule.

(iii) The funds are not federal funds, unless authorized by federal law to be used to match other funds; or (iv) The funds are not used to match other federal funds.

(4) Program income.

The CSEA shall use revenues resulting from Title IV-D case activity for the operation of the child support program. Details regarding Title IV-D program income are available in rule 5101:12-1-53 of the Administrative Code.

(a) The CSEA deducts Title IV-D program income revenue from expenditures reported for federal reimbursement.

(b) The CSEA shall not use Title IV-D program income as any portion of the nonfederal share of program funding.

(E) Draws and reporting.

The CSEA may access federal funds and its state allocation via cash draws through the county finance information system (CFIS) in accordance with rules 5101:9-6-30 and 5101:9-7-02 of the Administrative Code. Available funding is limited to the amount needed for actual and immediate Title IV-D expenditures.

(1) The CSEA shall determine the source of the state or local match and draw the funding accordingly.

(a) If the CSEA is using state funds for the match, the CSEA may draw the federal portion of sixty-six per cent and the state portion of thirty-four per cent of the total expenditures.

State funding available is limited to the state fiscal year (SFY) allocation for the CSEA. The SFY is July first through June thirtieth.

(b) If the CSEA is using local funds for the match, the CSEA may only draw the federal portion of sixty-six per cent.

(2) The CSEA shall report revenues and expenditures on the JFS 2750 or the JFS 02827 as described in rule 5101:9-7-29 of the Administrative Code.

Effective: 06/01/2010
R.C. 119.032 review dates: 06/01/2015
Promulgated Under: 119.03
Statutory Authority: 3125.25
Rule Amplifies: 307.981 , 3125.03 , 3125.19 , 3125.191 , 3125.21 ,
3125.25

5101:9-6-94 Child support enforcement agency (CSEA) project grants.

(A) As the result of a waiver granted by the United States department of health and human services (HHS^) to the state of Ohio under Section 1115 of the Social Security Act ( 42 U.S.C. 13151 as amended, the Ohio department of job and family services (ODJFS) will allocate project funding to participating CSEAs. Each CSEA with a HHS approved project shall utilize the funding in accordance with catalog of domestic federal assistance (CFDA) number 93.564 and its individual project proposal.

(B) ODJFS will prepare and enter into a sub grant agreement with the CSEA for the federal awards being issued to the CSEA. Subgrant agreements shall be signed by the director of ODJFS and one or more of the following county grantees as defined by division (A) of section 5101.21 of the Revised Code:

(1) A board of county commissioners: or

(2) A county elected official that is a child support enforcement agency.

(C) Approved projects are funded as follows:

(1) Federal.

(a) Total allowable expenditures for each approved project are eligible for the federal financial participation (FFP) reimbursement rate of sixty-six per cent.

(b) Funds awarded will be issued as an allocation to each participating CSEA and may be used for twenty-nine per cent of the total allowable project expenditures.

(2) State and local.

(a) Projects funded under Title IV-D of the Social Security Act require a five per cent match. Participating counties shall provide the five per cent local match.

(b) The CSEA may use its state child support allocation as described in rule 5101:9-6-80 of the Administrative Code for the five per cent match by performing a post-allocated adjustment in the quarterly information consolidation plus(QuIC+) system.

(D) ODJFS will establish separate financial coding for each approved project in the county finance information system (CFIS). To utilize the funding, the CSEA will submit draw requests and report expenditures using these CFIS codes. The CSEA shall report expenditures on the JFS 02750 "Child Support Administrative Fund Monthly Financial Statement" as described in paragraph (E) of rule 5101:9-7-29 of the Administrative Code.

(E) The CSEA shall capture administrative costs associated with this project in accordance with the random moment sample (RMS^) process detailed in rule 5101:9-7-23 of the Administrative Code. An RMS participant performing work associated with the project at the time of the observation shall choose the following:

(1) The special project program code: and

(2) The activity code established for its approved project.

(F) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 03/22/2010
R.C. 119.032 review dates: 03/01/2015
Promulgated Under: 119.03
Statutory Authority: 3125.25 , 5101.02
Rule Amplifies: 3125.03 , 3125.11 , 3125.191 , 3125.21 , 3125.25 , 5101.02