Chapter 5101:9-6 Allocations

[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. Grant 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;

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

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

(B) A grant agreement shall be entered into prior to the beginning of state fiscal year (SFY) 2009. Subsequent grant agreements shall be entered into before the first day of each successive fiscal biennial period.

(C) For grant agreements entered into by the board of county commissioners, if a grant agreement is not entered into by the first day of the biennial period, but is entered into no later than 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 grant agreement was not entered into on or before the first day of July.

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

(1) Revisions to grant 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 grant award established by an Administrative Code rule adopted by the director of ODJFS is applicable to a grant agreement without having to be restated in the grant agreement; and

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

(E) The conditions, requirements, and restrictions of the grant awards will be an addendum to the grant agreement. Rules establishing the methodology and reporting requirements of individual grant awards 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 grantees 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 of ODJFS, any additional funds that become available may be distributed to county agencies requesting additional funds up to the maximum amount available.

(G) A county grantee will be given the opportunity to request ODJFS to redistribute funds at the midpoint of the state fiscal year as follows:

(1) At the end of the second quarter of the SFY, ODJFS will notify the county grantee of the remaining balance of each allocation. The county grantee may request additional funds or release excess funds by completing and returning the notice no later than the last day of January. Released funds will be reallocated to counties demonstrating additional need, at the discretion of the director of ODJFS; or

(2) A county grantee 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 grantee 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.

Replaces: 5101:9-6-02

Effective: 01/31/2008

Promulgated Under: 111.15

Statutory Authority: 5101.161, 5101.02

Rule Amplifies: 5101.161

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

Rescinded eff 7-20-08

[This rule designated an internal management rule]

(A) The IM control funding is used by the county department of job and family services (CDJFS) to meet matching fund requirements or reimburses the county for administrative expenditures incurred in the administration of the disability financial assistance (DFA) and disability medical assistance (DMA), food assistance, and medicaid programs. The Ohio department of job and family services (ODJFS) will establish a budget for the IM control amount allocated to the CDJFS. The ODJFS will enter each CDJFS’s aggregate budget in the statewide reporting system and for the following:

(1) IM control DFA and DMA;

(2) IM control food assistance; and

(3) IM control medicaid.

(B) The funding for IM control budgets 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 funding and federal food assistance administration funding is passed through to the CDJFS at the federal financial participation (FFP) rate of fifty per cent. The income maintenance control allocation shall be used by the CDJFS as the nonfederal match for both food assistance and medicaid administrative expenditures. In the event that a CDJFS’s IM control food assistance or IM control medicaid budget is 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 medicaid administration (MA) and food assistance match.

(C) The IM control funding is issued on a SFY basis, July first through June thirtieth.

(D) The following methodology is used to distribute available IM funds.

(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 food assistance recipients, DFA recipients and DMA recipients, adult medicaid recipients, healthy start recipients, children health insurance program (CHIP) 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, a 0.03 per cent adjusting factor is used 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 nine 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 nine 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 following expenditures may be properly coded against this funding.

(1) DFA and DMA administration as contained in rule 5101:1-42-01 of the Administrative Code may be coded at one hundred per cent of the total expended amount;

(2) Nonfederal share of food assistance administration as contained in division 5101:4 of the Administrative Code may be coded at fifty per cent of the total expended amount;

(3) Nonfederal share of allowable food assistance employment and training expenditures in excess of the food assistance employment and training allocation as detailed in rule 5101:9-6-09 of the Administrative Code may be coded at fifty per cent of the total expended amount; and

(4) Nonfederal share of medicaid administration may be coded against the IM control medicaid budget at fifty per cent of the total expended amount. Nonfederal share of medicaid administration includes:

(a) 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;

(d) 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; and

(f) Mental health/mental retardation and developmental disabilities (MH/MRDD) administration.

(H) NET, and PRST contracts, purchased services, and direct delivery services are funded outside of the county funding process. To receive reimbursement of NET and PRST costs, the CDJFS must report expenditures as follows:

(1) For contract and purchased services, the appropriate program and classification codes must be reported on the JFS 02827 “Monthly Financial Statement” (rev. 11/2000).

(2) For direct delivery services, the appropriate time study codes must be reported on the JFS 02710 “Income Maintenance RMS – Random Moment Sample Observation Form” (rev. 9/2007) or the JFS 02714 “Social Services RMS – Random Moment Sample Observation Form” (rev. 9/2007).

(I) CDJFS expenditures are captured through the RMS process and are reported on the JFS 02827 as described in rule 5101:9-7-03 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: 07/20/2009

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

(A) The ACT allocation reimburses ACT up to two million dollars in state fiscal year (SFY) 2008 for the provision of welfare diversion services for temporary assistance for needy families (TANF) eligible individuals in Hamilton county.

(B) This allocation is issued on a state fiscal year (SFY) basis, July first through June thirtieth. Any amount of funding that remains unspent at the end of SFY 2008 may be transferred to SFY 2009. The opportunity for reimbursement shall expire June 30, 2009. ACT may claim reimbursement for expenses incurred on or before June 30, 2009, no later than September 30, 2009.

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

(D) Expenditures shall be reported on the JFS 02827 “Monthly Financial Statement” (rev. 11/2000).

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

Effective: 10/19/2007

Promulgated Under: 111.15

Statutory Authority: 5101.02, 5101.161

Rule Amplifies: 5101.02, 5101.161

Prior Effective Dates: 1/1/06

Rescinded eff 10-04-07

Rescinded eff 10-04-07

(A) In accordance with the temporary assistance for needy families (TANF) block grant, issued under the “Catalog of Federal Domestic Assistance” (CFDA) number 93.558, and section 5101.801 of the Revised Code, the Ohio department of job and family services (ODJFS) is allocating up to eight hundred thousand dollars in state fiscal year (SFY) 2008 to Hamilton county in order to reimburse the freestore foodbank BARIS project.

(B) The freestore foodbank BARIS project provides intensive case management services for clients seeking supplemental security income (SSI) determination. Eligible services include the following:

(1) Transportation assistance;

(2) Reducing food insecurity;

(3) Child care referrals;

(4) Housing search assistance;

(5) Life skills assistance;

(6) Job readiness training;

(7) Career search instruction;

(8) Income stream maintenance;

(9) Consultative examinations;

(10) SSI benefits application assistance; and

(11) An authorized representative with regard to seeking SSI benefits.

(C) Any amount of this award that remains unspent at the end of SFY 2008 will be carried forward to SFY 2009. The opportunity for reimbursement shall expire on June 30, 2009. Reimbursement for expenses incurred on or before June 30, 2009 may be claimed no later than September 30, 2009.

(D) Activities are reported on the JFS 02827 “Monthly Financial Statement” (rev. 11/2000).

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

Effective: 09/30/2007

Promulgated Under: 111.15

Statutory Authority: 5101.801

Rule Amplifies: 5101.80, 5101.801, 5101.02

(A) In accordance with the temporary assistance for needy families (TANF) block grant, issued under the “Catalog of Federal Domestic Assistance” (CFDA) number 93.558, and section 5101.801 of the Revised Code, the Ohio department of job and family services (ODJFS) is allocating up to one hundred thousand dollars in state fiscal year (SFY) 2008 to Butler county in order to provide reimbursement for the Butler county success plan.

(B) The Butler county success plan is a countywide initiative serving target elementary school children who are at or below two hundred per cent of the federal poverty guidelines and having difficulty in school by providing the following services:

(1) Basic needs (food, transportation, emergency assistance, health care, dental care, glasses, housing and electric);

(2) Assessment and counseling services;

(3) Parenting support (parenting classes; employment, and direct support services); and

(4) After school and enrichment programs (mentors; homework assistance; boys and girls clubs).

(C) Activities are reported on the JFS 02827 “Monthly Financial Statement” (rev. 11/2000).

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

Effective: 09/30/2007

Promulgated Under: 111.15

Statutory Authority: 5101.801

Rule Amplifies: 5101.801, 5101.80, 5101.02

(A) The TANF allocation reimburses the county department of job and family services (CDJFS) for administration and services costs 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.

(B) This allocation consists of federal funds, and is in addition to the county mandated share required by section 5101.16 of the Revised Code. The catalog of federal domestic assistance (CFDA) number for this allocation is 93.558.

(C) The allocation is issued on a state fiscal year (SFY) basis, July first through June thirtieth.

(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 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 food stamp 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 0.03 per cent adjusting factor is used to increase or decrease the allocation based upon the county difference to the statewide average per capita income.

(F) The formula increases and decreases are capped at nine per cent and are based on the previous SFY. No county can earn more than nine per cent or be decreased by more than nine per cent each SFY.

(1) In the event of an increase in the statewide allocation amount, the net gain is distributed to the CDJFS by applying the formula listed in this paragraph.

(2) In the event of a decrease in the statewide allocation amount, the formula is applied to the amount of net loss and proportionately deducted from the CDJFS’s preceding SFY’s allocation amount.

(G) The following expenditures may be properly charged against this allocation:

(1) TANF support services;

(2) OWF administration;

(3) PRC administration and services;

(4) Administration and services for work activities under OWF, including on the job training (OJT);

(5) Participant expense allowance (PEA), regardless if payment is issued through the client registry information system enhanced (CRIS-E) or by the county; and

(6) Learning, earning and parenting program (LEAP) administration as contained in rule 5101:1-23-50 of the Administrative Code.

(H) Administrative costs are captured through the random moment sample (RMS) process as detailed in rule 5101:9-7-20 of the Administrative Code. CDJFS expenditures must be reported on the JFS 02827 “Monthly 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.

Replaces: 5101:9-6-08

Effective: 10/24/2008

R.C. 119.032 review dates: 10/01/2013

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

Rescinded eff 10-04-07

Rescinded eff 12-31-07

(A) The Ohio department of job and family services (ODJFS) provides TANF funds, in accordance with the TANF block grant, issued under the Catalog of Federal Domestic Assistance (CFDA) number 93.558, to county departments of job and family services (CDJFS) participating in a pilot program with the local Workforce Investment Act (WIA) area agencies and the Ohio department of youth services (ODYS). These TANF funds shall replace WIA funds provided for the ODYS reentry program which targets young adults that have significant barriers transitioning back into their local communities.

(B) Participating counties will receive the TANF replacement funds through an allocation for services to TANF eligible families.

(C) All services funded by this allocation must be TANF eligible and in accordance with the county’s prevention, retention and contingency (PRC) plan. The WIA area agency shall determine client eligibility for the services.

(D) The CDJFS may submit a request to the ODJFS office of family stability for an increase in its TANF administration allocation for the amount of funding it expects to need for administrative costs to support this project.

(E) Workers shall use regular TANF administration codes for random moment sample (RMS) responses while performing work related to this project.

(F) TANF replacement administrative expenditures are included with other TANF expenditures on the JFS 02827 “Monthly Financial Statement” (rev. 11/2000).

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

Effective: 10/19/2007

Promulgated Under: 111.15

Statutory Authority: 5101.02, 5101.801

Rule Amplifies: 5101.02, 5101.801

Prior Effective Dates: 8/1/06

[This rule designated an internal management rule]

(A) In accordance with the TANF block grant, issued under the “Catalog of Federal Domestic Assistance” (CFDA) number 93.558 and section 5101.803 of the Revised Code, the student intervention project provides funding for student intervention initiatives.

(B) The county departments of job and family services agencies (CDJFS) may continue to provide student intervention services to the local school districts; establish participant eligibility requirements; determine TANF allowable services for the project; and, revise the county prevention, retention and contingency (PRC) plan, if necessary, to include these requirements and services.

(C) The CDJFS may submit a request to the Ohio department of job and family services (ODJFS) office of family stability for an increase in its TANF administration allocation of up to fifteen per cent of the total student intervention TANF allocation amount for administrative costs to support this project. Services for state fiscal year (SFY) 2008 allocation amount must be provided between September 1, 2007 and June 30, 2008 and funds liquidated by September 30, 2008. Services for SFY 2009 must be provided between July 1, 2008 and June 30, 2009 and funds liquidated by September 30, 2009.

(D) This funding is only available to CDJFS with existing student intervention programs. Allowable expenditures include the following activities:

(1) Summer programs;

(2) After school programs; and,

(3) School readiness enrichment programs for children entering kindergarten.

(E) Workers shall use regular TANF administration codes for random moment sample (RMS) responses while performing work related to this project. Activities are reported on the JFS 02827 “Monthly Financial Statement” (rev. 11/2000).

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

Effective: 05/15/2008

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: 8/1/06, 10/25/07

(A) As the result of a waiver granted by the United States department of health and human services to the state of Ohio under paragraphs (a) (1) and (a) (2) of Title XI , Section 1115 of the Social Security Act (42 U.S.C. 1315), as amended, and in accordance of the TANF block grant issued under the Catalog of Federal Domestic Assistance (CFDA) number 93.563, the Ohio department of job and family service agency (ODJFS) provides funding to the Clark county child support enforcement agency (CSEA) demonstration project.

(B) Effective July 1, 2006, ODJFS provides funding to the participating CSEA through an allocation to match federal child support funding for activities related to marriage, out-of-wedlock birth-rate reduction, and other related services for which federal financial participation (FFP) is not usually allowed.

(C) Allowable activities are claimed under Title IV, Part D of the Social Security Act for the purposes of drawing the FFP at sixty-six per cent. An initial allocation of one hundred ninety-eight thousand dollars shall be issued with any unspent funds carried over to the next fiscal year and limited to a total of nine hundred ninety thousand dollars over the entire period of the project, which shall end no later than five years from the implementation date or June, 30, 2011. Allowable activities include the following:

(1) Providing marriage education to unwed parents;

(2) Improving life skills for parents currently in the child support system;

(3) Increasing awareness of the availability of marriage education and related services;

(4) Referring participants to supportive services including:

(a) Job services;

(b) Education; and

(c) Training;

(5) Providing ongoing support for those with child support challenges; and,

(6) Decreasing child support arrearages through improved information and motivation for non-custodial parents.

(D) The Clark county CSEA shall report activities on the JFS 02750 “Child Support Administrative Fund Monthly Financial Statement” (rev.10/2005).

(E) 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.

(F) Each county family services agency shall be responsible for using financial assistance, as defined in rule 5101:9-6-50 of the Administrative Code, provided by ODJFS solely for performance of family services duties in accordance with state, federal, and local laws, rules, and regulations, including the requirements and conditions of the corresponding federal grant award listed in rule 5101:9-6-50 of the Administrative Code.

(G) Each county family services agency shall monitor each private and government entity that receives financial assistance 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 as approved by the county family service agency and shall take prompt action to recover any financial assistance that is not expended in accordance with state, federal, and local requirements.

(H) 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: 09/01/2006

Promulgated Under: 111.15

Statutory Authority: 5101.02, 5101.801

Rule Amplifies: 5101.80, 5101.801

[This rule designated an internal management rule]

(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 TANF IL allocation provides funding to public children services agencies (PCSAs) to support the provision of IL services and assistance to youths ages sixteen and older who are in the agency’s custody, youths in their the agency’s custody under the age of sixteen who are likely to remain in agency custody until the age of eighteen, and adults ages eighteen to twenty-one who have emancipated from the agency’s care.

These TANF 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. Odd-numbered SFY allocations will correspond with IL costs reported in the second SFY of the last biennium.

(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.

(D) The TANF IL allocation is to enhance PCSAs’ 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 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) Funds shall be used 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) TANF funds shall not be used 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) Allowable costs are reported on the JFS 02820 “Child Welfare Monthly Statement” (rev. 3/2004) 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: 11/16/2007

Promulgated Under: 111.15

Statutory Authority: 5101.02, 5101.801

Rule Amplifies: 5101.801

Prior Effective Dates: 9/28/06

Rescinded eff 10-04-07

(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 state fiscal year (SFY) basis, July first through June thirtieth.

(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 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 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, 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 0.03 per cent adjusting factor is used to increase or decrease the allocation based upon the county difference to the statewide average per capita income.

(F) ODJFS caps the formula-calculated allocation amounts at a nine 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 nine 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) 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 expenditures remaining are redistributed as follows:

CDJFS expenditures in excess of the SNAP employment and training grant 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 “Monthly 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: 10/01/2009

R.C. 119.032 review dates: 10/01/2013

Promulgated Under: 111.15

Statutory Authority: 5101.54

Rule Amplifies: 5101.54

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

[This rule designated an internal management rule]

(A) The state social services operating allocation reimburses the county for expenditures incurred in the operation of social service programs.

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

(C) This allocation is issued for the state fiscal year (SFY), July first through June thirtieth.

(D) The following methodology is used to distribute the state social services operating allocation for the social service programs. 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, Ohio department of job and family services (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 the 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 the 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) Expenditures that may be properly charged against this allocation 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.

(F) 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 (F)(1) of this rule are the responsibility of the county agency.

(G) The CDJFS shall report expenditures on the JFS 02827 “Monthly Financial Statement” (rev. 11/2000) 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: 09/12/2009

Promulgated Under: 111.15

Statutory Authority: 5101.02, 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

(A) The county child care funding allocation reimburses the county for related child care operating expenses outlined in this rule.

(1) This allocation consists of state and federal funds. The catalog of federal domestic assistance (CFDA) number for this allocation is 93.596.

(2) This allocation is issued on a state fiscal year (SFY) basis, July first through June thirtieth.

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

(a) Thirty per cent is based on the total county population of children from birth to thirteen 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.

(b) Thirty per cent is based on the county number of temporary assistance for needy families (TANF) children from birth to thirteen years of age as compared to the statewide total number of children in the same category, utilizing the most recent available SFY data from “Client Registry Information System-Enhanced” (CRIS-E).

(c) Thirty per cent is based on the county 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)/3299 payment roster screen.

(d) Ten per cent is based on the county number of certified type B homes as compared to the statewide total in the same category, utilizing the most recent available SFY data from the CCIDS/3299 payment roster screen.

(4) Allowable expenditures consist of the following:

(a) Shared administration;

(b) Eligibility determination and redetermination;

(c) Preparation and participation in judicial hearings;

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

(e) Rate setting;

(f) Information and referral;

(g) Training;

(h) Quality daycare ceiling excesses;

(i) Provider monitoring activities;

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

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

(5) County agency expenditures are captured through the random moment sample (RMS) process as described in rule 5101:9-7-20 of the Administrative Code and are reported on the JFS 02827 “Monthly Financial Statement” as detailed in rule 5101:9-7-29 of the Administrative Code.

(B) Child care provider contracts/ purchased services are funded outside of the county allocation process. To receive reimbursement of child care provider contracts/ purchased service costs, the county agency shall report expenditures on the JFS 02827 as detailed in rule 5101:9-7-29 of the Administrative Code.

(C) The child care quality allocation reimburses the county for costs related to child care quality and availability activities.

(1) This allocation consists of federal funds, which includes the child care development block grant (CCDBG) and the child care and development fund (CCDF). The catalog of federal domestic assistance (CFDA) number for this allocation is 93.575.

(2) The allocation is issued for the SFY, July first through June thirtieth.

(3) The methodology outlined in paragraph (A) of this rule is used to distribute funds for this allocation.

(4) Allowable expenditures that may be properly charged against this allocation consist of child care quality direct delivery activities and contracts/ purchased services costs as approved by the Ohio department of job and family services (ODJFS).

(5) County agency expenditures shall be reported on the JFS 02827 as detailed in rule 5101:9-7-29 of the Administrative Code.

(D) On a SFY basis, if the child care quality allocation is exceeded, the county shall use the funding in the child care allocation. Once the funding in both the child care quality allocation and the child care allocation is exhausted, the county shall utilize the “Child Care 2” allocation as outlined in rule 5101:9-6-11.1 of the Administrative Code. This reallocation is issued at the discretion of the director of the ODJFS.

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

Effective: 09/25/2008

R.C. 119.032 review dates: 07/10/2008 and 09/01/2013

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

(A) The “Child Care 2” allocation is funded by temporary assistance for needy families (TANF). The catalog of federal domestic assistance (CFDA) number for this allocation is 93.558.

(B) This allocation is issued on a state fiscal year (SFY) basis, July first through June thirtieth.

(C) The county will apply child care expenditures and draw requests in excess of the “Child Care” allocation to the “Child Care 2” allocation.

(D) The distribution methodology for this allocation is as follows:

(1) Thirty per cent is based on the total county population of children from birth to thirteen 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) Thirty per cent is based on the county number of temporary assistance for needy families (TANF) children from birth to thirteen years of age as compared to the statewide total number of children in the same category, utilizing the most recent available SFY data from “Client Registry Information System-Enhanced” (CRIS-E).

(3) Thirty per cent is based on the county 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)/3299 payment roster screen.

(4) Ten per cent is based on the county number of certified type B homes as compared to the statewide total in the same category, utilizing the most recent available SFY data from the CCIDS/3299 payment roster screen.

(E) County agency expenditures must be reported on the JFS 02827 “Monthly Financial Statement” as detailed in rule 5101:9-10-29 of the Administrative Code.

(F) This allocation is based on the availability of federal funds and is subject to reductions if the Ohio department of job and family services (ODJFS) determines that available federal funds are insufficient to support this allocation.

Replaces: 5101:9-6-11.1

Effective: 09/25/2008

R.C. 119.032 review dates: 09/01/2013

Promulgated Under: 111.15

Statutory Authority: 5104.42, 5101.02

Rule Amplifies: 5104.42

Prior Effective Dates: 9/12/05

(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.A. 1397, as amended. The catalog of federal domestic assistance (CFDA) number for this allocation is 93.667.

(C) This allocation is issued for the state fiscal year (SFY), July first through June thirtieth. 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, formula increases and decreases for the federal social service allocation are capped at four per cent of the preceding SFY’s allocation amount.

(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 the statewide allocation is decreased from the statewide allocation in the preceding year, the formula in paragraph (D)(4) of this rule is applied to the amount of the net loss and proportionately deducted from the county’s preceding SFY’s allocation amount.

(4) The formula for determining the increase or decrease in the statewide allocation from the preceding year is as follows:

(a) 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.

(b) 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 Ohio department of job and family services (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;

(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 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.

Replaces: 5101:9-6-12

Effective: 08/08/2008

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

(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) This allocation is issued on a state fiscal year (SFY) basis, July first through June thirtieth .

(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.

(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, formula increases and decreases for the Title XX TANF transfer allocation are capped at four per cent of the preceding SFY’s allocation amount.

(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 the statewide allocation is decreased from the statewide allocation in the preceding year, the formula in paragraph (D)(4) of this rule is applied to the amount of the net loss and proportionately deducted from the county’s preceding SFY’s allocation amount.

(4) The formula for determining the increase or decrease in the statewide allocation from the preceding year is as follows:

(a) 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.

(b) 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 Ohio department of job and family services (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 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.

Replaces: 5101:9-6-12.1

Effective: 08/08/2008

Promulgated Under: 111.15

Statutory Authority: 5101.02

Rule Amplifies: 5101.02

Prior Effective Dates: 9/12/05

Rescinded eff 8-8-08

Rescinded eff 6-1-07

(A) The Ohio department of job and family services (ODJFS) is redistributing the gulf coast hurricane relief funds to eligible counties in an effort to address the continuing social service needs of individuals affected by the 2005 gulf coast hurricanes through county family services agencies with an expressed need for the funding.

(B) Funding consists of a portion of a supplement to the federal social services block grant (SSBG) as outlined in Section 2002 of Title XX of the Social Security Act, and allocated to each state as identified by a February 2006 report by the federal emergency management agency (FEMA). ODJFS must obligate and expend funds by September 30, 2009.

(C) Each gulf coast hurricane relief allocation distributed to a county family service agency will be directly proportionate to the number of gulf coast hurricane evacuees seeking assistance in that county, as compared to the total number of evacuees seeking assistance, as reported by all county family services agencies seeking funding.

(D) Eligible services include all current Title XX services as well as providing assistance in obtaining health care and mental health services to hurricane evacuees. The Catalog of Federal Domestic Assistance (CFDA) number is 93.667.

(E) County agency expenditures must be reported 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: 10/25/2007

Promulgated Under: 111.15

Statutory Authority: 5101.02, 5101.46

Rule Amplifies: 5101.02, 5101.46

[This rule designated an internal management rule]

(A) The Ohio department of job and family services (ODJFS) will issue 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.

(C) ODJFS will distribute five per cent of the child, family, and adult community and protective services appropriation to each CDJFS based on county population.

(1) The remaining ninety-five 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 the 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 the 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 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.

(D) The CDJFS shall utilize the child, family, and adult community and protective services allocation for any of the following purposes, or may use the funding as state or local match for costs associated with these purposes:

A CDJFS may also provide all or a portion of its allocation to a stand alone child support enforcement agency (CSEA) or public children services agency (PCSA) through an interagency agreement. The CSEA and PCSA shall use the funding to provide services for any of the following purposes, 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 monthly 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 “Monthly Financial Statement;”

(2) The CSEA shall report expenditures on the JFS 02750 “Child Support Administrative Fund Monthly Financial Statement;” and,

(3) The PCSA shall report expenditures on the JFS 02820 “Children Services Monthly Financial Statement.”

(F) 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.

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

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

Effective: 09/27/2009

Promulgated Under: 111.15

Statutory Authority: 5101.46

Rule Amplifies: 5101.46

[This rule designated an internal management rule]

(A) In the event a disaster or state of emergency is declared by the governor, supplemental funding for disaster-related PRC assistance and services is available 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 allocation.

(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 would 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) Funds are only available 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 and are generally limited to a thirty day period after the issuance of the executive order. The Ohio department of job and family services (ODJFS) will notify the CDJFS through allocation letters upon declaration of a disaster.

(E) Expenditures are 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.

Charges to this TANF allocation are 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) The affected counties shall submit a revised cash flow forecast to the bureau of county finance and technical assistance estimating these additional expenditures in accordance with rule 5101:9-7-05 of the Administrative Code to receive a supplement to the public assistance (PA) fund advance. County agency expenses must be reported on the JFS 02827 “Monthly Financial Statement.” (rev. 11/2000).

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

Effective: 02/01/2008

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

(A) The APS allocation reimburses 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) This allocation is issued for the state fiscal year (SFY), July first through June thirtieth.

(D) The methodology used to distribute available funds for this allocation is 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) The following expenditures may be properly charged 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) County agency expenditures must be reported on the JFS 02827 “Monthly Financial Statement” (rev. 11/2000) as contained in rule 5101:9-7-03 of the Administrative Code. Contract or vendor agreement purchased service expenditures may be obligated for a three-month period following the close of the SFY allocation period. Obligations 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. In addition, the following steps are taken 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.

(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.

Replaces: 5101:9-6-14

Effective: 03/24/2008

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

[This rule designated an internal management rule]

(A) The Ohio department of job and family services (ODJFS) disburses adult services and family services (ASFS) training subsidies to fund ASFS county department of job and family services (CDJFS) training. Trainees may include CDJFS staff and community partners who provide ASFS services or perform ASFS duties. The catalog of federal domestic assistance (CFDA) number for this subsidy is 93.667.

(B) The training subsidies are provided to four counties that serve as regional training centers (RTCs) with the responsibility of addressing statewide ASFS needs identified by CDJFSs in the service areas served by each RTC. RTCs must work in a collaborative manner to maximize efficiency and available training resources.

(1) Each RTC shall submit a quarterly report to ODJFS 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 (according to a prescribed schedule) and to the office of families and children in a format designated by ODJFS that will allow it to be posted on the ODJFS web site.

(C) Each RTC will receive a cost of instruction subsidy and an operating subsidy, per state fiscal year (SFY), to support ASFS training costs. Both subsidies will be issued each fiscal year of a biennial budget period.

(D) The cost of instruction subsidy is issued in the form of a separate allocation. Any surplus balance in the cost of instruction subsidy at the close of the first SFY will be carried forward as a supplement to the cost of instruction in the second SFY. Any surplus balance in the cost of instruction subsidy at the end of the second SFY of a biennial budget period will revert to ODJFS. The cost of instruction subsidy shall compensate the county serving as a RTC for its direct and out-of-pocket costs associated with procuring and providing ASFS. Cost of instruction subsidy – allowable costs include:

(1) Training site rental cost (when free space is not available),

(2) Hosting costs,

(3) Reproduction and printing costs not done in-house,

(4) Fees paid to third party trainers,

(5) Purchased curriculum pre-approved by ODJFS (allowable training topics are limited to course offerings in the 100, 400, 500, and 700 series of the “Ohio Human Services Training System (OHSTS) Workshops Listing Catalog,”),

(6) Supplies that will be directly consumed in the delivery of training, and

(7) Training equipment pre-approved by ODJFS.

(E) RTCs may not reprogram any of the cost of instruction subsidy away from ASFS training activities.

The cost of instruction – unallowable costs include:

(1) Manpower or travel costs incurred by RTC staff,

(2) Use of county space,

(3) Postage,

(4) Utilities,

(5) Office supplies, and

(6) Furnishing.

(F) The operating subsidy is issued as a general supplement to the county’s general social services allocation. The operating subsidy compensates the county serving as a RTC for manpower costs associated with its procurement and provision of ASFS training. Such manpower costs will not be permitted to be direct charged to the supplement. All county manpower costs associated with the procurement and delivery of ASFS training will be assessed and financed through the general cost allocation process that governs all social services operating costs. All county manpower costs will be distributed per normal cost allocation procedures.

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

Effective: 09/14/2009

Promulgated Under: 111.15

Statutory Authority: 5101.02

Rule Amplifies: 5101.02

Prior Effective Dates: 9/1/05, 9/24/07

(A) The RSSP allocation reimburses the county agency for services as detailed in rules 5101:1-2-40.2 to 5101:1-2-40.5 of the Administrative Code and for administrative expenditures related to refugee social services program activities.

This allocation is based on the statutory language contained in section 412 (c)(1)(B) of the Immigration and Nationality Act (INA), which states that “funds available for the fiscal year for grants and contracts [for social services]...shall be allocated [among states] based on the total number of refugees (including children and adults) who arrived in the United States [Ohio] not more than thirty-six months before the beginning of such fiscal year…,” or the time period used by the U.S. department of health and human services office of refugee resettlement to allocate refugee social services funds for a particular federal fiscal year (FFY).

(1) Funds distributed to counties will be less any set aside established by the U.S. department of health and human services office of refugee resettlement.

(2) The Ohio department of job and family services (ODJFS) may hold back an additional five per cent of available funds for distribution to assist other counties identified to have refugee services needs or for discretionary programs to meet specific refugee needs.

(B) This allocation consists of one hundred per cent federal funds. The catalog of federal domestic assistance number is 93.566. Distribution of at least ninety per cent of available funds will occur to those counties with a yearly average of thirty or more refugee arrivals, based on U.S. department of state refugee processing center arrival data, adjusted for actual Ohio resettlement county. Funds not expended after two quarters may be redistributed to the remaining eligible counties as described in rule 5101:9-6-02 of the Administrative Code

(C) ODJFS issues this allocation for the state fiscal year (SFY), and it is based on the anticipated revenue that ODJFS expects from the federal government based on grant award history. ODJFS may adjust the amount based on actual federal grants received.

(D) The methodology used to distribute available funds to eligible counties is as follows:

(1) Thirty per cent is based on data derived from the reported number of new refugee arrivals received by each county in the most recent calendar year (as published by the U.S. department of state, refugee processing center).

(2) Twenty per cent is based on data derived from the reported number of new refugee arrivals and received by each county in the second and third most recent calendar years (as published by the U.S. department of state refugee processing center) and the number of asylees for the county matched in the most recent U.S. department of health and human services office of refugee resettlement social services asylee report.

(3) Thirty per cent is based on the county’s number of cash assistance eligible refugee recipients as compared to the total number of refugee recipients for all eligible counties for the most recent calendar year.

(4) Twenty per cent is allocated equally among eligible counties as defined in paragraph (B) of this rule.

(E) The following expenditures and obligations may be properly charged against this allocation.

(1) Administrative expenses incurred in the administration of the social services component of the refugee social services program.

(2) Approved services provided to eligible refugees by the county agency or by contract as detailed in rules 5101:1-2-40.2 to 5101:1-2-40.5 of the Administrative Code.

(F) County department of job and family services (CDJFS) expenditures be reported on the JFS 02827 “Monthly Financial Statement” as described in rule 5101:9-7-29 of the Administrative Code. Contract or vendor agreement purchased services expenditures may be obligated for a three-month period following the close of the SFY allocation period. Obligations 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) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.

Effective: 06/09/2009

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

[This rule designated an internal management rule]

(A) The refugee targeted assistance allocation provides employment-related services and various state-approved social services that facilitate community adjustment for eligible refugees in Franklin county.

(B) This allocation begins October 2008. The grant is available for a two-year period and funds will be carried over state fiscal years until September 2010. This allocation consists of one hundred per cent federal funds. The grant that is the source of funding for this allocation has been issued under the catalog of federal domestic assistance (CFDA) number 93.584.

(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” (rev. 11/2000).

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

Effective: 03/30/2009

Promulgated Under: 111.15

Statutory Authority: 5101.02, 5101.161

Rule Amplifies: 5101.02, 5101.16, 5101.161

Prior Effective Dates: 2/1/06

(A) With the consent of the county, the SCPA is issued to the county agency responsible for children services. This allocation assists in meeting the expense of services to children.

(B) This allocation consists of state child protective services funds, state foster parent day care funds, and state kinship care funds. The combined funds received by the county agency must be deposited in the county’s children services fund.

(C) This allocation is issued for the state fiscal year (SFY), July first through June thirtieth.

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

(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 preceding fiscal year.

(2) The amount of available funds exceeding the amount initially appropriated for the immediately preceding fiscal year is allocated 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) The county agency receives an advance of this allocation within thirty days after the beginning of each calendar year quarter. The advance will not exceed one-fourth of the total allocation each quarter.

(F) County agency expenditures which may be properly charged against this allocation are those 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.

(G) County agency expenditures are reported on the JFS 02820 “Children Services Monthly Financial Statement” (rev. 03/2004) and/or the JFS 02827 “Monthly Financial Statement” (rev. 11/2000) as detailed in rule 5101:9-10-29 of the Administrative Code.

(H) The county agency must notify the Ohio department of job and family services (ODJFS) in writing by June fifteenth each year if the county elects not to receive the combined SCPA. In this instance, instead of receiving a combined allocation, the county receives the following separate allocations:

(1) State child protective allocation;

(2) Foster parent child care allocation; and

(3) Kinship care allocation.

All three of the above allocations are distributed according to the methodology contained in paragraph (D) of this rule. However, allowable expenditures under each of the separate allocations is limited according to statutory and administrative rules.

(I) 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.

(J) Each county family services agency shall be responsible for using financial assistance, as defined in rule 5101:9-6-50 of the Administrative Code, provided by ODJFS solely for performance of family services duties in accordance with state, federal, and local laws, rules, and regulations including the requirements and conditions of the corresponding federal grant award listed in rule 5101:9-6-50 of the Administrative Code.

(K) 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 5101.141 of the Revised Code, the county family services agency shall take prompt action to recover any financial assistance that is not expended in accordance with state, federal, and local requirements.

(L) 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: 02/05/2006

R.C. 119.032 review dates: 04/22/2009

Promulgated Under: 111.15

Statutory Authority: 5101.14

Rule Amplifies: 5101.14

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

(A) The Ohio department of job and family services (ODJFS) has the authority to take fiscal sanctions against the county if mandated requirements, as contained in paragraphs (C) and

(D) of this rule, are not met.

(B) ODJFS calculates the specific sanction amount that is owed and provides notification to the county agency. The county agency must return the sanction amount that is owed within ninety days after notification. Funds that are not returned will be certified for collection to the Ohio attorney general.

(C) Sanction related to maintenance of effort (MOE):

(1) Services to children as used in this rule refer only to children’s protective services, home-based services to children and families, foster home services, residential treatment services, adoptive services, and independent living services;

(2) ODJFS will reduce the current year combined SCPA if in the preceding calendar year the total amount expended for services to children from local funds and Title XX funds was less than the total expended from those sources in the second preceding calendar year. The reduction is equal to the difference between the total expended in the preceding calendar year and the total expended in the second preceding calendar year; and,

(3) The determination of whether the amount expended for services to children was less in the preceding calendar year than in the second preceding calendar year shall not include a difference due to any of the following factors:

(a) An across-the board reduction in the county budget as a whole;

(b) A reduced or failed levy specifically earmarked for children’s services;

(c) A reduced allocation of federal Title XX funds to the county; or,

(d) The closure of, or reduction in the operating capacity of, a children’s home or a group home owned and operated by the county.

(4) A difference due to any of the factors contained in paragraph (C)(3) of this rule shall only be considered to the extent it does not exceed the difference in calendar year expenditure for services to children.

(5) A MOE report, based upon data collected on the JFS 02820 “Children Services Monthly Financial Statement” (rev.3/2004) and/or the JFS 02827 “Monthly Financial Statement”

(rev.11/2000) is prepared by ODJFS and sent to the county agency by April first each year. If the MOE report shows that the county agency does not meet mandated children services expenditure requirements, the county agency must submit a waiver request. ODJFS has the ability to grant whole or partial waivers for the MOE provision. Any funds recovered through the MOE sanction may be reallocated to those counties that complied with the MOE requirement.

(D) Sanction related to determination/redetermination.

(1) The county is required to determine/redetermine the possibility of adoption for special needs children who are placed in a setting other than with a person seeking to adopt.

(2) If the county fails to meet the determination/redetermination requirements as per rule 5101:2-48-07 of the Administrative Code, ODJFS has the authority to withhold fifty per cent of the combined SCPA funds for which it would otherwise be eligible for the month of noncompliance.

Effective: 02/05/2006

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

(A) The Talbert house allocation reimburses up to two hundred thousand dollars in state fiscal year (SFY) 2008 to Talbert house for expenditures of non-medical or alcohol services for temporary assistance for needy families (TANF) eligible families in Hamilton county.

(B) This allocation is issued on a state fiscal year (SFY) basis, July first through June thirtieth. Any amount of funding that remains unspent at the end of SFY 2008 may be transferred to SFY 2009. The opportunity for reimbursement shall expire on June 30, 2009. The Talbert house may claim reimbursement for expenses incurred on or before June 30, 2009 no later than September 30, 2009.

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

(D) Expenditures are reported on the JFS 02827 “Monthly Financial Statement” (rev. 11/2000).

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

Effective: 10/19/2007

Promulgated Under: 111.15

Statutory Authority: 5101.02, 5101.161

Rule Amplifies: 5101.02, 5101.161

Prior Effective Dates: 2/1/06

(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) The project began on October 1, 1997 and its duration, research objectives, and composition are governed by and agreement executed jointly by the United States department of health and human services (HHS) and the Ohio department of job and family services (ODJFS).

(C) HHS waives various provisions of the Social Security Act (SSA) of 1935 and the Code of Federal Regulations to permit counties participating in the demonstration to expend Title IV-E foster care maintenance (FCM) on services and children that are not otherwise allowable or eligible under Title IV-E.

(D) The distribution of funds is determined on a federal fiscal year (FFY) basis by multiplying the following two variables:

(1) Projected number of placement days; and,

(2) Inflation adjusted per diem cost.

(E) The above variables are used to determine the initial aggregate payment that is made to each participating county for the FFY. 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 an increasing or decreasing payment to counties participating in the demonstration.

(F) The Title IV-E waiver provides new flexibility, but no new money. Under the demonstration, Title IV-E foster care maintenance (FCM) funds are advanced as a capitation rather than reimbursed.

(G) Each public children services agency (PCSA) that is a member of the demonstration shall provide the non-federal share requirement for the capitation revenue that it will receive during the demonstration.

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

(I) ODJFS will be responsible for advising each PCSA of their non-federal share requirement in the form 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.

(J) Participating counties receive one twelfth of their annual capitation in equal installments on a FFY basis. The JFS 02531 “Certification Sheet” (rev. 6/2004) is not required because the demonstration capitation represents a liquidated pre-payment of the federal government’s Title IV-E FCM obligation in each demonstration county rather than an allocation.

(K) Each PCSA that is a member of the demonstration project shall establish a sub account within the PCSA general ledger into which the county will record capitation receipts and the required non-federal share. Disbursements shall also be recorded in this sub account. The PCSA shall code the expenditures from this sub account.

(L) 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.

(M) At their discretion, the PCSA may advance reserve the non-federal share requirement for future projected capitation payments.

(N) A PCSA that advance reserves the non-federal share requirement for its projected capitation payments need not reserve additional non-federal share until such time as the aggregate total amount of such non-federal share that has been reserved is insufficient to fully support the non-federal share requirement for the aggregate sum of capitation revenue that has been received by the PCSA’s children services funds during the current demonstration budget cycle.

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

(O) ODJFS will 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 if the PCSA can demonstrate that the failure was solely attributable to timing issues associated with the disbursement of county tax revenues due to the PCSA and the PCSA shows that it has fully met its non-federal share requirement by the close of each demonstration budget year.

(P) Mappings in the state automated accounting system have been established where a waiver county shall report the expenditures made from the fund. Mappings have also been developed to record and/or account for the deposit of the required non-federal share from their local levy funds, state child protective allocation (SCPA) and/or local funds.

(Q) ODJFS bureau of county finance and technical assistance (BCFTA) will map codes in central office reporting (CORe) for disbursements.

(R) Revenues and expenditures, including actual FCM payments, relating to the demonstration must be reported on the JFS 02820 “Children Services Monthly Financial Statement”

(rev. 3/2004) as described in rule 5101:9-10-29 of the Administrative Code.

(S) 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.

(T) Each county family services agency shall be responsible for using financial assistance, as defined in rule 5101:9-6-50 of the Administrative Code, provided by ODJFS solely for performance of family services duties in accordance with state, federal, and local laws, rules, and regulations including the requirements and conditions of the corresponding federal grant award listed in rule 5101:9-6-50 of the Administrative Code.

(U) 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 5101.141 of the Revised Code, the county family services agency shall take prompt action to recover any financial assistance that is not expended in accordance with state, federal, and local requirements.

(V) 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.

Replaces: 5101:9-6-25

Effective: 12/01/2005

R.C. 119.032 review dates: 12/01/2010

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

[This rule designated an internal management rule]

(A) This Title IV-E allocation consists of federal funds and the catalog of federal domestic assistance number is 93.658. The federal financial participation (FFP) rate is fifty per cent for administrative costs. The federal foster care maintenance reimbursement amount for foster care maintenance (FCM) allowable costs on behalf of Title IV-E eligible children is established by the department of health and human services every October first. 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.

(B) The Ohio department of job and family services (ODJFS) administers federal payments for FCM and adoption assistance (AA) pursuant to Title IV-E of the Social Security Act. The social services random moment sample time study (SSRMS) is used to identify percentages for county employee efforts directed to Title IV-E activities. These Title IV-E funds are distributed by ODJFS to the public children services agency (PCSA) and adoptive parents.

(1) Administration and training costs.

(a) 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 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 family and children services information system (FACSIS) or statewide automated child welfare information system (SACWIS) population data.

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

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

(ii) Cost data from the JFS 02820 “Monthly Financial Statement-Childrens Services Fund” (rev. 3/2004) or the JFS 02827 “Monthly Financial Statement-Public Assistance Fund Certification Sheet” (rev. 11/2000) as appropriate;

(iii) Population data from FACSIS or SACWIS;

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

(a) The size of each county’s social services cost pool as reported on the JFS 02820 or, for combined agencies, the JFS 02827;

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

(c) 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 FACSIS/SACWIS.

(c) ODJFS notifies the PCSA of the total amount of Title IV-E federal funds available for administrative and training activities as derived from the quarterly SSRMS calculations.

(d) The PCSA may report up to the total amount available as Title IV-E administration and training costs.

(e) The Title IV-E administration and training funding is distributed to the PCSA quarterly, based on the amount reported.

(2) FCM reimbursements.

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

(b) 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.

(c) 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:

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

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

(3) AA payments.

(a) 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.

(b) ODJFS provides the nonfederal share of AA payments up to the maximum level payments of two hundred forty dollars per month for a Title IV-E only child, and four hundred eighty dollars per month for a child determined to be dual eligible (Title IV-E and state adoption maintenance subsidy) 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.

(c) 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 on the FACSIS benefits issuance system or SACWIS, if applicable.

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

(1) FACSIS or SACWIS, if applicable;

(2) JFS 01659 “Title IV-E Auxiliary Payment Authorization” (rev. 3/2007);

(3) JFS 01925 “Monthly Title IV-E FCM Invoice” (rev. 8/2002); or

(4) An advance from ODJFS to counties participating in “ProtectOhio” as explained in rule 5101:9-6-25 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: 09/01/2009

Promulgated Under: 111.15

Statutory Authority: 5101.141

Rule Amplifies: 307.86

Prior Effective Dates: /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

(A) As outlined in section 5107.76 of the Revised Code and reported in accordance with rule 5101:9-7-06 of the Administrative Code, a county department of job and family services (CDJFS) is entitled to earnings for the recovery of erroneous payments as follows:

(1) Fifty per cent of the nonfederal share of the erroneous payments it determines occurred prior to October 1, 1996 (ADC), regardless of when recovery is made, less the county participation percentage;

(2) Twenty-five per cent of the erroneous payments it determines occurred on or after October 1, 1996 (TANF/OWF); and

(3) Twenty five per cent of the total DFA payments it recovers.

(B) Earnings for recovery of erroneous payments do not apply to participant expense allowances or other support service cash benefits.

(C) Earnings for recovery of erroneous payments apply to overpayments recovered through grant reduction, but are not able to be applied to the amount of overpayment offset by underpayment. However, any net overpayment amount results in earnings when collected and appropriately reported.

(D) Cash collection of erroneous payments listed in paragraph (A) of this rule must be deposited in the public assistance fund and reported on the JFS 02827 “Monthly Financial Statement” (rev. 11/2000) using the classification code for earnings from collections.

(E) The earnings for recovery of erroneous ADC payments that occurred after October 1, 1996 and TANF/OWF cash assistance payments must be used for TANF programs and cannot be used for any other purpose.

(F) The earnings for recovery of erroneous TANF/OWF cash assistance payments during each state fiscal year (SFY) will be issued as an allocation for the following SFY. Any balance of the earnings for recovery of erroneous TANF/OWF cash assistance payments allocation will not carry forward past the year it is issued as an allocation.

(G) CRIS-E reports “GRP670RA” and “RB” will be used by the ODJFS office of fiscal services to calculate the earnings from grant reductions and state tax refund offset program (STOP) collections.

Replaces: 5101:9-10-49

Effective: 12/13/2007

R.C. 119.032 review dates: 12/01/2012

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

(A) This rule describes the distribution of local child support enforcement agency (CSEA) performance incentives from the Ohio department of job and family services (ODJFS). The process described in this is effective October 1, 2007.

(B) Incentive payments are based on ODJFS estimates of the amount of incentives Ohio will receive from the federal office of child support enforcement during the federal fiscal year (FFY) as described in rule 5101:12-1-54 of the Administrative Code.

The amount of federal incentives distributed to the state is an estimated amount. The actual amount of federal incentives 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 overpayments or underpayments in federal incentives.

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

(C) Nonfederal share and federal incentives.

(1) The CSEA is responsible for providing the nonfederal share of allowable administrative expenditures incurred in the administration of the Title IV-D program. The state child support allocations are used to assist in meeting the nonfederal share required of the CSEA to earn federal reimbursement.

Public funds, other than those derived from private sources, as described in rule 5101:12-1-50 of the Administrative Code may be considered as the nonfederal share. Funds treated as Title IV-D program income pursuant to paragraph (A)(3)(c) of rule 5101:12-1-50 of the Administrative Code may not be considered as the nonfederal share.

(2) The nonfederal share is one or more of the following:

(a) State child support allocations;

(b) Incentives earned on medical support payments;

(c) Non Title IV-D interest or fees; and/or

(d) Local general funds appropriated by the county commissioners.

(D) ODJFS shall retain funds from the federal incentives described in rules 5101:12-1-54 and 5101:12-1-54.1 of the Administrative Code to reimburse ODJFS for:

(1) Fees charged to the state for successful internal revenue service (IRS) offsets; and

(2) IRS adjustments resulting from injured spouse claims or amended tax returns.

(E) A CSEA may be subject to a hold back from its maximum incentive potential as described in rule 5101:12-1-54.1 of the Administrative Code. The final reconciled payment includes necessary adjustments based upon previous incentive overpayments or underpayments to ODJFS from the federal government pursuant to 45 C.F.R. 305 (October 1, 2005).

(F) Beginning with January 2008, one-twelfth of the estimated amount of annual incentives is distributed to the CSEA each month via electronic funds transfer (EFT) along with the normal draw of funds described in rule 5101:9-7-02 of the Administrative Code. Each CSEA receives a monthly adjustment letter stating the amount deducted for state Title IV-D expenditures as described in paragraph (D) of this rule.

(G) In accordance with section 5101.23 of the Revised Code and federal regulations at 45 C.F.R. 305.35 (October 1, 2005), the CSEA shall spend funds only for allowable Title IV-D expenditures unless approval is received from the federal department of health and human services. Expenditures are reported on the JFS 02750 “Child Support Administrative Fund Monthly Financial Statement” (rev. 10/2005).

The CSEA is responsible for administrative expenditures not allowable under the Title IV-D program, including, but not limited to, expenditures related to cases that are not Title IV-D eligible.

Effective: 03/01/2008

R.C. 119.032 review dates: 03/01/2012

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

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

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

(3) Disability financial assistance (DFA) and disability medical assistance (DMA) benefits, and county administration of those programs;

(4) County administration of food stamps (FS); and

(5) County administration of medicaid.

(B) 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 ten 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 percentages calculated in paragraph (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 and DMA benefits, and county administration of DFA and DMA as determined allowable by ODJFS during the SFY that ended in the previous calendar year.

(3) FS 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 FS 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 for the most recent available year by the current estimate of population prepared by the Ohio department of development (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 FS 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 each quarter. 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) The county family service agency shall enter the quarterly mandated share (MS) budgeted amount into the county financial system for each of the applicable programs as follows:

(1) Medicaid as medicaid MS;

(2) FS as FS MS;

(3) DFA as DFA MS; and

(4) OWF/PRC as OWF/PRC MS.

(H) At the end of each month, the quarterly information consolidated plus (QuIC+) system must adjust the county reported expenditures and apply a portion of the medicaid, FS, DA, and/or temporary assistance for needy families (TANF) expenditures to the mandated share budget.

(1) The total of the monthly expenditures applied to mandated share must be equal to one-twelfth of the annual mandated share budget. Adjustment detail must be available on the post allocation adjustment report within the QuIC+ system.

(2) Post allocation adjustments to reported expenditures must result in an automatic adjustment to the applicable MS budgets.

(3) 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 during quarterly and annual closeout reconcile.

(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.

Replaces: 5101:9-10-31

Effective: 08/21/2008

R.C. 119.032 review dates: 08/01/2013

Promulgated Under: 111.15

Statutory Authority: 5101.16, 5101.161

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

[This rule designated an internal management rule]

(A) The “Chafee” allocation, issued under the “Catalog of Federal Domestic Assistance” (CFDA) number 93.674, reimburses a 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 state funds.

(C) This allocation is issued for the state fiscal year (SFY), July first through June thirtieth.

(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 SFY.

(E) ODJFS will distribute the twenty per cent portion of state funding via the state child protective allocation (SCPA).

(F) Services reimbursable under the “Chafee” allocation are outlined in rule 5101:2-42-19 of the Administrative Code for independent living services for a youth still in the custody of an agency and in rule 5101:2-42-19.2 of the Administrative Code for youth who have emancipated and request independent living services.

(G) The PCSA shall report expenditures on the JFS 02820 “Children Services Monthly Financial Statement” as described in rule 5101:9-7-29 of the Administrative Code. In a combined agency, shared costs allocated to “Chafee” shall be reported on the JFS 02827 “Monthly Financial Statement-Public Assistance Fund Certification Sheet” 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 allocation.

Replaces: 5101:9-6-35

Effective: 01/30/2009

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, 07/2/02 (Emer), 9/28/02, 2/20/04

(A) Separate emergency services assistance allocations reimburse the county for family pre-placement preventative and reunification services.

(1) This allocation consists of seventy-five per cent federal Title IV-B, part two funds and twenty-five per cent local funds as the nonfederal share.

(2) This allocation is issued for the state fiscal year (SFY), July first through June thirtieth.

(3) The methodology used to distribute available funds is as follows.

(a) Forty per cent is distributed with each county receiving an equal share.

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

(4) Allowable expenditures consist of emergency services assistance as set forth in rule 5101:2-39-06 of the Administrative Code.

(5) County agency expenditures are reported on the JFS 02820 “Children Services Monthly Financial Statement” (rev.3/2004) as described in rule 5101:9-10-29 of the Administrative Code.

(B) The emergency services assistance program provides family preplacement preventative and reunification services as contained in rule 5101:2-39-06 of the Administrative Code. Payment for emergency services may not be made to the family. Services made available by the county agency may be paid for through utilization of the following funding sources, if appropriate:.

(1) Emergency services assistance allocation as contained in paragraph (A) of this rule;

(2) Title IV-B allocation as contained in rule 5101:9-6-37 of the Administrative Code;

(3) Title IV-E funds;

(4) Federal social services allocation, through the county department of job and family services (CDJFS), as contained in rule 5101:9-6-12 of the Administrative Code;

(5) Combined state child protective allocation as contained in rule 5101:9-6-19 of the Administrative Code;

(6) Temporary assistance for needy families (TANF) allocation – through the CDJFS as contained in rule 5101:9-6-08 of the Administrative Code; and,

(7) Local funds.

(C) Emergency services assistance expenditures must be reported on the JFS 02820 as described in rule 5101:9-10-29 of the Administrative Code.

(D) For a combined CDJFS/ public children services agency (PCSA), administrative costs for emergency services assistance are reimbursed to the CDJFS through the social services random moment sample (SSRMS) process as detailed in rule 5101:9-7-20 of the Administrative Code. For a separate PCSA, administrative costs for emergency services are recognized through the SSRMS process, but are nonreimbursable by ODJFS. Therefore, a separate PCSA must have a memorandum of understanding (MOU) with the CDJFS to receive reimbursement for administrative costs.

(E) 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.

(F) Each county family services agency shall be responsible for using financial assistance, as defined in rule 5101:9-6-50 of the Administrative Code, provided by ODJFS solely for performance of family services duties in accordance with state, federal, and local laws, rules, and regulations including the requirements and conditions of the corresponding federal grant award listed in rule 5101:9-6-50 of the Administrative Code.

(G) 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 and shall take prompt action to recover any financial assistance that is not expended in accordance with state, federal, and local requirements.

(H) 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: 02/05/2006

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, 02/20/04

(A) The Title IV-B allocation reimburses the county for delivery of children services as described in the Ohio child and family services plan.

(B) This allocation consists of federal funds. The catalog of federal domestic assistance (CFDA) number for this allocation is 93.645. The county must use eligible state funding or provide local funds at a twenty-five per cent match rate 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 Ohio department of job and family services (ODJFS) issues this allocation by grant period. Expenditures in excess of the allocation amount are the responsibility of the county agency.

(D) ODJFS uses the following methodology to distribute available funds:

(1) Forty per cent is distributed with each county receiving an equal share.

(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 statewide in the same category, utilizing the most recent available United States bureau of census figures.

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

(G) The county agency reports expenditures on the JFS 02820 “Children Services Monthly Financial Statement” (rev. 3/2004) and/or the JFS 02827 “Monthly Financial Statement” (rev. 11/2000).

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

Effective: 09/03/2009

R.C. 119.032 review dates: 06/18/2009 and 09/01/2014

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

(A) The Title IV-B adoption allocation will increase funds available for adoption programming. The public children services agency (PCSA) will receive funds based on the following criteria:

(1) The average number of children, ages nine and older, who were served during the previous three state fiscal years (SFY), July first through June thirtieth; and

(2) Number of permanently committed children who have been in the agency’s custody on July first of the current SFY for sixteen months or less who are not placed in an adoptive home.

(B) This allocation consists of federal funds and the catalog of federal domestic assistance (CFDA) number is 93.556. The county must provide local funds at a twenty-five per cent match rate 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 allocation is issued for the SFY. A July through September quarter control amount, which is approximately one-fourth of the total allocation, is included in the allocation letter.

(D) Funds available under the allocation may be used only for services and activities designed to encourage more adoptions out of the foster care system, when adoptions promote the best interests of children, including such activities as preand post-adoptive services and activities designed to expedite the adoption process and support adoptive families. These services can include purchased services or one-time incentive payments to adoptive families upon finalization. Examples of allowable purchased services include:

(1) Contracts or grants for family recruitment and home studies;

(2) Pre-adoptive training for parents and families;

(3) Peer counseling and mentoring for pre-adoptive parents and families;

(4) Pre-finalization case management;

(5) Permanency planning and preparation groups for youth; and

(6) Recruitment campaigns (including faith-based campaigns) and promotional activities.

(E) Allocation funds cannot be used to cover PCSA staff time or general operating costs.

(F) Pursuant to rule 5101:9-7-29 of the Administrative Code, county agency expenditures are reported on the JFS 02820 “Children Services Monthly Financial Statement” (rev. 3/2004) or the JFS 02827 “Monthly Financial Statement” (rev. 11/2000). Allowable costs correctly reported will be reimbursed at a rate of seventy five per cent of the amount reported up to the PCSA allocation amount. Expenditures in excess of the control amount may be the responsibility of the county agency.

(G) By August 30, 2008, and every year thereafter, participating PSCA must submit an “Outcomes and Progress Report” to the ODJFS office of children and families, addressing the following topics:

(1) A description of the contract(s) and services funded through the adoption allocation; and

(2) Results of the contract(s), including the number and names of temporary assistance for needy families (TANF) eligible approved home studies.

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

Effective: 11/01/2007

Promulgated Under: 111.15

Statutory Authority: 5101.02

Rule Amplifies: 5101.02, 5103.07

[This rule designated an internal management rule]

(A) Effective October 1, 2007, Title IV-B, subpart 2, funding is being allocated to assist public children services agencies (PCSAs) in meeting new federal performance standards related to the visitation of children in substitute care by the caseworker handling the case of the child.

(B) The allocation is to support PCSAs efforts in visiting children who are in the agency’s custody. The allocation may only be used in meeting the requirements set forth in rule 5101:2-42-65 of the Administrative Code. This may include support toward staff resources, as well as related staff development, retention, recruitment and access to technology.

(C) This allocation consists of seventy-five per cent federal funds issued under the catalog of federal domestic assistance (CFDA) number 93.556. The county shall provide local funds at a twenty-five per cent match rate for the nonfederal share. When the nonfederal share includes donated funds, rule 5101:9-7-50 of the Administrative Code must be followed.

(D) The allocation is issued for the state fiscal year (SFY), July first through June thirtieth. Fund balances at the end of SFY 2008 will be carried forward to the first quarter of SFY 2009 and fund balances at the end of SFY 2009 will be carried forward to the first quarter of SFY 2010. Expenditures shall be reported on the JFS 02820 “Monthly Financial Statement” (rev. 3/2004). Funds must be expended by September 30, 2009.

(E) PCSAs will receive their portion of the total allocation based on the number of children in substitute care by county divided by the total number of children in substitute care in Ohio, based on calendar year (CY) 2006.

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

Effective: 12/01/2007

Promulgated Under: 111.15

Statutory Authority: 5101.02

Rule Amplifies: 5101.02, 5103.07

[This rule designated an internal management rule]

(A) PASSS reimburses the public children services agency (PCSA) for post adoption services, as contained in rule 5101:2-44-13.1 of the Administrative Code, to meet an eligible child’s special needs.

(B) To receive reimbursement for post adoption services, PCSA expenditures must be reported on the JFS 02820 “Monthly Financial Statement-Children’s Services Fund” (rev. 3/2004).

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

Effective: 03/27/2009

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

[This rule designated an internal management rule]

(A) The OCTF child abuse and neglect allocation encourages the county to develop child abuse and neglect prevention month activities in conjunction with the statewide prevention campaign sponsored by the OCTF.

(B) This allocation consists of a portion of the OCTF state special revenue fund.

(C) The allocation is only available for expenditures incurred in conjunction with child abuse and neglect prevention month, April first through April thirtieth.

(D) The amount of the allocation is determined by the availability of OCTF state special revenue dollars. Available funds are equally disbursed to all counties.

(E) Allowable expenditures are restricted solely to child abuse and neglect prevention month expenses. The allocation may not be used to purchase or reimburse the following:

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

(2) Nonconsumable supplies or equipment with value in excess of five hundred dollars;

(3) Renovation or construction costs; and

(4) Expenditures incurred for activities not directly related to child abuse and neglect prevention month.

(F) County agency expenditures must be reported on the JFS 02820 “Children Services Monthly Financial Statement” as described in rule 5101:9-7-01 of the Administrative Code. All expenditures must be reported during the applicable SFY.

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

Effective: 04/19/2008

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

(A) The Ohio department of job and family services (ODJFS) receives federal funds from the children’s justice act (CJA). ODJFS may allocate these funds, consistent with the purposes outlined in the approved state plan, to regional training centers (RTC) or public children services agencies (PCSA) for the purpose of providing multidisciplinary training events to professionals involved in the investigation or prosecution of child abuse.

(B) Funding is drawn one hundred per cent from the CJA grant issued in accordance with the catalog of federal domestic assistance (CFDA) number 93.643 guidelines. If ODJFS determines the funding shall be used for multidisciplinary training, allocations will be issued during the state fiscal year (SFY): July first through June thirtieth.

(C) Funding provided by ODJFS for multidisciplinary training is subject to the availability of federal funds. If at any time the ODJFS director determines federal funds are insufficient, the ODJFS director may reduce, suspend, or terminate the granting of multidisciplinary training funds.

(D) The purpose of the training is to improve the investigation, prosecution, and judicial handling of cases of child abuse and neglect, particularly child sexual abuse and exploitation, in a manner that limits additional trauma to the child victim.

(E) Allowable training expenditures include:

(1) Marketing costs, including brochure development, registration forms, and postage.

(2) Costs associated with the production of audio and visual aids.

(3) Reproduction and printing costs.

(4) Supplies directly related to the training delivery.

(5) Refreshments.

(6) Facility rental.

(7) Accreditation fees.

(8) Fees paid to third party trainers.

(F) These funds cannot be used to support PCSA staff or administrative costs, except for travel expenses directly incurred for this training.

(G) A RTC or PCSA receiving these funds will be responsible for all training costs, including, but not limited to:

(1) Providing a training site.

(2) Securing appropriate trainers.

(3) Marketing the training.

(4) Ensuring all training products include the following proviso: “This event is made possible through Children’s Justice Act funds awarded to the Ohio Department of Job and Family Services by the U.S. Department of Health and Human Services to improve the investigation and prosecution of child abuse.”

(5) Performing all training related registration activities, including attendance confirmation and on-site registration.

(6) Overseeing each training session, including the provision of a session facilitator who will serve as a liaison between the trainers and site management.

(7) Providing all training materials, including, but not limited to:

(a) Audiovisual equipment; and

(b) Handout material.

(8) Securing in-service accreditation, including, but not limited to:

(a) Continuing legal education (CLE); and

(b) Continuing education units (CEU).

(H) Expenditures are reported on the JFS 02820 “Monthly Financial Statement Childrens Services Fund (rev. 3/2004).”

(I) Within thirty calendar days from the completion of the training, the RTC or PCSA shall submit to ODJFS, office of children and families (OCF), the following information via mail, facsimile transmission or electronic mail :

(1) A list of the names of the training participants and the agencies they represent.

(2) Three copies of all promotional materials.

(3) A copy of all participant evaluations or an aggregate synopsis of the training evaluation. At a minimum, the evaluations must include:

(a) A measurement of the impact on the system serving abused or neglected children;

(b) An assessment of the significant changes the training provided in the participant population knowledge, attitude, and/or behavior; and

(c) A statement assessing whether the training activity resulted in the anticipated changes and improvements to the child welfare system.

(J) A RTC or PCSA receiving a multidisciplinary training allocation shall be responsible for using financial assistance, as defined in rule 5101:9-6-50 of the Administrative Code, provided by ODJFS solely for performance of family services duties in accordance with state, federal, and local laws, rules, and regulations including the requirements and conditions of the corresponding federal grant award listed in rule 5101:9-6-50 of the Administrative Code.

Effective: 03/19/2007

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

(A) The “Trade Adjustment Assistance Act” is a federally funded program designed to assist individuals who become unemployed as a result of increased imports from, or shifts in production to, foreign countries. The program emphasis is obtaining the quickest path to reemployment.

(B) Although provision of training is a significant component to the trade program, the program is not an entitlement. This trade training assistance is outlined in section 17.245 of the catalog of federal domestic assistance (CFDA). In order for a training contract to be executed through the trade program, the following six criteria, as specified in federal law, must be satisfied:

(1) Reasonable expectation of employment on completion in the labor market area.

(2) Demonstrated ability to support self while in the training through the completion of the program.

(3) Reasonable cost of training is competitive for the program in the area including quickest completion, as duration may influence costs.

(4) No suitable work is available for the worker without additional training.

(5) Training is appropriate for the worker or there is a reasonable expectation of completion.

(6) Training is reasonably accessible from the worker’s place of residence.

(C) The trade adjustment assistance allocation provides reimbursement funds for training services consistent with the guidelines of the Workforce Investment Act of 1998 (WIA) that are specifically designed for eligible individuals to obtain or retain employment.

(D) Expenditures must be reported on the “Monthly Financial Statement WIA Certification Sheet” (JFS 01992).

Effective: 01/15/2007

Promulgated Under: 111.15

Statutory Authority: 5101.02

Rule Amplifies: 5101.02

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

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

Rescinded eff 2-5-06

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

Rescinded eff 6-12-08

Rescinded eff 9-28-09

[This rule designated an internal management rule]

(A) The Ohio department of job and family services (ODJFS) has implemented plans for a demonstration of career advancement account allocations for employed and unemployed workers impacted by realignments and closures of companies, and who have limited access to other training programs. The CAA demonstration enables impacted workers to gain necessary skills to enter, navigate, and advance in viable new careers through training.

(B) The CAA demonstration allocations consist of one hundred per cent federal funds. The catalog of federal domestic assistance (CFDA) number assigned to these allocations is 17.260.

(C) Ohio is one of eight participating states and receives technical and fiscal assistance from the employment and training administration (ETA) of the U.S. department of labor (DOL). The local WIA area shall track and report grant fund expenditures using the JFS 01992 “Workforce Investment Act (WIA) Fund Certification Sheet” (rev. 4/2006).

(D) Total administration of the CAA grant is limited to five per cent or one hundred fifty thousand dollars of the three million dollar award. The remaining two million eight hundred fifty thousand dollars will be spent on CAA training accounts. ODJFS shall send two separate allocations to the local WIA area fiscal agent. One allocation is for the funds requested for program services and an additional allocation is for the administrative costs associated with this grant.

(E) Utilization of the CAA must adhere to the following:

(1) Eligible impacted workers may receive a two-year career advancement account total amount of six thousand dollars.

(2) All training providers must offer degrees, licenses, or industry recognized certificates.

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

Effective: 05/26/2009

Promulgated Under: 111.15

Statutory Authority: 5101.02

Rule Amplifies: 5101.02

Prior Effective Dates: 7/06/07, 7/15/08

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

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).

(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 (A)(4) of section 5101.213 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: 04/30/2007

Promulgated Under: 111.15

Statutory Authority: 5101.21, 5101.213

Rule Amplifies: 5101.21, 5101.213

Prior Effective Dates: 10/1/03, 2/5/06

(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 service duties. As a condition of receiving financial assistance, county family services agencies must comply with the program and fiscal requirements as set forth in this rule. 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 service 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, Title 45 of the Code of Federal Regulations Parts 74, 92, and 96, Title 7 of the Code of Federal Regulations Part 3016, OMB Circulars A-87, A-102, and A-133, 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 CFR Part 205, 45 CFR Parts 74, 92, and 96, 7 CFR Part 3016, Transmittal No. TANF-ACF-PI-01-02 issued by the United States department of health and human services, and ODJFS requirements;

(3) Utilize a financial management system and other accountability mechanisms for the financial assistance that meet requirements established by ODJFS and uses the ODJFS designated software programs to report financial and other data to ODJFS;

(4) Provide all program and financial reports and updates in accordance with the timeliness schedules and formats established by ODJFS;

(5) Monitor all private and government entities that receive a payment from financial assistance through contracts or grants with the county family services agency to ensure that expenditures 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.

(6) 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;

(7) Promptly reimburse ODJFS the amount that ODJFS determines to be unallowable expenditures through an audit or other review of county family services agency expenditures;

(8) 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 county family services agency expenditures with financial assistance provided to the county family services agency by ODJFS. If ODJFS determines that the amount of financial assistance provided by ODJFS exceeds the allowable amount of county family services agency expenditures, ODJFS may require the county family services agency to make one or more payments to ODJFS for the amount determined by ODJFS. ODJFS may also adjust, offset, withhold, or reduce financial assistance as necessary to recover the amount of excess financial assistance.

(E) Actions by ODJFS pursuant to paragraphs (C) and (D) of this rule are not subject to section 5101.24 of the Revised Code.

Replaces: 5101:9-6-51

Effective: 11/01/2005

Promulgated Under: 111.15

Statutory Authority: 5101.213

Rule Amplifies: 5101.213

Prior Effective Dates: 7/01/05

Rescinded eff 3-31-08

(A) The NEG allocation is intended to temporarily expand employment-related services for dislocated workers at the state and local levels by providing time-limited funding assistance in response to significant dislocation events including economic globalization, business fluctuations and disasters in accordance with Section 173 of the Workforce Investment Act of 1998 (WIA).

(B) When a workforce investment area receives an NEG allocation, the JFS 01992 “WIA Fund Certification Sheet” shall be completed and submitted to ODJFS on a monthly basis in order to meet reporting requirements as established by the United States department of labor. The JFS 01992 must be submitted by the twentieth of the month following the expenditure month.

(C) Allowable services include, but are not limited to, the following:

(1) Participant wages paid to participants enrolled in an approved NEG disaster grant;

(2) Participant fringe benefits paid on behalf of participants enrolled in an approved NEG disaster grant;

(3) Core and intensive services including:

(a) Cost of staff, facilities, equipment, supplies and other costs associated with providing basic services to NEG participants;

(b) Activities such as:

(i) Eligibility determination;

(ii) Outreach;

(iii) Intake;

(iv) Initial assessment of skills, aptitudes, abilities and supportive services needs;

(v) Job search;

(vi) Placement assistance; and,

(vii) Access to information;

(c) Comprehensive and specialized assessment of skill levels;

(d) Development of individual employment plans;

(e) Counseling;

(f) Career planning; and,

(g) Short term pre-vocational services;

(4) Training services including cost of staff, facilities, equipment, supplies, individual training accounts (ITA), on the job training contracts (OJT) and other costs associated with providing training services to WIA participants;

(5) Supportive services necessary for an individual to participate in the NEG program, including:

(a) Transportation;

(b) Child care; and,

(c) Dependent care;

(6) Needs related payments (NRP) in accordance with Section 134(e)(3) of the WIA if specifically approved by the grant;

(7) NRP program management and oversight including administrative activities performed by a contractor or sub-grantee of the Ohio department of job and family services (ODJFS) in the operation of a NEG. NRP program administration including costs for administrative activities in accordance with 20 C.F.R. 667.220, which would include direct and indirect costs for the following:

(a) Accounting, budgeting, financial and cash management, procurement, purchasing, personnel management, payroll, audit, management information systems, oversight and monitoring functions;

(b) General legal services; and,

(c) Cost of goods, services and travel for the activities identified in paragraph (C)(3) of this rule; and,

(8) Other costs associated with operating the project that do not include administrative costs and have been authorized by the grant.

Effective: 10/15/2006

Promulgated Under: 111.15

Statutory Authority: 5101.02

Rule Amplifies: 5101.02

Prior Effective Dates: 6/5/05

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

(A) The Multiethnic Placement Act (MEPA), as amended, requires the racial and ethnic diversity of families waiting to adopt be reflective of the racial and ethnic diversity of the children waiting to be adopted. The Ohio department of job and family services (ODJFS) requires an increase in recruitment and approval of African-American adoptive families to ensure compliance with MEPA requirements. The source of funding for this allocation is temporary assistance for needy families (TANF) 93.558.

(B) This allocation is issued on a state fiscal year (SFY) basis, July first through June thirtieth. A total of seven hundred fifty thousand dollars in TANF funds is available for state fiscal years (SFY) 08 and SFY 09. This funding will be allocated to six specific public children service agencies (PCSAs) that have been identified as having the highest number of African-American children in their permanent custody. This includes children placed for adoption and adoptions not yet finalized. It will also include all other African-American children in permanent custody. Calculations for the allocation are based on the number of African-American children the county has in custody compared to the total number of African-American children in the six PCSAs.

(C) Allowable expenditures that may be properly charged against the allocation must be reported on the JFS 02820 “The Children Services Monthly Financial Statement” (revised 04/2006) and must be submitted no later than June thirtieth of each fiscal year.

(D) Funding under the allocation can only be used to contract with an individual (personal services contractor) or another third party entity for the purpose of producing two-parent African-American approved applicants, or single-parent African-American approved adoptive applicants whose income is less than one hundred twenty per cent of the state median income standard scaled to family size.

(E) Allocation funds cannot be used to cover PCSA staff time, nor the development of recruitment campaigns, or the purchase of other recruitment materials, unless such campaigns or materials are specifically targeted to seeking the participation of two-parent adoptive families.

(F) Effective October , 31, 2008 and quarterly thereafter, participating PSCAs must submit an “Outcomes and Progress Report” to the office of children and families (OCF), addressing the following topics:

(1) A description of the contract(s) funded through the adoption allocation; and

(2) Results of the contract(s) including the number and names of TANF eligible approved home studies.

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

Effective: 01/01/2009

Promulgated Under: 111.15

Statutory Authority: 5101.02

Rule Amplifies: 5101.02

Prior Effective Dates: 10/1/2005, 1/1/2007, 1/15/2008

(A) This allocation is provided to promote permanent families for children through adoption. The allocation is to be used to enhance adoption programs to increase the overall number of adoptions, with a special emphasis on actions that will decrease the length of time required to complete adoptions to achieve or maintain compliance with the “Child and Family Services Review” (CFSR), 42 U.S.C. 1320a-2a (1996), performance measures for timely finalizations. The catalog of federal domestic assistance (CFDA) number is 93.659.

(B) Public children services agencies (PCSA) will receive funds based on a weighted formula that takes into consideration the average number of children, ages nine and older, who were served during the previous three state fiscal years (SFY), and the number of permanently committed children who have been in PCSA custody for sixteen months or less and who are not placed in an adoptive home:

(1) The term “served” is defined as the child who is in the agency’s permanent custody during the SFY. By this definition, a child can be repeated in more than one year.

(2) The average number of children ages nine and older who were served has a weight of 1.2 and the number of PCSA children in the custody of the agency for sixteen months or less has a weight of 1. Using this formula results in a slightly higher weight to agencies that have older and more difficult children to place.

(3) The weighted criteria in paragraph (B)(2) of this rule are multiplied by a per child allocation amount to determine the funding each PCSA should receive under the formula.

(4) Each PCSA will receive the greater of two thousand five hundred dollars or the amount determined by the formula.

(C) Funds available under the allocation are targeted to serve two-parent adoptive families, and single-parent adoptive families who meet the state’s standard of need.

(1) The standard of need for a single-parent family is one hundred twenty per cent of the state median income scaled to family size including the presence of any adopted children; and

(2) There is no standard of need for two-parent adoptive families.

(D) Funds available under the allocation may be used only for purchased services or one-time incentive payments to adoptive families upon finalization. Examples of allowable purchased services include:

(1) Contracts or grants for family recruitment and home studies;

(2) Pre-adoptive training for parents and families;

(3) Peer counseling and mentoring for pre-adoptive parents and families; and

(4) Pre-finalization case management.

(E) Funds can be used to support agency recruitment campaigns and promotional activities only when the theme of such efforts are focused on the development of two-parent adopting families.

(F) PCSA may enter into grant agreements and/or contracts with entities providing family recruitment services and home studies, including faith-based organizations, within the restrictions noted in paragraphs (C), (D), and (E) of this rule.

(G) Allocation funding may not be used to support PCSA staff or general operating costs.

(H) Allowable costs may be claimed against the allocation for the period July first, through June thirtieth, inclusive.

(I) Reimbursement for allowable costs is to be claimed on the JFS 02820 “Monthly Financial Statement” using line code 2-6654 and funding source code 6071. The last JFS 02820 that will be reimbursable under the allocation will be June thirtieth of the current SFY. Allowable costs correctly reported will be reimbursed at a rate of one hundred per cent of the amount reported up to the PCSA allocation amount.

(J) Effective January 31, 2008, and quarterly thereafter, participating PCSA must submit an “Outcomes and Progress Report” to the office of children and families (OCF), addressing the following topics:

(1) A description of the contract(s) funded through the adoption allocation or a description of the services provided as a result of receiving the adoption allocation; and

(2) The results of the contract(s) and/or services including the number and names of temporary assistance for needy families (TANF) eligible approved families developed.

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

Effective: 01/15/2008

Promulgated Under: 111.15

Statutory Authority: 5101.02

Rule Amplifies: 5101.02

Prior Effective Dates: 11/07/05

(A) The state child support allocations represent one hundred per cent state funds. The state child support allocations are 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 section 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) The state child support allocations are made up of the state child support match and the office of child support (OCS) incentive match reduction funding. Allocation methodology for this funding is outlined in paragraphs (G) and (H) of this rule.

(D) The time period for the state child support allocations is the SFY, July first through June thirtieth.

(E) The Ohio department of job and family services (ODJFS) will notify the CSEA of the amount of state child support allocations in accordance with rule 5101:9-6-02 of the Administrative Code. The CSEA, upon acceptance of the allocations or reallocation of state funds, agrees with the terms and conditions set forth in the notice of funds sent with the initial allocation amounts.

The CSEA may request additional funds or release funds for redistribution no later than the end of January via the process described in rule 5101:9-6-02 of the Administrative Code.

(F) Child support expenditures that can be properly charged against the state child support allocations are the non federal share of the CSEA’s allowable expenses incurred in administration of the child support program. The CSEA reports expenditures on the automated JFS 02750 “Child Support Administrative Fund Monthly Financial Statement” (rev. 10/2005).

(G) State funds appropriated as the state child support match shall be allocated to the CSEAs according to the following methodology:

(1) Each CSEA will be allocated a base amount of fifteen thousand dollars.

(2) One-half of the remaining balance will be allocated according to children out-of-wedlock percentages.

(a) The number of out-of-wedlock births for each county will be supplied by the statistical analysis unit of the Ohio department of health. The residence of the mother determines the state and county in which the birth is counted.

(b) The number of out-of-wedlock births for each county will be divided by the statewide total to form a children out-of wedlock percentage for each CSEA.

(3) The remaining balance will be allocated according to divorces and dissolutions with children percentages.

(a) The number of divorces, dissolutions, and annulments with children will be supplied annually by the Ohio supreme court.

(b) The number of divorces, dissolutions, and annulments with children for each county will be divided by the statewide total to form a divorces and dissolutions with children percentage for each CSEA.

(H) Effective July 1, 2007, state funds appropriated as the OCS incentive match reduction shall be allocated to the CSEAs according to the methodology used to calculate child support incentives as described in rule 5101:12-1-54.1 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: 10/15/2008

R.C. 119.032 review dates: 03/01/2013

Promulgated Under: 119.03

Statutory Authority: 3125.25

Rule Amplifies: 307.981, 3125.03, 3125.21, 3125.25

Prior Effective Dates: 5/18/03, 3/1/08

(A) The “Kinship Permanency Incentive” program (KPI) seeks to promote and foster a permanent commitment by a kinship caregiver(s) to become a guardian(s) and custodian(s) of minor children, who might otherwise, be unsafe or at risk of harm should they remain in their own homes. Funding for the program is sourced from the state’s temporary assistance to needy families (TANF) award as noted in the catalog of federal domestic assistance (CFDA) 93.558. KPI provides time-limited, incentive payments to kinship caregivers who meet program eligibility criteria. The KPI program has two fiscal components:

(1) A benefit subsidy paid to the kinship caregiver; and

(2) An operating allocation to reimburse public children services agencies (PCSA) program operating costs.

(B) The maximum benefit subsidy payable under the program may not exceed thirty-five hundred dollars per child per placement or per kinship caregiver(s). Benefit payment costs will be reimbursed to the PCSA outside of pre-existing allocations by the office for children and families (OCF). The OCF will rely on program data provided by the PCSA to determine the amount of the reimbursement. Reimbursement of subsidy benefits will normally be made on a monthly basis. When received, the reimbursement shall be deposited by the county to the credit of the children services fund.

(C) The operating allocation will be available on a state fiscal year basis. To ensure operating costs do not consume an unreasonable amount of the total program budget available for KPI, the Ohio department of job and family services (ODJFS) will cap the KPI operating allocation at five per cent of the total set-aside appropriation.

(D) Each county’s operating allocation amount will be determined by its proportionate share of all custody discharges to relatives experienced during the fiscal year. A county that experienced no such discharges will not receive an allocation amount.

(E) The operating allocation will reimburse the PCSA for program outreach costs and operational costs. Operational costs will be apportioned to the KPI operating allocation through the use of a random moment time study code to measure KPI program operating activities performed by PCSA staff. Certain purchased services that consist of outreach campaigns such as public service announcements, brochures and other promotional and advertising activities will be direct charged to the KPI operating allocation via a designated line code on the JFS 02820 (“Children’s Monthly Financial Statement”). Costs for operating and outreach activities will be reimbursed through the bureau of county finance and technical assistance (BCFTA).

(F) The reimbursement rate within the KPI operating allocation will be one hundred per cent of the cost distributed by the RMS code and/or reported on the designated line code of the JFS 02820, up to each county’s allocation amount. Expenditures in excess of each PCSA’s allocation may be absorbed within the PCSA’s IV-B Part I allocation, county fund child welfare funds, and/or state child protective allocation (SCPA) funding through the certification process.

Effective: 11/01/2006

Promulgated Under: 111.15

Statutory Authority: 5101.02

Rule Amplifies: 5101.02

Prior Effective Dates: 02/19/06

(A) Effective with state fiscal year (SFY) 2006, a county department of job and family services (CDJFS) may request an inter-county adjustment of CDJFS funding for the following allocations:

(1) County child care and child care quality as contained in rule 5101:9-6-11 of the Administrative Code;

(2) Federal social services as contained in rule 5101:9-6-12 of the Administrative code;

(3) Food stamp employment and training (FSET) as contained in rule 5101:9-6-09 of the Administrative Code;

(4) Income maintenance (IM) control as contained in rule 5101:9-6-05 of the Administrative Code;

(5) Refugee resettlement social services (RRSS) as contained in rule 5101:9-6-16 of the Administrative Code;

(6) State operating as contained in rule 5101:9-6-10 of the Administrative Code;

(7) Temporary assistance to needy families (TANF) as contained in rule 5101:9-6-08 of the Administrative Code;

(8) Federal social services Title XX TANF as contained in rule 5101:9-6-12.1 of the Administrative Code; and

(9) “Child Care 2” as contained in rule 5101:9-6-11.1 of the Administrative Code.

(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. Proposed transactions and final agreements regarding the inter-county adjustment of funds will be entered into by the counties involved. The ODJFS will not be a party to or participate in any proposed or final inter-county adjustment agreements between CDJFS agencies. However, in the event there are funding problems with one or more of the funds, the director of the ODJFS may limit fund sources, either partially or totally, that are available for an exchange of allocation amounts between counties.

(C) The director of the ODJFS has sole discretion to suspend this rule at any time, should disputes arise from potential or perceived unfairness or inequality regarding these adjustment agreements. There shall be no appeal rights to the suspension or abolishment of this rule.

(D) County agencies are notified of county allocation funding levels through ODJFS allocation letters sent to the county agency. The allocation amounts listed in the allocation funding letter will be the maximum amounts eligible for the inter-county adjustment of allocated funds.

(E) If funding level reductions or increases occur during the fiscal year, 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. Pending adjustments will not be a factor in the calculation.

(F) ODJFS will maintain a website for the purpose of posting information regarding the inter-county information submitted by the CDJFS.

(G) Where a CDJFS has funding available or a need for additional funds, the CDJFS shall submit the JFS 02718 “Notice of Intent to Participate in Inter-county Adjustment of Allocated Funds”.

(1) Requests from the CDJFS to participate in the adjustment of funds shall be mailed, e-mailed, or submitted via facsimile to the bureau of county finance and technical assistance (BCFTA).

(2) Information regarding requests for fund adjustments and the availability of funds will be maintained on the website until the second adjustment period has expired.

(H) The inter-county adjustment of funds shall be limited to two thirty-calendar-day periods annually, beginning:

(1) On September fifteenth; and

(2) On March fifteenth.

(I) Both boards of county commissioners of the counties involved in the request for inter-county adjustment of allocated funds must have passed a resolution to approve the request; except as provided in paragraph (I)(3) of this rule.

(1) The resolution to approve the release of funds must include, at a minimum, all of the following:

(a) A covenant that sufficient funding levels remain to provide mandated services for the remainder of the state fiscal year;

(b) A covenant that mandated services will be provided in the county for the remainder of the state fiscal year, regardless of funding; and

(c) Certification that the release of funds will not leave the county at a funding level below the expenditure level of the preceding state fiscal year, unless documented justification is provided. The documented justification must include, at a minimum, all of the following:

(i) A significant caseload decline when compared with the previous year’s caseload;

(ii) A reduction in the cost for service delivery; and/or

(iii) Other demonstrated cost changes having an effect in the need for funding for the current fiscal year.

(d) Statement regarding the approval expiration date that:

(i) Allocated funds may be authorized for a one-time adjustment; or

(ii) Allocated funds may be authorized for adjustment through the end of the state fiscal year in which the resolution is adopted.

(2) The resolution from the board of county commissioners of the county accepting the funds must include, at a minimum, all of the following:

(a) Justification for the need of additional funding to include at least one of the following:

(i) A significant caseload increase when compared with previous year’s caseload;

(ii) An increase in the cost for service delivery; and/or

(iii) Other demonstrated changes in cost having an effect on the need for additional funding.

(b) Statement regarding the approval expiration date that:

(i) Allocated funds may be authorized for a one-time adjustment; or

(ii) Allocated funds may be authorized for adjustment through the end of the state fiscal year in which the resolution is adopted.

(3) If the prosecutor for a county involved in the request for adjustment of funds issues a written opinion that one or more members of his or her respective board of county commissioners, or other specified county official, has the legal authority to enter into an agreement without a resolution to adjust allocated funds between counties, ODJFS may accept the written agreement signed by the designated members of the board of county commissioners or other specified county official. The written opinions of the county prosecutor must be attached to the agreement. ODJFS will consider the county prosecutor’s written opinion is in effect until the opinion is modified or revoked by the county prosecutor of the county in which the opinion was originally rendered.

(J) The JFS 02719 “Inter-county Agreement and Certification Release and Acceptance of Funds”, stipulating the specific inter-county adjustment of allocation information, shall serve as the agreement between the counties involved. ODJFS will not be a party to or participate in the county agreement process.

(1) The completed agreement and documentation must be submitted to ODJFS no later than thirty calendar days from the adjustment periods;

(2) A copy of the agreement shall be submitted to ODJFS, office of fiscal services, and, if applicable, the appropriate ODJFS program area, and will serve as a request for allocated funds adjustment

(3) Requests for funds-adjustment postmarked after October fifteenth, for the first adjustment period of the state fiscal year, will be processed by ODJFS during the second adjustment period of the state fiscal year;

(4) Requests for funds-adjustment postmarked after April fourteenth, for the second adjustment period of the state fiscal year, will be returned to the counties unprocessed.

(K) ODJFS will execute the requested adjustment of funds upon the timely receipt, from the counties involved in the transaction, a properly completed JFS 02719 “Inter-County Agreement and Certification Release and Acceptance of Funds”, and the county commissioner resolution or county prosecutor opinion.

(1) ODJFS will reduce the allocation for funds in paragraphs (A)(1) to (A)(9) of this rule as specified on the JFS 02719 and requested by the releasing county;

(2) ODJFS will increase the allocation for funds in paragraph (A)(1) to (A)(9) of this rule as specified on the JFS 02719 and requested by the accepting county; and

(3) Upon completion of the fund-adjustment, ODJFS will send a revised allocation letter to the counties involved and post the updated information.

(L) Final transaction information will be posted to the website following ODJFS receipt of the properly completely JFS 02719 “Inter-county Agreement and Certification Release and Acceptance of Funds” and the allocations having been adjusted. ODJFS will maintain the historical adjustment information on the website for a period of three state fiscal years.

(M) The inter-county request to adjust funds may impact future expenditure trends. ODJFS may use the adjusted fund information to assess future allocation formulas where such changes are statistically supported and deemed necessary to address local service delivery funding needs.

(N) The approval by ODJFS to adjust the allocation of a CDJFS pursuant to this rule is for the fiscal year in which it is made and does not obligate ODJFS to any future allocation increase to the CDJFS.

(O) 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.

Effective: 09/15/2005

Promulgated Under: 111.15

Statutory Authority: 5101.02, 5101.161, 5101.46, 5101.54, 5107.05, 5115.03

Rule Amplifies: 5101.02, 5101.16, 5101.161, 5101.46, 5101.54, 5107.05, 5111.01, 5115.03

(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) For deposit of the following:

(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) For disbursement of the following:

(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 as follows:

(1) On a monthly basis, the CSEA shall report receipts and disbursements to the Ohio department of job and family services (ODJFS) via the JFS 02750 “Child Support Administrative Fund Monthly Statement” (rev. 10/2005) and submit its monthly file upload information through the statewide automated reporting system. The JFS 02750 and statewide automated reporting system file shall be submitted to the bureau of county finance and technical assistance (BCFTA) via e-mail attachment, mailing a disk or compact disk (CD), or facsimile no later than the twentieth calendar day of the month following the reported month or the first business day following the twentieth if the twentieth is not a business day.

(2) For administrative fund receipts and disbursements, the reporting shall be made by submitting a statewide automated reporting system file containing the monthly receipts and disbursements and a hardcopy version of sections A through C of the JFS 02750, which is a recapitulation of the receipts and disbursements in the statewide automated reporting system. When reporting receipts and disbursements, the CSEA shall identify receipts and disbursements by their corresponding JFS 02750 program-classification code.

(a) Where the JFS 02750 is cited in divisions 5101:1 and 5101:9 of the Administrative Code, the reference shall be deemed to refer to the monthly receipts and disbursements in the file upload through the statewide automated reporting system and sections A through C of the JFS 02750.

(b) Section B of the JFS 02750 must include the certification of the county auditor that the report transactions and cash balance in section A of the JFS 02750 agree with the records of the county auditor’s office. Section C of the JFS 02750 must include the certification of the CSEA director that the reported amount of disbursements in section A of the JFS 02750 is accurate.

To ensure the timely submittal of the JFS 02750, the CSEA is provided with the following options relative to the certifications of the county auditor and CSEA director:

(i) A signature stamp may be used in place of the required signature or another person may be designated to sign for the required person provided that person also signs the JFS 02750.

(ii) The CSEA may delay obtaining the certification of the county auditor if the delayed certification permits the CSEA to submit the JFS 02750 sooner.

Where the CSEA elects to delay obtaining the certification of the county auditor, the CSEA must:

(a) Obtain the certification of the county auditor subsequent to the submission of the JFS 02750 and statewide automated reporting system file upload to the BCFTA. The subsequent certification by the county auditor shall be retained by the CSEA until an ODJFS audit that includes the delayed certification has been conducted; and

(b) Within fifteen calendar days of the receipt of the certification of the JFS 02750 by the county auditor, the CSEA shall notify the BCFTA, in writing, of any discrepancies between the version submitted to the BCFTA and the version certified by the county auditor. The written notification must detail all revised, added, or deleted receipts or disbursements by amount and program-classification codes.

Replaces: Part of 5101:1-31-04

Effective: 03/19/2007

R.C. 119.032 review dates: 03/01/2012

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