This website publishes administrative rules on their effective dates, as designated by the adopting state agencies, colleges, and
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| Rule |
Rule 5101:9-6-02 | County subgrant agreement and allocation process.
(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. In addition to subawarding federal funding received by ODJFS, as
grantee, ODJFS also administers federal awards to county family service
agencies on behalf of the Ohio department of medicaid (ODM). (B) Definitions: (1) For the purposes of
this rule, the term "departments" shall mean ODJFS and ODM as it
relates to the three-way grant agreement. (2) For the purpose of this rule, the
term "subgrant" shall mean an award for one or more family services
duties of federal financial assistance that a federal agency provides in the
form of money, or property in lieu of money, to the departments and that the
departments award to a county subgrantee. For the purposes of this rule, the
term "subgrant" may include state funds the departments award to a
county grantee to match the federal financial assistance, but does not mean
either of the following: (a) Technical assistance that provides services instead of money;
or, (b) Other assistance provided in the form of revenue sharing,
loans, loan guarantees, interest subsidies, or insurance. (3) For the purpose of this rule, the
term "county subgrantee" shall have the same meaning as the term
"county grantee," defined in section 5101.21 of the Revised Code as
meaning all of the following: (a) A board of county commissioners; (b) A county children services board appointed under section
5153.03 of the Revised Code; and (c) A county elected official that is a child support enforcement
agency. (4) For the purpose of
this rule, the term "allocation period" shall have the same meaning
as the term "period of availability" as defined in Chapter 5101:9-7
of the Administrative Code as meaning: (a) The funding period for the allocation; and (b) The liquidation period for the allocation. (5) For the purpose of this rule, the term
"redistribute" means the process where the subgrantee requests
adjustments to a subgrant budget by: (a) Releasing all or a
portion of a subgrant budget; or (b) Requesting additional
subgrant budget. (C) Effective with the 2016/2017
biennium, ODJFS and ODM will jointly enter into a subgrant agreement with the
county. The departments and the county subgrantee shall enter into subsequent
agreements before the first day of each successive fiscal biennial
period. (D) For subgrant agreements entered into by the board of county
commissioners, if a subgrant agreement is not entered into by the first day of
the biennial period, but is entered into before the last day of July, the ODJFS
director, at the director's discretion, may establish a retroactive
effective date of the first day of July. The director will consider a
retroactive effective date only if the board of county commissioners submits a
request for a retroactive date that satisfactorily documents good cause that
the subgrant agreement was not entered into on or before the first day of
July. (E) Conditions, requirements, and restrictions applicable to
subgrant agreements include the following: (1) Revisions to subgrant
agreements are not required for the purpose of adding new or amended
conditions, requirements, or restrictions for a family services duty that are
established by federal or state law, state plan for receipt of federal
financial participation, agreement between ODJFS, ODM and a federal agency, or
an executive order issued by the governor; (2) A requirement for a
subgrant established by an Administrative Code rule adopted by the director of
ODJFS is applicable to a subgrant agreement without having to be restated in
the subgrant agreement; and (3) A requirement
established by a subgrant agreement is applicable to the subgrants that are the
subject of that subgrant agreement without having to be restated in an
Administrative Code rule. (F) The conditions, requirements, and restrictions of the
subgrant will be an addendum to the subgrant agreement. Rules establishing the
methodology and reporting requirements of individual subgrants are adopted as
internal management rules and included in Chapter 5101:9-6 of the
Administrative Code. (G) Subject to timely budget approval by the legislature, ODJFS
will notify the county subgrantees of county allocation funding levels.
Adjustments may be made to allocations if either of the following conditions
are met: (1) The departments 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 department's director, ODJFS will distribute any additional funds that
become available to county agencies requesting additional funds up to the
maximum statewide amount available. (H) A county subgrantee will be given, at a minimum, the
opportunity to redistribute funds twice during a subgrant period of
availability. (1) ODJFS will notify
the county subgrantee with the following: (a) A list of subgrants
available for redistribution; and (b) A deadline to respond
to the notification. (2) ODJFS will
redistribute released funds to county subgrantees demonstrating additional
need, at the discretion of the director of ODJFS. (I) A county subgrantee may enter into an
agreement to release and receive funds by means of an inter-county adjustment
of allocations as outlined in rule 5101:9-6-82 of the Administrative
Code. (J) ODJFS will reconcile each allocation issued to the
county subgrantee in accordance with the rules contained in Chapter 5101:9-7 of
the Administrative Code. (K) The definitions, requirements and responsibilities
contained in rule 5101:9-6-50 of the Administrative Code are applicable to this
rule.
Last updated April 3, 2023 at 8:35 AM
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Rule 5101:9-6-05 | Income maintenance (IM) allocations.
(A) The Ohio department of job and family
services (ODJFS) issues two separate IM allocations to the county department of
job and family services (CDJFS) to meet federal matching fund
requirements: (1) An allocation for
administrative expenditures incurred in the administration of supplemental
nutrition assistance program (SNAP); and (2) An allocation for
administrative expenditures incurred in the administration of the medical
assistance (MA) program and the state children's health insurance program
(SCHIP) issued on behalf of the Ohio department of medicaid. (B) The funding for each IM allocation
consists of one hundred per cent state funds, and is in addition to the county
mandated share required by section 5101.16 of the Revised Code and detailed in
rule 5101:9-6-31 of the Administrative Code. Federal funds are passed through
to the CDJFS as follows: (1) Federal SNAP
administration funding is passed through to the CDJFS at the current federal
financial participation (FFP) rate. (2) Federal MA
administrative expenses are passed through to the CDJFS at the current FFP rate
as follows: (a) Federal MA administrative expenses passed through at the
current FFP rate include activities which precede the eligibility determination
and activities subsequent to the eligibility determination such
as: (i) Outreach and
marketing, including general public outreach and beneficiary education and
outreach, explanations of eligibility policies, program and benefits, plan
choice counseling, and plan enrollment. (ii) Policy development
and research, including items related to eligibility determination standards
and methodologies. (iii) Training on
eligibility rules, other staff development, and training for end users within
the system who are not making eligibility determinations. (iv) Community-based
application assistance such as assisting with application completion and
navigation, etc. (v) Program integrity,
including audits and investigations, and any other quality assurance
activities. (vi) Formal appeals of
eligibility decisions, including accepting and processing appeals and hearings,
and decision if rendered by the state. (vii) Customer service,
including call center activities and out-stationed eligibility worker
activities related to beneficiary education, benefits, plan choice, enrollment
and civil rights complaints; and (viii) Postage, including
mailing of any medicaid related documents for any reason. (b) Federal MA administration expenses passed through at the
current FFP rate include activities within and related to support for the
eligibility determination information technology system, Ohio benefits (OB),
such as: (i) Intake including
activities related to receipt of the application or data related
applications. (ii) Acceptance including
manual and automated edits and verification of data. (iii) Eligibility
determination including activities related to assisting the automated
eligibility determination system in the evaluation of the edited, verified data
to make an eligibility determination. (iv) Outputs including
the issuance of the eligibility notice to the beneficiary, file updates and all
activities related to notification to partners of the decision. Mailing of
notices are eligible at the fifty per cent rate. (v) On-going case
maintenance including receipt of data related to the ongoing eligibility and
maintenance of a beneficiary's eligibility, such as annual renewals,
address changes, income changes, household composition changes, etc. and the
related steps as described in paragraphs (B)(2)(b)(i) to (B)(2)(b)(iv) of this
rule. (vi) Customer service
including call center activities related to the receipt of data required for an
initial eligibility determination and the on-going eligibility and maintenance
of a beneficiary's eligibility, but not verification activities as defined
in paragraph (B)(2)(b)(ii) of this rule. Activities of call center staff are
eligible at the seventy-five percent rate only for activities related to
eligibility determination or on-going case maintenance. (vii) System maintenance and routine system updates including
routine system maintenance, security updates and other routine maintenance
activities related to the eligibility determination system: and (viii) System training for the operation of the eligibility
system, including workers processing claims or determining
eligibility. (3) Federal SCHIP funding is passed
through to the CDJFS at the current federal medical assistance percentages
(FMAP). (C) ODJFS will communicate the funding
and liquidation periods for these allocations through the county finance
information system (CFIS). The CDJFS shall expend funds by the end of the
funding period and disburse and report expenditures no later than the end of
the liquidation period. (D) ODJFS uses the following methodology
to distribute available IM funds for all allocations. ODJFS
allocates: (1) Thirty per cent of
the statewide allocations based on each county's 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 of
the statewide allocations based on each county's 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 of
the statewide allocations based on each county's "adjusted
recipients." The number of adjusted recipients is equal to the total of
the categories of non-public assistance SNAP recipients, disability financial
assistance (DFA) recipients and disability medical assistance (DMA) recipients,
adult medicaid recipients, healthy start recipients, SCHIP recipients,
TANF-related medicaid recipients, and TANF recipients. (4) Five per cent of the
statewide allocations 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 of the
statewide allocations based upon the county's poverty rate. A
county's poverty rate is identified as the percentage of the county's
population living at or below the federal poverty level. (E) Upon completion of the steps in
paragraph (D) of this rule, the ODJFS utilizes a 0.30 per cent adjusting factor
to increase or decrease the funding based upon the county difference to the
statewide average per capita income. (F) ODJFS caps the formula-calculated
allocation amounts at a four per cent increase and decrease from the previous
SFY. If a decrease or increase in the statewide amount results in
counties' allocations fluctuating more than four per cent, ODJFS will not
apply the formula, but will decrease or increase each county's previous
state fiscal year (SFY) allocation by the percentage of change to the statewide
amount. (G) The CDJFS may code the following
expenditures against this funding. (1) Nonfederal share of SNAP
administration as contained in division 5101:4 of the Administrative Code may
be coded to the IM allocation for the total SNAP expenditures less the current
FFP rate including excess SNAP employment and training expenditures as detailed
in rule 5101:9-6-09.3 of the Administrative Code; (2) Nonfederal share of MA may be coded
against the IM allocation for the total MA expenditures less the current FFP
rate. The nonfederal share activities include: (a) Federal MA administrative expense activities which
precede the eligibility determination and activities subsequent to the
eligibility determination such as: (i) Outreach and
marketing, including general public outreach and beneficiary education and
outreach, explanations of eligibility policies, program and benefits, plan
choice counseling, and plan enrollment. (ii) Policy development
and research, including items related to eligibility determination standards
and methodologies. (iii) Training on
eligibility rules, other staff development, and training for end users within
the system who are not making eligibility determinations. (iv) Community-based
application assistance such as assisting with application completion and
navigation, etc. (v) Program integrity,
including audits and investigations, and any other quality assurance
activities. (vi) Formal appeals of
eligibility decisions, including accepting and processing appeals and hearings,
and decision if rendered by the state. (vii) Customer service,
including call center activities and out-stationed eligibility worker
activities related to beneficiary education, benefits, plan choice, enrollment
and civil rights complaints; and (viii) Postage, including
mailing of any medicaid related documents for any reason. (b) Federal MA administrative expense activities which
precede the eligibility determination and activities subsequent to the
eligibility determination such as: (i) Intake including
activities related to receipt of the application or data related
applications. (ii) Acceptance including
manual and automated edits and verification of data. (iii) Eligibility
determination including activities related to assisting the automated
eligibility determination system in the evaluation of the edited, verified
data. (iv) Outputs including
the issuance of the eligibility notice to the beneficiary, file updates and all
activities related to notification to partners of the decision. Mailing of
notices are eligible at the fifty per cent rate. (v) On-going case
maintenance including receipt of data related to the ongoing eligibility and
maintenance of a beneficiary's eligibility, such as annual renewals,
address changes, income changes, household composition changes, etc. and the
related steps as described in paragraphs (B)(2)(b)(i) to (B)(2)(b)(iv) of this
rule. (vi) Customer service
including call center activities related to the receipt of data required for an
initial eligibility determination and the on-going eligibility and maintenance
of a beneficiary's eligibility, but not verification activities as defined
in paragraph (B)(2)(b)(ii) of this rule. Activities of call center staff are
eligible at the seventy-five per cent rate only for activities related to
eligibility determination or on-going case maintenance. (vii) System maintenance
and routine system updates including routine system maintenance, security
updates and other routine maintenance activities related to the eligibility
determination system; and (viii) System training
for the operation of the eligibility system, including workers processing
claims or determining eligibility. (c) Non-emergency transportation (NET) administration as
contained in rule 5160-15-13 of the Administrative Code; (d) Managed health care program (MHCP) as contained in
rule 5160-26-01 of the Administrative Code; (e) Supplemental security income (SSI) administration as
contained in rule 5101:1-1-01 of the Administrative Code; and (f) Pregnancy related services and transportation (PRST)
administration as contained in rules 5160-21-04 and 5160-15-13 of the
Administrative Code; (g) Healthchek administration as contained in rule
5160-1-14 of the Administrative Code; (h) Mental health and developmental disabilities
administration. (3) Nonfederal share of SCHIP may be
coded against the IM allocation based on the current FMAP. (4) In the event that a CDJFS's IM
allocations are exhausted prior to the end of the SFY, the CDJFS shall be
required to provide local nonfederal funds to be used as MA, SCHIP and FA
match. (H) A CDJFS may request to move funding between the IM SNAP
allocation and the IM MA allocation. The CDJFS shall use the budget request
function in CFIS to request the transfer of funding no later than the last day
of the liquidation period. (I) The CDJFS may provide all or a portion of its IM allocations
to the child support enforcement agency (CSEA) for use in meeting matching fund
requirements for the Title IV-D program or to reimburse the county for
administrative expenditures incurred in the administration of the child support
program. (1) If the amount
includes any portion of the IM MA allocation, a CDJFS shall use the budget
request function as outlined in paragraph (H) of this rule to request a
transfer of the IM MA amount to the IM DFA/FA allocation. (2) The CDJFS will submit draw requests
and report the transferred amount as expenditures using codes established in
CFIS for this purpose. (3) The CSEA will report receipt of the
transferred amount using codes established in CFIS for this
purpose. (J) A CDJFS and CSEA shall report expenditures as described in
rule 5101:9-7-29 of the Administrative Code. (K) The definitions, requirements, and responsibilities contained
in rule 5101:9-6-50 of the Administrative Code are applicable to this
rule.
Last updated June 14, 2021 at 10:08 AM
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Rule 5101:9-6-08 | Temporary assistance for needy families (TANF) regular allocation.
Effective:
March 20, 2023
(A) The Ohio department of job and
family services (ODJFS) issues the TANF regular allocation to the county
department of job and family services (CDJFS) for costs incurred in providing
direct program activities and services for 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 as contained in rule
5101:9-6-31 of the Administrative Code. The catalog of assistance listing
number (ALN) number for this allocation is 93.558. (C) ODJFS issues this allocation on a
federal fiscal year (FFY) basis. ODJFS communicates the funding period and the
liquidation periods through the county finance information system (CFIS). The
CDJFS can incur services through the funding period and disburse and report
expenditures no later than the end of the liquidation period. (D) ODJFS utilizes the following
methodology to distribute available funds for this allocation: (1) ODJFS allocates
thirty per cent of the statewide allocation based upon each county's
population of less than one hundred per cent of the federal poverty level
utilizing the most recent calendar year (CY) data from the United States bureau
of census. (2) ODJFS allocates
thirty per cent of the statewide allocation based on each county's
population of less than two hundred per cent of the federal poverty level
utilizing the most recently available CY data from the United States bureau of
census. (3) ODJFS allocates
thirty per cent of the statewide allocation based on each county's
adjusted recipients. The number of adjusted recipients is equal to the total of
the categories of non-public assistance food assistance recipients, disability
assistance (DA) recipients and disability medical assistance (DMA) recipients,
adult medicaid recipients, healthy start, children health insurance program
(CHIP), TANF-related and medicaid recipients, and TANF recipients. (4) ODJFS allocates five
per cent of the statewide allocation based on each county's average
unemployment rate as compared statewide in the same category, utilizing the
most recently available report month. (5) ODJFS allocates five
per cent of the statewide allocation based on each county's poverty rate
as compared statewide in the same category utilizing the most recently
available report month. 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, ODJFS uses a 0.3 per cent adjusting factor to
increase or decrease the allocation based upon the county difference to the
statewide average per capita income. ODJFS calculates the applied adjustment as
follows: (1) Counties with higher
per capita income than the statewide average will receive the adjustment as a
decrease; and (2) Counties with a lower
per capita income than the statewide average will receive the adjustment as an
increase. (F) ODJFS caps the formula-calculated
allocation amounts at a four per cent increase and decrease from the previous
FFY. If a decrease or increase in the statewide allocation amount results in
counties' allocations fluctuating more than four per cent, ODJFS will not
apply the formula, but will decrease or increase each county's previous
FFY allocation by the percentage of change to the statewide
amount. (G) The CDJFS reports allowable costs
associated with activities and contracts that provide program services to the
TANF regular allocation. Applicable costs include the following: (1) Case
management; (2) Screening and
assessments; (3) Providing diversion benefits and
services; (4) Providing program information to
clients; and, (5) Development of employability plans,
work activities, work supports, and post employment services. (H) Costs associated with TANF
administration, as defined in 45 C.F.R. 263.0, as in effect April 12, 1999,
shall not be charged to the TANF regular allocation. TANF administration costs
shall instead be charged to the TANF administration allocation as contained in
rule 5101:9-8-08.8 of the Administrative Code. (I) The CDJFS shall claim
non-administrative employee costs through the random moment sample (RMS)
process as detailed in rule 5101:9-7-20 of the Administrative Code. The CDJFS
reports direct expenditures as described in rule 5101:9-7-29 of the
Administrative Code. (J) The definitions, requirements, and
responsibilities contained in rule 5101:9-6-50 of the Administrative Code are
applicable to this rule.
Last updated March 20, 2023 at 11:42 AM
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Rule 5101:9-6-08.6 | Temporary assistance to needy families (TANF) independent living (IL) allocation.
Effective:
August 29, 2022
(A) The Ohio department of job and family
services (ODJFS) issues the TANF IL allocation to provide funding to public
children services agencies (PCSAs) to support the provision of IL services and
assistance to the following: (1) Youths ages fourteen
and older who are in the agency's custody; (2) Youths in the
agency's custody under the age of fourteen who are likely to remain in
agency custody until the age of eighteen; and (3) Adults age eighteen
to twenty-one who have emancipated from the agency's care. These TANF IL funds are made available to enhance
current funding. Funds available through the Chafee IL program, the education
and training voucher program, the Workforce Innovation and Opportunity Act
(WIOA) and other community resources must be utilized first for services
allowable under these programs. (B) This allocation consists of one
hundred per cent federal funds. The assistance listings number is
93.558. (C) Beginning with federal fiscal year
(FFY) 22 ODJFS will issue this allocation on a FFY basis. ODJFS will
communicate the period of performance and liquidation period through the county
finance information system (CFIS). The PCSA must expend funds within the period
of performance and report expenditures no later than the end of the liquidation
period. (D) ODJFS will distribute the TANF IL funds to each PCSA
based on the prior year's distribution amount. (E) The PCSA shall utilize the TANF IL allocation to
enhance efforts to enable youths who have or who will emancipate from foster
care to have the skills and support necessary to help them achieve
self-sufficiency and lead productive lives in the community. Funds are targeted
for services to prevent and reduce the incidence of out-of-wedlock pregnancies.
Services are available to any youth eligible to receive IL services in
accordance with rules 5101:2-42-19 and 5101:2-42-19.2 of the Administrative
Code. To receive assistance to fulfill this purpose, eligibility is not limited
to youths or young adults who have a minor child or meet two hundred per cent
poverty requirements. (F) The PCSA shall use TANF IL funds for the purchase of
services or payment to contractors 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. (G) PCSAs shall not use TANF IL funds for the
following: (1) To support staff
salaries or to pay contractors 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. (H) PCSAs shall report allowable costs as described in rule
5101:9-7-29 of the Administrative Code and will be reimbursed at a rate of one
hundred per cent of the amount reported up to the PCSA's allocation
amount. (I) The definitions, requirements and responsibilities
contained in rule 5101:9-6-50 of the Administrative Code are applicable to this
rule.
Last updated October 12, 2023 at 10:33 AM
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Rule 5101:9-6-08.8 | Temporary assistance for needy families (TANF) administration allocation.
Effective:
March 20, 2023
(A) The Ohio department of job and
family services (ODJFS) issues the TANF administration allocation to the county
department of job and family services (CDJFS) for administrative costs incurred
in providing program activities and services for the Ohio works first (OWF) and
the prevention, retention and contingency (PRC) program. (B) The assistance listing number (ALN)
number for this allocation is 93.558. (C) ODJFS issues the TANF administration
allocation on a federal fiscal year (FFY) basis. ODJFS communicates the funding
period and the liquidation period for this allocation through the county
finance information system (CFIS). The CDJFS can incur services through the
funding period and disburse and report expenditures no later than the end of
the liquidation period. (D) ODJFS will distribute available funds
for this allocation using the same methodology as contained in paragraph (D) of
rule 5101:9-6-08 of the Administrative Code. (E) In accordance with 45 C.F.R. 263.13,
as in effect April 12, 1999, a state may not spend more than fifteen per cent
of federal TANF funds on administrative costs. The term "administrative
costs'' as defined in 45 C.F.R. 263.0, as in effect April 12, 1999,
means costs necessary for the proper administration of the TANF program or
separate state programs. Activities related to the general administration and
coordination of these programs, including contract costs and costs of overhead
shall be properly charged against this allocation and include the
following: (1) Salaries and benefits
of staff performing administrative and coordination functions; (2) Costs associated with
eligibility determination activities; (3) Preparation of
program plans, budgets, reports and schedules, and the monitoring of program
and projects; (4) Fraud and abuse
units; (5) Services related to
accounting, litigation, audits, management property, payroll, personnel,
procurement, and public relations; (6) Costs of goods and
services and travel costs required for official business and the administration
of the program unless excluded under paragraph (A) of this rule;
and, (7) Management
information systems not related to the tracking and monitoring of the
program. (F) Federal regulations exclude
expenditures on information technology and computerization needed for tracking
and monitoring required for, or under, Title IV-A of the Social Security Act of
1935, as amended, from the fifteen per cent cap. (1) This exclusion covers
the costs for salaries and benefits of staff who develop, maintain, support or
operate the portions of information technology or computer systems used for the
tracking and monitoring. (2) The exclusion also
covers the costs of contracts for development, maintenance, support, or
operation of those portions of information technology or computer systems used
for the tracking or monitoring. (G) The federal TANF definition of
"administrative costs'' specifically excludes the direct costs
associated with activities and contracts that provide program services. Costs
associated with TANF administration shall not be charged to the TANF regular
allocation as contained in rule 5101:9-6-08 of the Administrative
Code. (H) The CDJFS claims administrative costs
through the random moment sample (RMS) process as described in rule 5101:9-7-20
of the Administrative Code. The CDJFS reports direct expenditures described in
rule 5101:9-7-29 of the Administrative Code. (I) The CDJFS may request to transfer
available TANF administration funding to the TANF regular allocation to be used
as described in paragraphs (G) and (H) of rule 5101:9-6-08 of the
Administrative Code. (J) Allocation redistribution is
available pursuant to rule 5101:9-6-02 of the Administrative Code. The
definitions, requirements, and responsibilities contained in rule 5101:9-6-50
of the Administrative Code are applicable to this rule.
Last updated March 20, 2023 at 11:42 AM
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Rule 5101:9-6-08.12 | Federal fiscal year (FFY) temporary assistance for needy families (TANF) performance incentives.
Effective:
January 27, 2020
(A) The Ohio department of job and family
services (ODJFS) issues a one-time TANF performance bonus to the county
department of job and family services (CDJFS). (B) ODJFS will issue an incentive to a
CDJFS that has spent at least ninety per cent of its combined TANF regular and
TANF administration allocation as described in rules 5101:9-6-08 and
5101:9-6-08.8 of the Administrative Code. (C) The TANF performance incentive
consists of federal funds. The catalog of federal domestic assistance (CFDA)
number for this allocation is 93.558. (D) ODJFS communicates the funding period
and liquidation period through the county finance information system (CFIS).
The CDJFS can provide services through the funding period and disburse and
report expenditures no later than the end of the liquidation period.
Expenditures in excess of the allocation amount are the responsibility of the
county agency. (E) ODJFS allocates this funding as
follows: (1) FFY19 TANF
performance incentives (a) For SFY21, ODJFS will issue up to five million dollars
in TANF performance incentives to eligible counties. The actual amount will be
based on the remaining unspent balance of the FFY19 TANF regular and TANF
administration allocations. (b) ODJFS will issue FFY19 performance incentives based on
each county's FFY19 final TANF regular and TANF administration allocations
and expenditures. The final allocation is the amount at the end of the FFY
after any increase or decrease due to budget transfers, redistributions, and
inter-county transfers. (c) ODJFS will determine a statewide incentive amount to be
allocated. Counties that have spent at least ninety per cent of its combined
TANF regular and TANF administration allocation will be eligible. ODJFS will
use the percentage of an eligible county's total TANF expenditures as
compared to the total statewide expenditure amount of all eligible counties to
determine each eligible county's per cent of the statewide amount to be
allocated. (d) The incentive will be issued July 2020. Counties will
have two years to use funding. The end date will be June 30, 2022 with a
liquidation period ending September 30, 2022. (2) FFY20 TANF
performance incentives (a) For SFY22, ODJFS will issue up to ten million dollars
in TANF performance incentives to eligible counties. The actual amount will be
based on the statewide remaining unspent balance of the FFY20 TANF regular and
TANF administration allocations. (b) ODJFS will issue FFY20 performance incentives based on
each county's final FFY20 TANF regular and TANF administration allocations
and expenditures. The final allocation is the amount at the end of the FFY
after any increase or decrease due to budget transfers, redistributions, and
inter-county transfers. (c) ODJFS will determine a statewide incentive amount to be
allocated. Counties that have spent at least ninety per cent of its combined
TANF regular and TANF administration allocation will be eligible. ODJFS will
use the percentage of an eligible county's total TANF expenditures as
compared to the total statewide expenditure amount of all eligible counties to
determine each eligible county's per cent of the statewide amount to be
allocated. (d) The incentive will be issued July 2021. Counties will
have two years to use funding. The end date will be June 30, 2023 with a
liquidation period ending September 30, 2023. (3) The allocation will
be used in accordance with TANF regular requirements. The CDJFS may charge
allowable service expenditures as defined in the county's prevention,
retention and contingency (PRC) plan against this allocation. (4) A CDJFS will report
direct expenditures as described in rule 5101:9-7-29 of the Administrative
Code. (5) The definitions,
requirements, and responsibilities contained in rule 5101:9-6-50 of the
Administrative Code are applicable to this rule.
Last updated October 12, 2023 at 10:33 AM
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Rule 5101:9-6-08.13 | Temporary assistance for needy families (TANF) work expense allowance allocation (TWA).
(A) The Ohio department of job and family services (ODJFS) issues the TWA allocation to cover TWA expenses paid to a TANF recipient through the Ohio benefit (OB) system by the county department of job and family services (CDJFS). (B) The TWA allocation amount is a deduction from the TANF Regular allocation as outlined in rule 5101:9-6-08 of the Administrative Code. (C) The initial TWA allocation is based on the greater of the average of the CDJFS last two years reported work allowance expenses or the total of the CDJFS's last four completed quarters' reported expenses. (D) The TWA allocation can be adjusted as follows: (1) Every quarter ODJFS reduces the CDJFS's TWA allocation by the reported OB TANF work allowance expenses. (2) When there is not sufficient TWA allocation to cover TWA expenses, ODJFS moves additional TANF regular allocation to the TWA allocation. (3) During a federal fiscal year, a CDJFS may move TANF regular allocation to TWA. (4) After the final TWA expense OB report is received by ODJFS and there is more TWA allocation than reported expenses, ODJFS moves the remaining TWA allocation to the TANF regular allocation. (E) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.
Last updated May 15, 2023 at 10:31 AM
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Rule 5101:9-6-09 | Food assistance employment and training (FAET) allocation.
Effective:
October 22, 2021
(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 FAET
allocation. (B) ODJFS issues the FAET allocation on
a federal fiscal year (FFY) basis. The FAET allocation ends and liquidates the
last quarter of the federal fiscal year (FFY). (C) The FAET 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 assistance listing number (ALN), formerly known as catalog of
federal domestic assistance (CFDA) number for this allocation is
10.561. (D) The following methodology is used to
distribute available funds for this allocation. (1) Thirty per cent is
based on county population less than one hundred per cent of the federal
poverty level utilizing the most recent calendar year (CY) data from the United
States bureau of census. (2) Thirty per cent is
based on county population less than two hundred per cent of the federal
poverty level utilizing the most recently available CY data from the United
States bureau of census. (3) Thirty per cent is
based upon the county's adjusted recipients. The number of adjusted
recipients is equal to the total of the categories of non-public assistance
food assistance recipients, disability financial assistance (DFA) recipients
and disability medical assistance (DMA) recipients, adult medicaid recipients,
healthy start recipients, children health insurance program (CHIP) recipients,
temporary assistance for needy families (TANF) related medicaid recipients, and
TANF recipients. (4) Five per cent is
based upon the county's average unemployment rate as compared statewide in
the same category, utilizing the most recently available report
month. (5) Five per cent is
based upon the county's poverty rate. A county's poverty rate is
identified as the percentage of the county's population living at or below
the federal poverty level. (E) Upon completion of the steps in
paragraph (D) of this rule, a 0.3 per cent adjusting factor is used to increase
or decrease the allocation based upon the county difference to the statewide
average per capita income. ODJFS will calculate the applied adjustment as
follows: (1) Counties with a
higher per capita income than the statewide average will receive the adjustment
as a decrease; and (2) Counties with a lower
per capita income than the statewide average will receive the adjustment as an
increase. (F) ODJFS caps the formula-calculated
allocation amounts at a four per cent increase and decrease from the previous
FFY. If a decrease or increase in the statewide amount results in
counties' allocations fluctuating more than four per cent, ODJFS will not
apply the formula, but will decrease or increase each county's previous
FFY allocation by the percentage of change to the statewide
amount. (G) Expenditures that may be properly
charged against this allocation include administrative, direct delivery,
contracted, and purchased services costs for the FAET 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. (I) A CDJFS may redistribute excess
expenditures of the FAET allocation by the following: (1) A financial coding
adjustment which allocates fifty per cent to the FAET operating allocation and
fifty per cent to the income maintenance allocation as outlined in rule
5101:9-6-05 of the Administrative Code, and/or; (2) A post allocated
adjustment to the child, family and community protective services allocation as
outlined in rule 5101:9-6-12.4 of the Administrative Code. (J) CDJFS expenditures must be reported on the JFS 02827
"Public Assistance Quarterly Financial Statement" as described in
rule 5101:9-7-29 of the Administrative Code. (K) The definitions, requirements, and responsibilities
contained in rule 5101:9-6-50 of the Administrative Code are applicable to this
rule.
Last updated October 22, 2021 at 8:31 AM
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Rule 5101:9-6-09.1 | Food and nutrition services state exchange.
(A) The Ohio department of job and family
services (ODJFS) issues funding to select county departments of job and family
services (CDJFS) for reimbursement of approved costs associated with travel
expenses for U.S. department of agriculture (USDA) food and nutrition services
(FNS) meetings, insight trips and conferences. (B) FNS state exchange funding consists
of one hundred per cent federal funding from the USDA FNS state exchange
grant. (C) The catalog of federal domestic
assistance (CFDA) number is 10.561. (D) FNS state exchange
activities The CDJFS may submit the following staff travel
expenses for reimbursement for attending any of the following conferences
and/or meetings: (1) FNS regional
conferences; (2) Meetings in other
regions to view innovative approaches to the supplemental nutrition assistance
program (SNAP); (3) FNS "Urban 14 Urban
Partners" meetings, insight trips and conferences; (4) FNS "Mid West Regional Office
(MWRO)" steering committee and board meetings, insight trips and
conferences; and (5) FNS MWRO annual
conference. (E) Reimbursement (1) ODJFS office of
family assistance (OFA) notifies all CDJFS identified as eligible for full or
partial reimbursement. After such notification, the CDJFS shall submit
estimated travel expenses to the designated FNS steering committee member
thirty days prior to any travel, or within seven days if thirty days is not
available. (2) The CDJFS submits
requests for reimbursement through the designated FNS steering committee member
no later than fifteen days after the travel has been completed for approval or
denial. The designated steering committee member submits approved estimates to
FNS and FNS authorizes a state exchange grant for all approved
amounts. (3) Once FNS approves the
estimate and authorizes the funding the CDJFS submits documentation of eligible
expenditures (i.e., copies of receipts, etc.) to OFA for approval.
(4) Upon approval, ODJFS
issues an allocation making the funds available to the CDJFS. (F) The CDJFS must report expenditures as
described in rule 5101:9-7-29 of the Administrative Code. (G) The definitions, requirements, and
responsibilities contained in rule 5101:9-6-50 of the Administrative Code are
applicable to this rule.
Last updated October 12, 2023 at 10:33 AM
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Rule 5101:9-6-09.3 | Food assistance employment and training (FAET) operating allocation.
Effective:
October 22, 2021
(A) The Ohio department of job and family
services (ODJFS) issues the FAET operating allocation to reimburse the county
department of job and family services (CDJFS) for FAET related expenses once a
county has exhausted the regular FAET funding outlined in rule 5101:9-6-09 of
the Administrative Code. (B) ODJFS issues the FAET operating
allocation on a federal fiscal year (FFY) basis. The FAET operating allocation
ends and liquidates the last quarter of the federal fiscal year
(FFY). (C) The FAET operating allocation
consists of fifty per cent federal funding and requires a fifty per cent state/
local match. The assistance listing number (ALN), formerly known as catalogue
of federal domestic assistance (CFDA) number for the federal portion of this
allocation is 10.561. (D) ODJFS distributes the FAET operating
allocation utilizing the same methodology utilized for the regular FAET
allocation as outlined in rule 5101:9-6-09 of the Administrative
Code. (E) The CDJFS may move excess
expenditures from the FAET allocation as outlined in paragraph (I) of rule
5101:9-6-09 of the Administrative Code to the FAET operating allocation
by: (1) A financial coding
adjustment which allocates fifty per cent to the FAET operating allocation and
fifty per cent to the income maintenance (IM) allocation as outlined in rule
5101:9-6-05 of the Administrative Code. (2) A post allocated
adjustment to the child, family and community protective services allocation as
outlined in rule 5101:9-6-12.4 of the Administrative Code. (F) CDJFS expenditures must be reported as described in rule
5101:9-7-29 of the Administrative Code. (G) The definitions, requirements, and responsibilities contained
in rule 5101:9-6-50 of the Administrative Code are applicable to this
rule.
Last updated October 22, 2021 at 8:31 AM
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Rule 5101:9-6-09.4 | Food assistance employment and training (FAET) participant allowance allocation.
(A) The Ohio department of job and family
services (ODJFS) issues the FAET participant allowance allocation to reimburse
the county job and family services (CDJFS) for eligible expenditures incurred
by recipients participating in the FAET program as outlined in rule 5101:4-3-32
of the Administrative Code. (B) ODJFS issues the FAET participant
allowance allocation on a federal fiscal year (FFY) basis. ODJFS will
communicate the funding and liquidation periods for this allocation through the
county finance information system (CFIS). The CDJFS must expend funds by the
end of the funding period and disburse and report expenditures no later than
the end of the liquidation period. (C) The FAET participant allowance
allocation consists of fifty per cent state and fifty per cent federal funds.
The assistance listing number (ALN) for the federal portion of this allocation
is 10.561. (D) ODJFS distributes the FAET
participant allowance allocation utilizing the same methodology utilized for
the regular FAET allocation outlined in rule 5101:9-6-09 of the Administrative
Code. (E) The total FAET participant allowance
allocation covers expenditures reported in: (1) CFIS
and; (2) Ohio benefits
(OB). (F) The CDJFS shall reimburse ODJFS for
expenditures in excess of their total available FAET participant allowance
allocation. (G) The CDJFS must report participant allowance expenses not
captured in OB on the JFS 02827 "Public Assistance Quarterly Financial
Statement" as described in rule 5101:9-7-29 of the Administrative Code.
The following are allowable activities for the FAET participant
allowance: (1) Transportation (bus
passes, mileage reimbursement, transportation contracts with
taxi/transportation companies); (2) Tuition/fees,
training materials, books, registration fees; (3) Clothing for job
interviews, uniforms; (4) Licensing/bonding fees,
fingerprinting, background checks; and (5) Other services that
are necessary for FAET participation. (H) FAET participant allowance expenses are not eligible for
reimbursement using regular FAET or FAET operating funding as outlined in rule
5101:9-6-09 or 5101:9-6-09.3 of the Administrative Code. (I) The definitions, requirements, and responsibilities contained
in rule 5101:9-6-50 of the Administrative Code are applicable to this
rule.
Last updated June 23, 2023 at 8:14 AM
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Rule 5101:9-6-10 | State social services operating allocation.
Effective:
December 7, 2021
(A) The Ohio department of job and family services (ODJFS) issues the state SSO allocation to the county department of job and family services (CDJFS) for expenditures incurred in the operation of social services programs. (B) This allocation consists of one hundred per cent state funds. (C) ODJFS issues this allocation on a state fiscal year (SFY) basis. ODJFS will communicate the period of performance and liquidation period for this allocation through the county finance information system (CFIS). The CDJFS must expend funds by the end of the funding period and disburse and report expenditures no later than the end of the liquidation period. (D) ODJFS utilizes the following methodology to distribute available funds for this allocation. (1) When the statewide allocation is within four per cent of the final amount distributed in the preceding year, ODJFS uses the formula in this paragraph to determine each county department of job and family services (CDJFS) share. ODJFS caps increases and decreases in each county's allocation amount at four per cent of the county's preceding year's allocation. ODJFS proportionately distributes county increases of more than four per cent to counties experiencing more than a four per cent decrease. The formula for determining how to allocate the statewide allocation is as follows: (a) Fifty per cent is based on the county's population at or below one hundred fifty per cent of the federal poverty level as compared statewide in the same category. (b) Twenty per cent is based on the county's population at or below eighteen years of age and at or below two hundred per cent of the federal poverty level as compared statewide in the corresponding categories. (c) Twenty per cent is based on the county's population at or over fifty-five years of age and at or below two hundred per cent of the federal poverty level as compared statewide in the corresponding categories. (d) Ten per cent is based on the county's average unemployment rate as compared to the average unemployment rate for all eligible counties, utilizing figures from ODJFS for the most recently available federal fiscal year (FFY). (2) When there is more than a four per cent increase or decrease in the statewide allocation amount, each county's preceding SFY allocation will be increased or decreased by the percentage of change to the statewide allocation amount. (E) The CDJFS may utilize the social services operating allocation as follows: (1) The CDJFS may claim expenditures against this allocation for any direct or purchased services costs as defined in the "State of Ohio Comprehensive Title XX Social Services Plan" and specifically included in the county's title XX county profile; and (2) The CDJFS may elect to transfer a portion of its state social services operating allocation to the county's family and children first council via transfer to a flexible funding pool, as outlined in Section 337.160 of Amended Substitute House Bill 110 of the 134th General Assembly, using the codes established by ODJFS for this purpose. (F) A CDJFS may move any social services operating expenditures as follows: (1) The CDJFS may move expenditures to the federal social services allocation as detailed in rule 5101:9-6-12 of the Administrative Code. (2) The CDJFS may move excess expenditures to the child, family, and community protective services allocation as detailed in rule 5101:9-6-12.4 of the Administrative Code. (G) The CDJFS shall report expenditures as described in rule 5101:9-7-29 of the Administrative Code. (H) Allocation redistribution procedures are contained in rule 5101:9-6-02 of the Administrative Code. The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.
Last updated December 7, 2021 at 10:54 AM
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Rule 5101:9-6-11 | Child care non-administration funding allocation.
Effective:
October 5, 2022
(A) The Ohio department of job and family
services (ODJFS) allocates funding to the county department of job and family
services (CDJFS) for the non-administration operating costs of providing
publicly funded child care. (B) This allocation consists of federal
funds. The assistance listing number (ALN) for this allocation is
93.575. (C) ODJFS issues this allocation on a
federal fiscal year (FFY) basis. ODJFS will communicate the funding and
liquidation periods through the county finance information system (CFIS). The
CDJFS shall expend funds by the end of the funding period and disburse and
report expenditures no later than the end of the liquidation
period. (D) ODJFS utilizes the following
methodology to distribute available funds for this allocation: (1) ODJFS allocates
thirty per cent of the statewide allocation based on each county's
population of children from birth to fourteen years of age that are at or below
one hundred per cent of the federal poverty level as compared to the statewide
total population of children in the same category, utilizing the most recent
available U.S. bureau of census figures. (2) ODJFS allocates
thirty per cent of the statewide allocation based on each county's number
of temporary assistance for needy families (TANF) children from birth to
fourteen years of age as compared to the statewide total number of children in
the same category, utilizing the most recent available state fiscal year (SFY)
data from Ohio benefits (OB). (3) ODJFS allocates
thirty per cent of the statewide allocation based on each county's number
of children determined eligible for publicly funded child care as compared to
the statewide total number of children in the same category, utilizing the most
recent available SFY data from the OB system. (4) ODJFS allocates ten
per cent of the statewide allocation based on each county's number of
licensed type B homes as compared to the statewide total in the same category,
utilizing the most recent available SFY data from the OB system. (E) The CDJFS may report the following
allowable child care related expenditures: (1) Shared costs (as
allocated in accordance with the ODJFS cost allocation plan); (2) Establishment and maintenance of
computerized childcare information systems; (3) Establishment and operation of a
certificate program; (4) Eligibility determination and
re-determination; (5) Preparation / participation in
judicial hearings; (6) Child care placement; (7) Recruitment, licensing, inspection of
child care providers; (8) Training for lead agency or
sub-recipient staff on billing and claims processes associated with the subsidy
program; (9) Reviews and supervision of child care
placements; (10) Activities associated with payment
rate setting; (11) Resource and referral services;
and (12) Training for child care
staff. (F) The CDJFS claims non-administration
employee costs through the random moment sample (RMS) process as described in
rule 5101:9-7-20 of the Administrative Code. The CDJFS reports direct
expenditures as described in rule 5101:9-7-29 of the Administrative
Code. (G) The CDJFS may request to transfer
available child care administration funding to the child care
non-administration allocation to be used as stated in paragraph (E) of this
rule. The CDJFS shall use the budget request function in CFIS to request the
transfer of funding and shall be received by ODJFS no later than the last day
of the liquidation period. (H) A CDJFS may also move any excess
child care non-administration expenditures as follows: (1) The CDJFS may move excess
expenditures associated with child care eligibility determinations and other
direct expenditures identified as TANF administrative activities as defined in
rule 5101:9-6-08.8 of the Administrative Code, to the TANF administration
allocation; or, (2) The CDJFS may move excess
expenditures associated with activities categorized as non-administration, as
described in rule 5101:9-6-08 of the Administrative Code to the TANF regular
allocation. (I) Allocation redistribution is pursuant to rule 5101:9-6-02 of
the Administrative Code. The definitions, requirements, and responsibilities
contained in rule 5101:9-6-50 of the Administrative Code are applicable to this
rule.
Last updated October 5, 2022 at 8:20 AM
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Rule 5101:9-6-11.2 | Child care administration allocation.
Effective:
October 5, 2022
(A) The Ohio department of job and family
services (ODJFS) allocates funding to the county department of job and services
(CDJFS) for the administrative costs of providing publicly funded child
care. (B) The assistance listing number (ALN)
for this allocation is 93.575. (C) ODJFS issues this allocation on a
federal fiscal year (FFY) basis. ODJFS communicates the funding and liquidation
periods through the county finance information system (CFIS). The CDJFS must
expend funds by the end of the funding period and disburse and report
expenditures no later than the end of the liquidation period. (D) ODJFS issues available funds for this
allocation using the same methodology as contained in paragraph (D) of rule
5101:9-6-11 of the Administrative Code. (E) The term "administrative
costs'' means costs necessary for the proper administration of the
child care program in accordance with 45 C.F.R. 98.54 (September 30, 2016).
These activities may include: (1) Salaries and related
costs of staff engaged in administration and implementation of the
program; (2) Travel costs incurred
for official business in carrying out the program; (3) Administrative
services, including accounting services performed by grantees or subgrantees or
under agreements with third parties and; (4) Indirect
administrative costs associated with providing program services, such as costs
for supplies, equipment, travel, postage, utilities, rental and maintenance of
office space associated with child care administration and child care
non-administration, in accordance with the ODJFS cost allocation
plan; (F) The CDJFS direct charges contract
costs related to the general administration and coordination of the programs to
this allocation. The CDJFS claims administrative costs through the random
moment sample (RMS) process as described in rule 5101:9-7-20 of the
Administrative Code. The CDJFS reports direct expenditures as described in rule
5101:9-7-29 of the Administrative Code. (G) The CDJFS may request to transfer
available child care administration funding to the child care
non-administration allocation to be used as stated in paragraph (E) of rule
5101:9-6-11 of the Administrative Code. (H) The CDJFS may apply child care
administrative expenditures in excess of the child care administration
allocation to TANF administration funding as outlined in rule 5101:9-6-08.8 of
the Administrative Code. (I) Allocation redistribution is pursuant to rule 5101:9-6-02 of
the Administrative Code. The definitions, requirements, and responsibilities
contained in rule 5101:9-6-50 of the Administrative Code are applicable to this
rule.
Last updated October 5, 2022 at 8:20 AM
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Rule 5101:9-6-12 | Title XX federal social services allocation.
(A) The Ohio department of job and family
services (ODJFS) issues the Title XX federal social services allocation to the
county department of job and family services (CDJFS) for expenditures incurred
in the operation of social services programs. (B) This allocation consists of federal
funds issued under Title XX of the Social Security Act. The catalog of federal
domestic assistance (CFDA) number for this allocation is 93.667. (C) ODJFS issues this allocation on a
federal fiscal year (FFY) basis. ODJFS will communicate the funding period and
liquidation period for this allocation through the county finance information
system (CFIS). The CDJFS can disburse and report financial transactions
incurred during the funding period no later than the end of the liquidation
period. (D) Methodology ODJFS uses the following methodology to
distribute available funds for this allocation. (1) When the statewide
allocation is the same as the preceding year, or has a decrease less than four
per cent, ODJFS calculates each county allocation amount by applying the
formula listed in paragraph (D)(4) of this rule. ODJFS caps increases and
decreases in each county's allocation amount at four per cent of the
county's preceding year's allocation. ODJFS proportionately
distributes county increases of more than four per cent to counties
experiencing more than a four per cent decrease. (2) When the statewide
allocation amount increases from the preceding year: (a) First, ODJFS distributes to each CDJFS the same
allocation amount received in the preceding year. (b) Once the distribution of initial allocation amounts is
complete, ODJFS distributes the statewide increase to the CDJFS by applying the
formula listed in paragraph (D)(4) of this rule. (3) When there is more
than a four per cent decrease in the statewide allocation amount from the
preceding year, ODJFS does not apply the formula in paragraph (D)(4) of this
rule, but decreases each CDJFS's preceding SFY allocation by the
percentage of change to the statewide allocation amount. (4) The formula is as
follows: (a) ODJFS distributes five per cent of the statewide
allocation to each CDJFS based on each county's population. (b) ODJFS distributes five per cent of the statewide
allocation to the CDJFS based on each county's property tax wealth
factors, as measured by the total of the most recent real estate, public
utility, and tangible personal property tax values reported by the Ohio
department of taxation and as inversely compared statewide. (c) ODJFS allocates the remaining balance to the CDJFS
using the following methodology: (i) Fifty per cent is
based on the county's population at or below one hundred fifty per cent of
the federal poverty level as compared statewide in the same
category. (ii) Twenty per cent is
based on the county's population at or below eighteen years of age and at
or below two hundred per cent of the federal poverty level as compared
statewide in the corresponding categories. (iii) Twenty per cent is
based on the county's population at or over fifty-five years of age and at
or below the two hundred per cent of the federal poverty level as compared
statewide in the corresponding categories. (iv) Ten per cent is
based on the county's average unemployment rate as compared to the average
unemployment rate for all eligible counties, utilizing figures from the ODJFS
for the most recently available FFY. (E) The CDJFS may claim expenditures
against this allocation for any administrative, direct or purchased services
costs as defined in the "State of Ohio Comprehensive Title XX Social
Services Plan" and specifically included in the county's "Title
XX County Profile." (F) County agency expenditures must be
reported as described in rule 5101:9-7-29 of the Administrative
Code. (G) A CDJFS may move any Title XX
expenditures as follows: (1) The CDJFS may move
expenditures to the social services operating allocation. (2) The CDJFS may move
excess expenditures associated with programs and services to children and/or
their families whose income is less than two hundred per cent of the federal
poverty level to the Title XX TANF transfer allocation. Programs and services
must be included in the county Title XX profile. (3) The CDJFS may move
excess expenditures associated with the delivery of protective services to
adults age sixty and over to the APS allocation. (H) Allocation redistribution is pursuant
to rule 5101:9-6-02 of the Administrative Code. The definitions, requirements,
and responsibilities contained in rule 5101:9-6-50 of the Administrative Code
are applicable to this rule.
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Rule 5101:9-6-12.1 | Title XX temporary assistance for needy families (TANF) transfer allocation.
(A) The Ohio department of job and family
services (ODJFS) issues the Title XX TANF transfer allocation to the county
department of job and family services (CDJFS) to support 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) ODJFS issues this allocation on a
federal fiscal year (FFY) basis. ODJFS communicates the funding period and
liquidation period for this allocation through the county finance information
system (CFIS). The CDJFS can disburse and report financial transactions
incurred during the funding period no later than the end of the liquidation
period. (C) The Title XX TANF transfer allocation
consists of one hundred per cent federal funds. The originating catalog of
federal domestic assistance (CFDA) number for this allocation is 93.558. In
accordance with CFDA number 93.558, expenditures for money transferred out of
TANF and into Title XX are considered as expenditures for the Title XX program
and reported under CDFA number 93.667. (D) Methodology ODJFS uses the following methodology to
distribute the Title XX TANF transfer allocation. (1) When the statewide
allocation is the same as the preceding year, or has a decrease of less than
four per cent, ODJFS calculates each county allocation amount by applying the
formula listed in paragraph (D)(4) of this rule. ODJFS caps increases and
decreases in each county's Title XX TANF transfer allocation at four per
cent of the county's preceding year's allocation. ODJFS
proportionately distributes county increases of more than four per cent to
counties experiencing more than a four per cent decrease. (2) When the statewide
allocation amount increases from the preceding year: (a) ODJFS distributes to each CDJFS the same allocation amount
received in the preceding year. (b) Once the distribution of initial allocation amounts is
complete, ODJFS distributes the state wide increase amount to the CDJFS by
applying the formula listed in paragraph (D)(4) of this rule. (3) When there is more
than a four per cent decrease in the statewide allocation amount from the
preceding year, ODJFS does not apply the formula in paragraph (D)(4) of this
rule, but decreases each CDJFS's preceding grant by the percentage of
change to the statewide allocation amount. (4) The formula is as
follows: (a) ODJFS distributes five per cent of the statewide allocation
to each CDJFS based on each county's population. (b) ODJFS distributes five per cent of the statewide allocation
to the CDJFS based on each county's property tax wealth factors, as
measured by the total of the most recent real estate, public utility, and
tangible personal property tax values reported by the Ohio department of
taxation and as inversely compared statewide. (c) ODJFS allocates the remaining balance to the CDJFS using the
following methodology: (i) Fifty per cent is
based on the county's population at or below one hundred fifty per cent of
the federal poverty level as compared statewide in the same
category. (ii) Forty per cent is
based on the county's population at or below eighteen years of age and at
or below two hundred per cent of the federal poverty level as compared
statewide in the corresponding categories. (iii) Ten per cent is
based on the county's average unemployment rate as compared to the average
unemployment rate for all eligible counties, utilizing figures from the ODJFS
for the most recently available federal fiscal year (FFY). (E) The CDJFS may move eligible
expenditures as follows: (1) The CDJFS may move
eligible expenditures to the Title XX federal social services allocation as
detailed in rule 5101:9-6-12 of the Administrative Code. (2) The CDJFS may move
eligible expenditures to the state social services operating allocation as
detailed in rule 5101:9-6-10 of the Administrative Code. (3) The CDJFS may move
eligible expenditures associated with allowable TANF services for children
and/or families whose income is less than two hundred per cent of the federal
poverty level to the TANF regular or TANF administrative allocation as detailed
in rules 5101:9-6-08 and 5101:9-6-08.8 of the Administrative Code. (4) Any excess
expenditures remaining after paragraphs (E)(1) and (E)(2) of this rule are the
responsibility of the county agency. (F) A CDJFS may elect to use all or a
portion of these funds as regular TANF funding. A CDJFS shall use the CFIS
budget transfer process to request the transfer of funding. The request for
each fiscal year must be submitted by January eighteenth. (G) Allocation redistribution procedures
are contained in rule 5101:9-6-02 of the Administrative Code. The definitions,
requirements, and responsibilities contained in rule 5101:9-6-50 of the
Administrative Code are applicable to this rule.
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Rule 5101:9-6-12.4 | Child, family, and community protective services allocation.
(A) The Ohio department of job and family
services (ODJFS) issues the child, family, and community protective services
allocation to provide funding to the county department of job and family
services 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 community
protective services allocation consists of one hundred per cent state funds
issued for the state fiscal year (SFY), July first through June thirtieth. All
expenditures incurred during the SFY must be liquidated no later than the end
of the three-month liquidation period of July first to September
thirtieth. (C) Methodology. ODJFS distributes five per cent of the child,
family, and community protective services allocation to each CDJFS based on
county population. ODJFS also distributes five per cent of the allocation to
each CDJFS based on each county's property tax wealth factors, as measured
by the total of the most recent real estate, public utility, and tangible
personal property tax values reported by the Ohio department of taxation and as
inversely compared statewide. (1) The remaining ninety
per cent of the allocated amount will be distributed as follows: (a) Fifty per cent is based on the county's population at or
below one hundred fifty per cent of the federal poverty level as compared
statewide in the same category; (b) Twenty per cent is based on the county's population at
or below eighteen years of age and at or below two hundred per cent of the
federal poverty level as compared statewide in the corresponding
categories; (c) Twenty per cent is based on the county's population at
or over fifty-five years of age and at or below two hundred per cent of the
federal poverty level as compared statewide in the corresponding categories;
and, (d) Ten per cent is based on the county's average
unemployment rate as compared to the average unemployment rate for all eligible
counties, utilizing figures from ODJFS for the most recently available federal
fiscal year (FFY). Population figures are based upon the most
recently available United States bureau of census data. (2) When there is more
than a four per cent decrease in the statewide allocation amount from the
preceding year, ODJFS does not apply the formula in paragraphs (C) and (C)(1)
of this rule, but decreases each CDJFS's preceding SFY allocation by the
percentage of change to the statewide allocation amount. (3) When the statewide
allocation is the same as the preceding year, county allocation amounts are
calculated by applying the formula listed in paragraphs (C) and (C)(1) of this
rule. ODJFS caps increases and decreases in each county's allocation at
four per cent of the county's preceding year's allocation amount.
ODJFS proportionately distributes county increases of more than four per cent
to counties experiencing more than a four per cent decrease. (4) When the statewide
allocation amount increases from the preceding year: (a) First, ODJFS distributes to each CDJFS the same allocation
amount received in the preceding year. (b) Once the distribution of initial allocation amounts is
complete, ODJFS distributes the statewide increase to the CDJFS by applying the
formula listed in paragraph (C)(1) of this rule. (D) The CDJFS shall utilize the child,
family, and community 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. (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; (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, including through the differential response program developed
under Section 309.50.10 of Amended House Bill 64 of the 131st General
Assembly. (E) A combined CDJFS may use all or a
portion of its allocation to support its child support enforcement agency
(CSEA) or public children services agency (PCSA) activities. A CDJFS may also
provide all, or a portion of, its allocation to a stand alone CSEA or PCSA
through an interagency agreement. County agencies shall use the funding to
provide services for any of the purposes listed in paragraph (D) of this
rule. (F) A CDJFS may also elect to transfer
all or a portion of its community and protective services allocation to the
county's family and children first council via transfer to a flexible
funding pool, using the codes established by ODJFS for this
purpose. (G) County family services agencies must report expenditures 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.
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Rule 5101:9-6-13 | Disaster related prevention, retention and contingency (PRC) assistance funding.
(A) In the event a disaster or state of
emergency is declared by the governor, the Ohio department of job and family
services (ODJFS) may provide supplemental funding to the county department of
job and family services (CDJFS) based on availability for disaster-related PRC
assistance and services through the PRC program. (B) The funding source for the disaster
relief PRC assistance allocation is the federal temporary assistance for needy
families (TANF) block grant. The assistance listing number (ALN) is 93.558.
These funds are in addition to the county's current TANF regular
allocation as outlined in rule 5101:9-6-08 of the Administrative
Code. (C) The CDJFS may be required to amend or
revise the county PRC plan to access these additional funds if the current plan
does not reflect the inclusion of disaster assistance procedures. In order to
qualify for PRC services, there are certain conditions that must be met,
including evidence of economic need. It is recommended that counties adopt two
hundred per cent of the federal poverty level (FPL). There may be instances
where a standard of need that exceeds two hundred per cent of the FPL might be
appropriate, but such a determination should be accompanied by a logical
explanation or justification explaining why the selected standard of need is
appropriate and reasonable in those circumstances. (D) ODJFS makes funds available only to
those CDJFS in counties that have been declared to be under a state of
emergency by the governor. ODJFS will communicate the time limits for this
allocation through the county finance information system (CFIS). (E) ODJFS issues disaster PRC assistance
funding only for declared disaster or state of emergency situations such as
hurricanes, tornadoes, storms, floods, high water, wind-driven water, tidal
waves, earthquakes, droughts, blizzards, pestilence, famine, fire, explosion,
building collapse, transportation wreck, or any other situation which may cause
human suffering or creates human needs which victims cannot alleviate without
assistance. The CDJFS shall only claim expenditures to this
TANF allocation for nonrecurring, time-limited emergency disaster relief
efforts for eligible PRC families. Recipients must reside in one of the
counties declared under a state of emergency, and must have been adversely
affected by the emergency condition. (F) The CDJFS shall report expenditures
as described in rule 5101:9-7-29 of the Administrative Code. (G) The definitions, requirements and
responsibilities contained in rule 5101:9-6-50 of the Administrative Code are
applicable to this rule.
Last updated June 5, 2023 at 8:33 AM
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Rule 5101:9-6-14 | Adult protective services (APS) allocation.
Effective:
August 14, 2023
(A) The Ohio department of job and family
services (ODJFS) issues the APS allocation to reimburse the county for the
delivery of protective services to adults age sixty and over. (B) This allocation consists of one
hundred per cent state funds subject to approval by the general
assembly. (C) ODJFS issues this allocation for the
state fiscal year (SFY), July first through June thirtieth with a three-month
liquidation period of July first to September thirtieth. (D) ODJFS will distribute a base amount
to each county department of job and family services (CDJFS) for the
administration of the adult protective services APS program. Where a CDJFS
encompasses multiple counties, each CDJFS will receive the base amount for each
county represented under the CDJFS. The remainder of the statewide allocation,
minus the base amount, will be provided to counties in accordance with the
formula established in section 5101.14 of the Revised Code as
follows: (1) If the amount of
available funds is equal to the amount appropriated for the immediately
preceding fiscal year, each county shall receive an amount equal to the amount
it received in the immediately preceding fiscal year exclusive of any releases
from or additions to the allocation or any sanctions. (2) If the amount of
available funds is less than the amount initially appropriated for the
immediately preceding fiscal year, each county shall receive an amount equal to
the percentage of funding it received in the immediately preceding fiscal year,
exclusive of any releases from or additions to the allocation or any
sanctions. (3) If the amount of
available funds is more than the amount initially appropriated for the
immediately preceding fiscal year, each county shall receive an amount equal to
the amount it received in the preceding year as a base allocation. ODJFS will
allocate the amount exceeding the amount initially appropriated in the
immediately preceding fiscal year as follows: (a) Twelve per cent is divided equally among all
counties. (b) Forty-eight per cent is distributed based on the total
number of county residents under the age of eighteen as compared to the total
statewide residents under the age of eighteen for the most recent calendar year
available. (c) Forty per cent is distributed based on the number of
county residents with incomes under the federal poverty level as compared to
the statewide total of residents with incomes under the federal poverty level
for the most recent calendar year available. (E) Expenditures The county may charge the following expenditures
against this allocation: (1) APS allowable
expenditures under Title XX of the Social Security Act, 88 Stat. 2337 (1974),
42 U.S.C.A. 1397, as amended for individuals age sixty or over as listed in the
county social services plan/profile. (2) Non-Title XX APS
expenditures for individuals age sixty or over as contained in Chapter
5101:2-20 of the Administrative Code. (3) APS allowable
expenditures under Title XX for individuals age sixty or over but not listed in
the county social services plan/profile. (F) Reporting County agencies report expenditures as outlined
in rule 5101:9-7-29 of the Administrative Code. Contract or vendor agreement
purchased service expenditures must be liquidated and reported as actual
expenditures no later than three months after the last day of the SFY
allocation period. (G) Redistribution of excess
expenditures ODJFS follows the redistribution process for
excess expenditures as outlined in rule 5101:9-6-02 of the Administrative Code.
In addition, ODJFS takes the following steps to recognize allowable Title XX
expenditures, which are contained in the county social services plan/profile,
in excess of the county's allocation: (1) The CDJFS may move
allowable Title XX expenditures remaining, which are included in the county
social services plan/profile, to the federal social services allocation as
detailed in rule 5101:9-6-12 of the Administrative Code or to the social
services operating allocation as detailed in rule 5101:9-6-10 of the
Administrative Code. (2) The CDJFS may move
excess expenditures to the child, family, and community protective services
allocation as detailed in rule 5101:9-6-12.4 of the Administrative
Code. (3) Any excess expenditures remaining
after the completion of the process identified in paragraphs (G)(1) and (G)(2)
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.
Last updated August 14, 2023 at 10:49 AM
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Rule 5101:9-6-14.1 | Adult services and family services (ASFS) training funding.
Effective:
January 31, 2024
(A) The Ohio department of job and family
services (ODJFS) issues funding to county departments of job and family
services (CDJFS) to support the cost of providing adult services and family
services (ASFS) training at designated regional training centers (RTCs). This
rule does not apply to counties where the RTC receives training funding via an
agreement with the ODJFS office of families and children (OFC). (B) ODJFS issues funding on a federal
fiscal year (FFY) basis. The assistance listing number (ALN) for this subsidy
is 93.667. (C) Counties that serve as regional training centers (RTCs) have
the responsibility of addressing statewide ASFS needs identified by county
staff in the areas served by each RTC. Trainees may include CDJFS and public
children services agency (PCSA) staff and community partners who provide ASFS
services or perform ASFS duties. RTCs shall work in a collaborative manner to
maximize efficiency and available training resources. (1) Each RTC shall
submit a quarterly report to ODJFS and the statewide training coordinator that
includes the number of training events offered, the number of participants in
attendance, the location of the training event, and the title/course number of
the workshop(s) offered. (2) Each RTC shall
submit a quarterly calendar of course offerings to ODJFS and the statewide
training coordinator (according to a prescribed schedule) and to OFC in a
format designated by ODJFS. (D) ODJFS issues an operating allocation and a cost of
instruction allocation to each RTC to support ASFS training costs. (1) Operating
allocation: (a) ODJFS issues operating funding to counties that serve as RTCs
as a general supplement to the social services allocation. The county serving
as a RTC is compensated by operating funding for staffing costs associated with
its procurement and provision of ASFS training. (b) The CDJFS may claim employee costs incurred with the
procurement and delivery of ASFS training through the random moment sample
(RMS) process as detailed in rule 5101:9-7-20 of the Administrative Code. The
county shall not be permitted to direct charge such staffing costs to this
funding. (2) Cost of instruction
allocation: (a) ODJFS issues the cost of instruction funding as a separate
allocation. Allowable costs for this allocation include supplies that will be
directly consumed in the delivery of training and equipment pre-approved by
ODJFS. (b) The CDJFS shall report expenditures on the JFS 02827
"CFIS Local Agency Quarterly Financial Statement" as described in
rule 5101:9-7-29 of the Administrative Code. (E) The definitions, requirements and responsibilities contained
in rule 5101:9-6-50 of the Administrative Code are applicable to this
rule.
Last updated January 31, 2024 at 9:05 AM
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Rule 5101:9-6-16.2 | Refugee cash and medical assistance allocation.
Effective:
January 20, 2022
(A) The Ohio department of job and family
services (ODJFS) issues the refugee cash and medical assistance allocation to
the county department of job and family services agency (CDJFS) for activities
related to the administration, eligibility activities and coordination of the
following programs: (1) Refugee cash
assistance (RCA) program as outlined in rule 5101:1-2-40.1 of the
Administrative Code; and (2) Refugee medical
assistance (RMA) program as outlined in rule 5160:1-5-05 of the Administrative
Code. (B) This allocation consists of one
hundred per cent federal funds. The assistance listing number (ALN) for this
allocation is 93.566. (C) ODJFS issues the refugee cash and
medical assistance allocation in accordance with rule 5101:9-6-02 of the
Administrative Code. (D) The CDJFS may charge allowable
expenditures against this allocation as follows: (1) A CDJFS shall capture
administrative expenditures through the random moment sample (RMS) process as
described in rule 5101:9-7-20 of the Administrative Code. (2) A CDJFS shall report
contracts and purchased services expenditures related to medical transportation
for RMA patients using financial codes established for this purpose. The CDJFS
shall report expenditures as described in rule 5101:9-7-29 of the
Administrative Code. (E) The funding period and liquidation
period for this allocation will be communicated by ODJFS through the county
finance information system (CFIS). (F) The definitions, requirements and responsibilities contained
in rule 5101:9-6-50 of the Administrative Code are applicable to this
rule.
Last updated January 20, 2022 at 8:50 AM
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Rule 5101:9-6-19 | State child protective allocation (SCPA).
Effective:
September 17, 2021
(A) The Ohio department of job and family
services (ODJFS) issues the SCPA to meet expenses of the children services
program, including costs for the care of a child who resides with a caretaker
relative and other services a public children services agency (PCSA) considers
necessary to protect children from abuse, neglect, or dependency. (B) This allocation consists of state
funds including the funding formerly known as the "Fiesel"
allocation. The PCSA shall deposit this allocation in the county's
children services fund. (C) ODJFS issues the SCPA for associated
staff costs, goods or services performed for the state fiscal year (SFY), July
first through June thirtieth. ODJFS communicates the funding period and
liquidation period through the county finance information system (CFIS). The
PCSA can incur services through the funding period and disburse and report
expenditures no later than the end of the liquidation period. The PCSA shall
return funds that are not fully liquidated by September thirtieth to ODJFS
during the allocation's grant reconciliation period. (D) ODJFS uses the following methodology
to distribute available funds: (1) ODJFS allocates a
base amount to each PCSA. Where a PCSA encompasses multiple counties, each PCSA
will receive the base amount for each county represented under the
PCSA. (2) ODJFS allocates the
remaining balance in accordance with section 5101.14 of the Revised Code as
follows: (a) If the amount of available funds is equal to the amount
appropriated for the immediately preceding fiscal year, each county shall
receive an amount equal to the amount it received in the immediately preceding
fiscal year exclusive of any releases from or additions to the allocation or
any sanctions. (b) If the amount of available funds is less than the amount
initially appropriated for the immediately preceding fiscal year, each county
shall receive an amount equal to the percentage of funding it received in the
immediately preceding fiscal year, exclusive of any releases from or additions
to the allocation or any sanctions. (c) If the amount of available funds is more than the amount
initially appropriated for the immediately preceding fiscal year, each county
shall receive an amount equal to the amount it received in the preceding year
as a base allocation. ODJFS will allocate the amount exceeding the amount
initially appropriated in the immediately preceding fiscal year as
follows: (i) Twelve per cent is divided equally among all
counties. (ii) 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. (iii) 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 for
the most recent calendar year available. (E) ODJFS sends an advance of this
allocation to the PCSA within thirty days after the beginning of each calendar
year quarter. (F) The PCSA may charge allowable expenditures against
this allocation as follows: (1) A PCSA shall report
direct expenditures as described in rule 5101:9-7-29 of the Administrative
Code; (2) A PCSA may claim
reimbursement of administrative costs and/or cover state or local match
requirements through the social services random moment sample (SSRMS)
reconciliation/certification of funds process; or, (3) A PCSA may also
elect to transfer all or a portion of its SCPA to the county's family and
children first council via transfer to a flexible funding pool, using codes
established by ODJFS. (G) The definitions, requirements, and responsibilities
contained in rule 5101:9-6-50 of the Administrative Code are applicable to this
rule.
Last updated September 17, 2021 at 8:27 AM
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Rule 5101:9-6-20 | Foster parent recruitment allocation.
Effective:
November 7, 2019
(A) The Ohio department of job and family
services (ODJFS) issues foster parent recruitment funds to the public children
services agency (PCSA) for the PCSA staff to provide foster parent recruitment,
engagement and support activities. (B) This allocation consists of state
funds. The PCSA shall deposit this allocation in the county's children
services fund. (C) ODJFS communicates the funding period
and liquidation period through the county finance information system (CFIS).
The PCSA can incur services through the funding period and disburse and report
expenditures no later than the end of the liquidation period. Expenditures in
excess of the allocation amount are the responsibility of the county
agency. (D) ODJFS uses the same methodology to
distribute available funds as described in paragraph (D)(2) of rule 5101:9-6-19
of the Administrative Code. (E) The PCSA may charge allowable Title IV-E match
expenditures against this allocation. (F) The definitions, requirements, and responsibilities
contained in rule 5101:9-6-50 of the Administrative Code are applicable to this
rule.
Last updated November 6, 2024 at 2:02 PM
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Rule 5101:9-6-23 | Children services best practices (CSBP) funding.
Effective:
April 23, 2020
(A) The Ohio department of job and family
services (ODJFS) issues children services best practices (CSBP) funds to
strengthen best practices of a public children services agency
(PCSA). (B) This allocation consists of state
funds. The PCSA will deposit this allocation in the county's children
services fund. (C) ODJFS communicates the funding period
and liquidation period through the county finance information system (CFIS).
The PCSA can incur services through the funding period and disburse and report
expenditures no later than the end of the liquidation period. Expenditures in
excess of the allocation amount are the responsibility of the county
agency. (D) ODJFS allocates this funding in
accordance with section 5101.14 of the Revised Code as follows: (1) If the amount of
available funds is equal to the amount appropriated for the immediately
preceding fiscal year, each county will receive an amount equal to the amount
it received in the immediately preceding fiscal year exclusive of any releases
from or additions to the allocation or any sanctions. (2) If the amount of
available funds is less than the amount initially appropriated for the
immediately preceding fiscal year, each county will receive an amount equal to
the percentage of funding it received in the immediately preceding fiscal year,
exclusive of any releases from or additions to the allocation or any
sanctions. (3) If the amount of
available funds is more than the amount initially appropriated for the
immediately preceding fiscal year, each county will receive an amount equal to
the amount it received in the preceding year as a base allocation. ODJFS will
allocate the amount exceeding the amount initially appropriated in the
immediately preceding fiscal year as follows: (a) Twelve per cent is divided equally among all
counties. (b) Forty-eight per cent is distributed based on the total
number of county residents under the age of eighteen as compared to the total
statewide residents under the age of eighteen for the most recent calendar year
available. (c) Forty per cent is distributed based on the number of
county residents with incomes under the federal poverty level as compared to
the statewide total of residents with incomes under the federal poverty level
for the most recent calendar year available. (E) Allowable costs associated with CSBP
activities and contracts for purchased goods and services include but are not
limited to the following: (1) Family First
Prevention Services Act (FFPSA) (2018), preparation including the development
and/or evaluation of prevention services and qualified residential treatment
programs; (2) Kinship supports
including the establishment or expansion of kinship support
programs; (3) Foster care
recruitment/retention activities that, in addition to the foster parent
recruitment allocation, include efforts to build more caregiver capacity to
meet the needs of children with complex needs in family-based
settings; (4) Workforce support
including recruitment and retention strategies for the PCSA
workforce; (5) Training incentives
for completion of training or coaching in topic and competency areas that are
determined, through a structured process of needs assessment, to be relevant to
the work and a high priority need for the system and individuals working within
it; (6) Data and reporting
including administrative support to review and analyze data and reporting to
inform local strengths, needs, and priorities; and (7) Equipment and
technology support, including but not limited to, the purchase of training,
services and equipment such as surface pros, phones, scanners, and mobile
broadband. (F) A PCSA will report direct
expenditures as described in rule 5101:9-7-29 of the Administrative
Code. (G) The definitions, requirements, and
responsibilities contained in rule 5101:9-6-50 of the Administrative Code are
applicable to this rule.
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Rule 5101:9-6-24 | Multi-system youth (MSY) funding.
Effective:
November 2, 2023
(A) Pursuant to section 423.70 of House
Bill 33 of the 135th General Assembly, the Ohio department of job and family
services (ODJFS) issues multi-system youth (MSY) funding to each public
children services agency (PCSA) to: (1) Prevent parental
relinquishment of custody to the PCSA solely for the purpose of a child
obtaining needed treatment; (2) Support the care of
children in the custody of a PCSA for congregate care; and (3) Provide the services
and supports necessary to ensure the child's successful transition from a
congregate care facility following discharge. (B) This allocation consists of state
funds. The PCSA will initially deposit this allocation into the county's
children services fund. (C) ODJFS communicates the funding period
and liquidation period through the county finance information system (CFIS).
The PCSA can incur services through the funding period and disburse and report
expenditures no later than the end of the liquidation period. Expenditures over
the allocation amount are the responsibility of the county agency. (D) The PCSA will designate the following
via transfer to a flexible funding pool using codes established by ODJFS to
assist in supporting the local provision of services to families and
children: (1) For state fiscal year
(SFY) twenty-four the PCSA will designate a minimum of twelve per cent of its
formula based allocation; and (2) For SFY twenty-five
the PCSA will designate a minimum of twelve per cent of its formula based
allocation. (E) ODJFS allocates this funding in
accordance with section 5101.14 of the Revised Code as follows: (1) If the amount of
available funds is equal to the amount appropriated for the immediately
preceding fiscal year, each county will receive an amount equal to the amount
it received in the immediately preceding fiscal year exclusive of any releases
from or additions to the allocation or any sanctions. (2) If the amount of
available funds is less than the amount initially appropriated for the
immediately preceding fiscal year, each county will receive an amount equal to
the percentage of funding it received in the immediately preceding fiscal year,
exclusive of any releases from or additions to the allocation or any
sanctions. (3) If the amount of
available funds is more than the amount initially appropriated for the
immediately preceding fiscal year, each county will receive an amount equal to
the amount it received in the preceding year as a base allocation. ODJFS will
allocate the amount exceeding the amount initially appropriated in the
immediately preceding fiscal year as follows: (a) Twelve per cent is divided equally among all
counties. (b) Forty-eight per cent is distributed based on the total number
of county residents under the age of eighteen as compared to the total
statewide residents under the age of eighteen for the most recent calendar year
available. (c) Forty per cent is distributed based on the number of county
residents with incomes under the federal poverty level as compared to the
statewide total of residents with incomes under the federal poverty level for
the most recent calendar year available. (F) The PCSA will report expenditures as described in rule
5101:9-7-29 of the Administrative Code. (G) The definitions, requirements, and responsibilities
contained in rule 5101:9-6-50 of the Administrative Code are applicable to this
rule.
Last updated November 2, 2023 at 8:22 AM
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Rule 5101:9-6-28 | Title IV-E administration and training funding.
(A) The Ohio department of job and family
services (ODJFS) provides federal funding to Title IV-E agencies pursuant to
Title IV-E of the federal Social Security Act. (B) ODJFS issues Title IV-E funding to
provide federal financial participation (FFP) for administration and training
costs. The county public children services agency (PCSA) must provide state
allocated general revenue funds or local funds for the nonfederal share. When
the nonfederal share includes donated funds, rule 5101:9-7-50 of the
Administrative Code must be followed. (C) The assistance listing numbers (ALN)
for Title IV-E funding are 93.658 and 93.659. (1) Foster care
maintenance Title IV-E administration and training costs are reported under ALN
93.658; and (2) Adoption assistance
Title IV-E administration and training costs are reported under ALN
93.659. (D) Administration and
training-reimbursement costs. (1) Any administrative or
training cost charged to the Title IV-E program may not be charged concurrently
to another federal program. The results of the random moment sampling (RMS) and
the statewide percentage of Title IV-E eligible child placement days is
statistically applied to the statewide social services cost pool to derive the
cost of reimbursable Title IV-E activities for the statewide Title IV-E
administration and training claim to the federal government. Costs are claimed
separately for FCM based on the statewide automated child welfare information
system (SACWIS) population data. (2) The results of the
random moment sampling (RMS) are statistically applied to the social services
cost pool or the child welfare cost pool to derive the costs that are allowable
for the calculation of Title IV-E administration and training
claim. (3) The statewide
automated child welfare information system (SACWIS) IV-E eligibility ratios are
applied to the calculation from paragraph (D)(2) of this rule to obtain the
total allowable Title IV-E administration and training costs. (4) The Title IV-E FFP
rate of either fifty per cent or seventy-five per cent is applied to the
calculation in paragraph (D)(3) of this rule to determine the total Title IV-E
claim. (E) Title IV-E administration and
training reimbursement. (1) The Title IV-E claim
determined in paragraph (D)(4) of this rule is reduced by no more than three
per cent of the FFP received as described in section 5101.141 of the Revised
Code. (2) Reimbursement for
Title IV-E administration and training is issued to the PCSA six months after a
financial quarter is closed in the county finance information system (CFIS)
except for PCSAs that did not submit to the Ohio administrative knowledge
system (OAKS) during the preliminary submission as mentioned in rule
5101:9-7-01.1 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.
Last updated July 19, 2024 at 7:40 AM
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Rule 5101:9-6-28.1 | Title IV-E kinship guardianship assistance program (KGAP).
(A) The Ohio department of job and family
services (ODJFS) issues the KGAP funding to the public children services agency
(PCSA) to provide permanent planning options for children when family
reunification or adoption are not appropriate choices. (B) This allocation consists of federal
funds and the federal assistance listing number is 93.090. (C) The PCSA coordinates with ODJFS for
the administration of the KGAP program as described in rule 5101:2-46-01 of the
Administrative Code. (D) ODJFS communicates the funding period
and liquidation period through the county finance information system (CFIS).
The PCSA can incur services through the funding period and disburse and report
expenditures no later than the end of the liquidation period. (E) Methodology (1) Federal financial
participation is reimbursed under Title IV-E as follows: (a) KGAP administrative costs are reimbursable at fifty per
cent. (b) KGAP training costs are reimbursable at seventy-five
per cent. (2) The KGAP program
administrative and training costs reimbursement will not be discounted by the
eligibility ratio. (F) The PCSA reports expenditures as
described in rule 5101:9-7-29 of the Administrative Code. (G) The definitions, requirements and
responsibilities contained in rule 5101:9-6-50 of the Administrative Code are
applicable to this allocation.
Last updated July 19, 2024 at 7:40 AM
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Rule 5101:9-6-28.2 | Kinship support intervention (KSI) allocation.
(A) The Ohio department of job and family
services issues the kinship supports intervention (KSI) allocation to public
children services agencies (PCSAs) to ensure children have a safe and stable
living environment. The KSI funding provides support to kinship caregivers,
regardless of custody status, to provide resources that meet the child's
physical, emotional, financial and basic needs. (B) This allocation consists of federal
funds. The assistance listing number is 93.471. (C) ODJFS communicates the funding period
and liquidation period through the county finance information system (CFIS).
The PCSA can incur services through the funding period and disburse and report
expenditures no later than the end of the liquidation period. Expenditures in
excess of the allocation amount are the responsibility of the county
agency. (D) ODJFS reimburses the KSI funding at a
fifty per cent federal financial participation (FFP) rate. (E) Allowable KSI navigation services and
activities for the child and kinship caregiver/family are as described in rule
5101:2-40-10 of the Administrative Code. (F) The child/family must have a
completed support plan in place and must be receiving KSI
services. (G) PCSAs shall report expenditures 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.
Last updated July 19, 2024 at 7:40 AM
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Rule 5101:9-6-28.3 | Title IV-E Family First Prevention Services Act.
Effective:
October 3, 2024
(A) The Ohio department of job and family
services (ODJFS) provides federal funding to the public children services
agency (PCSA) pursuant to Title IV-E of the federal Social Security
Act. (B) The Family First Prevention Services Act (FFPSA) of
2018, enacted as part of the 2018 Public Law (P.L.) 115-123, authorized new
optional Title IV-E prevention services funding for time-limited prevention
services for mental health, substance abuse, and in-home parent skill-based
programs for children or youth who are candidates for foster care, pregnant or
parenting youth in foster care, and the parents or kin caregivers of those
children and youth. (C) ODJFS issues Title IV-E funding to provide federal
financial participation (FFP) for administration and training payments. The
county is to provide state allocated general revenue funds or local funds for
the nonfederal share. When the nonfederal share included donated funds, rule
5101:9-7-50 of the Administrative Code is to be followed. (D) This allocation consists of federal funds. The
assistance listing number is 93.472. (E) Administration and training-reimbursement
costs. (1) Any administrative or training cost charged to the
Title IV-E prevention program may not be charged concurrently to another
federal program. (2) Allowable Title IV-E administrative costs
include: (a) Activities to develop
necessary processes and procedures to establish and implement the provision of
prevention services for eligible individuals, policy development, program
management, and data collection and reporting; (b) Activities for
eligible candidates for Title IV-E prevention services as described in rules
5101:2-45-01, 5101:2-45-02, and 5101:2-45-03 of the Administrative
Code. (3) Allowable training activities for PCSA staff
include: (a) Determination of
eligibility for the Title IV-E prevention program; (b) Identification and
provision of appropriate services; and (c) Evaluation and
oversight of the ongoing appropriateness of the services. (4) Unallowable administrative costs for the Title IV-E
prevention program include performance of investigations, physical or mental
examinations or evaluations. (F) ODJFS reimburses the PCSA for Title IV-E prevention
administrative and services program costs as described in rules 5101:2-45-01,
5101:2-45-02, and 5101:2-45-03 of the Administrative Code. (G) The PCSA is to report expenditures 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.
Last updated October 3, 2024 at 8:49 AM
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Rule 5101:9-6-30 | Child support performance incentive payments.
(A) The Ohio department of job and family
services (ODJFS) issues performance incentive payments to child support
enforcement agencies (CSEA) to provide additional funding for the Title IV-D
program. (B) Federal child support incentive
distribution. (1) The United States
department of health and human services (HHS) distributes to the ODJFS an
estimated annual incentive payment amount at the beginning of each federal
fiscal year. Following the end of each fiscal year ODJFS submits required
expenditure and performance data to HHS. Using this data, HHS calculates the
actual annual incentive payment amount earned by the state. Actual payment
amounts are contingent on data being determined to be complete and reliable by
federal auditors. The final reconciled amount includes necessary adjustments
resulting from previous incentive overpayments or underpayments to ODJFS from
the federal government pursuant to the processes described at 45 C.F.R. 305, as
in effect March 1, 2020. (2) ODJFS distributes
incentive payments to the CSEA each month based on the estimated annual
incentive payment amount Ohio receives from HHS during the federal fiscal year
(FFY). (a) ODJFS retains funds from the federal incentives in
accordance with rule 5101:12-1-54 of the Administrative Code. (b) ODJFS distributes estimated incentive payments to the
CSEA in accordance with rule 5101:12-1-54.1 of the Administrative
Code. (3) The actual amount of
incentives is determined during the annual incentive reconciliation process at
the end of the calendar year. ODJFS performs a comparison between the estimated
annual incentive payment amounts and the actual federal incentives earned by
the state at the end of the calendar year. (a) ODJFS adjusts the CSEA incentive payment if the
estimated amount exceeds the actual amount earned by the state and a deficiency
exists. (b) ODJFS makes a one-time payment to the CSEA through the
administrative advance process if the actual amount earned exceeds the
estimated amount and a surplus exists. (C) Federal child support incentive
use. (1) The CSEA shall spend
funds only for allowable Title IV-D expenditures, in accordance with section
5101.23 of the Revised Code and 45 C.F.R. 305.35, as in effect March 1, 2020. A
request to spend incentives on activities not eligible for funding under the
Title IV-D program may be submitted to ODJFS. ODJFS will review the request and
may submit the proposal, as appropriate, to HHS for approval. (2) The CSEA shall not
use federal child support incentives: (a) To earn additional federal funds; or (b) As the nonfederal share/child support match
requirement. The CSEA must expend all incentive funds at one-hundred percent on
allowable IV-D activities. (3) The CSEA shall report
Title IV-D expenditures paid with incentives in accordance with rule
5101:9-7-29 of the Administrative Code using coding established by ODJFS for
that purpose.
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Rule 5101:9-6-31 | County share of public assistance expenditures and the mandated share budget.
Effective:
April 25, 2024
(A) Each board of county commissioners is
to pay the county share of public assistance (PA) net expenditures, which are
currently defined as: (1) Temporary assistance
for needy families (TANF) including: (a) Ohio works first (OWF) benefit payments and county
administration of OWF; and (b) Prevention, retention and contingency (PRC) and county
administration of PRC; (2) Disability financial assistance
(DFA), and county administration of DFA; (3) County administration of supplemental
nutrition assistance program (SNAP); and (4) County administration of
medicaid. (B) The Ohio department of job and
family services (ODJFS) certifies to the county board of commissioners of each
county the amount in the following state fiscal year (SFY) to meet the county
share of PA expenditures as determined in paragraph (C) of this rule. This
amount is the "mandated share." (C) Except as provided in paragraph (D)
of this rule, the county's total mandated share of PA expenditures is
limited to a maximum of one hundred five per cent of the county's
preceding SFY mandated share. County PA expenditures that exceed maximum
allowable reimbursement amounts is not credited to a county's share of PA
expenditures. The county mandated share of PA expenditures is a
sum of all of the calculations in paragraphs (C)(1) to (C)(3) of this
rule: (1) OWF and PRC programs:
seventy-five per cent of the actual amount of the county share of program and
administrative expenditures for federal fiscal year (FFY) 1994 aid to dependent
children (ADC), family emergency assistance (FEA), and job opportunities and
basic skills training (JOBS) pass through programs. (2) Disability programs:
an amount equal to twenty-five per cent of the county's total expenditures
for DFA benefits, and county administration of DFA as determined allowable by
ODJFS during the SFY that ended in the previous calendar year. (3) SNAP 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 SNAP 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 computes the per
capita tax duplicate for the state and for each county by dividing the tax
duplicate provided by the Ohio department of development (ODOD) for the most
recent available year by the current estimate of population prepared by
ODOD. (b) If the percentage of families in a county with an annual
income of less than three thousand dollars is greater than the percentage of
such families in the state, and paragraph (C)(3)(a) of this rule does not apply
to the county, the percentage to be used for paragraph (C)(3) of this rule is
the product of these, multiplied by a fraction of which the numerator is the
percentage of families in the state with an annual income of less than three
thousand dollars a year and the denominator is the percentage of such families
in the county. ODJFS computes 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 is 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 determines, 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 credits 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 SNAP 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 appropriates, 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 allows 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 identifies annual budgets and
mandated share amounts 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 the county share report shows the actual computation based on
current SFY expenditures. ODJFS distributes the computation of the county share
report twice per year. The final SFY computation of county share report
displays the county mandated share that is assessed by ODJFS in the next SFY,
up to a maximum ten per cent increase per SFY. (G) ODJFS calculates and enters in the
statewide financial system the mandated share amount for the applicable
programs. In the event that the calculated mandated share amount for any
program is a negative number, ODJFS enters the MS budget as zero in the county
finance information system (CFIS). (1) Medicaid as medicaid
MS; ODJFS enters the medicaid MS as a separate amount; (2) SNAP as food
assistance MS; ODJFS enters the food assistance MS as a separate
amount; (3) DFA as DFA MS; ODJFS
enters the DFA MS as a separate amount; and (4) TANF as TANF MS;
ODJFS calculates the TANF MS and enters one-half of the amount into the
medicaid MS and one-half of the amount into the food assistance MS. The CDJFS
may move all or a portion of the calculated TANF MS under the TANF MS by
submitting a request to ODJFS at any time during the state fiscal
year. (H) At the end of each month, the county
finance information system (CFIS) adjusts the county reported expenditures and
apply a portion of the monthly medicaid, SNAP, DFA, and/or TANF expenditures to
the mandated share. (1) The total of the
monthly expenditures applied to mandated share is at least one-twelfth of the
annual mandated share budget. Adjustment detail is available on the post
allocation adjustment report within the CFIS mandated share
report. (2) In the event that the mandated share
adjustments result in a negative balance on the expenditure report (reported
expenditures are less than one-twelfth of the mandated share budget balance),
the amount is adjusted on the monthly over/under report and is reconciled
during quarterly and annual closeout. (I) As required by section 5101.16 of the
Revised Code, the board of county commissioners will transfer each month an
amount equal to or greater than the sum of one-twelfth of the amount of funds
certified as the mandated county share of PA expenditures for that SFY to the
county PA fund. The one-twelfth mandated county share of PA expenditures amount
is identified in the state reporting system. If the transfer schedule includes
an amount other than one-twelfth per month, the aggregate amount transferred
for the SFY equals the county mandated share.
Last updated April 25, 2024 at 8:35 AM
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Rule 5101:9-6-33 | Child welfare experiential learning (CWEL).
(A) The Ohio department of job and family services (ODJFS) issues funding to public children services agencies (PCSAs) that participate in CWEL activities. CWEL activities are coaching, mentoring, shadowing, and peer-to-peer networking activities that facilitate the implementation of best child welfare practices. CWEL activities develop staff skills and capacities and address relevant administrative, organizational, community and service issues. (B) CWEL funding consists of one hundred per cent state funds. Additional federal funding may be available for reimbursement of expenditures specified in paragraph (E) of this rule. ODJFS will notify counties if additional funding is available. (C) ODJFS reimburses PCSAs for CWEL events that take place from January first through December thirty-first of each year. (D) CWEL events A CWEL event is an organized gathering hosted by a PCSA that is participating in one of the following: (1) Alternative response approach; (2) Permanency roundtables as described in rule 5101:9-6-65 of the Administrative Code; (3) A special or one-time event that ODJFS identifies through written notice as supporting the purpose of CWEL activities as defined in paragraph (A) of this rule; or (4) Any other pre-approved best practice innovation identified by ODJFS. (E) PCSAs may receive reimbursement for the following CWEL expenditures if the PCSA receives prior approval from the ODJFS office of families and children (OFC): (1) Pre-visit preparation and planning for hosting a CWEL event; (2) Hosting a CWEL event; and (3) Participating in a CWEL event. A host PCSA may not be paid for its own staff participating in a CWEL event that it is hosting. (F) A PCSA receives reimbursement when: (1) The PCSA submits and obtains approval of an invoice for reimbursement to the ODJFS OFC; and (2) The PCSA reports expenditures on the JFS 02820 as described in rule 5101:9-7-29 of the Administrative Code. (G) The definitions, requirements, and responsibilities contained in rule 5101:9-6-50 of the Administrative Code are applicable to this rule.
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Rule 5101:9-6-35 | Chafee allocation.
Effective:
August 24, 2023
(A) The Ohio department of job and family
services (ODJFS) reimburses public children services agencies (PCSAs) for the
delivery of independent living services to eligible youth and young adults as
described in rules 5101:2-42-19 and 5101:2-42-19.2 of the Administrative
Code. (B) The assistance listing number (ALN)
is 93.674. (C) ODJFS communicates the funding period
and liquidation period through the county finance information system (CFIS).
The PCSA can incur services through the funding period and disburse and report
expenditures no later than the end of the liquidation period. (D) Methodology ODJFS uses the following methodology to
distribute available funds: (1) ODJFS allocates a
base amount of five thousand dollars to each PCSA. (2) ODJFS allocates the remaining balance
to PCSAs based on the number of youth within the county fourteen years of age
and older who are in substitute care as compared to the statewide number of
youth in the same category as reported by the PCSA in the Ohio statewide child
welfare information system (Ohio SACWIS) for the preceding state fiscal year
(SFY). (E) Reimbursement (1) ODJFS reimburses
expenditures with eighty per cent federal Chafee funds. The PCSA must use
eligible state funding or provide local funds at a twenty per cent match rate
for the nonfederal share. (2) Reimbursable services under this
allocation are identified in the following rules: (a) Rule 5101:2-42-19 of the Administrative Code for independent
living services for youth still in the custody of an agency; and (b) Rule 5101:2-42-19.2 of the Administrative Code for youth who
have emancipated and requested independent living services. (c) The PCSA shall only use up to thirty per cent of these funds
for room and board which may include but is not limited to assistance with rent
and the initial deposit pursuant to 42 U.S.C. 677. (F) PCSAs shall report expenditures as
described in rule 5101:9-7-29 of the Administrative Code. (G) The definitions, requirements, and
responsibilities contained in rule 5101:9-6-50 of the Administrative Code are
applicable to this allocation.
Last updated August 24, 2023 at 8:17 AM
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Rule 5101:9-6-35.1 | Chafee state match allocation.
Effective:
August 24, 2023
(A) The Ohio department of job and family
services issues state funding to public children services agencies (PCSAs) to
use as match for eligible federal Title IV-E Chafee expenditures. (B) This allocation consists of one
hundred per cent state funds. (C) ODJFS communicates the funding
period and liquidation period through the county finance information system
(CFIS). The PCSA can incur services through the funding period and disburse and
report expenditures no later than the end of the liquidation
period. (D) ODJFS uses the methodology to
distribute Chafee state match funds as described in rule 5101:9-6-35 of the
Administrative Code. (E) The PCSA shall utilize this
allocation to cover the twenty per cent local match requirement for federal
Chafee. (F) PCSAs shall report allowable costs as
described in rule 5101:9-7-29 of the Administrative Code. (G) The definitions, requirements and
responsibilities contained in rule 5101:9-6-50 of the Administrative Code are
applicable to this rule.
Last updated August 24, 2023 at 8:17 AM
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Rule 5101:9-6-36 | Emergency services assistance allocations (ESAA) for family preservation.
Effective:
April 22, 2023
(A) The Ohio department of job and family
services (ODJFS) issues Title IV-B, subpart 2 funding to public children
services agencies (PCSAs) to preserve the family unit in crisis. ODJFS issues
preservation funding as two separate allocations; one for direct services and
one for operating costs. The assistance listing number (ALN) for these
allocations is 93.556. (B) ODJFS communicates the funding period
and liquidation period through the county finance information system (CFIS).
The PCSA can incur ESAA preservation services through the funding period and
disburse and report expenditures no later than the end of the liquidation
period. Expenditures in excess of the allocation amount are the responsibility
of the county agency. (C) Methodology The methodology used to distribute available
funds is as follows: (1) ODJFS allocates forty
per cent of the statewide allocation equally among all PCSAs; and (2) ODJFS allocates sixty
per cent of the statewide allocation based on each county's population of
children less than one hundred per cent of the federal poverty level as
compared statewide in the same category, utilizing the most recent available
calendar year data from the U.S. bureau of census figures. (D) Reimbursement (1) ODJFS reimburses the
PCSAs for allowable direct and operating ESAA preservation expenditures with
seventy-five per cent federal Title IV-B, subpart 2 funds. The PCSA shall use
eligible state funding or provide local funds at a twenty-five per cent match
rate for the nonfederal share. (2) When the nonfederal
share includes donated funds, rule 5101:9-7-50 of the Administrative Code shall
be followed. (E) ESAA family preservation
allocation (1) The PCSA can claim
allowable family preservation services expenditures as described in rule
5101:2-1-01 of the Administrative Code. (2) PCSAs shall report direct ESAA
service expenditures as described in rule 5101:9-7-29 of the Administrative
Code. (F) ESAA family preservation operating allocation . (1) A PCSA may claim reimbursement of
non-allocated administrative costs using ESAA preservation through the social
services random moment sample (SSRMS) reconciliation/certification of funds
(COF) process. (2) A PCSA may request a transfer of the
operating allocation to the direct services allocation for services stated in
paragraph (E)(1) of this rule prior to the end of the liquidation
period. (G) The definitions, requirements, and responsibilities contained
in rule 5101:9-6-50 of the Administrative Code are applicable to this
rule.
Last updated April 24, 2023 at 8:25 AM
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Rule 5101:9-6-36.1 | Emergency services assistance allocations (ESAA) for family reunification.
Effective:
April 22, 2023
(A) The Ohio department of job and family
services (ODJFS) issues Title IV-B, subpart 2 funding to public children
services agencies (PCSAs) to reunify the family unit in crisis. ODJFS issues
reunification funding as two separate allocations; one for direct services and
one for operating costs. The assistance listing number (ALN) number is
93.556. (B) ODJFS communicates the funding period
and liquidation period through the county finance information system (CFIS).
The PCSA can incur ESAA reunification services through the funding period and
disburse and report expenditures no later than the end of the liquidation
period. Expenditures in excess of the allocation amount are the responsibility
of the county agency. (C) Methodology The methodology used to distribute available
funds is as follows: (1) ODJFS allocates forty
per cent of the statewide allocation equally among all PCSAs; and (2) ODJFS allocates sixty
per cent of the statewide allocation based on each county's population of
children less than one hundred per cent of the federal poverty level as
compared statewide in the same category, utilizing the most recent available
calendar year data from the U.S. bureau of census figures. (D) Reimbursement (1) ODJFS reimburses the
PCSA for allowable direct and operating ESAA reunification expenditures with
seventy-five per cent federal Title IV-B, subpart 2 funds. The PCSA shall use
eligible state funding or provide local funds at a twenty-five per cent match
rate for the nonfederal share. (2) When the nonfederal
share includes donated funds, rule 5101:9-7-50 of the Administrative Code shall
be followed. (E) ESAA reunification
allocation (1) The PCSA can claim
allowable expenditures related to time-limited family reunification services as
described in rule 5101:2-1-01 of the Administrative Code. (2) PCSAs shall report direct ESAA
services expenditures as described in rule 5101:9-7-29 of the Administrative
Code. (F) ESAA family reunification operating allocation (1) A PCSA may claim reimbursement of
non-allocated administrative costs using ESAA reunification through the social
services random moment sample (SSRMS) reconciliation/certification of funds
(COF) process. (2) A PCSA may request a transfer of the
operating allocation to the direct services allocation for services stated in
paragraph (E)(1) of this rule prior to the end of the liquidation
period. (G) The definitions, requirements, and responsibilities contained
in rule 5101:9-6-50 of the Administrative Code are applicable to this
rule.
Last updated April 24, 2023 at 8:25 AM
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Rule 5101:9-6-36.2 | ESAA state match allocation.
(A) The Ohio department of job and family
services (ODJFS) issues state funding to public children services agencies
(PCSAs) to use as match for allowable Title IV-B subpart 2 emergency services
assistance allocation (ESAA) expenditures. (B) This allocation consists of one
hundred per cent state funds. (C) ODJFS communicates the funding period
and liquidation period through the county finance information system (CFIS).
The PCSA can incur services through the funding period and disburse and report
expenditures no later than the end of the liquidation period. (D) ODJFS distributes ESAA state match
funds as described in rules 5101:9-6-36 and 5101:9-6-36.1 of the Administrative
Code. (E) The PCSA shall utilize this
allocation to cover the twenty-five per cent local match
requirement. (F) PCSAs shall report allowable costs as
described in rule 5101:9-7-29 of the Administrative Code. (G) The definitions, requirements and
responsibilities contained in rule 5101:9-6-50 of the Administrative Code are
applicable to this rule.
Last updated May 30, 2023 at 8:25 AM
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Rule 5101:9-6-37 | Title IV-B allocation.
Effective:
November 9, 2023
(A) The Ohio department of job and family
services (ODJFS) issues Title IV-B allocation subpart 1 to public children
services agencies (PCSAs) to ensure that all children are raised in safe,
loving families. ODJFS issues Title IV-B funding in two separate allocations;
one for direct services and one for administrative costs. (B) These allocations consist of federal
funds. The catalog of assistance listing (ALN) number is 93.645. (C) ODJFS communicates the funding period
and liquidation period through the county finance information system (CFIS).
The PCSA can incur services through the funding period and disburse and report
expenditures no later than the end of the liquidation period. Expenditures in
excess of the allocation amount are the responsibility of the county
agency. (D) Methodology ODJFS uses the following methodology to
distribute available funds: (1) ODJFS allocates forty
per cent of the statewide allocation equally among all PCSAs; and (2) ODJFS allocates sixty
per cent of the statewide allocation based on each county's population of
children less than one hundred per cent of the federal poverty level as
compared statewide in the same category, utilizing the most recent available
calendar year data from the United States bureau of census
figures. (E) Reimbursement (1) ODJFS reimburses
expenditures with seventy-five per cent federal Title IV-B subpart 1 funds. The
county must use eligible state funding or provide local funds at a twenty-five
per cent match rate for the nonfederal share. (2) When the nonfederal share includes
donated funds, rule 5101:9-7-50 of the Administrative Code shall be
followed. (3) Current period Title IV-B
expenditures cannot exceed the amount claimed to the federal government in FFY
2005. Therefore, the reimbursement for foster care maintenance and adoption
assistance payments are limited to the county claim for FFY 2005. (F) Direct service costs (1) The PCSA can charge
expenditures outlined in the Ohio child and family services plan against this
allocation. (2) PCSAs shall report
direct service expenditures as described in rule 5101:9-7-29 of the
Administrative Code. (G) Administrative costs (1) A PCSA shall claim
reimbursement of administrative costs for Title IV-B through the social
services random moment sample (SSRMS) reconciliation/certification of funds
process. (2) A PCSA shall also
request to transfer the IV-B administration allocation to the direct services
allocation to be used as stated in paragraph (F) of this rule. (H) The definitions, requirements, and
responsibilities contained in rule 5101:9-6-50 of the Administrative Code are
applicable to this rule.
Last updated November 9, 2023 at 8:19 AM
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Rule 5101:9-6-37.2 | Caseworker visits allocation.
Effective:
December 1, 2023
(A) The Ohio department of job and
family services (ODJFS) issues Title IV-B, subpart 2, funding to assist public
children services agencies (PCSAs) in meeting federal performance standards
related to caseworker visitations of children in substitute care. ODJFS issues
caseworker visits funding in two separate allocations; one for direct services
and one for administrative costs. The assistance listings number is
93.556. (B) ODJFS communicates the funding and liquidation periods
through the county finance information system (CFIS). The PCSA can incur
caseworker services through the funding period and disburse and report
expenditures no later than the end of the liquidation period. Expenditures in
excess of the allocation amount are the responsibility of the county
agency. (C) Methodology ODJFS uses the following methodology to
distribute available funds: ODJFS allocates the caseworker visits allocation
based on the number of unduplicated children in substitute care by county
divided by the total number of unduplicated children in substitute care in
Ohio, based on the previous calendar year (CY). (D) Reimbursement (1) ODJFS reimburses the
PCSA for allowable direct and administrative caseworker expenditures with
seventy-five per cent Title IV-B subpart 2 funds. The PCSA uses eligible state
funding or provides local funds at twenty-five per cent match rate for the
nonfederal share. (2) When the nonfederal
share includes donated funds, rule 5101:9-7-50 of the Administrative Code is
followed. (E) Caseworker visits allocation (1) The PCSA can claim
allowable expenditures for providing direct caseworker services as described in
rule 5101:2-42-65 of the Administrative Code. (2) PCSAs report direct
caseworker service expenditures as described in rule 5101:9-7-29 of the
Administrative Code. (F) Caseworker administrative allocation (1) A PCSA may claim
reimbursement of administrative costs for caseworker visits through the social
services random moment sample (SSRMS) reconciliation/certification of funds
(COF) process. (2) A PCSA may also
request to transfer the caseworker visits administration allocation to the
caseworker visits direct services allocation to be used as stated in paragraph
(E) of this rule. A PCSA may request this transfer by submitting a budget
transfer request in CFIS to ODJFS prior to the end of the liquidation
period. (G) The definitions, requirements and responsibilities contained
in rule 5101:9-6-50 of the Administrative Code are applicable to this
rule.
Last updated December 1, 2023 at 9:46 AM
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Rule 5101:9-6-44 | County family services agencies (CFSA) pass-through funding.
Effective:
April 23, 2023
(A) The Ohio department of job and
family services (ODJFS), as a recipient of federal funding, functions as a
"pass-through entity" for "pass-through funding" to CFSAs
as defined in section 307.981 of the Revised Code. (B) Funding "Federal financial participation" (FFP)
means the federal government's share of allowable expenditures. FFP is
available as pass-through funding for allowable expenditures for services and
activities properly attributable to the programs outlined in paragraph (C) of
this rule. The CFSA may access the FFP for allowable expenditures via the
county draw and expenditure reporting process in the county finance and
information system (CFIS). The CFSA is eligible for the FFP or state-funded
match of allowable costs, up to the maximum amount of funds available, for the
following types of funding: (1) Public assistance
(PA) agency (a) The food assistance (FA) program, administered by United
States department of agriculture (USDA), food and nutrition services (FNS)
under the authority of 7 C.F.R. part 277.4, assists low-income households to
purchase food. The matching requirement for the FA program is fifty per cent.
The assistance listing number (ALN) for this allocation is 10.561. (b) The medical assistance program, administered by the U.S.
department of health and human services (HHS) centers for medicare and medicaid
services (CMS). The ALN for this funding is 93.778. (c) The state children's insurance program (SCHIP),
administered by U.S. HHS CMS under the authority of Title XIX of the Social
Security Act. The ALN for this funding is 93.767. (d) Medicaid at-risk pregnancy (ARP) transportation, medicaid
healthchek, and medicaid non-emergency transportation (NET) as described in
rule 5101:9-6-44.1 of the Administrative Code. (2) Child support
enforcement agency (CSEA) Title IV-D funding as described in paragraph (C)(1)
of rule 5101:9-6-90 of the Administrative Code. (3) Public children
services agency (PCSA) (a) Medicaid child welfare related. The ALN for this funding is
93.778. (b) Title IV-E funding as described in rules 5101:9-6-28 and
5101:9-6-62 of the Administrative Code. (C) ODJFS utilizes the following
methodology to distribute funds for pass-through allocations: (1) ODJFS allocates
initial pass-through funding to the CFSA based on the greater of: (a) The average of the CFSA's last two years reported
expenditures; or (b) The total of the CFSA's last four completed
quarters' reported expenditures. A CFSA with no reported expenditures over
either time period will receive a minimum budget. (2) The CFSA may submit
an FFP allocation increase request in CFIS and ODJFS will review the request
and: (a) Approve the request; and/ or (b) Request justification from the CFSA for an estimate of
current quarter expenditures; and/or (c) Deny the request. (3) Funding is based on
reported expenditures and any unspent budget may be adjusted at the discretion
of ODJFS to meet current statewide funding. (D) The grant availability for
pass-through funding is communicated by ODJFS through the county finance
information system (CFIS). (E) The CFSA may access federal
pass-through funding and state allocations using CFIS expenditures reporting
and draw request processes or via quarterly reimbursement. (F) The CFSA shall report revenues and
expenditures for the pass-through funding as described in rule 5101:9-7-29 of
the Administrative Code.
Last updated April 24, 2023 at 8:26 AM
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Rule 5101:9-6-44.1 | Non-emergency transportation (NET), pregnancy related services and healthchek services funding.
Effective:
March 25, 2024
(A) On behalf of the Ohio department of
medicaid, the Ohio department of job and family services (ODJFS) provides
funding to a county department of job and family services (CDJFS) for direct
delivery transportation costs, contracts and purchased services for
transportation assistance for medicaid-eligible consumers. (B) The CDJFS receives funding for the
following pass-throughs: (1) Non-emergency
transportation (NET) services as detailed in rule 5160-15-10 of the
Administrative Code; (2) Pregnancy-related
services funding as detailed in rule 5160-21-04 of the Administrative Code;
and (3) Healthchek funding as
detailed in rule 5160-1-14 of the Administrative Code. (C) The ODJFS issues funding using the
methodology described in paragraph (C) of rule 5101:9-6-44 of the
Administrative Code. (D) The assistance listing number (ALN) for this funding is
93.778 which further describes allowable activities. (E) Federal financial participation (FFP)
for the pass-through allocations listed in paragraph (B) of this rule is fifty
per cent. ODJFS contributes the fifty per cent non-federal share of
county-reported expenses and reimburses the CDJFS at one hundred per
cent. (F) The ODJFS communicates the period of availability and the
liquidation period for this allocation through the county finance information
system (CFIS). (G) The CDJFS shall use the budget
request function in CFIS to request any increase to their funding no later than
the last day of the liquidation period. (H) The CDJFS reports expenditures for direct costs associated
with activities outlined in paragraph (B) of this rule as detailed in rule
5101:9-7-29 of the Administrative Code. (I) The CDJFS may claim administrative costs for the programs
outlined in paragraph (B) of this rule as detailed in rule 5101:9-6-05 of the
Administrative Code.
Last updated March 25, 2024 at 8:36 AM
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Rule 5101:9-6-50 | Ohio department of job and family services (ODJFS) grants.
The following definitions, requirements and
responsibilities are applicable to rules in Chapter 5101:9-6 of the
Administrative Code. (A) Definitions: (1) "County family
services agency" (CFSA) means the county department of job and family
services (CDJFS), the public children services agency (PCSA), and the child
support enforcement agency (CSEA) or as described in section 329. 40 of the
Revised Code, a joint CDJFS formed by entering into a written agreement between
boards of county commissioners. (2) "Family services
duty" means a duty state law requires or allows a county family services
agency to perform including all financial and administrative functions
associated with the performance of those duties. The term "family services
duty" does not include duties or activities funded by the department of
labor (DOL) Workforce Innovation and Opportunity Act (WIOA). (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 services duties in accordance with the requirements
of division (C) of section 5101.21 of the Revised Code. (D) Each county family services agency is
responsible for using the financial assistance provided by ODJFS for the
performance of family services duties in accordance with the requirements of
the federal grant award, state law, and any of the following that concern the
family services duties: (1) State plans for
receipt of federal financial participation; (2) Grant agreements
between ODJFS and a federal agency; and (3) 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 services agency shall
take prompt action to recover any financial assistance that is not expended in
accordance with state, federal, and local requirements. (F) After the end of the state fiscal
year and at such other times ODJFS determines to be appropriate, ODJFS may
reconcile costs claimed by county family services agency expenditures with
financial assistance provided to the county family services agency by ODJFS.
ODJFS may also adjust, offset, withhold, or reduce financial assistance as
necessary to recover the amount of excess financial assistance. If ODJFS
determines that the amount of financial assistance provided by ODJFS exceeds
the allowable amount of county family services agency expenditures costs
claimed to federal programs, ODJFS may require the county family services
agency to make one or more payments to ODJFS for the amount determined by
ODJFS. (G) A county family services 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. (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.
Last updated April 3, 2023 at 8:42 AM
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Rule 5101:9-6-61 | Family children first council (FCFC) funding for county department of job and family services (CDJFS) and public children services agencies (PCSA) serving as the FCFC administrative agent.
Effective:
August 1, 2021
(A) Pursuant to sections 307.110 and
337.160 of Amended Substitute House Bill 110 of the 134th General Assembly, the
ODJFS issues FCFC funding allocations described in paragraph (B) of this rule
to each CDJFS and PCSA serving as the administrative agent for the local county
FCFC. When two or more county councils form a regional FCFC under division (B)
(6) of section 121.37 of the Revised Code, ODJFS issues funding allocations to
a CDJFS or PCSA named as the administrative agent for the regional
FCFC. (B) FCFC funding allocations
include: (1) Operational capacity
building fund allocations; (2) Multi-system youth
(MSY) capacity fund allocations; (3) Family centered
services and support allocations; and (4) Other funding
allocations as determined and communicated. (C) The funding purpose of this program shall be contained
in the subgrant agreement issued to each FCFC. The fully executed subgrant
agreement shall contain all terms and conditions for this funding. The subgrant
agreement and its attachments will also contain the allocation
methodology. (D) ODJFS communicates the funding period and liquidation
period through the county finance information system (CFIS). The administrative
agent can incur services through the funding period and disburse and report
expenditures no later than the end of the liquidation period. Expenditures in
excess of the allocation amount are the responsibility of the county
agency. (E) The administrative agent (CDJFS or PCSA) will report
expenditures 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.
Last updated August 2, 2021 at 9:35 AM
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Rule 5101:9-6-70 | Fraud awareness initiatives.
Effective:
August 8, 2023
(A) The Ohio department of job and family
services (ODJFS) issues the fraud awareness allocation to select county
departments of job and family services (CDJFS) to promote fraud awareness month
programs, campaigns, activities and events. May is designated as fraud
awareness month. (B) ODJFS may issue funding up to two
thousand dollars per county to support fraud awareness initiatives. Counties
eligible for this funding are those with an ODJFS approved local fraud
awareness initiative. ODJFS will notify counties in writing if approved for
funding. (C) This allocation is one hundred per
cent federal funding. The assistance listing number (ALN) for this allocation
is 93.558. ODJFS communicates the funding period of availability and the
liquidation periods through the county finance information system (CFIS). The
CDJFS can incur services through the funding period of availability and
disburse and report expenditures no later than the end of the liquidation
period. (D) Fraud awareness initiative funds must
be used to purchase promotional items which may include, but are not limited
to: (1) Promotional signs
such as billboards, banners, posters, city bus placards, and bus stop bench
advertisements; (2) Marketing items such
as pens, cups, bookmarks, post-it notes, magnets, reusable grocery bags, bumper
stickers, etc. for distribution to the public; and (3) Media publicity such
as radio and television public service announcements. (E) Fraud awareness initiative funds cannot be used
for: (1) Purchasing items
intended for human consumption; (2) Hosting
staff; (3) Parties;
or (4) Other uses of funds
prohibited by Ohio ethics law, Chapter 102. of the Revised Code, and other
relevant policies. (F) The CDJFS shall include the following information on all
printed or promotional items: (1) The ODJFS fraud logo;
and (2) Information for
reporting fraud: (a) Using the ODJFS report fraud website,
http://jfs.ohio.gov/fraud; or (b) Using the CDJFS contact information, including county name,
phone number, or website. (G) The CDJFS shall report expenditures through the CFIS, using
coding established for this allocation, 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.
Last updated August 8, 2023 at 9:06 AM
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Rule 5101:9-6-80 | State child support allocations.
Effective:
September 1, 2023
(A) The Ohio department of job and family
services (ODJFS) issues state child support allocations to assist in provision
of the non-federal share of allowable administrative program expenditures
incurred in administration of the Title IV-D program. Additional non-federal
share of funds is supplied by funds appropriated by the county commissioners
from the county general fund or non Title IV-D program income and non Title
IV-D fees. (B) State child support allocations are
distributed to the child support enforcement agency (CSEA) designated by the
board of county commissioners pursuant to sections 329.40 and 3125.10 of the
Revised Code. Failure to comply with the requirement of operating a Title IV-D
child support enforcement agency will result in the county not receiving state
child support allocations. (C) ODJFS issues state child support
allocations on a state fiscal year (SFY) basis. ODJFS communicates the funding
and liquidation period for this allocation through the county finance
information system (CFIS). The CSEA must expend funds by the end of the funding
period and disburse and report expenditures no later than the end of the
liquidation period. (D) Methodology. State child support funding shall be allocated
using the following methodology: (1) Ten per cent of the
statewide amount shall be allocated evenly among all counties as a base
amount; (2) The remaining ninety
per cent of the statewide amount shall be allocated based on the ratio of
county performance for each category in this paragraph compared to the
statewide performance for the same category, as reported on the most recent
OCSE-157, "Child Support Enforcement Annual Data Report"
(OCSE-157). The OCSE-157, "Child Support Enforcement
Annual Data Report" (2014) can be found at:
https://www.acf.hhs.gov/css/resource/ocse-157-form-and-instructions. (a) Twenty per cent shall be allocated to each county based upon
their percentage of children with paternity established, derived by dividing
the number of the county's children with paternity established by the
statewide number of children with paternity established, as reported on line
six of the OCSE-157 for the most recent federal fiscal year (FFY); (b) Twenty per cent shall be allocated to each county based upon
their percentage of cases with a support order established, derived by dividing
the number of the county's cases with a support order established by the
statewide number of cases with a support order established, as reported on line
two of the OCSE-157 for the most recent FFY; (c) Thirty-five per cent shall be allocated to each county based
upon their percentage of dollars allocated to current support, derived by
dividing the amount of dollars allocated to current support on the
county's cases by the amount of dollars allocated to current support
statewide, as reported on line twenty-five of the OCSE-157 for the most recent
FFY; and (d) Fifteen per cent shall be allocated to each county based upon
their percentage of cases with an allocation to arrearages, derived by dividing
the number of the county's cases with an allocation to arrearages by the
statewide number of cases with an allocation to arrearages, as reported on line
twenty-nine of the OCSE-157 for the most recent FFY. (3) Where a CSEA
encompasses multiple counties, the CSEA receives the allocations for each
county represented under the CSEA. (E) ODJFS caps the allocation amounts as
follows: (1) Effective in SFY
2019, the maximum increase or decrease in a county allocation will be limited
to twenty per cent of the difference between the new earned allocation as
compared to the prior state fiscal year allocation; (2) Effective in SFY
2020, the maximum increase or decrease in a county allocation will be limited
to forty per cent of the difference between the earned allocation as compared
to the prior state fiscal year allocation; (3) Effective in SFY
2021, the maximum increase or decrease in a county allocation will be limited
to sixty per cent of the difference between the earned allocation as compared
to the prior state fiscal year allocation; (4) Effective in SFY
2022, the maximum increase or decrease in a county allocation will be limited
to eighty per cent of the difference between the earned allocation as compared
to the prior state fiscal year allocation; and (5) Effective in SFY
2023, there shall be no maximum increase or decrease in a county allocation
under paragraph (D) of this rule. (F) The CSEA shall certify expenditures
as described in rule 5101:9-7-29 of the Administrative Code. (G) The definitions, requirements, and
responsibilities contained in rule 5101:9-6-50 of the Administrative Code are
applicable to this rule.
Last updated September 1, 2023 at 8:58 AM
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Rule 5101:9-6-82 | Inter-county adjustment of allocations.
(A) The ICAA is a process for county
family services agencies (CFSAs), as defined in rule 5101:9-6-50 of the
Administrative Code, to facilitate inter-county allocation requests for
additional and/or release of funds. (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 the completion, acceptance, and
submission of the inter-county transfer budget request in the county finance
information system (CFIS). Proposed transactions and final agreements regarding
the adjustment of funds will be initiated and entered into by the agencies
involved. ODJFS will not be a party to or participate in any proposed or final
inter-county adjustment agreements with any CFSA. However, in the event there
are funding problems with one or more of the funds, the director of ODJFS may
limit fund sources, either partially or totally, that are available for an
exchange of allocation amounts between counties. (C) ODJFS notifies the CFSA of county allocation funding levels
through subgrant notices issued through CFIS. The allocation amounts listed in
the CFIS notice, less any draws against the allocation amounts, will be the
maximum amount eligible for ICAA funds. (D) If statewide budget reductions or increases occur during the
funding period, changes to the CFSA budget will be based on the budget amounts
that ODJFS has on record as of the effective date for the announced budget
change. The funding period is the period in which services are performed and/or
provided. Pending adjustments will not be a factor in the
calculation. (E) Inter-county agreements can only be made between similar
CFSAs. Agreements involving public assistance (PA) funds can only be made
between county departments of job and family services (CDJFSs). Agreements
involving public children service agency (PCSA) funds can only be made between
PCSAs. Agreements involving child support enforcement agency (CSEA) funds can
only be made between CSEAs. (F) When two CFSAs agree to an
inter-county transfer of funding, each CFSA shall complete the inter-county
transfer budget request in CFIS which shall serve as the agreement between the
county directors involved in the transaction. (1) The director of the
CFSA or another designee releasing funds is certifying the following when
submitting an inter-county transfer budget request in CFIS: (a) Sufficient funding levels remain to provide mandated services
for the remainder of the funding period; (b) If the funding source is temporary assistance for needy
families (TANF), Ohio works first (OWF), medicaid, or food assistance (FA)
funding, all mandated services for the remainder of the state fiscal year (SFY)
will be provided, regardless of funding; and (c) The fund release does not leave the county with an amount
below the previous SFY expenditure level. (2) A resolution passed
by the board of county commissioners of each county shall be attached to the
inter-county transfer budget request in CFIS. (3) The board of county commissioners may
pass a resolution: (a) Assigning authority to the director of the CFSA to serve as
their designee on behalf of the county for a specific period of time to release
and/or accept funds; (b) Assigning authority to another party to serve as designee on
behalf of the county for a specific period of time to release and/or accept
funds; or (c) Agreeing to enter in the inter-county adjustment agreement
with a specific county with specific amounts. (4) The submittal of the
inter-county transfer budget request in CFIS will serve as a request fora
budget transfer adjustment by a CFSA. (a) An ICAA can be processed anytime during the funding
period of a budget. (b) During the liquidation period of a budget an ICAA can
only be processed within the time frame communicated by ODJFS on a quarterly
basis. (G) Upon the timely receipt of a properly
completed inter-county transfer budget request in CFIS and county commissioner
resolution(s), ODJFS will execute the requested adjustment of funds from the
counties involved in the transaction. (1) ODJFS will reduce the
allocation for funds as specified on the inter-county transfer budget request
in CFIS; (2) ODJFS will increase
the allocation for funds as specified on the inter-county transfer budget
request in CFIS; and (3) Upon completion of
the fund-adjustment, subgrant notices are available in CFIS. (H) The approval by ODJFS to adjust the allocation of a CFSA
pursuant to this rule is for the funding and liquidation period during the
fiscal year in which it is made and does not obligate ODJFS to any future
allocation increase to the CFSA. (I) 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. (J) The definitions, requirements and
responsibilities contained in rule 5101:9-6-50 of the Administrative Code are
applicable to this rule.
Last updated June 20, 2024 at 4:33 PM
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Rule 5101:9-6-83 | Child support enforcement agency (CSEA) administrative fund.
Effective:
August 29, 2011
(A) Each child support enforcement agency (CSEA) shall create an administrative fund for the operation of a child support enforcement program. (B) The administrative fund shall be used for the deposit and disbursement of child support funds as follows: (1) Deposits include, but are not limited to: (a) Federal, state, and local revenues including state and county general revenue funds and federal financial participation (FFP) funds; (b) Federal incentives; (c) Processing charges; (d) Title IV-D application and other miscellaneous fees; (e) Investment income; (f) Unclaimed collections that have lost unclaimed status; and (g) Fines that the CSEA has retained. (2) Disbursements include, but are not limited to: (a) Allocated shared costs for combined agencies to public assistance (PA) fund; (b) Countywide central service costs assigned to the CSEA; (c) Title IV-D and non-Title IV-D operating expenditures; and (d) Administrative expenses related to the operation of the child support program. (C) The CSEA shall report receipts and disbursements for the child support administrative fund in accordance with rule 5101:9-7-29 of the Administrative Code.
Last updated October 12, 2023 at 10:47 AM
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Rule 5101:9-6-90 | Child support enforcement agency (CSEA) funding.
(A) Purpose. This rule describes the funding of the CSEA and the Title IV-D program administered by the Ohio department of job and family services (ODJFS). Subject to the availability of federal funds and appropriations made by the Ohio general assembly, ODJFS will make state and federal funds available to the CSEA for allowable child support operating expenses. (B) Administrative fund. In accordance with rule 5101:9-6-83 of the Administrative Code, each CSEA has an administrative fund for the operation of a child support enforcement program. The CSEA deposits all child support funding into the child support administrative fund in accordance with 2 C.F.R. 200 (12/2014), 45 C.F.R. 75 (12/2014), and 45 C.F.R. 304 (12/1996). (C) Funding. The CSEA may use the following types of funding for Title IV-D expenditures: (1) Federal Title IV-D. ODJFS issues funding for federal Title IV-D allowable costs at sixty-six per cent federal financial participation (FFP) rate as described in rule 5101:12-1-50 of the Administrative Code. FFP reimbursement is available for reasonable and necessary CSEA expenditures for Title IV-D services and activities properly attributable to the operation of the support enforcement program. The catalog of federal domestic assistance (CFDA), as in effect on the effective date of this rule, number for this funding source is 93.563. (2) Federal child support incentives. ODJFS issues Ohio's federal incentive payments to the CSEA as described in rule 5101:9-6-30 of the Administrative Code. The CFDA number for these payments is 93.563. (3) Match. The CSEA must use state and local funds for the thirty-four per cent nonfederal share of eligible costs; the difference between the percentage of FFP and one hundred per cent. The CSEA may use any of the following as the nonfederal share: (a) The state child support allocation as described in rule 5101:9-6-80 of the Administrative Code. (b) The child, family and community protective services allocation as described in rule 5101:9-6-12.4 of the Administrative Code. (c) The income maintenance allocation as described in rule 5101:9-6-05 of the Administrative Code. (d) Incentives earned on medical support payments. (e) Funds appropriated by the county commissioners from the county general fund. (f) The following revenues received from non Title IV-D case activity: (i) Processing charges received from non income withholding collections on non Title IV-D cases; (ii) Interest; and (iii) Copying charges. (g) Public funds, other than those derived from private resources, under the following conditions: (i) The funds must be appropriated directly to the CSEA; (ii) The funds are from another public agency and are treated as follows: (a) Transferred to the CSEA and are under the CSEA's administrative control; or (b) Certified by the contributing public agency as representing expenditures under the ODJFS Title IV-D state plan, subject to the limitations of this rule. (iii) The funds are not federal funds, unless authorized by federal law to be used to match other funds; or (iv) The funds are not used to match other federal funds. (4) Program income. The CSEA shall use revenues resulting from Title IV-D case activity for the operation of the child support program. Details regarding Title IV-D program income are available in rule 5101:12-1-53 of the Administrative Code. (a) The CSEA deducts Title IV-D program income revenue from expenditures reported for federal reimbursement. (b) The CSEA shall not use Title IV-D program income as any portion of the nonfederal share of program funding. (5) Non-allowable or non-reimbursable costs are not eligible for federal or state financial participation. These costs must be met through one hundred per cent local funds. (D) Draws and reporting. The CSEA may access federal funds and its state allocation via cash draws through the county finance information system (CFIS). (1) The CSEA shall determine the source of the state or local match and draw the funding accordingly. (a) If the CSEA is using state funds for the match, the CSEA may draw the federal portion of sixty-six per cent and the state portion of thirty-four per cent of the total expenditures. (i) State funding available is limited to the state fiscal year (SFY) allocation for the CSEA. (ii) The SFY is July first through June thirtieth. (b) If the CSEA is using local funds for the match, the CSEA shall only draw the federal portion of sixty-six per cent. (2) The CSEA shall report expenditures as described in rule 5101:9-7-29 of the Administrative Code. The CSEA shall claim administrative costs through the random moment sample (RMS) process as described in rule 5101:9-7-23 of the Administrative Code.
Last updated October 12, 2023 at 10:47 AM
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Rule 5101:9-6-94 | Child support enforcement agency (CSEA) projects funding.
Effective:
April 18, 2022
(A) The Ohio department of job and family
services (ODJFS) issues funding to child support enforcement agencies (CSEAs)
for the administration of special project opportunities that further the
national and state child support mission and goals. (B) Projects may be funded by federal or state funding.
Opportunities for special projects may be made available to counties via the
United States department of health and human services (HHS) office of child
support enforcement (OCSE) or ODJFS office of child support (OCS). (C) Federal discretionary projects. (1) The HHS OCSE offers
two types of discretionary project opportunities: Section 1115 of the Social
Security Act, 42 U.S.C. 1315 (9/2014) demonstration grants and special
improvement project (SIP) grants. (2) Upon HHS approval,
ODJFS will allocate project funding to a participating CSEA. Each CSEA with an
approved project shall utilize the funding in accordance with the grant award
letter received from HHS. The assistance listing number (ALN) for this funding
will be included in the federal grant award letter. (D) Statewide initiatives. (1) ODJFS may issue state
or federal child support training funding to assist CSEAs in providing training
for county CSEA employees. ODJFS will issue guidance on the utilization of any
statewide initiatives. (2) ODJFS will
communicate the type of funding used via allocation letters from the county
finance information system (CFIS). (E) ODJFS will communicate the funding
and liquidation periods for all funding through CFIS. The CSEA shall report
receipts and disbursements 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.
Last updated April 19, 2022 at 8:59 AM
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