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This website publishes administrative rules on their effective dates, as designated by the adopting state agencies, colleges, and universities.

Chapter 5101:9-6 | Allocations

 
 
 
Rule
Rule 5101:9-6-02 | County subgrant agreement and allocation process.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(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 grantee. 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.

(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 request ODJFS to redistribute funds twice during the state fiscal year, during January and April, as follows:

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

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

(I) 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.

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

Supplemental Information

Authorized By: 5101.161, 5101.21. 5101.02
Amplifies: 5101.161, 5101.21
Five Year Review Date:
Prior Effective Dates: 7/13/2007
Rule 5101:9-6-05 | Income maintenance (IM) allocations.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(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

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.54, 5162.03
Five Year Review Date:
Prior Effective Dates: 6/2/1979, 10/1/1985 (Emer.), 7/1/1987
Rule 5101:9-6-08 | Temporary assistance for needy families (TANF) regular allocation.
 

(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 federal domestic assistance (CFDA) number for this allocation is 93.558.

(C) ODJFS issues this allocation on a federal fiscal year (FFY) basis. ODJFS communicates the period of availability and the liquidation periods through the county finance information system (CFIS). The CDJFS can incur services through the period of availability 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, 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.

Supplemental Information

Authorized By: 5107.05
Amplifies: 5107.05
Five Year Review Date: 1/13/2023
Prior Effective Dates: 7/1/1980, 7/1/1983, 1/7/1985 (Emer.), 12/22/1985, 7/1/1987, 9/11/1987, 1/26/1988 (Emer.), 9/28/2002
Rule 5101:9-6-08.6 | Temporary assistance to needy families (TANF) independent living (IL) allocation.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(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 extend SFY21 TANF IL funding to September 2021 with a liquidation date of December 31, 2021.

(E) ODJFS will distribute the FFY22 TANF IL funds to each PCSA based on the prior years distribution amount.

(F) 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.

(G) 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.

(H) 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.

(I) 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.

(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 24, 2021 at 8:35 AM

Supplemental Information

Authorized By: 5101.801
Amplifies: 5101.801
Five Year Review Date:
Prior Effective Dates: 9/28/2006, 9/11/2011
Rule 5101:9-6-08.8 | Temporary assistance for needy families (TANF) administration allocation.
 

(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 catalog of federal domestic assistance (CFDA) number for this allocation is 93.558.

(C) ODJFS issues the TANF administration allocation on a federal fiscal year (FFY) basis. ODJFS communicates the period of availability and the liquidation period for this allocation through the county finance information system (CFIS). The CDJFS can incur services through the period of availability 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, 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 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.

Supplemental Information

Authorized By: 5107.05
Amplifies: 5107.05
Five Year Review Date: 1/13/2023
Prior Effective Dates: 10/1/2009 (Emer.)
Rule 5101:9-6-08.12 | Federal fiscal year (FFY) temporary assistance for needy families (TANF) performance incentives.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(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.

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.02
Five Year Review Date:
Rule 5101:9-6-09 | Food assistance employment and training (FAET) allocation.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

(H) Allocation redistribution is pursuant to rule 5101:9-6-02 of the Administrative Code. Any CDJFS may redistribute any excess expenditures of the SNAP employment and training grant to the FAET operating allocation as outlined in rule 5101:9-6-09.3 of the Administrative Code.

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

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

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.161, 5101.21
Five Year Review Date: 11/1/2017
Prior Effective Dates: 4/22/2004
Rule 5101:9-6-09.1 | Food and nutrition services state exchange.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(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.

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.02
Five Year Review Date:
Prior Effective Dates: 5/1/2010
Rule 5101:9-6-09.3 | Food assistance employment and training (FAET) operating allocation.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

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

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

(C) The FAET operating allocation consists of fifty per cent federal funding and requires a fifty per cent state/ local match. The catalogue of federal domestic assistance (CFDA) number for the federal portion of this allocation is 10.561.

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

(E) The CDJFS may move excess expenditures from the FAET allocation to the FAET operating allocation by performing the following post allocation adjustments:

(1) Move fifty per cent of the ceiling excess to the FAET operating allocation.

(2) Move fifty per cent of the ceiling excess to the FA income maintenance allocation as outlined in rule 5101:9-6-02 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.

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.161, 5101.21
Five Year Review Date:
Rule 5101:9-6-09.4 | Food assistance employment and training (FAET) participant allowance allocation.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(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 catalogue of federal domestic assistance (CFDA) number for the federal portion of this allocation is 10.561.

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

(E) The total FAET participant allowance allocation covers expenditures reported in:

(1) CFIS and;

(2) Client registry information system enhanced (CRIS-E) and/or 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 CRIS-E and/ or 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.

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.161, 5101.21
Five Year Review Date:
Prior Effective Dates: 3/16/2013
Rule 5101:9-6-10 | State social services operating allocation.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

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

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

(C) ODJFS issues this allocation 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 period of performance 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 309.50.20 of Amended Substitute House Bill 153 of the 129th 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.

Supplemental Information

Authorized By: 5101.46
Amplifies: 5101.46
Five Year Review Date:
Prior Effective Dates: 9/23/1986, 11/23/1991, 2/20/2004
Rule 5101:9-6-11 | Child care non-administration funding allocation.
 

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

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

(C) ODJFS issues this allocation on a federal fiscal year (FFY) basis. ODJFS will communicate the funding and liquidation periods through the county finance information system (CFIS). The CDJFS 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 "Client Registry Information System-Enhanced" (CRIS-E) or 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 "Child Care Information Data System" (CCIDS)/centralized payments invoice screen.

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

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

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

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

(G) 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.

Supplemental Information

Authorized By: 5104.42, 5101.02
Amplifies: 5104.42
Five Year Review Date: 7/27/2024
Prior Effective Dates: 12/11/2003
Rule 5101:9-6-11.2 | Child care administration allocation.
 

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

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

(C) ODJFS issues this allocation on a federal fiscal year (FFY) basis. ODJFS 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.

Supplemental Information

Authorized By: 5104.42, 5101.02
Amplifies: 5104.42
Five Year Review Date: 8/24/2022
Prior Effective Dates: 10/1/2009 (Emer.)
Rule 5101:9-6-12 | Title XX federal social services allocation.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(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.

Supplemental Information

Authorized By: 5101.02, 5101.46
Amplifies: 5101.46
Five Year Review Date:
Prior Effective Dates: 7/25/1986 (Emer.), 10/3/1986, 11/17/1987 (Emer.), 5/18/2015
Rule 5101:9-6-12.1 | Title XX temporary assistance for needy families (TANF) transfer allocation.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(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.

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.02
Five Year Review Date:
Prior Effective Dates: 9/12/2005, 9/30/2015
Rule 5101:9-6-12.4 | Child, family, and community protective services allocation.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(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.

Supplemental Information

Authorized By: 5101.46, 5101.10
Amplifies: 5101.46, 5101.10
Five Year Review Date:
Rule 5101:9-6-13 | Disaster related prevention, retention and contingency (PRC) assistance funding.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

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

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

(C) Counties may be required to amend or revise the county PRC 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 county departments of job and family services (CDJFS) in counties that have been declared to be under a state of emergency by the governor. ODJFS 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) County agencies shall report expenditures as described in rule 5101:9-7-29 of the Administrative Code.

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

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.02
Five Year Review Date:
Prior Effective Dates: 7/2/2002 (Emer.)
Rule 5101:9-6-14 | Adult protective services (APS) allocation.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(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 the statewide amount evenly to each county department of job and family services (CDJFS) for the administration of the adult protective services program. Where a CDJFS encompasses multiple counties, each CDJFS will receive the standard allocation amount for each county represented under the CDJFS.

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

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

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

Supplemental Information

Authorized By: 5101.72
Amplifies: 5101.46
Five Year Review Date: 4/22/2009
Prior Effective Dates: 1/26/1998, 6/1/2013
Rule 5101:9-6-14.1 | Adult services and family services (ASFS) training funding.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(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 catalog of federal domestic assistance (CFDA) number 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.

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.02
Five Year Review Date:
Prior Effective Dates: 12/5/2013, 3/7/2014
Rule 5101:9-6-16.2 | Refugee cash and medical assistance allocation.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

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

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

(2) Refugee medical assistance (RMA) program as outlined in rule 5160:1-5-05 of the Administrative Code.

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

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

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

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

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

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

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

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.02, 5101.49
Five Year Review Date:
Rule 5101:9-6-19 | State child protective allocation (SCPA).
 

(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) For SFY20, ODJFS will advance one quarter of the allocation in July, one half of the allocation in October, and the final advance in April.

(G) 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.

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

Last updated September 7, 2021 at 9:01 AM

Supplemental Information

Authorized By: 5101.14
Amplifies: 5101.14
Five Year Review Date: 9/17/2026
Prior Effective Dates: 7/1/1983, 11/20/1983, 4/1/1986, 4/14/1997, 11/11/2010, 7/7/2017 (Emer.)
Rule 5101:9-6-20 | Foster parent recruitment allocation.
 

(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.

Supplemental Information

Authorized By: 5101.14
Amplifies: 5101.14
Five Year Review Date: 11/7/2024
Rule 5101:9-6-23 | Children services best practices (CSBP) funding.
 

(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.

Supplemental Information

Authorized By: 5101.14
Amplifies: 5101.14
Five Year Review Date: 4/23/2025
Rule 5101:9-6-24 | Multi-system youth (MSY) funding.
 

(A) Pursuant to section 307.110 of Amended Substitute House Bill 166 of the 133rd 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 in excess of the allocation amount are the responsibility of the county agency.

(D) In accordance with section 337.180 of Amended Substitute House Bill 166 of the 133rd General Assembly, 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 the PCSA will designate a minimum of five per cent of its formula based allocation; and

(2) For SFY twenty-one the PCSA will designate a minimum of ten 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) Allowable costs associated with MSY activities and contracts are outlined in rule 5101:2-54-01 of the Administrative Code.

(G) The PCSA will 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 13, 2021 at 11:11 AM

Supplemental Information

Authorized By: 5101.14
Amplifies: 5101.14
Five Year Review Date: 3/23/2025
Rule 5101:9-6-25 | "ProtectOhio" funding.
 

(A) The Ohio department of job and family services (ODJFS) issues funding to public children services agencies (PCSAs) for the administration of the "ProtectOhio" child welfare demonstration project. "ProtectOhio" is designed to reduce the number of children in foster care, decrease the amount of time children remain in foster care, and promote adoptions by allowing greater flexibility in spending federal funds appropriated under Title IV-E of the Social Security Act (SSA) of 1935.

(B) Title IV-E funds

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

(2) ODJFS advances Title IV-E FCM funds as a capitation rather than a reimbursement under "ProtectOhio." ODJFS multiplies the following two variables to determine the initial aggregate payment that is made to each approved waiver county for the federal fiscal year (FFY):

(a) Projected number of placement days; and

(b) Inflation adjusted per diem cost.

(3) ODJFS issues annual capitation payments in monthly installments.

(C) Match requirement

(1) Each PCSA that is an approved waiver county shall provide the match requirement for the capitation payment that it will receive during the demonstration project.

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

(3) A PCSA's failure to fully reserve its match requirement within the prescribed ten business day period shall not be a violation of this policy when the following criteria has been met:

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

(b) The PCSA shows that it has fully met its match requirement by the close of each demonstration budget year.

(4) Nothing in this rule shall prohibit a PCSA from advance reserving its match requirement for projected capitation payments.

(5) Capitation funds expended require a corresponding expenditure of the associated match.

(D) Reporting

(1) A PCSA shall charge allowable revenues and expenditures as follows:

(a) A PCSA shall report revenues and expenditures, including actual FCM payments, relating to the demonstration project as described in rule 5101:9-7-29 of the Administrative Code.

(b) A PCSA shall claim reimbursement of administrative costs through the social services random moment sample (SSRMS)/certification of funds (COF) process.

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

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

Last updated September 7, 2021 at 10:17 AM

Supplemental Information

Authorized By: 5101.142
Amplifies: 5101.141
Five Year Review Date: 12/19/2021
Prior Effective Dates: 7/2/2002 (Emer.)
Rule 5101:9-6-28 | Title IV-E funding.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

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

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

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

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

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

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

(D) Administration and training-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 following variables are used to calculate the administration and training reimbursement:

(a) Applicable activity code information from the RMS time studies;

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

(c) Population data from SACWIS;

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

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

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

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

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

(4) The statewide percentage of Title IV-E eligible child days does is not applied in determining reimbursement for family first prevention services, administration costs, and training costs.

(E) FCM reimbursements.

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

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

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

(4) FCM reimbursements are established pursuant to rules 5101:2-47-11, 5101:2-47-16 and 5101:2-47-17 of the Administrative Code and exist for the following types of care:

(a) Public foster homes, relative homes licensed as foster homes and pre-finalized adoptive homes that continue to receive FCM reimbursements that have been established by ODJFS;

(b) Group homes, residential parenting facilities, maternity homes, and children's residential centers; private foster care homes;

(c) Substance use disorder (SUD) residential facilities as defined in rule 5101:2-1-01 of the Administrative Code; and

(d) Qualified residential treatment program (QRTP), as defined in rule 5101:2-9-42 of the Administrative Code.

(5) Per diem reimbursements are established pursuant to rules 5101:2-47-10, 5101:2-47-11 and 5101:2-47-18 of the Administrative Code.

(6) Agencies initiate FCM reimbursements by using SACWIS.

(F) AA payments.

(1) AA payments are provided on behalf of special needs children who are in adoptive placement or who are living with parents who have legally adopted them. The AA payment rate is determined on an individual basis for each child. The maximum amount of the monthly AA payment cannot exceed the current cost of the monthly FCM payment that was paid or would have been paid by the Title IV-E agency if the child had been placed in a family foster home.

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

(3) The determination of payee is made at the local level and specified in SACWIS. ODJFS issues the federal and state shares of AA payments via SACWIS in a warrant payable to the adoptive parents or the county agency that has custody of the child.

(G) Prevention services reimbursements

(1) Prevention services reimbursements are provided to cover the cost of approved evidence-based services provided to a child who is not in custody or care and placement or is a pregnant/parenting foster youth that has been determined or re-determined to be a candidate for Family First Prevention Services Act prevention services.

(2) The federal reimbursement amount for approved evidence-based prevention services costs on behalf of Title IV-E eligible prevention services candidate is fifty per cent through federal fiscal year (FFY) 2023. Beginning in FFY 2024 the rate will be established by the federal department of health and human services every October first.

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

Last updated April 18, 2021 at 1:46 AM

Supplemental Information

Authorized By: 5101.141
Amplifies: 5101.141
Five Year Review Date:
Prior Effective Dates: 9/1/2009, 6/30/2010
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.

Supplemental Information

Authorized By: 3125.25
Amplifies: 3125.03, 3125.11, 3125.21, 3125.25
Five Year Review Date: 5/18/2025
Prior Effective Dates: 10/26/2009, 3/28/2010
Rule 5101:9-6-31 | County share of public assistance expenditures and the mandated share budget.
 

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

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

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

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

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

(3) County administration of supplemental nutrition assistance program (SNAP); and

(4) County administration of medicaid.

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

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

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

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

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

(3) 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 shall compute the per capita tax duplicate for the state and for each county by dividing the tax duplicate provided by the Ohio development services agency (ODSA) for the most recent available year by the current estimate of population prepared by ODSA.

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

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

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

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

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

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

(4) ODJFS shall credit to a county the full amount of federal reimbursement ODJFS receives from the United States department of agriculture and department of health and human services for the county's expenditures for administration of 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 will appropriate, as required by section 5101.16 of the Revised Code, the amount certified by ODJFS as the SFY county share of PA expenditures and an additional five per cent of that amount for transfer to the PA fund. The appropriation of an extra five per cent will allow for any increase that may occur with the next SFY calculated share.

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

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

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

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

(2) 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) will adjust 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 will be at least one-twelfth of the annual mandated share budget. Adjustment detail must be available on the post allocation adjustment report within the CFIS mandated share report.

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

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

Supplemental Information

Authorized By: 5101.16
Amplifies: 5101.16, 511.161
Five Year Review Date: 3/25/2024
Prior Effective Dates: 4/1/1986, 2/8/1997, 8/21/2008
Rule 5101:9-6-33 | Child welfare experiential learning (CWEL).
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(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.

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.02
Five Year Review Date:
Prior Effective Dates: 3/20/2011
Rule 5101:9-6-35 | Chafee allocation.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(A) The Ohio department of job and family services (ODJFS) reimburses public children services agencies (PCSAs) for delivery of independent living services to eligible youth as described in rules 5101:2-42-19 and 5101:2-42-19.2 of the Administrative Code.

(B) The catalog of federal domestic assistance (CFDA) number 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 children within the county fourteen years of age and older who are in substitute care as compared to the statewide number of children in the same category as reported by the PCSA in the statewide automated child welfare information system (SACWIS) for the preceding state fiscal year (SFY).

(E) 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 a 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 not use more than thirty per cent of these funds for room and board of the emancipated population.

(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.

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.02
Five Year Review Date:
Prior Effective Dates: 1/26/1998, 2/20/2004
Rule 5101:9-6-35.1 | Chafee state match allocation.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(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 same 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.

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.02
Five Year Review Date:
Prior Effective Dates: 9/11/2015
Rule 5101:9-6-36 | Emergency services assistance allocations (ESAA) for family preservation.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(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 administrative costs. The catalog of federal domestic assistance (CFDA) number 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 administrative 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 expenditures for providing direct ESAA preservation services as described in rule 5101:2-40-02 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 for ESAA preservation through the social services random moment sample (SSRMS) reconciliation/certification of funds (COF) process.

(2) A PCSA may also request to transfer the operating allocation to the direct services allocation to be used as stated in paragraph (E)(1) of this rule. A PCSA may request this transfer by submitting a 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.

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.02
Five Year Review Date:
Prior Effective Dates: 1/26/1998, 7/2/2002 (Emer.), 2/5/2006
Rule 5101:9-6-36.1 | Emergency services assistance allocations (ESAA) for family reunification.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(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 administrative costs. The catalog of federal domestic assistance (CFDA) 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 administrative 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 for time-limited reunification services and activies provided during the fifteen month period that begins on the date the child is considered to have entered care as described in rules 5101:2-1-01 and 5101:2-40-02 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 for ESAA reunification through the social services random moment sample (SSRMS) reconciliation/certification of funds (COF) process.

(2) A PCSA may also request to transfer the operating allocation to the direct services allocation to be used as stated in paragraph (E)(1) of this rule. A PCSA may request this transfer by submitting a 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.

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.02
Five Year Review Date:
Prior Effective Dates: 7/21/1997
Rule 5101:9-6-36.2 | ESAA state match allocation.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(A) The Ohio department of job and family services 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 uses the same methodology to distribute 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.

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.02
Five Year Review Date:
Prior Effective Dates: 9/11/2015
Rule 5101:9-6-37 | Title IV-B allocation.
 

(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 federal domestic assistance (CFDA) 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 federal 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. A PCSA may request this transfer as described in rule 5101:9-6-36 of the Administrative Code to ODJFS prior to end of period of the liquidation period.

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

Supplemental Information

Authorized By: 5103.07
Amplifies: 5103.07
Five Year Review Date: 5/10/2023
Prior Effective Dates: 11/23/1991, 2/20/2004, 10/1/2012 (Emer.)
Rule 5101:9-6-37.2 | Caseworker visits allocation.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(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 catalog of federal domestic assistance (CFDA) 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 shall use eligible state funding or provide local funds at twenty-five per cent match rate for the nonfederal share.

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

(E) Caseworker visits allocation

(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 shall 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.

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.02
Five Year Review Date:
Prior Effective Dates: 3/21/2013
Rule 5101:9-6-44 | County family services agencies (CFSA) pass-through funding.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(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 catalog of federal domestic assistance (CFDA) number 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 catalog of federal domestic assistance (CFDA) number 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 catalog of federal domestic assistance (CFDA) number 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 CFDA number for this funding is 93.778.

(b) Title IV-E funding as described in rule 5101:9-6-28 of the Revised 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.

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.02
Five Year Review Date:
Prior Effective Dates: 4/13/2013
Rule 5101:9-6-44.1 | Non-emergency transportation (NET), pregnancy related services and healthchek services funding.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(A) On behalf of the Ohio department of medicaid, the Ohio department of job and family services (ODJFS) provides funding to the county departments of job and family services (CDJFS) for direct delivery transportation costs, contracts and 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 5160-15-13 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 same methodology as contained in paragraph (C) of rule 5101:9-6-44 of the Administrative Code.

(D) The catalogue of federal domestic assistance (CFDA) number 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.

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.02
Five Year Review Date:
Prior Effective Dates: 1/20/2015
Rule 5101:9-6-50 | Ohio department of job and family services (ODJFS) grants.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

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 service duties in accordance with the requirements of division (C) of section 5101.21 of the Revised Code.

(D) Each county family services agency is responsible for using the financial assistance provided by ODJFS for the performance of family services duties in accordance with the requirements of the federal grant award, state law, and any of the following that concern the family services duties: state plans for receipt of federal financial participation, grant agreements between ODJFS and a federal agency, and executive orders issued by the governor.

(E) Each county family services agency shall monitor each private and government entity that receives financial assistance from the county agency to ensure that family services duties, including expenditures, cash management, and reporting, are in compliance with state, federal, and local requirements. If a private or government entity is not performing family services duties in accordance with state, federal, and local requirements, the county family services agency shall require the entity to promptly comply with a corrective action plan approved by the county agency. Except when ODJFS certifies a claim to the attorney general in accordance with section 5101.1410 of the Revised Code, the county family service agency shall take prompt action to recover any financial assistance that is not expended in accordance with state, federal, and local requirements.

(F) 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 service agency shall promptly reimburse ODJFS the amount that represents the amount the county agency is responsible for, pursuant to action ODJFS takes under division (C) of section 5101.24 of the Revised Code, of funds ODJFS pays to any entity because of an adverse audit finding, adverse quality control finding, final disallowance of federal financial participation, or other sanction or penalty.

(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.

Supplemental Information

Authorized By: 5101.21
Amplifies: 5101.21
Five Year Review Date:
Prior Effective Dates: 4/30/2007
Rule 5101:9-6-59 | State adoption incentive program allocation.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(A) The Ohio department of job and family services (ODJFS) issues the state adoption incentive allocation to public children services agencies (PCSAs) to support adoption activities.

(B) This allocation consists of one hundred per cent state funds. The maximum amount of state funds allocated for incentives is one and a half million dollars.

(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 following methodology to distribute available funds for this allocation:

(1) The office of families and children (OFC) pulls finalized adoption data from the statewide automated child welfare information system (SACWIS) for each county on the first business day after July thirty-first.

(2) OFC uses the average number of finalized adoptions over a prior three year period to determine the baseline for each county.

(3) For each finalized adoption over a county's established baseline, ODJFS issues:

(a) An incentive payment for the target population ages nine to seventeen at six thousand five hundred dollars per child; and

(b) An incentive payment for children under age nine at three thousand two hundred fifty dollars per child.

(4) If incentive amounts achieved in paragraph (D)(3) of this rule are less than one and a half million dollars, ODJFS distributes the remaining funds as additional incentives as follows:

(a) ODJFS pulls data from SACWIS for the prior state fiscal year (SFY) to identify the total population of children available for adoption during the year for each county agency. "Available for adoption" means any child in permanent custody at any point during the SFY;

(b) ODJFS divides the total number of children finalized during the SFY by the total population of children available for adoption during the same SFY for each county agency to arrive at a county specific percentage;

(i) ODJFS sums all county percentages as described in paragraph (D)(4)(b) of this rule to arrive at an aggregate statewide figure;

(ii) ODJFS divides each county's specific percentage by the total aggregate statewide figure to arrive at a county percentage to the total; and

(iii) ODJFS multiplies the remaining balance of funds by each county's percentage to arrive at an additional allocation amount per county.

(E) Beginning with SFY 2017, incentive funds must be expended at one hundred per cent of the adoption incentive allocation achieved and will not be used to draw down additional Title IV-E adoption administrative funds.

(F) PCSAs shall reinvest adoption incentive payments to support adoption activities during the SFY.

(G) The PCSA shall report allowable 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.

Supplemental Information

Authorized By: 5101.02, 5101.10
Amplifies: 5101.02, 5101.10
Five Year Review Date:
Prior Effective Dates: 9/25/2015
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.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(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

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.02
Five Year Review Date:
Rule 5101:9-6-70 | Fraud awareness initiatives.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(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 catalog of federal domestic assistance (CFDA) number for this allocation is 93.558. Funds must be obligated by June thirtieth and liquidated by September thirtieth.

(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 county finance information system (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.

Supplemental Information

Authorized By: 5107.05
Amplifies: 5101.02, 5107.05, 5101.183
Five Year Review Date:
Rule 5101:9-6-80 | State child support allocations.
 

(A) The Ohio department of job and family services (ODJFS) issues state child support allocations to assist in provision of the non-federal share of allowable administrative program expenditures incurred in administration of the Title IV-D program. Additional non-federal share of funds is supplied by funds appropriated by the county commissioners from the county general fund or non Title IV-D program income and non Title IV-D fees.

(B) State child support allocations are distributed to the child support enforcement agency (CSEA) designated by the board of county commissioners pursuant to sections 329.40 and 3125.10 of the Revised Code. Failure to comply with the requirement of operating a single Title IV-D child support enforcement agency will result in the county not receiving state child support allocations.

(C) ODJFS issues state child support allocations on a state fiscal year (SFY) basis. ODJFS communicates the funding and liquidation period for this allocation through the county finance information system (CFIS). The CSEA must expend funds by the end of the funding period and disburse and report expenditures no later than the end of the liquidation period.

(D) Methodology.

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.

Supplemental Information

Authorized By: 3125.25
Amplifies: 307.981, 329.40, 3125.03, 3125.21, 3125.10, 3125.25
Five Year Review Date: 7/1/2023
Prior Effective Dates: 6/28/2013
Rule 5101:9-6-82 | Inter-county adjustment of allocations.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(A) The inter-county adjustment of allocations 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 the inter-county adjustment of allocated funds.

(D) If funding level reductions or increases occur during the funding period, allocation dollar amount changes will be made proportionate to the certified allocation dollar amounts that ODJFS has on record as of the effective date for the announced funding level change. The funding period is the period in which services are performed and/or provided. Pending adjustments will not be a factor in the calculation.

(E) 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 for allocated funds adjustment and must be received by ODJFS no later than the last date of the liquidation period of the funds being transferred.

(G) Upon the timely receipt of a properly completed 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, ODJFS will notify the CFSA that revised 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.

Supplemental Information

Authorized By: 5101.161, 5101.46, 5101.02
Amplifies: 5162.03, 5101.02, 5101.16, 5101.161, 5101.46, 5101.54, 5107.05
Five Year Review Date:
Prior Effective Dates: 11/6/2009, 10/1/2010
Rule 5101:9-6-83 | Child support enforcement agency (CSEA) administrative fund.
 

(A) Each child support enforcement agency (CSEA) shall create an administrative fund for the operation of a child support enforcement program.

(B) The administrative fund shall be used for the deposit and disbursement of child support funds as follows:

(1) Deposits include, but are not limited to:

(a) Federal, state, and local revenues including state and county general revenue funds and federal financial participation (FFP) funds;

(b) Federal incentives;

(c) Processing charges;

(d) Title IV-D application and other miscellaneous fees;

(e) Investment income;

(f) Unclaimed collections that have lost unclaimed status; and

(g) Fines that the CSEA has retained.

(2) Disbursements include, but are not limited to:

(a) Allocated shared costs for combined agencies to public assistance (PA) fund;

(b) Countywide central service costs assigned to the CSEA;

(c) Title IV-D and non-Title IV-D operating expenditures; and

(d) Administrative expenses related to the operation of the child support program.

(C) The CSEA shall report receipts and disbursements for the child support administrative fund in accordance with rule 5101:9-7-29 of the Administrative Code.

Supplemental Information

Authorized By: 3125.25
Amplifies: 3121.49, 3121.59, 3123.17, 3125.03, 3125.25, 3125.37
Five Year Review Date: 3/29/2026
Prior Effective Dates: 12/1/1987, 6/9/1989
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.

Supplemental Information

Authorized By: 3125.25
Amplifies: 307.981, 3125.03, 3125.19, 3125.21, 3125.25
Five Year Review Date: 4/29/2025
Rule 5101:9-6-94 | Child support enforcement agency (CSEA) projects funding.
 

(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 United States department of health and human services (HHS) office of child support enforcement (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 catalog of federal domestic assistance (CFDA) number 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.

Supplemental Information

Authorized By: 3125.25, 5101.02
Amplifies: 3125.03, 3125.11, 3125.21, 3125.25, 5101.02
Five Year Review Date: 5/19/2022
Rule 5101:9-6-95 | Ohio retaining employment and talent after injury/illness network (RETAIN) demonstration project allocation.
 
This is an Internal Management (IM) rule governing the day-to-day staff procedures and operations within an agency.

(A) The Ohio department of job and family services (ODJFS) issues the department of labor (DOL) office of disability employment policy (ODEP) allocations to fund a multi-agency demonstration project, designed to improve health care results by implementing a patient-centered return-to-work/stay-at-work (RTW/SAW) model. Phase one of this pilot project utilizes early intervention by a health services coordinator (HSC) to facilitate treatment and to shorten the duration of work separation by workers primarily with non-occupational musculoskeletal (MSK) injuries.

(B) This allocation consists of one hundred per cent federal funds. The catalog of federal domestic assistance (CFDA) number for this allocation is 17.720.

(C) ODJFS will communicate the funding and liquidation periods through the county finance information system (CFIS). The local workforce development area (local area) can incur obligations through the funding period and disburse and report expenditures no later than the end of the liquidation period.

(D) The Ohio retaining employment and talent after injury/illness network (RETAIN) demonstration project focuses on serving individuals aged eighteen to sixty-five, who are employed and experience a non-occupational injury to the back, knee and/or shoulder and who work in the manufacturing industry with an employer who has two hundred fifty or fewer employees. Individuals seeking care through a HSC, shall be assisted with communication with their employer, health care provider/insurer, and referral to "OhioMeans Jobs" (OMJ) if needed.

(E) Program components

Additional program components include:

(1) Initiation of a RETAIN roundtable comprised of stakeholders in government agencies and business and medical sectors to identify and share RTW/SAW best practices;

(2) Communications and outreach strategies for different stakeholders;

(3) Development of HSC and health services provider training plans;

(4) Establishment of a nurse hotline for the manufacturing sector;

(5) Data sharing agreements among partners to facilitate evidence-based research;

(6) Third party evaluation using rigorous methodology to determine program outcomes; and

(7) Exploration of strategies for targeting medicaid, mental health, and drug addiction populations.

(F) Methodology

RETAIN funding shall be allocated using the following methodology:

(1) ODJFS will issue local areas seventeen (Columbiana/Mahoning) and eighteen (Trumbull) an allocation of fifty thousand dollars during phase one of the RETAIN project.

(2) Local areas shall not exceed the twelve per cent limitation on administrative costs of funds that are awarded under the RETAIN grant as described in 20 C.F.R. part 683.215 of the Workforce Innovation and Opportunity Act (WIOA).

(3) Sub-recipients and contractors performing program functions that are funded with RETAIN funds do not report the costs associated with performing program functions as administrative costs against the area's twelve per cent administration expense limit.

(4) ODJFS may monitor grant recipients for compliance with administrative cost limitations during the grant's period of performance.

(G) Allowable activities

Allowable activities using RETAIN funds include:

(1) Incentives for participating health care providers and possibly employers;

(2) Project staff to work with and support the evaluation conducted by the independent evaluation contractor, to connect or establish systems to collect program data elements, and to conduct routine, internal program management activities, such as those within the required continuous quality improvement (CQI) plan;

(3) Reasonable and necessary expenses to plan for and establish infrastructure necessary for effective program implementation of the RETAIN demonstration project; and

(4) Support of the related independent evaluation.

(H) Unallowable activities

Local areas using RETAIN funds shall not:

(1) Spend more than ten per cent of their total budget in any given year on providing incentives;

(2) Pay for existing, billable direct health care services;

(3) Use these funds for other evaluative purposes other than as stated in paragraph (G)(2) of this rule; and

(4) Use these funds for construction costs.

(I) The WIOA local area shall maintain documentation as described in rule 5101:9-9-21 of the Administrative Code. This documentation may be subject to inspection, monitoring, and audit by the ODJFS office of fiscal and monitoring services (OFMS) and the Ohio auditor of state (AOS).

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

Supplemental Information

Authorized By: 5101.02
Amplifies: 5101.02
Five Year Review Date: