Beruflich Dokumente
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Introduction
The Virginia Department of Social Services (VDSS) has long recognized that the current structure of the Commonwealths social services delivery system is not able to fully meet the expanding and changing needs of its residents. Attempting to respond appropriately to the unique needs of Virginias individuals and communities is made difficult by the overriding requirements of Federal statutes and regulations. The demands of increasing individual and community needs in the face of limited State and local funding have challenged us all. With the diversity of the issues, it takes time and caution for the proper planning. With the competing demands, meeting one need often diminishes the ability to meet another. It is an art to effect a process to accomplish this. All in all, this is hard work. And hard work takes time. VDSS interest in securing additional Federal revenues in support of local initiatives is to carefully balance a vision of healthy communities with efforts to maximize the delivery process to help meet the unmet needs within each community. The concept of revenue maximization is not new. The State office has, in the past few years, made concerted efforts to achieve some statewide revenue maximization initiatives that have enabled us to realize Statewide initiatives such as the implementation of welfare reform and the automation of our major programs. VDSS is now in a position to help localities that are interested in increasing the ability of their human services to better meet the needs of their residents. We have been offered many suggestions from many localities. We have studied local efforts to understand what they are doing and to identify some common threads that can be sewn across the Commonwealth. This process has challenged us to open doors that have never been opened and to simultaneously push other doors open a little wider than they have been in the past. The synergy of the process is what makes it work. Together, the VDSS and local departments of social services (LDSSs) in pilot localities have collectively developed a process that now can be replicated by other interested localities... hopefully without duplicating the pain that the pilot jurisdictions have endured. The experience of the pilot localities has helped us to assure that we can both reinforce local initiatives and fully comply with Federal and State requirements for integrity, accountability, and reporting. We have learned a lot from this experience and are pleased to be able to share it with other localities interested in better meeting the needs of Virginians.
Vision
The Federal Revenue Maximization Program will enhance and expand human service initiatives in our community by working with our community partners to identify and provide funding for programs to meet current and future unmet needs.
Unmet Needs
UNMET NEEDS = COMMUNITY NEEDS SERVICES AVAILABLE
Through a collaborative process, the needs of the community and the existing available services will be reviewed. The unmet needs will be prioritized and funded as reimbursed funds are made available. All funds which are reimbursed to the James City County Division of Social Services through the Revenue Maximization program must be used to fund unmet human services needs. Partners are an important link between the DSS and community organizations that serve the needs of our local citizens.
Must have eligible clients Must have case files Must be reasonable candidates for foster care or out of home placement Must sign a contract Must comply with all State & Federal requirements including review and audit of claimed expenditures Must submit quarterly reports for reimbursed claims Must retain case files for three (3) years
Common Activities
1. General administrative activities and training, to include: reviewing agency policy and procedures, conducting performance evaluations or handling grievance issues, budget planning, payroll issues, or fiscal management meetings or training related to human service issues 2. Any training related to administrative skills, including word processing, data entry, team building, time management, and travel associated with these activities 3. Paid sick leave, personal leave, annual leave, or any breaks
Case Evaluation
Problems
People
Problems Abuse Neglect Medical Mental Behavior Education Criminal Environment Safety Indigence
Title IV-E foster care pre-placement prevention can reimburse for services for the family and the child/ren. When determining eligible candidates, one must evaluate the potential for removal not an occurrence of removal. The above documentation must be in the case file. Good documentation includes court orders, court reports, CASA reports, CAFAS forms, CSB reports, etc.
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The Case Reviewers will complete the Documentation of Case Reviews for IV-E Foster Care Prevention and Pre-Placement (see pages 12-13) at the time of the review to confirm eligibility. The Case Reviewers can be agency staff, or the Social Services staff, if necessary, will assist with the case review process. This form documents the risk of potential out-of-home placement for the child, including risk factors for the entire family. Some major highlights to remember when reviewing cases: Cases will be submitted based on their status on the last day of the quarter, or September 30, December 31, March 31, and June 30. (Note: Since we are using the last day of the month to consider eligibility of cases, whenever possible, consider the timing of the case closure with consideration to the revenue maximization program.) From this entire list of open cases, your staff will identify which ones are eligible for reimbursements, based on the work they are doing with the children and their families. You will request reimbursement for the eligible cases. The Case Summary is a form completed by your staff at the end of each quarter. This provides the necessary information to request reimbursement for specified cases and to determine an access rate or a % of the total cases that meet eligibility. Case records require documentation that services are being offered, monitored, and managed to prevent the child/children from entering foster care. Reports from other disciplines are helpful, as well as court reports, referral letters, social histories, service plans, and quarterly documentation regarding the progress of the case. We consider the entire case file as documentation, which includes services to the parents as well as the children. Case records need to clearly identify the problems in the family and the goals identified to alleviate those problems. A case that is open but not eligible for reimbursement only hurts the percentage, thus lowering our reimbursement rate. All revenue maximization cases must be available for audit purposes for three years from the last quarter that reimbursement was issued. It is important to implement a record retention system within your organization to meet this requirement.
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Submit this completed form to your agencys Revenue Maximization Coordinator for submission for reimbursement.
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Confidentiality Agreement
I, __________________________________________, as a case reviewer with the federal revenue maximization project, agree to preserve the confidentiality of all family and child information that is received as the result of this case review.
Signature________________________________________________ Date_______________________________
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Documentation of Time
Your agency has several options to document your staffs time spent on the eligible cases. Depending on the funding of the staff and their types of cases, documentation of their time can be accomplished by one of the following ways: Certifying that 100% of their time is spent on eligible case (see page 19)-Staff can sign a statement certifying that all of their cases are eligible for Title IV-E reimbursement, as they are all at risk of entering foster care if pre-placement prevention services are not provided. This method makes documenting time very easy and the position would be 100% reimbursable, however, staff must be offering administrative activities to all of their cases. Completing time sheets-If staff carry a variety of cases, it may be necessary to complete a monthly time sheet. Specify the amount of time (in half- hour increments) devoted to each activity code for every day you worked within the month. Report any activity occurring more than 15 minutes. For example, if you conducted IV- E activities from 9:00-10:50, then you would record 2 hours of IV-E activities for that day. If you conducted IV-E activities from 9:00-10:35, then you would record 1.5 hours for that day. Your total number of hours for the month should be equivalent to at least 8 hours per weekday for the month. Do not record any time on days that you were not scheduled to work. With the completion of the time sheets, staff are indicating how many hours each day they spend on case management or allowable IV-E activities (see page 6). Once a calculation is completed, it will show what % of your time is spent on eligible cases, thus what percent of your time can be claimed for reimbursement.
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I certify that in the month of , all of my activities have been 100% dedicated to pre-placement and prevention of foster care functions.
Signature
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Revenue Determination
The dollar amount of reimbursed revenue will vary by agency. The total amount to be claimed must meet the eligibility requirements discussed in the section on Claims for Reimbursement. The computation of the reimbursed amount is based on the source and amount of local/state funds expended, the access rate determined by the State Department of Socia l Services and the Federal Financial Participation (FFP) rate set by the Federal government. The effective rate is the final percentage of reimbursement.
Sources of Revenue
Revenue streams for agencies may include generated revenue, private donations, state/federal grants or local government contributions. Eligible revenues for Revenue Maximization are local and state funds. The other revenue streams are not allowed at this time.There is no ceiling on the amount of funding spent.
Access Rate
This is a percentage factor used to determine the rate of reimbursement. It is computed by dividing the total number of agency cases (or children) by the total number of eligible cases (or children). For example, if an agency had 100 cases and if 75 of those cases served were eligible for Title IV-E pre-placement prevention, the agency access rate would be 75%. The State Department of Social Services sets the access rate through an on-sight random case file review. If an agency client base has a significant change (increase or decrease), it is up to the agency to notify the local Social Services Agency.
Effective Rate
This is the percentage of reimbursed funds after all factors are considered. Fox example, the Total amount claimed $50,000 Times the FFP Rate 50% Times the Access Rate 75% Amount reimbursed $18,750 Effective Rate 37.5% ($18,750/$50,000)
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Appendix
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FROM: RE:
Please find the attached claim in the amount of $XX,XXX for the DATE OF THE QUARTER. To the best of my knowledge and belief: 1. All costs included in this claim are allowable under the requirements of OMB Circular A87,Cost Principles for State and Local Governments, Title IV-E of the Social Security Act and relevant regulations and other applicable State and Federal policy. Unallowable costs have been adjusted for in allocating costs as indicated in the claim. Remaining costs have not been previously claimed for Federal reimbursement All costs included in this claim are properly allocable to Title IV-E on the basis of a beneficial or causal relationship between the expenses incurred and benefiting program. All costs have been accounted for consistently. All costs included in this claim are treated as identified in the approved plan for this project. All costs included in this claim are initial submissions of public expenditures and have not been previously submitted to VDSS for reimbursement.
2.
3.
4.
Agency Coordinator/Director
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It is agreed by both LDSS and the Partner that the scope of services described in Attachment A is fully within this definition of "administration" under Title IV-E. The rate of Federal Financial Participation (FFP) associated with Title IV-E administrative costs is 50 percent. That is, the Federal government will reimburse the County of James City for half of its total eligible expenditures, not to exceed the total amount shown in Attachment B. The proceeds in this initiative will be used to expand or enhance human service initiatives. In order to receive 50 percent FFP, however, the Partner will be required to report the total actual costs incurred under this agreement to LDSS as a "certified public expenditure." The Partner will be required to certify that the non-Federal funds used to support these expenditures will be public funds that are not being used as match for any other Federal Program. The County and VDSS have entered into an agreement that authorizes the LDSS to, in turn, certify these public expenditures to VDSS. VDSS, in turn, will include these public expenditures in the claim for reimbursement for the U. S. Department of Health and Human Services.
FFP may be claimed at the rate of 50 percent for all administrative costs associated with Pre-placement prevention for every child provided the case plan for the child stipulates that, absent the provision of pre-placement prevention services, the child would be a "reasonable candidate" for removal from his or her home.
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"Reasonable candidates" are those children for whom there is: a defined case plan which clearly indicates that, absent effective prevention services, foster case is the planned arrangement for the child; an eligibility determination form which has been completed to establish the child's eligibility under Title IV-E; or evidence of court proceedings in relation to the removal of the child from the home, in the form of a petition to the court, a court order, or a transcript of the court's proceedings.
The Partner understands that LDSS can only claim FFP for administrative costs incurred with respect to "reasonable candidates." III. Responsibilities of the Parties A. The Partner will be responsible for providing administrative support to Title IV-E pre -placement preventive services as described in Attachment A and submitting to LDSS, no less frequently than quarterly, a report documenting: 1. administrative services provided by the Partner in support of pre-placement preventive services provided to "reasonable candidates" as defined under Title IV-E, where possible identifying specific services programs, number of persons served, and outcomes achieved during the past reporting period; actual costs incurred compared to the approved budget appearing as Attachment B; significant changes (if any) in the volume, scope or nature of administrative services to be provided by the Partner in support of pre-placement preventive services to "reasonable candidates" during the coming period; and issues affecting LDSS programs that require resolution.
2. 3.
4. B.
LDSS will be responsible for monitoring the provision of administrative support services by the Partner to LDSS customers and, no less frequently than quarterly: 1. 2. reviewing the report submitted by the Partner, resolving issues raised; working with the Partner, other community agencies, and VDSS to assure that the persons served for whom the Partner is providing administrative support services are "reasonable candidates"; reporting to the VDSS on the administrative support services provided by the Partner to "reasonable candidates" and the total public expenditures that the Partner has certified to the LDSS; and reinvesting the proceeds in this initiative to expand existing or develop new human service programs.
3.
4.
C. Partner agrees to retain all books, records, and other documents relating to this Agreement or any claim submitted hereunder until the later of: a. five (5) years after the date of the final report for the applicable period; b. a resolution of audit findings; or c. disposition of non-expendable property.
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D. Partner agrees that VDSS, LDSS, or either of their agent(s) shall, during the term of this Agreement and for five (5) years after the date of the final report for the applicable period, be allowed reasonable access to examine any documents and financial records pertaining to the reimbursed Revenue Maximization claim or any other payments made pursuant to this Agreement. E. In the event that the Partner has received funds from the allocation of reimbursed fund pool and a disallowance of the Partner claim results in a loss of funds under this Agreement, the LDSS will deduct an amount equal to the disallowed claim from future payment(s) to the Partner, upon the final determination of any appeal.
IV.
Terms of the Agreement A. This agreement shall cover all properly documented services provided by the Partner since July 1, 2000, that are subsequently submitted to the LDSS for allowable federal reimbursement within the terms of this agreement. This agreement shall remain in effect until June 30, 2001, or until either party notifies the other party of its intent to terminate the agreement, whichever is sooner. B. Termination shall take effect no sooner than 60 days after written notification by one party to the other, unless an alternative date is agreed upon. Such notification will be mailed first class, postage prepaid, to the following addresses listed below: LDSS: Your Agency Name Director/Administrator Your Address Partner:
If the Agreement is so terminated, then each party shall within sixty (60) working days of the termination date reimburse the other party for any monies owed. C. This agreement may be renewed by LDSS upon written agreement of both parties for 5 (five) one year periods, under the terms of the current agreement, and at a reasonable time (approximately 60 days) prior to the expiration. D. The LDSS reserves the right to cancel and terminate this agreement, in part or in whole, without penalty, upon 60 days written notice to the Partner. Any cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding deliverables prior to the effective date of cancellation. APPROVED BY LDSS: APPROVED BY THE PARTNER:
_______________________________ Date
________________________________ Date
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Contact Information
Pat Lewis, Revenue Maximization Coordinator James City County Social Services 5249 Olde Towne Road Williamsburg, Virginia 23188 (757) 259-3162 email: patricial@james-city.va.us Patty Sharp, Case Review Coordinator James City County Social Services 5249 Olde Towne Road Williamsburg, Virginia 23188 (757) 259-3104 email: psharp@james-city.va.us Rosemary Randall, Budget Management Specialist James City County Social Services 5249 Olde Towne Road Williamsburg, Virginia 23188 (757) 259-3129 email: rrandall@james-city.va.us Diana Hutchens, Director James City County Social Services 5249 Olde Towne Road Williamsburg, Virginia 23188 (757) 259-3124 email: dhutch@james-city.va.us Richard Wethington, State Revenue Maximization Coordinator Department of Social Services Theatre Row Building 730 E. Broad Street Richmond, Virginia 23219-1849 (804) 692-1313 email: drw2@email1.dss.state.va.us
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Contents
Page
Introduction Vision, Local Program Name, Unmet Needs Formula Program Goals & Objectives Requirements for Community Partners Description of IV-E Activities Case Evaluation Documentation of Case Review Form Documentation of Case Review Instructions Case Review Guidelines Case Summary Form Case Summary Instructions Confidentiality Agreement Revenue Determination & Reimbursements Documentation of Time Time Sheet Form Certification of Dedicated Position Revenue Determination Claims for Reimbursement Appendix Sample Reimbursement Memorandum Sample Partnership Contract Contact Information
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