Guide To Foster Care Special Payments Allocated And Non .
SPECIAL PAYMENT BULLETINGuide to Foster Care Special PaymentsAllocated and Non-Allocated ExpensesIssue Date: July 1, 2018Division of Financial ServicesPayment Services
Page 2 of 38Table of ContentsCPageGCamp FeesPageGifts .11Day Camp .6HDay Residential.7HAFI Flex Certification Funding .35Child Care .20Hobby/Recreational Expenditures .12ClothingFamily Foster Care onlyInitial Clothing Allowance (Also refer to “Special Attire”) .8IEmergency Clothing Allowance .9Introduction .3College/University Room & BoardNFamily Foster Care [Outside Allocation] Under 21 .18Non-Medical Needs of Handicapped Child .30Residential Care [Non-Allocated] Under 21 .23SExceptional Payment [Non-Allocated] Over 21 .26School Expenses .13Compensation/Damages .10Sign LanguageContinuation of Support (ETP 21 ) .27Family Foster Care [Outside Allocation] .21Options for Continuation of Care and Support Age 21 Extension of Foster Care Placement / Exceptional PaymentsResidential Care [Non-Allocated] ] .25Court Orders .29Special Attire.14CUNY Dorm Project (See “Fostering College Success”) .31Special Furniture/ Equipment.15DTDischarge Grants .33Translation Services .22ETransportationExtension of Foster Care Placement / Exceptional Payments .27Over 50 Miles .16FOutside of NYS .17Fostering College SuccessTrial Discharge (See Discharge Supports) .34Pilot Phase 1 [ACS Dorm/CUNY Dorm Program] . 31#Pilot Phase 2 [FCS Dorm/a.k.a. Non-CUNYFCS] .32Funeral Expenses1-1 SUPERVSION [Residential & Family Foster Care] .28IndexFamily Foster Care [Outside of Allocation] . 19Residential Care [Non-Allocated] . 24Draft for 30-day Comment Review Purposes Only-Special Payment Bulletin FY 2018 to be re-Issued 2018]Email Addresses and other related links .37
Page 3 of 38ADMINISTRATION FOR CHILDREN’S SERVICESPAYMENT BULLETIN – Guide to Foster Care Special PaymentsSECTION 1FAMILY FOSTER CARE[ALLOCATED]Allocated Special Payments for FAMILY FOSTER CARE ONLY (pages 6-17)Foster Care provider agencies receive their Fiscal Year “Allocated” budget of 350.00 per child, based on its child census atthe close of prior fiscal year. The ACS Division of Financial Services’ Budget Office sends a Special Payment Allocation Letterto each provider agency at the beginning of the new Fiscal Year.The items listed in this category for which provider agencies receive a set budget (also referred to as “Allocated” SpecialPayments) are approved by NYS and ACS for items purchased for children in care. These items are documented per theNYSOCFS Standard of Payment. Each provider agency is responsible for deciding which items to purchase and formonitoring their annual Special Payment Budget Allocation. Purchases must remain within the budgeted allocation and allexpenditures for items listed in this section of the Bulletin should be tracked against the Special Payment Budget Allocation.Agencies are required to maintain fiscal records and receipts for all expenditures in this category.SECTION 2FAMILY FOSTER CARE[OUTSIDEALLOCATION]SECTION 3RESIDENTIAL CAREALL LEVELS[OUTSIDEALLOCATION]Allocated invoicing is submitted through the Special Payment Processing Template [SPPT], (an ACS software applicationtool), which may be accessed via Contract Agency Remote Access (CARA). Provider agencies may obtain entry to CARAthrough their assigned CARA Security Officer.Special Payments Outside the Allocated Budget for FAMILY FOSTER CARE (pages 18-21)The items listed in this category are outside of the Special Payment Budget Allocation and include College / University Room& Board, Child Care, Funeral Expenses and Sign Language/Translation Services. These categories are listed in the NYSOCFSStandard of Payment, but are not included in the aforementioned budgeted allocation. Agencies are required to maintainfiscal records and receipts for all expenditures in this category.Allocated invoicing is submitted via regular invoicing protocol [See page 2-“Invoicing Submission”]Special Payments Outside the Allocated Budget for RESIDENTIAL CARE (pages 22-24)Residential Care providers receive a daily per diem for Special types of payment that is included in their Maximum State AidRates (MSAR). The items listed in this category are outside of the per diem rate and include College / University Room &Board, Child Care, Funeral Expenses and Sign Language/Translation Services. These categories are listed in the NYSOCFSStandard of Payment, but are not included in the aforementioned budgeted allocation. Agencies are required to maintainfiscal records and receipts for all expenditures in this category.Allocated invoicing is submitted via regular invoicing protocol [See page 2-“Invoicing Submission”Draft for 30-day Comment Review Purposes Only-Special Payment Bulletin FY 2018 to be re-Issued 2018]
Page 4 of 38ADMINISTRATION FOR CHILDREN’S SERVICESPAYMENT BULLETIN – Guide to Foster Care Special PaymentsSECTION 4EXCEPTIONAL TYPEPAYMENTS[NON-ALLOCATED]SECTION 5SPECIAL INITIATIVESNon-Allocated Special Payments for all FOSTER CARE PROGRAM TYPES (pages 25-29)The items listed in this category are considered non-allocated payments since these items are outside of the NYS Standard ofPayment and are approved by the ACS Division of Family Permanency. Types of Exceptional Payments include: Exception toPolicy billing for youth over age 21; College Room and Board Payments for youth over age 21; Fostering College SuccessInitiative-Student Stipends; Discharge Grants; and 1-1 Supervision. When invoicing for these items, refer to paymentrequirements listed under each category. Agencies are required to maintain fiscal records and/or receipts for all expendituresin this category.Non-Allocated Special Payments for all FOSTER CARE PROGRAM TYPES (pages 30-34)The items listed in this category are considered non-allocated payments since these items are outside of the NYS Standard ofPayment and are approved by the ACS Division of Family Permanency. Types of Special Initiative Payments include: FosteringCollege Success Initiative-Student Stipends; Discharge Grants; Trial Discharge Supports, and HAFI Flex Funding. Wheninvoicing for these items, refer to payment requirements listed under each category. Agencies are required to maintain fiscalrecords and/or receipts for all expenditures in this category.Draft for 30-day Comment Review Purposes Only-Special Payment Bulletin FY 2018 to be re-Issued 2018]
Page 5 of 38ADMINISTRATION FOR CHILDREN’S SERVICESPAYMENT BULLETIN – Guide to Foster Care Special PaymentsINVOICE SUBMISSIONAllocated Special Payments1. For Allocated Special Payments invoicing is submitted through the Special Payment Processing Template [SPPT], (an ACSsoftware application tool), when logged in via CARA. Agencies receive Special Allocations based on Contract/Program Type [RFFC, TFFC, SFFC] Agencies are required to indicate Program Type in SPPT Agencies are directed to submit invoicing by: Month rather than individual Services Dates [i.e.: Sign Language-submit for month/services range notindividual service dates]Outside Allocation, Non-Allocated Payments & Special Initiative Payments1. For Outside Allocation & Non-Allocated Payments, provider agencies must complete and submit invoices based onContract Number and Service Type. Cover and Detail sheets have been revised to reflect newly required information [Contract Number, ProgramType and Facility ID]2. Agencies must download fillable forms via the ACS website oviders.page and are required to complete forms electronically.ACS may return forms that are not completed electronically.INVOICE DUE DATE1. Invoices for actual expenses incurred in any one month shall be submitted to ACS by the provider agency within thirty (30)days after the end of each month in which such expenses were incurred. If the provider agency fails to provide ACS with therequired invoices for the amounts incurred sixty (60) days after the date invoices are due and/or if the Contractor fails toprovide invoices in a manner acceptable to ACS in accordance with this Special Payment Bulletin sixty (60) days after the dateinvoices are due, ACS, may at its sole option, disallow such invoices.2. In the event that ACS deems it necessary to request additional documentation from the provider agency in order to completepayment processing, ACS will send a request to the provider agency. Requested documentation must be received by ACS nolater than thirty (30) days from the date of the ACS request. If the provider agency fails to provide ACS with the requesteddocumentation within the timeframe provided, ACS may at its sole option, disallow such invoices.3. If the provider agency invoices ACS for non-allowable expenses, ACS, may, without any prior notice to the provider agencies,disallow such amounts from the provider agency invoice(s) and pay the remaining allowable expense amounts, if any.4. Provider agencies are required to submit invoices based on contract numbers. Invoices containing incorrect contract numbersor multiple contracts on the same invoice will be returned.Draft for 30-day Comment Review Purposes Only-Special Payment Bulletin FY 2018 to be re-Issued 2018]
Page 6 of 38SECTION 1 - Family Foster Care [Allocated]CategorySPECIAL PAYMENT CATEGORY1Camp Fees(Day Camp)RATE OF REIMBURSEMENT 145 max per week 290 max per summer 29 max per dayPAYMENT AUTHORIZATIONNYS Standards of Payment for FosterCare of Children, Ch. 4, Sec. C, Pg. 37,and Ch. 8, Sec. B, Pg. 10, and Pgs. 12-14.CASE MANAGEMENT REQUIREMENTSMust update CNNX Progress Notes forthis special payment.Specific details must include camp nameand period of camp attendance. 5 – 7 days is one weekRates include fees,transportation, andregistration.SOURCE OF RATE18 NYCRR 352.7 &ACS-determined rate.Update CNNX Progress Notes to reflect: Specific Type of Expense Service Period CostPAYMENT REQUIREMENTS Invoice submission via the Special Payment Processing Template (SPPT). See “Invoice Submission” requirements, page 4. Requested documentation must be submitted via email to Payment Services Unit within 30 days of the request or invoice will bereturned.POS DCCOMMENTS Per 88 ADM-33, and NYS regulation 18 NYCRR 431.13, placement may only be made in summer camps operated by non-profitorganizations, corporations, or agencies with permits issued by public health officials in whose jurisdiction camps are located.Draft for 30-day Comment Review Purposes Only-Special Payment Bulletin FY 2018 to be re-Issued 2018]
Page 7 of 38SECTION 1 - Family Foster Care [Allocated]CategorySPECIAL PAYMENT CATEGORY2Camp Fees(Residential)RATE OF REIMBURSEMENT 225 max per week 45 max per day 5–7 days is one week Maximum of 2 weeks Rates include camp fees,transportation andregistration.PAYMENT AUTHORIZATIONNYS Standards of Payment for FosterCare of Children, Ch. 4, Sec. C, Pg. 37,and Ch. 8, Sec. B, Pg. 10, and Pgs. 12-14.CASE MANAGEMENT REQUIREMENTSMust update CNNX Progress Notes forthis special payment.Specific details must include camp nameand period of camp attendance.SOURCE OF RATE:18 NYCRR 352.7(i) caps camp fees at 400 annualUpdate CNNX Progress Notes to reflect: Specific Type of Expense Service Period CostPAYMENT REQUIREMENTSPOS0C Invoice submission via the Special Payment Processing Template (SPPT). See “Invoice Submission” requirements, page 4. Requested documentation must be submitted via email to Payment Services Unit within 30 days of the request or invoice will bereturned.COMMENTS While at residential camp the child is deemed on vacation. The day the child enters camp, and the day the child returns are “daysin care”. “Days in care” are not counted as vacation time. Per 88 ADM-33, and NYS regulation 18 NYCRR 431.13, placement may only be made in summer camps operated by non-profitorganizations, corporations, or agencies with permits issued by public health officials in whose jurisdiction camps are located.Draft for 30-day Comment Review Purposes Only-Special Payment Bulletin FY 2018 to be re-Issued 2018]
Page 8 of 38SECTION 1 - Family Foster Care [Allocated]CategorySPECIAL PAYMENT CATEGORY3Clothing(Initial ClothingAllowance)RATE OF REIMBURSEMENT 300 Age 0-5 400 Age 6-11 600 Age 12-15 700 Age 16 & overMaximum amountso Not automatic flatgrants SOURCE OF RATEo ACS-determined ratePAYMENT AUTHORIZATIONNYS Standards of Payment for FosterCare of Children, Ch. 4, Sec. C, Pg. 36,Para. 44.NYS Standards of Payment for FosterCare of Children, Ch. 8, Sec. B, Pgs. 1-2,Para. B(1)(a).CASE MANAGEMENT REQUIREMENTSMust update CNNX Progress Notes forthis special payment.Specific details of the initial clothingassessment must be annotated in CNNXProgress notes. (E.g. for whom, itemsetc.)Update CNNX Progress Notes to reflect: Specific Type of Expense Service Period CostPAYMENT REQUIREMENTSPOS67 Invoice submission via the Special Payment Processing Template (SPPT). See “Invoice Submission” requirements, page 4. Requested documentation must be submitted via email to Payment Services Unit within 30 days of the request or invoice will bereturned.COMMENTS Provider Agency must assess child’s clothing needs upon admission and transfer, clothing is to be purchased as needed. See SOP Appendix E for Clothing Guidelines /SOP-ProgramManual.pdfDraft for 30-day Comment Review Purposes Only-Special Payment Bulletin FY 2018 to be re-Issued 2018]
Page 9 of 38SECTION 1 - Family Foster Care [Allocated]CategorySPECIAL PAYMENT CATEGORY4Clothing(Emergency ClothingAllowance)RATE OF REIMBURSEMENTPAYMENT AUTHORIZATION Case-by-case assessment NYS Standards of Payment for FosterCare of Children, Ch. 4, Sec. C, Pg. 36,and determination byPara. 44.provider agencyNYS Standards of Payment for FosterCare of Children, Ch. 8, Sec. B, Pgs. 1-2,Para B (1)(a).CASE MANAGEMENT REQUIREMENTSMust update CNNX Progress Notes forthis special payment.Update CNNX Progress Notes justifyingneed for emergency clothing.Update CNNX Progress Notes to reflect: Specific Type of Expense Service Period CostPAYMENT REQUIREMENTS Invoice submission via the Special Payment Processing Template (SPPT). See “Invoice Submission” requirements, page 4. Requested documentation must be submitted via email to Payment Services Unit within 30 days of the request or invoice will bereturned.POS47COMMENTS See SOP Appendix E for Clothing Guidelines /SOP-ProgramManual.pdfDraft for 30-day Comment Review Purposes Only-Special Payment Bulletin FY 2018 to be re-Issued 2018]
Page 10 of 38SECTION 1 - Family Foster Care [Allocated]CategorySPECIAL PAYMENT CATEGORYRATE OF REIMBURSEMENT5Compensation to FosterParent for Damage toand/or Loss of PersonalProperty resulting fromfoster child in his/hercare*. 1,000 maximum over atwo-year period fromdate of child’s placementin the home.PAYMENT AUTHORIZATIONNYS Standards of Payment for FosterCare of Children, Ch. 4, Sec. C, Pg. 37Para. 45, and Ch. 8, Sec. B, Pg. 9-10,Para. 3(2) (x).Note: Compensation ofless than 25 will NOT beallowed.CASE MANAGEMENT REQUIREMENTSMust update CNNX Progress Notes forthis special payment.Update CNNX Progress Notesdocumenting damages and/or loss ofproperty and cost.Update CNNX Progress Notes to reflect: Specific Type of Expense Service Period CostPAYMENT REQUIREMENTSPOS47 Invoice submission via the Special Payment Processing Template (SPPT). See “Invoice Submission” requirements, page 4. Requested documentation must be submitted via email to Payment Services Unit within 30 days of the request or invoice will bereturned. Proof of payment by provider agency is required.Note: Reimbursement is based on date items were replaced or services rendered. Reimbursement must be for replacement of orrepair to damaged item only. For example, if a television was damaged, family will be reimbursed for the purchase of anothertelevision, no other household item. Price quotes cannot serve as proof of cost, actual invoice is required.COMMENTS* Note: Foster parent must first seek compensation from his/her insurance carrierDraft for 30-day Comment Review Purposes Only-Special Payment Bulletin FY 2018 to be re-Issued 2018]
Page 11 of 38SECTION 1 - Family Foster Care [Allocated]CategorySPECIAL PAYMENT CATEGORY6Gifts:Birthdays, Holidays, andOther Special OccasionsRATE OF REIMBURSEMENTN/APAYMENT AUTHORIZATIONCASE MANAGEMENT REQUIREMENTSNYS Standards of Payment for FosterMust update CNNX Progress Notes forCare of Children, Ch. 4, Sec. C, Pg. 36, Pg. this special payment.37, Para. 45, and Ch. 8, Sec. B, Pg. 8, pg.9, Para. 3(2)(iv).Update CNNX Progress Notes describingrecipient and reason for gift. Notes to18 NYCRR 427.3 (c)(2)(iv)reflect: Specific Type of Expense Service Period CostPAYMENT REQUIREMENTS Invoice submission via the Special Payment Processing Template (SPPT). See “Invoice Submission” requirements, page 4 Requested documentation must be submitted via email to Payment Services Unit within 30 days of the request or invoice will bereturned.POS71COMMENTS NoneDraft for 30-day Comment Review Purposes Only-Special Payment Bulletin FY 2018 to be re-Issued 2018]
Page 12 of 38SECTION 1 - Family Foster Care [Allocated]CategorySPECIAL PAYMENT CATEGORYRATE OF REIMBURSEMENT7Hobby/RecreationalExpenditures The SOP (Standards ofPayment) limits hobby/recreational expendituresto 400/year per fosterchild.FFC only[Music, Art, andDance Lessons]PAYMENT AUTHORIZATIONCASE MANAGEMENT REQUIREMENTSNYS Standards of Pay
Jun 17, 2015 · required invoices for the amounts incurred sixty (60) days after the date invoices are due and/or if the Contractor fails to provide invoices in a manner acceptable to ACS in accordance with this Special Payment Bulletin sixty (60) days after the date invoices are due, ACS, may at its sole option, disallow such invoices. 2.
Introduction The Central California Welfare Directors established the Central California foster care ad hoc committee during November 2001 to examine and develop recommendations on special care children and youth in foster care.The phrase special care children and youth was coined by the Central California foster care ad hoc committee to describe foster children whose
SERVICES FOSTER CARE FOSTER FAMILY AGENCY FOR CHILDREN WITH SERIOUS EMOTIONAL AND BEHAVIORAL NEEDS This is the Foster Care Placement Services Master Contract for Intensive Services Foster Care Foster Family Agency (hereinafter referred to as "Contract"). This Contract is made and entered into this 1st day of _, 2019 by and between
Special Considerations for Mentoring Foster Youth . Most mentor programs serve youth who have emotional, developmental, or educational needs. However, the special needs of foster care youth, and their placement in the foster care system itself, lead to some special considerations: Consistency is key — Foster youth have likely been hurt by .
Each year, almost half a million youth in the United . States experience foster care placements, primarily . in family foster care settings (nonrelative foster care, relative foster care, or pre-adoptive homes) in addition to group and residential care or other placements such as visitation or a short-term hospital stay. 7
FOSTER CARE TRANSITION TOOLKIT . Purpose of this Toolkit . Currently there are over 400,000 children and youth in our Nation’s foster care system and every year, more than 23,000 individuals “age out” of the foster care system. 1. The passage to adulthood is challenging for anyone, for youth in foster care it can be especially
These numbers give a broad picture of the number of children in foster care during FY 2018: Point in Time. On September 30, 2018, there were an estimated 437,283 children in foster care. Entries. During FY 2018, 262,956 children entered foster care. Exits. During FY 2018, 250,103 children exited foster care. Trends.
Jan 10, 2013 · FCC Module 3 Guide to Supporting Foster Families Foster Care Coordinator Pre-Service Training WCWPDS Page 5 of 18 Supporting Foster Parents Across the Developmental Continuum Using the developmental stages is a way to understand foster families and their functioning within foster pare
families. Foster care is intended to be a partnership of all parties involved including the Department, families, children, foster parents, courts, private agencies, and other entities. Foster care for children has been evolving for centuries. By the mid-1800s, family foster care emerged as an effort to rescue children whose parents were
