Reimbursable Expenses
When Adopting Children
With Special Care Needs
In Wisconsin
To learn more about nonrecurring adoption expense
reimbursement, information is provided on the following topics:
Who is eligible for reimbursement
of adoption expenses?
Reimbursement for nonrecurring adoption expenses is available to individuals who adopt a
child or children with special care needs or who are at risk of developing special care
needs. A signed adoption assistance agreement must be in effect with the State of
Wisconsin. The adoption must be finalized before requesting reimbursement of adoption
expenses.
What are considered
nonrecurring adoption expenses?
The State of Wisconsin also refers to nonrecurring adoption expenses as "one time
adoption costs". These are expenses that are reasonable and necessary for the
adoption to occur that: 1) directly relate to the legal adoption of a child with special
care needs; 2) are not in violation of state or federal law; and 3) have not been
reimbursed from other sources or funds. Some employers may offer reimbursement of adoption
expenses as a benefit to employees. In addition, federal and state income tax
credits may also be available. Parent(s) must have the ultimate financial
responsibility for payment of nonrecurring adoption expenses. Costs may
include:
- Agency adoption fees necessary for the adoption (e.g., home study
fee).
- Adoption related attorney fees.
- Fee for obtaining a new birth certificate.
- Court fees for the finalization of the adoption.
- Transportation expense (mileage reimbursement, bus fare, etc.)
incurred attending home study interviews or preplacement visits with the child.
- Meal costs for the adoptive parent(s) and child to be adopted when
participation is necessary to complete the placement or adoption process (reimbursed at
the allowable State of Wisconsin reimbursement rate in effect at the time the expenses
were incurred).
- Lodging expenses incurred when participation by the adoptive
parent(s) is necessary to complete the placement or adoption process (reimbursed at the
allowable State of Wisconsin reimbursement rate in effect at the time the expenses were
incurred).
- Health and psychological examinations for the adoptive parent(s) or
family members requested by the adoption social worker (if not paid for by Medical
Assistance or another insurance).
- Necessary long distance telephone charges.
- Seminar/course registration fee and mileage reimbursement when
attendance is required by the adoption social worker (reimbursed at the
allowable State of Wisconsin reimbursement rate in effect at the time the expenses were
incurred).
- Miscellaneous expenses incurred as a result of a directive by the
adoption social worker.
When should reimbursement be requested?
Reimbursement can only be requested after the adoption is finalized. The request for
reimbursement must be submitted within two years after the date of finalization of the
adoption.
Where can I obtain a reimbursement
request form?
The reimbursement request form can be obtained from:
- Your adoption social worker.
- The Adoption Assistance Program Accountant in the Bureau of Programs
and Policies, Division of Children and Family Services (Phone: 608/266-8054).
How is reimbursement of adoption expenses
requested?
The completed reimbursement request form and supporting documentation should be provided
to the Adoption Assistance Program Accountant, Bureau of Programs and Policies, Division
of Children and Family Services, Dept. of Health and Family Services, P.O. Box 8916,
Madison WI 53708-8916.
What are the guidelines for
reimbursement?
The maximum reimbursement is $2,000 per child (determined by federal regulations).
- The request for reimbursement must be submitted within two years
after the finalization of the adoption.
- Reimbursement can be provided only for those expenses that were
necessary for the adoption to occur.
- Reimbursement is paid directly to the adoptive parent(s), not to
service providers (e.g., the adoption agency or attorney).
- Travel expenses, which may include lodging, meals or mileage are
reimbursed at the allowable State of Wisconsin reimbursement rate in effect at the time
the expenses were incurred.
- If the expense is reimbursed by other sources, reimbursement is not
allowable.
What needs to accompany the
request for reimbursement form?
An explanation of how the expense relates to the adoption must be provided. All original
receipts that are applicable (as noted on the reimbursement request form) must be attached
to the request. A copy of the signed Order of Adoption or Record of Adoption should also
be submitted with the request.
What happens when the request for
reimbursement is received by the Department and when can reimbursement be expected?
When the reimbursement request is received, expenses are reviewed and a determination is
made for reimbursement. Appropriate contact will be made with adoptive parent(s) as
necessary. A check will be issued and sent to the adoptive parent(s) within 8-10 weeks
following receipt of complete documentation.
What if the adoption is an
interstate or intercountry placement?
The state providing adoption assistance reimburses the adoptive parents for nonrecurring
adoption expenses. (States may set different maximums or reporting requirements.) Adoptive
parent(s) should inquire with the agency in the child’s "home state"
regarding the process to request reimbursement.
It is unlikely that an intercountry adoption would meet the
eligibility requirements for nonrecurring adoption expense reimbursement in the State of
Wisconsin.
Where can I find answers to
questions regarding reimbursement of adoption expenses that are incurred while adopting a
child with special care needs?
To learn more about requesting reimbursement of nonrecurring adoption expenses, contact:
- Your adoption social worker.
- The Adoption Assistance Program Accountant in the Division of
Children and Family Services, Department of Health and Family Services (Phone:
608/266-8054).
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Last Revised: June 16, 2008 |