DCFS INFO MEMO 97-06

August 11, 1997

 

STATE OF WISCONSIN
Department of Health and Family Services
Division of Children and Family Services

To: Area Administrators/Assistant Area Administrators
DCFS Bureau Directors
County Departments of Community Programs Directors
County Departments of Developmental Disabilities Directors
County Departments of Human Services Directors
County Departments of Social Services Directors
Program Office Directors/Section Chiefs
Tribal Chairpersons/Human Services Facilitators
From: Susan N. Dreyfus
Administrator
Division of Children and Family Services
Re: New CARS Reporting Profiles for Title IV-E Program Eligibility Determination/Redetermination.

 

Attached you will find profiles for new CARS line 321 Title IV-E Program Eligibility Determination and Redetermination and line 322 Title XIX Program Eligibility Determination and Redetermination for Children in Substitute Care. These CARS lines are for informational purposes to aid in maximizing federal reimbursement for these functions. As noted later only selected counties will be required to report on these lines.

In the case of most administrative activities eligible for federal reimbursement, only the cost of performing these activities for eligible clients is claimable. The claimable cost is calculated by determining the cost of the activity and multiplying it by the ratio of eligible clients to total clients. However, in claiming the cost of performing eligibility determinations, the federal government allows claiming 100% of the cost of this function. The reasoning is that the federal program benefits not only from positive determinations but also from determinations where the client is determined ineligible. The purpose of these two new CARS lines is to segregate these costs from the Social Service Cost pool and the Social Service AMSO costs in order to insure that an eligibility ratio is not applied to these costs.

In order to identify the costs of performing eligibility determinations and redeterminations for Title IV-E and Title XIX for children in substitute care, the county must review who is performing these functions and how much of the individual's time is spent on each function. The total cost (including salary, fringe benefits and other support costs) of the position or positions performing these functions must be determined. Once the proportions of time (e.g., 85% IV-E, 10% XIX, and 5% other) and the monthly position cost are determined (e.g., $2,000 per month) then the cost to report under IV-E ($1,700),.XIX ($200), and some other appropriate CARS line ($100) can be calculated.

Counties will be required to maintain documentation of the methodology utilized in calculating the cost of these function. Whatever method the county utilizes must be reasonable and provide an appropriate measurement of the cost of these functions.

The county must keep in mind what activities are included in performing an eligibility determination and redetermination. The function includes: 1) the time required to gather and verify the information necessary to do a determination which may involve inquiry into the CARES system to identify whether the family from which the child was removed was on AFDC, 2) the time required to complete all eligibility forms and make the determination, and 3) the time required to enter the results of the determination into the required computer systems.

Not all counties will be required to report on these lines. Only the following counties will be required to report.

Brown

La Crosse Racine

Dane

Marathon Rock

Kenosha

Milwaukee Winnebago

Any county not named above having costs exceeding $20,000 per year for these functions should also utilize these new CARS lines for reporting.

CENTRAL OFFICE CONTACT: Rosemary Sorenson, Accountant
Bureau of Fiscal Services
Division of Management and Technology
1 W. Wilson Street
P. O. Box 7850
Madison, WI 53707-7850
(608) 266-2706

 

Attachment

cc Bureau of Fiscal Services
Division of Management and Technology

 


 

CARS #321

Profile ID TITLE:

TITLE IV-E PROGRAM ELIGIBILITY DETERMINATION AND REDETERMINATION

This is a non-contract line that includes social services staff costs associated with performing the functions necessary to determine and redetermine the Title IV-E eligibility of a child placed in substitute care. This function includes gathering information fro and completing all eligibility forms as well as making the actual determination and the entry of that determination into the required computer systems. These costs should be reported in 1) CARS line 561 for reimbursement purposes, 2) excluded from the social services cost pool line 301, and 3) reported on this line for information purposes only.

CARS #322

Profile ID TITLE:

TITLE XIX PROGRAM ELIGIBILITY DETERMINATION AND REDETERMINATION FOR CHILDREN IN SUBSTITUTE CARE

This is a non-contract line that includes social services staff costs associated with performing the functions necessary to determine and redetermine the Title XIX eligibility of a child placed in substitute care. This function includes gathering information for and completing all eligibility forms as well as making the actual determination and the entry of that determination into the required computer systems. These costs should be reported in 1) CARS line 561 for reimbursement purposes; 2) excluded from the social services cost pool line 301; and 3) reported on this line for information purposes only.


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