STATE OF WISCONSIN
Department of Health and Family Services
Division of Children and Family Services
    MEMO SERIES DCFS 99-07/Action
    April 9, 1999

     Re: KINSHIP CARE REPORTING
           REQUIREMENT
         (Replaces DCFS-98-03
          and 98-07)

 

To:     Area Administrators/Assistant Area Administrators
    Bureau Directors
    County Departments of Community Program Directors
    County Departments of Developmental Disabilities
         Services Directors
     County Departments of Human Services Directors
     County Departments of Social Services Directors
     Direct Services Supervisors
     Licensing Chiefs/Section Chiefs
     Tribal Chairpersons/Human Services Facilitators
   
From:      Susan N. Dreyfus
     Administrator

Document Summary:

This memo describes the process to be implemented effective April 1, 1999 for the collection and submission of data on relative caretakers and children for whom payments are made under the Kinship Care Program.  The memo also details other reporting requirements and penalties for late or otherwise inadequate reporting.  This memo supersedes memos DCFS 98-03 and DCFS 98-07.

This memo describes the process to be implemented effective
April 1, 1999 for the collection and submission of data on relative caretakers and children for whom payments are made under the Kinship Care Program. The memo also details other reporting requirements and penalties for late or otherwise inadequate reporting. This memo supersedes memos DCFS 98-03 and DCFS 98-07.

Effective April 1, 1999, new reporting requirements for the Kinship Care Program are implemented.  The data to be collected are contained on the attached forms (CFS-2100 and CFS-2100A) (Attachments A and B). The primary purposes of this data collection are to provide this Division with program administration and budget preparation information and to provide the Department of Workforce Development with information it needs to provide comprehensive data on the State’s TANF (Temporary Assistance for Needy Families) allocation to the federal government.

Information Required

As indicated on the attached forms, the information we require falls into two categories: information about the relative caretaker and information about each child for whom a Kinship Care payment is being made.

Category of Reporting

New Case: ("Case" is defined by the relative caretaker, not the child.) The county/tribe must complete one CFS-2100 Form for the relative caretaker and one CFS-2100A Form for each child receiving a payment. Check "Add" on both forms.

New Child:  The county/tribe must complete a CFS-2100A Form for the new child. The Kinship Care Case Number must be included so that we can assure that the child is associated with the correct case. Check "Add" on the form.

Update:  If information contained on either the CFS-2100 Form or the CFS-2100A Form changes, the new information must be included on the appropriate form. Check "Update" on the form.

Terminate Child Payment: If payments for a child are terminated, the appropriate information must be included on the CFS-2100A Form (one form per child). Check "Terminate" on the form.

Restart: If payments are to be restarted for a child once terminated and the relative caretaker is the same, complete the CFS-2100A Form and indicate the new start date. Check "Restart" on the form.

It is essential that all case numbers be included whenever a form is submitted so that we can assure that the information is being added to the correct case and child record.

Assignment of Kinship Care Case Number (CFS-2100 and CFS-2100A Forms) and Kinship Child Sequence Number (CFS-2100A Form)

When a new case or a new child is initiated and the county/tribe submits the appropriate form(s), the Department’s data system will assign these numbers automatically. We will notify the county or tribe of these numbers using the case summary form (Attachment C). These numbers must be used on any subsequent submission regarding the child or case so that we can assure accuracy in entering or updating any information.

School District Number

This relates to Item #28 on the CFS-2100A Form. This is a four-digit number which can be found on the Wisconsin School District Number list attached (Attachment D).

Frequency of Reporting

County agencies and tribes must submit the information on a monthly basis. The information must be submitted by the 20th of the month following the month in which the form was completed or a change was made. We are required to submit a monthly report to DWD within 45 days after the end  of the month. The timeline we are requiring for county agencies and tribes will allow us to update the data in time to submit our report to DWD.

Manner of Reporting

If the county or tribal agency will be reporting using a paper form, the agency must use the attached forms. If the agency has an automated database, the Division must approve the format. If you have an automated database, please send your reporting format to Mark Mitchell by e-mail at mitchms@dhfs.state.wi.us or by mail at DHFS/DCFS, P.O. Box 8916, Madison, WI 53708-8916 for approval by April 30, 1999.

On an ongoing basis, data may be submitted in any of the three following ways:

By Mail: KC Reporting System
DHFS/DCFS/BPP
P.O. Box 8916
Madison, WI 53708-8916
By FAX: KC Reporting System
608-264-6750
By e-mail: mitchms@dhfs.state.wi.us

If there are no new cases, terminations or changes, please notify Mark Mitchell of that fact so that in each month we have some communication from each county and tribe.

Penalties for Non-Reporting or Late Reporting

The State of Wisconsin is subject to significant financial penalties by the federal government under the TANF program for non-reporting, late reporting and incomplete reporting. This penalty can be as high as 5% of our TANF allocation. Since that allocation is $300 million, the penalty could be $15 million.

Because of the serious consequences of inadequate reporting, counties are hereby notified that under the State/County contract the Department will impose a penalty under s.3.05(3) of the State/County contract if program data is not submitted in a complete form under timelines indicated above or as otherwise required. The penalty amount is a non-cumulative 5% of 1/12 of the base allocation to be taken from the next regularly scheduled CARS payment.

Tribes are hereby notified under Section IIC.2 of the State/Tribe contract that reimbursement of reported expenses for programs contained in the contract will be delayed until all required reports are submitted.

If a reporting problem which resulted in a penalty is resolved prior to the state being penalized by the federal government, the penalty to the county or tribe will be voided and any deducted funds will be reinstated in the next regularly scheduled CARS payment. If the problem is not resolved or the resolution occurs subsequent to the federal government imposing a penalty on the state, the penalty to the county will stand. For tribes, if a reporting problem is not resolved or the resolution occurs subsequent to the federal government imposing a penalty on the state as the result of non-reporting by a tribe, the tribe will be assessed a penalty equivalent to the penalty imposed on county agencies.

Information on Existing Cases

The attached forms or the approved automated system reporting format must be used on all cases and child payments beginning April 1, 1999. For cases and child payments existing prior to April 1, 1999, required information, as indicated on the case summary form (Attachment C), must be provided to the Department by June 30, 1999. The penalties indicated above also apply to this reporting information.

Availability of Forms

The forms in Attachments A and B are available from the Division forms unit and can be ordered in the same manner as any other Division forms. Presently, the forms are single copy. We have ordered the forms so that they will be available soon in a carbonless duplicate style.

Waiting Lists

County and tribal agencies must notify Mark Mitchell at any point that you initiate a waiting list and indicate how long you anticipate the waiting list will be in effect.

I appreciate your cooperation with this reporting requirement and I understand your concern about the changing policy on information collection in this program over the last two years. These changes, however, are due to the fact that we have been waiting for final TANF reporting requirements.. We do not anticipate any further changes in these reporting requirements until implementation of the WiSACWIS system which is the child welfare case management and information system that will be implemented statewide over the next few years.

REGIONAL OFFICE CONTACT: Area Administrator
CENTRAL OFFICE CONTACTS: Program
Mark Mitchell
DHFS/DCFS/BPP
P.O. Box 8916
Madison, WI 53708-8916
Phone: (608) 266-2860
FAX: 608-264-6750
e-mail: mitchms@dhfs.state.wi.us
Fiscal for Tribes
Debe Lavasseur
Div of Management & Technology
Bureau of Fiscal Services
   CARS Unit
P. O. Box 7850
Madison, WI 53707-7850
Phone: (608) 267-9577
FAX: (608) 266-6836
e-mail: lavsad@dhfs.state.wi.us
Fiscal for Counties
Paul Minkus
Office of the Administrator
DHFS/DCFS
P.O. Box 8916
Madison, WI 53708-8916
Phone: (608) 266-8420
FAX: (608) 264-9874
e-mail: minkupm@dhfs.state.wi.us

 Attachments

c County/Tribal Kinship Care Contact Persons

The Department of Children and Families, protecting children, strengthening families, building communities.