Department of Health and Family Services
Division of Children and Family Services
DCFS Memo Series 2001-02 /ACTION
March 1, 2001
        CY 2000

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

Document Summary

This memo includes the annual report requirements for CY 2000 services, expenditures and outcomes under the Title IV-E Incentive Funds and Safe and Stable Families programs. CY 2000 reports must be submitted to the Department by March 30, 2001.

This memo provides instructions for agencies to develop your annual reports for Title IV-E Incentive Funds and Safe and Stable Families (SSF) program activity in calendar year 2000. Reports for CY 2000 are due to the Department of Health and Family Services (DHFS) by March 30, 2001. Agencies may submit separate reports or a combined annual report for both programs.

Attached is the format to use in developing your report. The annual report consists of questions specific to either the IV-E or SSF programs and a project description sheet that applies to both programs. The report format is posted to the DHFS Web site as an attachment to this memo and can be downloaded to facilitate the development of your CY 2000 report.

The IV-E program report includes the following:

  1. Assurances that the IV-E Incentive Funds were used during 2000 in accordance with statutory requirements that at least 50% of the funds be used to prevent the need for child abuse and neglect intervention services (Ref. s.46.52(2)(a), Stats.) and that funds were not used to supplant other federal, state or local funds for the activities identified (Ref. s. 46.52(2)(b), Stats.).

  2. Identification of the amount of IV-E Incentive Funds not spent during CY 2000 and the portion of the underspent funds that continues to be subject to the 50% requirement. Unspent funds will be carried forwarded and added to the CY 2001 contract amount. If the underspent amount exceeds 5% of the CY 2000 allocation, agencies must provide an explanation for not spending their CY 2000 funds. In addition, if the actual unspent amount differs by more than 10% from the estimated carry forward amount used by agencies in their IV-E Incentive Funds plans for CY 2001, agencies should submit CY 2001 plan updates that reflect the actual unspent amount carried forward into CY 2001.

The SSF program report includes the following:

  1. Identification of the amount of SSF funds spent in each of the required SSF program categories compared with the original planned amount for 2000. If actual expenditures were less than the required amount, an explanation must be provided.

  2. Description of the level of reunification services provided during 2000, including the number of children served and the impact of the reunification services on how many of the children were reunified and remain safely in their homes.

For both programs, the annual report includes a table for agencies to list the specific projects or services funded under their IV-E or SSF programs. The table includes a breakdown of how funds were used by program category or type of service along with the amount of funds allocated and spent for each project funded in CY 2000. In addition, agencies must describe the outcomes that each project was intended to achieve along with the level of success in achieving those outcomes during CY 2000. Agencies should refer to the CY 2001 plan instructions for the IV-E and SSF programs in DCFS Memo 2000-14 (also posted to the DHFS Web site) for direction on what program categories to use for projects and how to describe project outcomes.

The information from the CY 2000 reports will be used for program monitoring purposes and for ongoing evaluation of the IV-E Incentive and SSF programs.

DCFS will be implementing a multi-year plan format for the IV-E and SSF programs beginning with CY 2002 through 2004. As with CY 2001, counties will have the option to submit a combined plan for both programs. Instructions for the multi-year plan will be sent out via numbered memo later this year. Agencies will continue to submit annual reports for their IV-E and SSF programs similar to the format for the CY 2000 annual report.

By March 30, 2001, please submit two (2) copies of your annual report, one to DCFS and one to your Office of Strategic Finance Area Administrator. The reports may be submitted in paper form or electronically via e-mail in MS Word. If reports are submitted electronically, any attachments should also be submitted electronically.

Send the DCFS copy to:
Bureau of Programs and Policies
Attn: Carol Vaughn
1 West Wilson Street, Room 465
P.O. Box 8916
Madison, WI 53708
Email =
Send the OSF copy to the Area Administrator for your region.

The format for the CY 2000 report can be found on the DHFS Web site under the listing for this DCFS numbered memo. The format can be downloaded in MS Word and agencies can adapt the report format to meet their local needs in developing their CY 2000 report. The instructions for the CY 2001 plan, which should be used for reference, can be found under the listing for DCFS Memo 2000-14, at:

REGIONAL CONTACTS: Area Administrator
Mark Mitchell
Bureau of Programs and Policies
Phone: 608-266-2860
Kathy Thomas
Bureau of Programs and Policies
Phone: 608-267-7181
Fax: 608-264-9832


CY 2000 Annual Report Format  (pdf file)   (Word file)

Description of how IV-E or SSF Program Funds were spent in CY 2000
(pdf file)  (Word file)

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