This procedure letter is to inform Public Children Services Agencies (PCSAs) that effective July 1, 2013, all applications and approvals for the PASSS program shall be entered and processed through the Statewide Automated Child Welfare Information System (SACWIS). PCSAs will no longer submit hard or electronic copies of applications and supporting documentation to the Ohio Department of Job and Family Services (ODJFS).

In addition, the PCSA Director or designee will approve and sign the JFS 01051 GOTOBUTTON http://www.odjfs.state.oh.us/forms/num/JFS01051 "Application for Additional Post Adoption Special Services Subsidy" and enter the information into SACWIS. The approval section of the JFS 01051 has been revised to reflect this and the rule will be revised accordingly.

Beginning with applications approved on or after July 1, 2013, PASSS reimbursement will no longer be processed using the JFS 02820, "Children Services Quarterly Financial Statement." PASSS expenditures will be reimbursed via the SACWIS monthly reimbursement process so counties will not have to wait until the end of a quarter to receive reimbursement. Enter the total expenditure amount regardless of the adoptive parent(s) co-pay percentage. SACWIS will automatically calculate the reimbursement amount due to the county based on the expenditure amount entered and the adoptive parents' co-pay amount as indicated on the associated PASSS application. All expenditures for approved PASSS applications for the July 1, 2012, through June 30, 2013, period will still be reimbursed through the JFS 02820.

SACWIS Knowledgebase articles on this new functionality will be posted to the SACWIS Knowledgebase.

INSTRUCTIONS: The following chart indicates the materials that should be deleted from the Family, Children and Adult Services Manual (FCASM) and the materials that should be added.