Rescinded Effective September 1, 2009 per FCASMTL 243

(A)Payments from the Title IV-E agencies to the service provider agency for children placed in a children's residential center (CRC), group home, maternity home, residential parenting facility, or with a purchased foster care (PFC) agency may be based on the ODJFS Ohio department of job and family services (ODJFS)-approved Title IV-E reimbursement ceiling amounts established for the provider or the negotiated payment amount between the Title IV-E agency and the provider agency for the purchase of services. ODJFS-approved reimbursement ceiling amounts are based upon the participation of the provider in the ODJFS Title IV-E reimbursement ceiling amount approval system.

(B)The ODJFS Title IV-E reimbursement ceiling amount approval system consists of two components: annual submission of the JFS 02911 "Single Cost Report" and the agreed upon procedures and supplements as outlined in rule 5101:2-47-26.2 of the Administrative Code substantiating the actual cost of care provided.

(1)Annual submission of the JFS 02909 "Residential Child Care Facility Cost Report", or the JFS 02910 "Purchased Foster Care Cost Report" substantiating the actual cost of care provided; and

(2)Participation by the agency in the agency time study.

(C)The JFS 0290902911 will only be accepted from and Title IV-E reimbursement ceiling amounts established for purchased foster homes, private facilities and publicly-operated facilities with a licensed capacity of twenty-five or fewer, or from private facilities.

(D)The JFS 02909 and the JFS 02910 shall be completed, by the provider, for each calendar year and submitted by May fifteenth following the calendar year to ODJFS. The Title IV-E reimbursement ceiling amounts established by the cost report shall become effective September first following the reporting calendar year ODJFS shall review each JFS 02911 along with their respective agreed upon procedures reports and supplements and will make any necessary adjustments to the JFS 02911 prior to the establishment of the Title IV-E reimbursement ceiling amount.

(E)The costs reported on the JFS 02909 and JFS 02910 that are eligible for Title IV-E reimbursement are identified and converted to Title IV-E reimbursement ceiling amounts. The Title IV-E reimbursement ceiling amounts yielded by the cost report are the maximum ODJFS will recognize for reimbursement. ODJFS will complete a desk review in lieu of the agreed upon procedures outlined in paragraph (D) of this rule for the following:

(1)PCSAs, PCPAs, or PNAs new to the Title IV-E program.

(2)Existing PCSAs, PCPAs, or PNAs that have established a new Title IV-E service.

(F)Newly established facilities that have not yet incurred historical costs for use in completing the JFS 02909 or JFS 02910 may report costs incurred for at least a ninety-day period of operation and Title IV-E reimbursement ceiling amounts may be established based on this shorter reporting period. The desk review will provide reasonable assurance that reported costs are allowable, reasonable, related to foster care and presented fairly in accordance with Administrative Code rules. ODJFS will:

(1)Notify the PCSA, PCPA, or PNA of any information on the cost report that requires further clarification and or documentation. Within fifteen days from receipt of notice the PCSA, PCPA, or PNA shall submit the supporting documentation requested by ODJFS and may submit any additional information that it believes supports the reported costs;

(2)Notify each PCSA, PCPA, and PNA of whether any of its reported costs are unallowable and the rate that results from that determination;

(3)Establish a Title IV-E rate for each PCSA, PCPA, or PNA that passes the desk review process. No Title IV-E rate will be established for any PCSA, PCPA, or PNA that does not pass the desk review process;

(4)Issue a Title IV-E approval rate letter to each PCSA, PCPA, and PNA that has passed the desk review process. The rate letter will reflect the allowable Title IV-E maintenance rate, the allowable Title IV-E administration rate and the effective date of the rates.

(G)The costs reported on the JFS 02911 that are eligible for Title IV-E reimbursement are identified and converted to Title IV-E reimbursement ceiling amounts. The Title IV-E reimbursement ceiling amounts yielded by the cost report are the maximum ODJFS will recognize for reimbursement.

(G)(H)An inflation adjustment factor based on the United States department of labor, bureau of labor statistics, "Consumer Price Index-Urban Category-All Items," will be calculated each year and ODJFS will publish the inflation indices. The inflation factor adjusts the costs reported to take into account the rate of inflation.

(H)Allowable and unallowable cost guidelines for use in completing the cost report are contained in rules 5101:2-47-25 and 5101:2-47-26 of the Administrative Code.

(I)Title IV-E reimbursement ceiling amounts for out-of-state residential child care facilities will be established according to procedures described in rule 5101:2-47-27 of the Administrative Code.

(J)(I)Accurate identification of eligible Title IV-E activities is accomplished by agency participation in the time study once every three years. An interim time study is conducted annually for new participants in the rate approval system. The results of the time study are applied to costs reported on the cost report. Once each year the time study percentages on the cost report will be adjusted to reflect the total average of accumulated time study results. Title IV-E reimbursement ceiling amounts established by the cost report shall become effective April first following the reporting period.

(K)(J)The time study employs a random day log system to record employee time in fifteen-minute increments. The time study is used to distribute staff and fringe benefit costs reported on the cost report to allowable and unallowable Title IV-E service categories. ODJFS shall publish on its website an annual Title IV-E rate roster of the approved PCSA's, PCPA's, and PNA's Title IV-E reimbursement ceiling amounts.

(L)Information on ODJFS-approved Title IV-E reimbursement ceiling amounts, including any changes during the year, is transmitted annually by an ODJFS "Administrative Procedure Letter."