(A)A public children services agency (PCSA), private child placing agency (PCPA), and private non-custodial agency (PNA), and other state of Ohio licensed non-custodial agency shall submit the JFS 02911 "Title IV-E Single Cost Report" (rev. 8/20148/2018) as described in rule 5101:2-47-26.1 of the Administrative Code in order to be reimbursed for foster care costs when a child is placed in a children's residential center (CRC)CRC, group home, maternity home, residential parenting facility, or a purchased private foster home (PFC), or with a parent in a SUD residential facility as defined in rule 5101:2-1-01 of the Administrative Code.

(B)If a JFS 02911 cost report has been approved for children placed in a CRC, group home, maternity home, or residential parenting facility or SUD residential facility, two Title IV-E reimbursement ceiling amounts are calculated and rounded to the nearest dollar.

(1)The Title IV-E foster care maintenanceFCM reimbursement ceiling amount is based on reported and allowable Title IV-E foster care maintenance (FCM)FCM costs.

(2)The Title IV-E administration reimbursement ceiling amount is based on reported allowable Title IV-E administration costs.

(C)Reimbursement to the Title IV-E agency for children placed in a CRC, group home, maternity home, or residential parenting facility, or SUD residential facility is based on the lesser of:

(1)The foster care maintenance FCM reimbursement ceiling amount established by the JFS 02911 multiplied by the number of care days or the amount paid by the Title IV-E agency for foster care maintenance.

(2)The administration reimbursement ceiling amount established by the JFS 02911 multiplied by the number of care days or the amount paid by the Title IV-E agency for administration.

(D)If a JFS 02911 cost report has been approved for children placed in a purchased private foster care home, a Title IV-E administration reimbursement ceiling amount will be calculated based on reported and allowable Title IV-E administration costs and rounded to the nearest dollar.

(E)Administration reimbursement to the Title IV-E agency for children placed in a purchasedprivate foster care home is based on the lesser of:

(1)The Title IV-E administration reimbursement ceiling amount established by the JFS 02911 multiplied by the number of care days; or

(2)The amount paid by the Title IV-E agency for administration.

(F)Foster care maintenanceFCM reimbursement to the Title IV-E agency for children placed in a purchasedprivate foster care home is based on a contemporaneous payment system. Reimbursement in a contemporaneous payment system is the lesser of the following:

(1)The uniform statewide maximum amounts published annually in a "Family, Children and Adult Services Procedure Letter" located at http://emanuals.odjfs.state.oh.us/emanualshttp://emanuals.jfs.ohio.gov/ and published once a year.

(2)The agreed upon foster care placement amount paid by the Title IV-E agency. The agreed upon foster care placement amount must be equal to the amount the private agency reimburses their foster parents for the maintenance of the children.

(3)The agreed upon amount paid by the Title IV-E agency for other direct services which include: special diets, clothing, graduation expenses, personal incidentals, liability insurance with respect to the child and reasonable travel expense for home visits provided these expenses are not included in the agreed upon foster care placement amount.

(G)Title IV-E costs are reimbursable to the Title IV-E agency at the appropriate federal financial participation (FFP) amount.

(1)The Title IV-E foster care maintenanceFCM costs are reimbursable at the federal medical assistance percentage (FMAP) which is calculated annually by the federal government; and

(2)Title IV-E administration costs are reimbursable at the fixed rate of fifty per cent.

(H)Title IV-E FCM reimbursement to the Title IV-E agency for a child placed throughin a PFCprivate foster home provider or an out-of-state foster home not participating in the Ohio department of job and family services (ODJFS) Title IV-E PFCFCM reimbursement ceiling amount approval system is limited to the actual maintenance costs for that child, but shall not exceed the uniform statewide maximum rates published annually in a "Family, Children and Adult Services Procedure Letter."

(I)FCM reimbursement can be claimed whenever a child is placed with a parent in a SUD residential facility without meeting the ADC-relatedness requirement and the placement does not exceed twelve months. The following criteria shall be met:

(1)The recommendation for the placement is specified in the child's case plan before the placement.

(2)The SUD residential facility provides, as part of the treatment for substance abuse, the following services:

(a)Parenting skills training;

(b)Parent education;

(c)Individual counseling; and

(d)Family counseling.

(3)The services identified in paragraph (I) of this rule are provided under an organizational structure and treatment framework with recognized principles of a trauma-informed approach and trauma-specific interventions to address the consequences of trauma and facilitate healing.

(I)(J)    Each Title IV-E agency shall enter all cases in the Ohio statewide automated child welfare information system (SACWIS).

(J)(K)  To receive reimbursement a Title IV-E agency processing their payments and seeking reimbursement from SACWIS shall:

(1)Record placement, service authorization and contract cost information for each child.

(2)Generate a payment by creating a payment request and sending the payment information to the county auditor for payment.

(3)Disburse payments through the county auditor at any point during a month. These payments will be reimbursed during the monthly reimbursement process conducted by ODJFS on the first business day of the following month.

(4)Access the reimbursement reconciliation report to review all itemized reimbursements and assure the reimbursements are accurate.

(K)(L)  Reimbursement will be issued in the form of a warrant payable to the Title IV-E agency which registers the Title IV-E cases. The warrant amount will be calculated from the completed reimbursement processing at the applicable FFP.

Effective: 5/1/2019

Five Year Review (FYR) Dates: 1/25/2019 and 05/01/2024

Certification: CERTIFIED ELECTRONICALLY

Date: 04/02/2019

Promulgated Under: 119.03

Statutory Authority: 5103.03, 5153.166, 5101.11, 5101.141, 5101.1414, 5101.145

Rule Amplifies: 5103.03, 5153.166, 5101.11, 5101.141, 5101.1414, 5101.145, 5101.146

Prior Effective Dates: 08/22/1986, 01/01/1987 (Emer.), 05/07/1987 (Emer.), 08/03/1987, 04/15/1988 (Emer.), 07/11/1988, 09/01/1989 (Emer.), 11/30/1989, 09/01/1992, 05/01/1998, 09/01/2003, 07/01/2004, 09/01/2009, 06/01/2015