Foster Care Special Payments

E060-0550

FOSTER CARE PAYMENTS SPECIAL PAYMENTS

DATE OF ISSUE: 12/07/01

APPLICABLE TO: All Eligibility Staff responsible for the accurate issuance of Special Payments and their Eligibility Supervisor (ES) and Human Services Administrator (HSA1)

LEGAL BASIS: None

RELATED POLICY RELEASED(S): None

NON-CSW/CMS FORM(S): DCFS 320, Vendor Service Order and Invoice DCFS 1144, Affidavit for Non-Receipt of a Warrant Issued DCFS 5540, Special Payments Request Automated Special Payments System Exception Report Special Payments Authorization Document (SPAD) Seriously Emotionally Disturbed, Service-Funded Activities, Funeral Invoice Summary Report Uniform Vendor Payments System Exception Report Warrant Summary Warrant Detail Summary

CWS/CMS FORM(S): Case Notes

SUPERSEDES AND CANCELS Procedural Guide E060-0550, Foster Care Payments Special Payments, dated 09/00

Payments made to caregivers, providers and vendors for services other than foster care are known as Special Payments. Special Payments include, but are not limited to respite care, medical/dental special needs, funeral expense, counseling, child care, educational equipment, tutoring, transportation and court-ordered substance abuse testing.

The Children’s Social Workers will initiate a request for Special Payments when (s)he receives an invoice or cost estimate for services. After the appropriate authorizing signature is obtained, the request is faxed to the Revenue Enhancement Special Operations, Special Payments Unit.

It is the responsibility of the Special Payments Unit to:

a. issue special payments in the correct amount

b. ensure that the Assistant Regional Administrator’s signature is on the DCFS 5540 for amounts up to $499.99 and that the Regional Administrator’s signature is on the DCFS 5540 for amounts of $500.00 and above

ELIGIBILITY #E060-0550 (12/01) PAGE 1 0F 6 A. WHEN: UPON RECEIPT OF THE SPECIAL PAYMENTS REQUEST

WHO HOW

Special Payments Unit 1. Receive the DCFS 5540 and, if appropriate, the Eligibility Supervisor invoice or estimate for services other than foster care.

2. Review the DCFS 5540 to determine if the information is complete and has the appropriate authorizing signature.

a) If the DCFS 5540 does not have the complete information or appropriate authorizing signature, contact the CSW, cite the missing element and return the DCFS 5540 to the CSW for corrective action. When the completed DCFS 5540 is returned, proceed to step 3.

b) If the DCFS 5540 has the complete information and appropriate authorizing signature, proceed to step 3.

3. Assign the DCFS 5540 to an Eligibility Worker according to the Special Payments type. Annotate the assigned Eligibility Worker file number on the DCFS 5540.

4. Forward the DCFS 5540 with the invoice and, if appropriate, the estimate to the Special Payments Unit Clerk.

NOTE: The Unit Clerk will log in each request.

Special Payments Unit 1. Receive the DCFS 5540 and, if appropriate, the Eligibility Worker invoice or estimate for services other than foster care.

2. Access the CWS/CMS, WCMIS and the F/C APPS applications. Verify the case/child identifying data.

a) If the identifying information matches the CWS/CMS data, WCMIS and F/C APPS proceed to step 3.

ELIGIBILITY #E060-0550 (12/01) PAGE 2 0F 6 WHO HOW

Special Payments Unit b) If the identifying information does not match the Eligibility Worker CWS/CMS data, WCMIS and F/C APPS annotate the DCFS 5540 with the CWS/CMS data.

3. Complete a vendor search via APPS system to determine if there is a vendor number for the specific budget factor.

a) If there is no vendor number assigned, contact the Vendor Clerk. When the vendor number is obtained, proceed to step 4.

4. Within ten business days of the receipt of the DCFS 5540, data enter the Special Payments identifying information and budget factor(s) onto ASPS.

5. If special payment request was a one time only, file it in case folder. If on going, retain it until services are completed.

NOTE: One business day after the data entry date, the ASPS generates the Warrant Summary, Detail of Warrant Summary, and UVPS Exception Report. 6. Retain the Special Payments financial folder until reconciliation is completed with the DCFS 320 and the Warrant Summary Report. When the match is reconciled: a) retain the original DCFS 320 in the basket labeled “Posted DCFS 320s” b) file the DCFS 320 white copy in the Special Payments financial folder c) file the receipt in the Special Payment financial folder and return it to the Special Payments financial folder library 7. Ensure that after services are provided and the Special Payments are issued, the receipt(s) for services are faxed to the Revenue Enhancement Special Operations, Special Payments Unit. If the receipt(s) are not received, contact the CSW who signed the DCFS 5540. If necessary, escalate through the chain-of-command until the receipt(s) are received. B. WHEN: UPON RECEIPT OF THE DAILY REPORT/LIST

Special Payments Unit 1. Receive the Seriously Emotionally Disturbed (SED), Eligibility Worker Service-Funded Activities (SFA), Funeral Invoice Summary Report.

a) Reconcile the report with the DCFS 320s previously posted on ASPS. Annotate the report to indicate that the Special Payments amount is accurate.

b) If information is not accurate call the Auditor and provide corrected information for the warrant to be cancelled and re-issued.

c) Reconcile the DCFS 320s and Daily Batch reports and complete a transmittal and send it to the Auditor-Controller.

2. Receive the ASPS Exception Report.

a) If the report indicates an exception, data entered the DCFS 320 to research and correct the reason for the exception. When the exception is corrected, file and retain for reference.

b) If the report does not indicate an exception, file and retain for reference.

3. Receive the Warrant Summary Report. File and retain for reference.

4. Receive the Detail of Warrant Summary Report. File and retain for reference.

5. Receive the UVPS Exception Report.

a) If the report indicates an exception, deliver it to the assigned Eligibility Worker, in the Special Payment Unit to data entered the DCFS 320 to research and correct the reason for the exception. When the exception is corrected, file and retain for reference.

b) If the report does not indicate an exception, file and retain for reference.

Special Payments Unit NOTE: The Auditor-Controller will print warrants Eligibility Worker based on asix-day week. Example: Data entered from the DCFS 320 on 03/23/01 shall result in a Uniform Vendor Payments System (UVPS)

payroll issue date of 03/31/01. The DCFS 320s that were entered on 03/23/01 must be delivered to the Auditor Controller, C/O Al Mendes, 9150 E. Imperial Highway, Downey, no later than the 03/29/01 messenger delivery schedule.

The Auditor-Controller will automatically print warrants that indicate no stop date for the accrual month on the 4th day prior to the end of each month. This is approximately the 26th day of the month.

The Audior-Controller will print supplement warrants for all other Special Payments requests for the accrual month between the 10th and 12th day of the month.

C. WHEN: A CAREGIVER, PROVIDER OR VENDOR DID NOT RECEIVE PAYMENT

WHO HOW

Special Payments Unit 1. Access the ASPS. Determine if the caregiver, Eligibility Worker provider or vendor’s Special Payments are recorded on ASPS.

a) If the Special Payments is not on ASPS, explain to the caregiver, provider or vendor that research is needed to determine the status of their Special Payments. Explain that a telephone call will be made to him or her when this research is completed.

1) Research to determine if the Special Payments Unit has received the DCFS 5540. If it has not been received, contact the CSW. If it has been received, complete the steps in Part A. above.

2) Contact the caregiver, provider or vendor and explain the status of the Special Payments. Special Payments Unit Eligibility Worker b) If the Special Payments is found on ASPS, obtain the warrant number, warrant amount and issue date.

1) Explain the affidavit process to the caregiver, provider or vendor. Send the caregiver, provider or vendor a DCFS 1144. Process the affidavit for non-receipt of a warrant per the existing procedure when it is returned. See Procedural Guide E030-2000, Foster Care Payments Problems.

ELIGIBILITY #E060-0550 (12/01) PAGE 6 0F 6