0010 How this Manual Is Organized
0020 Federal
Funds Are Vital to SRS
0030 Claiming
Federal Funds Requires Careful Record Keeping
0040 CW/CBS
Provider Service Delivery and Encounter Data
0050 Federal
Claiming Eligibility & REST
0070 Kansas
Juvenile Justice Authority (JJA)
CFS provides services to children and families through contracted child welfare/community-based services (CWCBS) providers. SRS pays providers predetermined case rates per child or per family. SRS claims federal funds, not exceeding this case rate, for eligible services to eligible children from eligible providers. Title IV-E Foster Care is a significant source of federal funds. Most federal funding sources require individual eligibility determination. Accurate eligibility determinations helps assure SRS receives federal funds when the State is entitled to them.
0010 How this Manual Is Organized
This manual is organized by the service
status of the child. After the General section 1000, section 2000 addresses children who remain in their own homes and receive services. The manual then progresses to more extensive services such as out-of-home
placements, adoption, independent living, interstate cases and juvenile offender
cases. Finally, appendices, glossaries and CFS eligibility and payment
forms are presented.
Sections 2000 through 6000 provide
instructions by addressing eligibility, purchase limitations,
purchase guidelines and payment
procedures for each major program area.
0020 Federal Funds Are Vital to
SRS
The state has the primary responsibility to
pay for services needed by eligible children and families when they have insufficient
resources but the federal government also shares
these costs. These federal funds are a substantial share of the annual SRS
budget. Maintaining the state’s eligibility for these funds is vital to
providing quality services.
The federal government awards money to
0030 Claiming Federal Funds Requires
Careful Record Keeping
In order to access federal funds, the
general rule is that the
customer served must be eligible, the service
received must be an eligible service, and the CWCBS provider providing
the service must be an eligible provider. Remember the federal
government does not share service and administration costs for all
customers, but
only for targeted groups of
customers. In the example of foster care, the federal
government shares maintenance and administrative costs with the state for
children eligible for Title IV-E funds. The foster care maintenance and
administrative costs for children not Title IV-E eligible must be borne by the
state.
To claim our share of federal dollars for
services provided,
This manual describes the requirements for determining customer eligibility for the various funding sources as well as making payments for eligible services provided to the eligible customer.
When children or families have private
health insurance which pay for services, this source must be utilized
before agency governmental funds are expended. Federal funding sources are preferred
over state or local funding.
Due to the populations served by SRS, other
divisions within the agency also have funding resources and manuals guiding
staff. This manual does not repeat the detail
eligibility and process information available in other manuals. These manuals
are cross-referenced as appropriate.
The following funding sources are covered in
this manual:
·
Benefits - SSI, SSA, and other
benefits from railroad, veterans, etc.
·
Title XIX - Federal Medicaid
funding for health and treatment services (behavior management, Level V and VI
facilities).
· Title IV-E - Federal funds for foster care maintenance and adoption subsidy.
· General Assistance - State General Funds. Not all services or customers are eligible to receive federal funds. These services are funded with state dollars. State funds also provide the match for federal funds.
0040 CWCBS Provider Service Delivery and Encounter Data
Encounter data reported through the
Statewide Contractor Reimbursement Information and Payment Tracking System
(SCRIPTS) is
the method SRS uses to claim federal funds including
Title IV-E funds for services delivered by the CW/CBS
provider. These services provided by the contractor are paid by SRS at an
established case rate. SRS uses encounter data to determine our federal
claim amount and the state match portion paid by
0050 Federal Claiming Eligibility and REST (Random Employee Sampling Technique)
Explanations about the Random Employee Sampling Technique (REST) and how field participation in the survey forms the foundation for receiving IV-E federal dollars are discussed in this manual section. In general, regional staff document time they spend working on IV-E related activities. The percent of time they spend is used to estimate the time everyone spends working on IV-E related activities. These results are included in the formula for the SRS Cost Allocation Plan which is used to calculate the federal funds received for SRS programs, including IV-E administrative and training costs.
Eligibility for federal reimbursement of
administrative costs has a close relationship to the REST survey. When customers
are eligible for federal sources of funding, federal financial
participation (FFP) is available for the salaries of the staff serving those customers. In order to claim the FFP for staff (administrative) costs, SRS must
determine the amount of time staff spend administering the different programs.
This is claimed as administrative costs.
REST is a technique developed to save SRS
staff the administrative burden of completing comprehensive time logs. REST
stands for "Random Employee Sampling Technique". The concept uses
statistical techniques to sample "random moments" of time. From this
sample, SRS can calculate how much time staff spends administering different
programs for specific customer groups within SRS.
REST greatly reduces the paperwork required of SRS. Federal reimbursement for worker's salaries is captured by a very small sample of "moments".
Staff participating in the day's sample are chosen at random. The REST coordinator in each office e-mails a form to participating workers for completion. The worker completes the form for the case they are working at the "moment" sampled. The worker indicates the customer's eligibility status, the service and the activity being performed at that "moment". Recording the correct eligibility category for the case is essential to determine the federal funding source.
The process for accumulating and calculating the rate for encounter code CF054 is called RMS (Random Moment Study). Administrative costs are claimed for services provided by CWCBS providers through the case supervision encounter code, CF054. One unit per month per child is reported for encounter code CF054. The amount claimed for one unit is calculated based upon RMS study results. The RMS is the CWCBS provider equivalent of the REST sample used by SRS staff.
Accurate federal claims depend upon accurate REST and RMS reporting.
KAECSES is a major computer system
containing data for all children placed in state custody and removed from their
home. All children entering foster care shall have IV-E eligibility determined.
This eligibility data is entered into KAECSES along with
demographic and medical
card data. KACESES generates payments for Adoption Subsidy, Permanent Guardianship, Medicaid and
Independent Living cases.
KanPay
KanPay is a sub-system of KAECSES. It creates an on-line eligibility process for vendor payments. This sub-system is used by CFS for Family Services cases. KanPay is used when the family has no involvement in other assistance programs.
Finance,
Accounting, & Reporting Management Systems - FARMS
FARMS is an accounting system used for tracking non-Medicaid
payments made by SRS.
When entering a new vendor number to pay a customer directly, put 3 in front of the SSN. A 3 is used with the SSN when reimbursing a customer; a 2 is used for purchases from non-customers.
Vendor
Payment System - VenPay
Is a sub-system of FARMS used to generate, record and track specific payments. VenPay information is used to prepare the Family Services monthly report, Education Tuition Voucher tracking reports and the Independent Living services budget report.
VenPay
includes payment information such as
regional office, customer
name,
customer
id, voucher number,
voucher date, type of services or goods purchased, total payment amount
and vendor. The
variety of information available makes the system a valuable
tool for tracking payments by
Regional offices.
InterChange-Medicaid
Management Information System - iC-MMIS
SRS staff utilize
the iC-MMIS to enter or review Medicaid data.
Family
and Child Tracking System - FACTS
Data regarding all CFS cases are recorded in FACTS.
Statewide Contractor Reimbursement
Information and Payment Tracking System - SCRIPTS
SCRIPTS has three main purposes: 1) to make payments to the CWCBS contract providers; 2) to produce the federal claim for IV-E funding; and 3) to submit referral information to the iC-MMIS for Medicaid services. Referral information and IV-E customer eligibility is entered into FACTS and downloaded into SCRIPTS on a regular basis to maintain these functions. The federal claim is based on IV-E customer eligibility downloaded from FACTS and also based on CWCBS provider services reported to SCRIPTS as encounter data.
0070
Juvenile offender services are provided under the auspices of the Kansas Juvenile Justice Authority. SRS
determines eligibility for Medicaid and IV-E funding for children placed in JJA custody.
Juvenile offenders in JJA custody who are removed from their homes but are not
incarcerated,
remain part of the overall