Categories of Irregular Payment 623-05-25-05

(Revised 9/1/10 ML #3239)

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PI 17-05

PI 17-04

PI 17-04 Attachment

 

 

Eight categories of irregular payments have been established:

 

Category 10	School Supplies/Activities
Category 20	Clothing
Category 30	Emergency Placement
Category 40	Child Care for Foster Child
Category 50	Travel for Foster Child (Limited)
Category 60	Difficulty of Care/Excess Maintenance Payment (EMP)
Category 70	Parent/Infant Payment
Category 80	Extra Supervision

 

Within each category are various codes related to specific items. This data is available to you on-line for reference in regard to each child’s expenditures, and to assist the department in predicting expenditures and building budgets for the foster care program.

 

Irregular payments have been structured to include various code categories, some categories with expenditure limits. For example, Category 10 includes school supplies, activities, etc. A fixed amount is set for this category, based on the child’s age at entry to care in the current foster care episode.  

 

The age brackets have been structured to coincide with the age brackets for the standard (basic) foster care maintenance rate, as follows:

Age Limits	Expenditure Limit/Year
0 - 4	$200
5 - 12	$500
13 - Over	$700

 

NOTE:  For Category 10, there is a yearly expenditure ceiling per child. For example, a child age 0 – 4 has an expenditure limit for $50/quarter or up to $200 year. The year is computed from the first entry to care. If a child enters and leaves care during the same year, the yearly limit remains the same. The “expenditure limit/year” is a maximum amount per child limit regardless of multiple entries to foster care during that year.

 

The policy provides for an increased expenditure and sets an expenditure ceiling. It does not allow for exceptions.

 

It is the responsibility of the case manager to work with the county to determine which expenditures are necessary and appropriate, and to budget the age appropriate expenditure limit so it is available throughout the year for the child’s needs.

 

All expenditures require receipts. Expenditures must be in accordance with state and federal foster care policy. The county certifies by “pinning” the irregular payment information on the appropriate CCWIPS screen that the expenditure is in accord with state policy. Receipts must be retained in the appropriate foster care file for audit purposes.

 

Irregular Payments Restructured – Overview:

 

Irregular Payments in Therapeutic Foster Family Care:

The Parent/Infant Payment (Category 70) and reasonable transportation costs related to maintaining a foster child in the school which he/she was enrolled at the time of placement (Category 50, Code 53) are the only irregular payment that applies to therapeutic family foster care.  

 

Irregular Payments in Group & Residential Care:

The irregular payment policy has very limited application to children in group and residential care, as rate setting in those instances is dictated by N.D.A.C. 75-03-15.  

 

Irregular Payments in PRTF's:

Foster care funds cannot pay for any portion of a child's cost of care in a PRTF, including irregular payments. Allowable transportation costs for the child and family, as outlined in this service chapter, should be submitted on the SFN 119 for reimbursement to the county social service board.

 

Other types of irregular payments can be included in the PRTF's direct rate based on historical costs as outlined in N.D.A.C. 75-02-09-06. Examples:

• "Clothing necessary to maintain a resident's wardrobe."
• "Personal supplies used by an individual resident."
• "School supplies and activity fees, when not provided by or at the expense of the school."
• "Costs incurred for providing recreation to the residents including subscriptions, sports equipment, and admission fees to sporting, recreation, and social events."

Extra supervision to maintain a placement can also be included in the facility's direct rate.

• "The Department may provide for an increase in the established rate for additional costs necessary to add services or staff to the existing program."

 

Irregular Payments in Family Foster Care:

This irregular payment policy applies to children in family foster care.

 

An irregular payment is an allowable maintenance payment added to the standard (basic) foster care maintenance rate. This expenditure is approved based on the need, in accordance with state and federal policy, and entered by the county on the appropriate CCWIPS payment screen. Refer to CCWIPS User Manual for technical assistance related to entering irregular foster care payments on the CCWIPS system.