Irregular Payments 623-05-25

(Revised 4/3/2023 ML #3709)

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Irregular payments are available for a child in foster care if placed with a licensed or approved (Tribal Affidavit) foster care provider. Reimbursement can be authorized for expenditures incurred during the dates the child is placed with the licensed provider. The CFS Eligibility Unit will reimburse eligible irregular payments, subject to category maximums, for every child in foster care in a licensed setting. Receipts for foster care expenditures that are not subject to special instructions or limitations identified on a SFN 1042, Irregular Foster Care Payments form, will be authorized without prior approval.

 

Irregular payments are separated into categories and assigned various codes to ensure proper authorization of payment. Age limits are consistent with foster care payment age categories; however, expenditure limits may vary by category. Some categories are without limit. Each child's expenditure limits will reset:

  1. Every twelve months from the initial date of foster care entry or
  2. When a child has been discharged from foster care for more than 12 months.

The foster care provider must complete an SFN 903, Foster Care Provider Reimbursement Request.  The form is required to be submitted with receipts and invoices. Each form must be child specific and only include one month of expenditures. Each receipt must be listed, the payment type identified and the description of the item must include the amount per item. Receipts and invoices must be attached to the SFN 903 and submitted to the case manager for review. The case manager is responsible to submit the form and receipts to the CFS FCSA Eligibility Unit.

 

It is the responsibility of the foster care case manager to:

  1. Determine which irregular payment expenditures are necessary and appropriate,
  2. Budget the age-appropriate expenditure limit to ensure irregular payments are available throughout the year to meet the child’s needs.
  3. Track irregular payment totals to ensure limits are not exceeded. The custodial agency will be responsible for any reimbursement exceeding the child's annual maximums allowed per policy.
  4. Submit receipts or required documentation for all irregular payments to cfsfcsaunit@nd.gov.
  5. Submit the SFN 1042, Irregular Foster Care Payments, only when the irregular payment requires special instructions, (ex: mileage vs gas receipt), payment limitations or the irregular payment category does not require a receipt

It is the responsibility of the CFS Eligibility Unit eligibility worker to:

  1. Review received documentation and authorize eligible payments,
  2. Track irregular payment totals,
  3. Maintain receipts and documentation in the child’s eligibility file, and
  4. Notify the foster care case manager if there are any reimbursements submitted to the unit which cannot be authorized due to category limits, etc.

Irregular Payment Categories

Category Description Documentation Needed for Payment Authorization
Category 10 Activities & Incidentals

Receipts & SFN 903
Category 20 Clothing Receipts & SFN 903
Category 30 Emergency Placement SFN 1042
Category 40 Child Care for Foster Child SFN 920
Category 50 Travel for Foster Child Receipts and documented travel calculations. SFN 1042 if needed.
Category 60 Excess Maintenance Payment (EMP) SFN 904
Category 70 Parent/Infant Payment SFN 1042
Category 80 Extra QRTP Supervision SFN 1042

 

18+ Continued Care Irregular Payments

Irregular payments are available for a child in 18+ Continued Care. Reimbursement must follow the irregular payment policy with payments being authorized directly to the licensed provider.