Category 20 - Clothing for Foster Care Children General Information 623-05-30-10

(Revised 11/15/13 ML #3392)

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PI 17-04

PI 17-04 Attachment

Foster care children's clothing needs are to be met in accordance with the policies set forth in this chapter, as well as regulations set forth in NDAC 75-03-15, concerning reimbursement for residential child care facilities and group child care facilities licensed by the State of North Dakota.

Each child in foster care should have enough clothing for reasonable changes. Adequacy, condition, and styling of garments are particularly meaningful for some children. The worker supervising the case has responsibility for knowing if the child is adequately clothed and if the child has an opportunity to participate in the selection and purchase of a new clothing, if of an age to have such interest. When a child leaves a foster home the child should have with them all the usable clothing, which has been purchased for them.

An inventory must be conducted of a child's clothing prior to any placement or change in placement in foster care. A copy of the most recent inventory should be sent with the child at the time of initial placement as well as all other subsequent placements. A copy shall be kept by the agency making the placement, as well as the financial county.

Clothing Allowances/Family Foster Care

Initial Clothing Allowance - Family Foster Care

The initial clothing allowance is available to a child when he/she enters a paid foster care setting. During the first five months after the child’s entry to foster care, the child’s clothing needs can be met with an initial clothing allowance, if needed. The initial clothing allowance must be requested/approval received; clothing purchased and receipts submitted to the county – during the first five months. The county has until the end of the sixth month to enter the information on the CCWIPS system to generate payment for the initial clothing allowance.

In order for a child to receive the initial clothing allowance again, the child must have been out of foster care for a 12-month period (this is a date specific period).

The maximum rates for initial clothing allowances are:

Category 20, Code 21


	0-4 -	$400
	5-12 -	$400
	13 and over -	$400

0-4 -

$400

5-12 -

$400

13 and over -

$400

Example:

Child, age 11, enters a paid foster care setting on 6/1/13. Initial clothing allowance of $400 was expended within the first five months of placement. Child returns home on 12/1/13.

This child will not be eligible to receive the initial clothing allowance until he/she has been out of foster care for a 12-month period, or in this case, until 12/1/14. If the child returns to a paid foster care setting prior to that date, the initial clothing allowance will not be available.

The maximum initial clothing allowance must be purchased with the consultation and prior approval of the county having financial responsibility for foster care payments. The financial county must be supplied with receipts for the items purchased. Use Category 20, code 21, “Initial Clothing Allowance.” Enter on appropriate CCWIPS screen.

Special Clothing Allowance - Family Foster Care

A special clothing allowance may be authorized to replace clothing lost in a fire, flood, theft, other type of disaster, or for sudden spurts of growth. The special clothing allowance rate is for emergency and extraordinary circumstances and should rarely be used in meeting the needs of the foster child. The special allowance is not an entitlement, but an exception. Use Category 20, code 22, “Special Clothing Allowance.” Enter on appropriate CCWIPS screen.

Refer to CCWIPS User Manual for technical assistance related to entering irregular foster care payments on the CCWIPS system.

Summary Chart - Clothing - Family Foster Care


Type Clothing Allowance	Procedure
Initial	Need basis. Consultation and prior approval of county financial responsibility. Original receipts required.
Special	Need basis. Consultation and prior approval of county of financial responsibility. Original receipts required.
Regular/ On-going Clothing Needs	Built into daily* rate paid to foster parents. Age 0 - 4 $50 Age 5 - 12 $60 Age 13+ $70

Clothing Allowance/Group & RCCF Care

Initial Clothing Allowance - Group/RCCF

During the first five months after the child’s entry to foster care, the child’s clothing needs can be met with an initial clothing allowance, if needed. The initial clothing allowance must be requested/approval received; clothing purchased and receipts submitted to the county – during the first five months. The county has until the end of the sixth month to enter the information on the CCWIPS system to generate payment for the initial clothing allowance.

The maximum rates for initial clothing allowances are:

Category 20, Code 21


	Child's Age	Maximum Allowance
	0 - 4	$400
	5 - 12	$400
	13 and over	$400

The initial clothing allowance (within above limits) may be purchased, if needed. Direct reimbursement is available to the GROUP/RCCF based on submitting original receipts, which can be traced to the child. The receipts should be submitted to the county having financial responsibility for foster care payment. Prior approval of the county having financial responsibility for foster care payment is required. Use Category 20, code 21, “Initial Clothing Allowance.” Enter on appropriate CCWIPS screen.

Refer to CCWIPS User Manual for technical assistance related to entering irregular foster care payments on the CCWIPS system.

Special Clothing Allowance - Group/RCCF

A special clothing allowance may be utilized to replace clothing lost in a fire, flood, theft, other type of disaster, or for sudden spurts of growth. The special clothing allowance rate is for these emergency and extraordinary circumstances and should rarely be used in meeting the needs of the foster child. The special allowance is not an entitlement, but an exception. Prior approval of the county director/designee of the financially responsible county is required. Direct reimbursement is available to the GROUP/RCCF based on the original receipts which can be traced to the individual child. The receipts should be submitted for reimbursement to the county having financial responsibility for foster care payment.

Category 20, Code 22


	Child's Age	Maximum Allowance
	0 - 4	$250
	5 - 12	$325
	13 and over	$400

The special clothing allowance is not an automatic payment. It is intended that this be utilized to purchase clothing in the circumstances outlined above and if needed. Use Category 20, code 22, “Special Clothing Allowance.” Enter on appropriate CCWIPS screen.

It is anticipated that the maximum initial allowance and the special clothing allowance will be utilized to purchase groups of clothing necessary to meet the child's needs up to the maximums outlined. The child's caseworker and the facility must work together to ensure that the child's basic clothing needs are met.

Whenever possible, the foster child should be involved in the clothing selection and purchase process to enable the child to learn the economics of budgeting and clothing selection, prepare the child for independence, as well as to afford the child a chance to exercise choices.

There may be exceptions to the above outlined payment procedure for clothing in out-of-state GROUP/RCCF foster care. This is due to the fact that the rates for out-of-state care are set by other states, and clothing may or may not be included in the ongoing rate.

Summary Chart - Clothing - Group/RCCF


	TYPE CLOTHING ALLOWANCE	PROCEDURE
	Initial Allowance	Need basis. Direct reimbursement based on individual receipt that can be traced to individual child. Prior approval of director/designee of county having financial responsibility for foster care payment.
	Special Allowance	Need basis. Prior approval of county director/designee of county having financial responsibility for foster care payment. Direct reimbursement based on individual receipt that can be traced to individual child.
	Regular/ On-Going Clothing Needs	Met with funds provided in rates established by NDDHS through provider audit process. Receipts of all clothing purchased for REGULAR/ON-GOING CLOTHING NEEDS must be maintained by facility and will be used in determining the following years approved rate. The receipt must identify the specific child for whom the clothing was purchased.
	Out-of-State GROUP/RCCF Clothing Allowance: There may be exceptions to the above outlined payment procedure for clothing in out-of-state GROUP/RCCF Care. This is due to the fact that rates for out-of-state care are set by other states, and clothing may or may not be included in the ongoing rate. In out-of-state placements, it may sometimes be necessary to utilize irregular payments for on-going clothing needs.