Supervisor’s Core:Fiscal Essentials

Version 2.0

July 2009

Supervisors and Funding

Maximized revenue

=

Maximized services

Learning Objectives

What supervisors should know about Funding Allocations Time Studies

How to explain Child Welfare Financing to staff

Child Welfare Funding Overview Key Terms

Entitlement Capped Uncapped Cost share ratio Draw down Overmatch

Funding Streams

Federal Sources Title IV-B Title IV-E TANF Title XIX Title XX

State Sources Local Funding

California Spending

State administered, county run program

High rate of local “over-match” spending

Over $1 billion local dollars spent in 2004

41% of all CWS local spending in the US

Supervisor as Fiscal Point Person

Monitor court and caseload timelines

Monitor Time Studies

Monitor data entry

Motivate and train staff

Federal Funding

Title IV-B

Title IV-E

Title XIX

Title XX

TANF

SSI

Per AB 1331, foster youth over age 16.5 must be screened

Provides financial assistance for people with a disability

Requires no state match

Doesn’t affect IV-E

Funding Percentages in California Federal funds

cover 50% to 85% of the total spending

Of the remaining costs, State – 70% Local – 30%

Title IV-E

Foster Care Placement Foster Care

Administration Foster Care Training Adoptive Placement Adoption Administration Adoption Training Adoption Expenses ILP Training

California Matching Funding

State allocates General Fund dollars to counties

Counties add their share

Counties may add additional “overmatch” money (public or private)

Total used to calculate federal draw down

IV-E Eligibility

Uncapped entitlement

Significant county cost savings

Eligibility determination requires due diligence

IV-E Eligibility Criteria

Initial Determination Court Findings Voluntary Placement

Agreements Ongoing Eligibility Placement

Requirements Need

Federal IV-E Review

AFCARS – Adoption and Foster Care Analysis and Reporting System

Pulled from CWS/CMS data

Foster Care Administrative Costs Reimburses for time

spent on Referrals to services Court preparation and

participation Placement Case planning

Supervisory duties Eligibility Determination

Title IV-E Recap

Uncapped entitlement

Reimburses costs related to Placement Administration Training

Title IV-E Waiver

Capped annual allotment

Flexibility in spending for prevention and other services

Title IV-B

Capped allocation

Funds services

75% reimbursement rate

Title IV-B Services

Counseling Parent Training Substance

Abuse Testing Respite Transportation

IV-B Target Population

ER

FM

FR

PP

Title XIX

Federal Medicaid funding

Uncapped entitlement

Funds services 50% to 75%

reimbursement rate

Title XIX Cost Share

75% for licensed skilled medical personnel (Public Health Nurse)

50% for social worker time spent on health related activities

Underutilized in time studies

Title XIX Services

Medical and developmental screening

Medical treatment

Mental health treatment

Substance abuse treatment

Title XX – Social Services Block Grant Capped

entitlement

Funds child abuse prevention

Used to offset general fund expenses in CA

TANF Emergency Assistance (EA)

Federally funded uncapped entitlement

15% county cost share

Funds placement and services for eligible children

TANF Emergency Assistance (EA) Eligibility criteria

Removed from or living with qualifying family member

Under age 19 US citizen Emergency

circumstances Need No use of funds in prior

12 months

State Allocation

State administration of federal funds to county agencies

Methodology negotiated over several years

County Expense Claim (CEC)

County expenses reported to the state

Information gathered from Time studies IV-E eligibility CWS/CMS

Role of the Time Study

Quarterly accounting of staff time

Used to calculate federal IV-E reimbursement

Additional Allocation Factors

Proposed County Administration Budget (PCAB)

Premises Full Time Equivalent

employees Emergency Shelter County Direct Costs

Final Allocation

Average salary and benefit costs from 2002

FTEs justified by CWS/CMS cases

Supervisors justified by social workers

County direct costs Emergency shelter Additional premises

Funds Allocated

Title IV-E Title IV-B Title XIX Title XX TANF (EA) State general funds CWS/CMS

Augmentation

Allocation Letter

Find the following items:

Net CWS Planning Allocation Amount

Allocation Methodology for EA TANF

Justified FTEs Allocation Methodology

for Title XX Program Code for

Relative/Non-Relative Home Approval

Total CWS/CMS Augmentation Amount

Time Studies

Used to calculate federal reimbursement for the county

Primary method of supervisor fiscal influence

Time Study Instructions

New instructions issued each quarter

Lists changes Provides Program

Code Description effective dates

Should be regularly reviewed with staff

Program Codes

Find codes CWS-HR 1441-1444

Describe what activities could be time studied to this code

Supervisor’s Role

Include as standing agenda item at unit meetings

Review changes with staff

Review time studies submitted by staff

Application – Case Supervision Scenarios Define group roles

Review scenarios

Formulate responses

Report out

Application – Unit Meeting

Define group roles

Select program code

Develop presentation

Report out

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