(A)
Each Title IV-E
agency shall create a contract with a SUD residential facility, as defined in
rule
5101:2-1-01
of the Administrative Code, for placement of a child(ren) with a parent in a
licensed family-based residential treatment facility for substance abuse to be
signed by the Title IV-E agency and SUD residential facility. All contracts
shall include but are not limited to the following:
(1)
Scope of services
to be provided.
(2)
Beginning and ending dates for which the contract terms
will be binding upon the parties.
(3)
Appropriate
remedies for breach of contract.
(4)
Provisions for
termination and suspension.
(5)
Record retention
requirements for financial records, census records, client records and
documentation of legal compliance with Administrative Code
rules.
(6)
Requirements that the provider shall not permit funds
to be paid or committed to be paid to any corporation, firm, association or
business in which any of the members of the governing body of the agency, the
executive personnel or their immediate families have any direct or indirect
financial interest, or in which any of these persons serve as an officer or
employee, unless the services or goods involved are provided at a competitive
cost or under terms favorable to the provider.
(7)
The SUD
residential facility shall engage an independent public accountant to conduct
an annual audit of its financial statements. An agreed upon procedures
engagement shall be conducted using the JFS 02913 "Title IV-E Agreed Upon
Procedures" (9/2014) engagement.
(8)
Requirements that
the provider adhere to the following financial reporting principles:
(a)
Generally
accepted accounting principles for maintaining all financial records.
Appropriate documentation for each financial transaction shall be available for
examination upon request by the Title IV-E agency, the Ohio department of job
and family services, the Ohio auditor of state, or the United States department
of health and human services.
(b)
Rule
5101:2-47-11
of the Administrative Code "Reimbursement for Title IV-E Foster Care
Maintenance (FCM) Costs for Children's Residential Centers (CRC), Group Homes,
Maternity Homes, Residential Parenting Facilities, Private Foster Homes, and
Substance Use Disorder (SUD) Residential Facilities."
(c)
Rule
5101:2-47-26.1 of the Administrative Code "Public Children Services Agencies
(PCSA), Private Child Placing Agencies (PCPA), Private Noncustodial Agencies
(PNA), Residential Care Facilities, Substance Use Disorder (SUD) Residential
Facilities: Title IV-E Cost Report Filing Requirements, Record Retention
Requirements and Related Party Disclosure Requirements."
(d)
Rule
5101:2-47-26.2 of the Administrative Code "Cost Report "Agreed Upon Procedures"
Engagement."
(e)
JFS 02911-I "Instructions for Completing JFS 02911,
Title IV-E Single Cost Report" (rev. 8/2018).
(f)
The allowable and
unallowable cost principles contained in the office of management and budget 2
C.F.R. Part 200 (2014) (
www.gpo.gov/fdsys/granule/CFR-2014-title2-vo11/CFR-2014-title2-vo11-part200/content-detail.html).
(B)
Each Title IV-E
agency shall enter all required contracting information into the statewide
automated child welfare information system (SACWIS) to be able to enter a
placement of a child with a parent in a SUD residential
facility.
(C)
At a minimum, the agreed upon per diem for placement
maintenance and placement administration shall be specified and be attached to
the contract.
(D)
Invoicing procedures shall at a minimum correspond to
the agreed upon per diem as specified in SACWIS and on the contract. All
invoices shall include but are not limited to the following:
(1)
Provider's name,
address, telephone number, fax number, federal tax identification number, Title
IV-E provider number, if applicable and the medicaid provider number, if
applicable.
(2)
Billing date and the billing period.
(3)
Name of child,
child's date of birth, and the child's statewide automated child welfare
information system (SACWIS) person identification number.
(4)
Admission date
and discharge date, if applicable.
(5)
Agreed upon per
diem amount for the IV-E reimbursable maintenance costs for the child:
(a)
Food, clothing,
shelter, and personal incidentals.
(b)
Transportation to
maintain the child in the school in which they were attending prior to
placement.
(c)
Child care.
(6)
Agreed upon per
diem amount for other non-IV-E reimbursable costs associated with the placement
of the child performed by the provider:
(a)
Other
transportation not specified in paragraph (D)(5)(b) of this
rule.
(b)
Other costs the Title IV-E agency agreed to
pay.
(E)
Each Title IV-E
agency shall establish a written monitoring procedure to provide reasonable
assurance that the terms and conditions of the contract are being adhered to.
Monitoring procedures may include, but are not limited to a comparison of
invoices to the agreed upon per diem amount in SACWIS to ensure billing
accuracy.