016.14.09 Ark. Code R. 006
CAFR | Comprehensive Annual Financial Report |
CFO | Chief Fiscal Officer |
CFR | Code of Federal Regulations |
CSS | Contract Support Section |
DAAS | Division of Aging and Adult Services |
DBHS | Division of Behavioral Health Services |
DCFS | Division of Children and Family Services |
DCO | Division of County Operations |
DDS | Division of Developmental Disabilities Services |
DHS | Department of Human Services |
DHHS | Department of Health and Human Services, United States |
DSB | Division of Services for the Blind |
DYS | Division of Youth Services |
FINS | Families in Need of Service |
OCC | Office of Chief Counsel |
OFA | Office of Finance and Administration |
OMB | Office of Management and Budget |
PAPM | Policy and Administrative Program Management |
SSBG | Social Services Block Grant |
SSI | Supplemental Security Income |
TEA | Transitional Employment Assistance |
PROGRAM
The purpose of the SSBG program is to provide financial assistance to states in delivering social services to individuals and families that are most appropriate to the population.
Since 1962, the United States Congress has authorized funds to states for social services for low income families and individuals. Prior to 1975, social services funding was provided through two separate titles of the Social Security Act: Title IV-A (social services to families with dependent children) and Title VI (social services for the aged, blind and disabled). Eligibility was closely tied to related income maintenance programs (Aid to Families with Dependent Children provided under Title IV-A and Aid to the Aged, Blind and Disabled provided under Title VI). Under each program only certain specified services could be funded.
On January 4, 1975, Public Law 93-647 was signed into law. This law removed the social services provisions for Title IV-A, abolished Title VI, and added Title XX to the Social Security Act effective October 1, 1975.
The Omnibus Budget Reconciliation Act of 1981, Public Law 97-35, amended Title XX of the Social Security Act to establish the SSBG program effective October 1, 1981. Under the SSBG program, states have the responsibility, within the federal regulations, for determining what services will be provided, who will be eligible for services, and how the funds will be distributed within the state.
Services funded by the SSBG must be directed at one or more of five broad statutory goals:
Catalog of Federal Domestic Assistance 93.667 - Social Services Block Grant(see Appendix F)
Title XX of the Social Security Act- see Social Security Act website at: http://www.ssa.gov/OP_Home/ssact/title20/2000.htm
Omnibus Budget Reconciliation Act of 1981 (Section 2352)
Public Law 103-333 - Departments of Labor, Health and Human Services, and Education, and Related Agencies Appropriations Act of 1995.
Public Law 103-227, Part C -PRO-KIDS Act of 1994;
Smoking may not be permitted in any portion of any indoor facility owned or regularly used for the provision of health, day care, education, or library services to children under the age of 18, if the services are funded by Federal programs either directly or through State or local governments. The law does not apply to children's services provided in private residences, facilities funded solely by Medicare or Medicaid funds, and portions or facilities used for inpatient drug and alcohol treatment.
The above language must be included in any sub-awards that contain provisions for children's services and all sub-grantees shall certify compliance accordingly.
Recipients, recipients' employees, sub-recipients, and sub-recipients' employees may not:
Following are the major federal regulations which govern the operation of the SSBG program. Regulations are initially issued into the Federal Register and subsequently codified into the Code of Federal Regulations (CFR). Copies of the CFR and the Federal Register are available in most public libraries.
2 CFR Part 215 - (Office of Management and Budget [OMB] Circular A-110) Uniform Administrative Requirements for Grants and Agreements With Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations
This Circular sets forth standards for obtaining consistency and uniformity among Federal agencies in the administration of grants to and agreements with institutions of higher education, hospitals, and other non-profit organizations.
2 CFR Part 225 - (OMB Circular A-87) Cost Principles for State, Local, and Indian Tribal Governments
This part establishes principles and standards for determining costs for Federal awards carried out through grants, cost reimbursement contracts, and other agreements with State and local governments and federally-recognized Indian tribal governments (governmental units).
2 CFR Part 230 - (OMB Circular A-122) Cost Principles for Nonprofit Organizations
This part addresses the cost principles to which non-profit recipients are subject.
2 CFR Part 376 - Non-procurement Debarment and Suspension
This common rule restricts sub-awards and contracts with certain parties that are debarred, suspended or otherwise excluded from or ineligible for participation in Federal assistance programs or activities.
45 CFR Part 16 - Procedures of the Departmental Grant Appeals Board
This part is designed to provide a fair, impartial, quick, and flexible process for appeal on written final decisions. This part supplements the provisions in Part 74 of this title.
45 CFR Part 30 - Claims Collection
This part prescribes the standards and procedures for the Department of Health and Human Services' (DHHS') use in the administrative collection, offset, compromise, and suspension or termination of collection activity for claims.
45 CFR Part 80 - Nondiscrimination Under Programs Receiving Federal Assistance through DHHS, Effectuation of Title VI of the Civil Rights Act of 1964
The purpose of this part is to effectuate the provisions of Title VI of the Civil Rights Act of 1964 to the end that no person in the United States shall on the ground of race, color, or national origin be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity receiving Federal financial assistance from DHHS.
45 CFR Part 81 - Practice and Procedure for Hearings Under Part 80 of this Title
The rules of procedure in this part supplement §§80.9 and 80.10 of this subtitle and govern the practice for hearings, decisions, and administrative review conducted by DHHS, pursuant to Title VI of the Civil Rights Act of 1964 and Part 80 of this subtitle.
45 CFR Part 84 - Nondiscrimination on the Basis of Handicap in Programs and Activities Receiving Federal Financial Assistance
The purpose of this part is to effectuate section 504 of the Rehabilitation Act of 1973, which is designed to eliminate discrimination on the basis of handicap in any program or activity receiving Federal financial assistance.
45 CFR Part 86 - Nondiscrimination on the Basis of Sex in Education Programs and Activities Receiving or Benefiting from Federal Financial Assistance
The purpose of this part is to eliminate discrimination on the basis of sex in any education program or activity receiving Federal financial assistance, whether or not such program or activity is offered or sponsored by an educational institution as defined in this part.
45 CFR Part 87 - Equal Treatment for Faith-based Organizations
Religious organizations are eligible, on the same basis as any other organization, to participate in any DHHS program for which they are otherwise eligible. Organizations that receive direct financial assistance from DHHS, however, may not engage in inherently religious activities, such as worship, religious instruction, or proselytization, as part of the programs or services funded with direct financial assistance from DHHS. An organization that participates in programs funded by direct financial assistance from DHHS shall not, in providing services, discriminate against a program beneficiary or prospective program beneficiary on the basis of religion or religious belief.
45 CFR Part 91 - Nondiscrimination on the Basis of Age in DHHS Programs or Activities Receiving Federal Financial Assistance
The Age Discrimination Act of 1975 and the regulations set out in Part 90 prohibit discrimination on the basis of age in programs or activities receiving Federal financial assistance. Recipients of federal funds may, however, continue to use age distinctions and factors other than age which meet the requirement of the Act and its implementing regulations.
45 CFR Part 92 - Uniform Administrative Requirements for Grants and Cooperative Agreements to State, Local, and Tribal Governments
This part establishes uniform administrative rules for Federal grants and cooperative agreements and sub-awards to State, local and Indian tribal governments.
Including:
45 CFR 92.35 - Sub-awards to debarred and suspended parties. Grantees and sub-
grantees must not make any award or permit any award (sub-grant or contract) at any tier to any party which is debarred or suspended or is otherwise excluded from or ineligible for participation in Federal assistance programs under Executive Order 12549, "Debarment and Suspension".
45 CFR 92.40(a) - Monitoring by grantees. Grantees are responsible for managing the day-to-day operation of grant and sub-grant supported activities. Grantees must monitor grant and sub-grant supported activities to assure compliance with applicable Federal requirements and achievement of performance goals. Grantee monitoring must cover each program, function, or activity.
45 CFR Part 93 - New Restrictions on Lobbying
Federal grant funds may not be used by the grantee or sub-grantee to support lobbying activities to influence proposed or pending Federal or State legislation or appropriations.
45 CFR Part 96 - Block Grants
This part addresses the prerequisites to obtain block grant funds, the basis of awards, grant payments, reallotments, time period for obligation and expenditure of grant funds, waivers, and annual reporting requirements. Appendix A to Part 96 provides the Uniform Definitions of Services.
45 CFR Part 100 - Intergovernmental Review of DHHS Programs and Activities
These regulations are intended to foster an intergovernmental partnership and a strengthened Federalism by relying on state processes and on state, area wide, regional and local coordination for review of proposed Federal financial assistance and direct Federal development.
48 CFR Part 31 - Contract Cost Principles and Procedures
This part addresses the cost principles to which organizations, vendors and subcontractors are subject.
OMB Circular A-102 - Grants and Cooperative Agreements with State and Local Governments
This Circular establishes consistency and uniformity among Federal agencies in the management of grants and cooperative agreements with State, local, and federally-recognized Indian tribal governments.
OMB Circular A-133 - Audits of States, Local Governments, and Non-Profit Organizations
This Circular addresses the provisions to which sub-recipients and sub-grantees are subject.
The Department of Human Services (DHS) shall comply with all applicable laws and regulations. DHS is operated and delivers services without regard to age, religion, disability, political affiliation, veteran status, sex, race, creed, color, or national origin.
The DHS Office of Finance and Administration (OFA) is responsible for the overall management and administration of the SSBG program, including centralized planning, policy development, financial management, financial standards, overall financial monitoring, and reporting.
In the course of its centralized planning and policy development, OFA shall involve the public by providing them a 30-day public review and comment period annually and when interim changes are made.
DHS program divisions/offices and agencies outside DHS to which DHS allocates SSBG funding are responsible for the planning for and monitoring of the programs for which they are allocated funding and for submitting appropriate information to OFA upon request for planning and reporting purposes.
OFA consists of the DHS Chief Fiscal Officer (CFO) and the following units and sections which deal with SSBG:
Contract Support Section (CSS)
Policy and Administrative Program Management Unit (PAPM)
General Operations Section
Managerial Accounting Section, and
Comprehensive Annual Financial Report Section (CAFR)
CFO
The CFO makes an annual allocation of SSBG funds to affected DHS program divisions/offices and to agencies outside DHS to which DHS allocates funding. The CFO makes adjustments throughout the year, as necessary, based upon the forecasting of long and short-term needs and availability of funds.
CSS
CSS provides a standard and uniform approach to the financial management requirements for DHS contracts and sub-grants, including those with SSBG funds. CSS' areas of responsibility include:
Providing centralized administration, review and quality control of all DHS contracts and sub-grants with an SSBG funding component;
Developing contracts and sub-grants containing SSBG funding;
Providing technical assistance and training to DHS contractors and sub-grantees on overall compliance requirements;
Providing standardization, technical assistance, and training to DHS program divisions on compliance requirements;
Parti cipating in resolution of billing problems;
Conducting contract reviews of DHS-held contracts to determine overall administrative compliance, for those contractors receiving over $5,000;
Conducting service-to-billing audits, on DHS-held contracts, for those contractors receiving over $5,000 and whose contracts contain SSBG funding;
Developing the policies and procedures relating to the SSBG program, including the SSBG Pre-expenditure Report and SSBG Program Manual;
Analyzing and disseminating laws and regulations regarding SSBG.
PAPM
PAPM is responsible for the promulgation of DHS policies, including the SSBG Pre-expenditure Report and the SSBG Program Manual.
General Operations Section
The General Operation Section coordinates the payment of invoices for the
SSBG program.
CAFR
The CAFR Section prepares and submits to the federal government the annual SSBG Post-expenditure Report.
Managerial Accounting Section
The Managerial Accounting Section provides reports of expenditures by program codes to CAFR for their use in preparing the SSBG Post-expenditure Report.
outside DHS Receiving SSBG Funding
Each SSBG-funded division/office and agency is responsible for the operation of its own SSBG program(s), as approved and monitored by OFA. Their responsibilities may include:
Delivery of direct services;
Selection, in compliance with Arkansas Procurement Law and Regulations, of contract providers of purchased services;
Monitoring of the performance of the contract service providers (hereinafter referred to as providers), and
Management of allocated funds.
The divisions/offices and agencies must accomplish these responsibilities in accordance with the policies and procedures established by OFA as well as all applicable State and Federal laws and regulations.
The functions of each division/office and agency involved in the delivery of services funded by SSBG are described below.
Developing comprehensive mental health programs at the community and state levels;
Searching for new prevention and treatment programs;
Providing leadership in mental health research and training;
Providing detoxification services;
Providing Drug and Alcohol Safety Educational Programs;
Planning, establishing, maintaining, coordinating and evaluating projects for the development of more effective prevention, intervention and treatment programs/activities to deal with alcohol and other drug abuse;
Administering the Governor's Office portion of the
Department of Education Drug-Free Schools and
Communities;
Developing and implementing broadly-based programs of alcohol and drug abuse education and prevention, including programs for high-risk youth;
Providing drug abuse resistance education and replication of successful drug education programs.
DBHS assists several facilities to provide varying types of mental health and substance abuse services, including the Arkansas State Hospital at Little Rock, AR, (for intensive care), the Arkansas Health Center at Benton, AR (for comprehensive care), local private nonprofit organizations (which provide in-patient and out-patient mental health services), and drug and alcohol abuse treatment services.
Prior to each state fiscal year, the DHS CFO shall make an allocation of SSBG funds to each division/office and agency, based upon historical data, funding availability, and anticipated needs. In turn, the funded entities, in accordance with applicable laws and regulations, shall determine the services to be provided and the funding levels for those services, based upon historical usage, public input, anticipated needs, and available resources. Each division/office and agency is responsible for managing its funds and for approving purchased, direct, and administrative expenditures for programs within its areas of expertise.
Federal law authorizing SSBG requires the state to develop (with public input), and to submit to the federal government, an annual SSBG Pre-expenditure Report and an interim, revised SSBG Pre-expenditure Report if the planned use of SSBG funds changes during the year.
The SSBG Pre-expenditure Report is based upon the allocations made during the allocation process and addresses:
The extent to which funds are planned to be used for purchase of service agreements and/or for staff (i.e., are planned to be used for
"purchased" services and/or "direct" services);
Services to be provided;
Estimated expenditures per service;
Estimated number of service recipients (hereinafter referred to as clients), by age range, to be served per service.
Upon completion of an annual or interim SSBG Pre-expenditure Report, in accordance with DHS Policy 1052, OFA shall submit the SSBG Pre-expenditure Report to DHS Executive Staff and OCC for review and comment.
Upon their approval, OFA shall initiate the public review and comment period by publishing the short Notice of Rule Making in a newspaper of general, statewide circulation. In addition, OFA shall forward a longer Notice of Rule Making to the Arkansas Secretary of State for their posting for a 30-day review and comment period on the Secretary of State website. This affords all interested members of the public a 30-day opportunity to submit comments.
At the end of the comment period, and following review of the proposed update by the Arkansas Legislative Council, Administrative Rules and Regulations Subcommittee, the SSBG Pre-expenditure Report is considered finalized and OFA shall forward a copy to the U.S. Department of Health and Human Services, Administration for Children and Families, Office of Community Services, Washington D.C.
Section 2006 of Title XX of the Social Security Act requires an annual SSBG Post-expenditure Report. The CAFR Unit shall prepare the report in such form as necessary to provide an accurate description of SSBG activities, to secure a complete record of the purposes for which funds were spent, and to determine the extent to which funds were spent in a manner consistent with the SSBG Pre-expenditure Report. The report must include the services provided in whole or in part with SSBG funds; the number of children and the number of adults receiving each service; the expenditures per each service, and the method by which each service was provided (i.e., purchased or direct).
DHS issues several manuals and other policy issuances to guide providers and staff in the implementation of the SSBG program. These manuals and policy issuances are based upon Federal and State law as well as DHS program decisions. Formal issuance through the promulgation process makes these policies and manuals accessible to all DHS divisions/offices, to other agencies, to providers, and to the general public.
All policy is issued under the authority of DHS. DHS policy may not be changed or modified by any individual or agency except through a superseding policy issuance or a written waiver (see Section 2600 below).
Following is a listing and brief explanation of relevant policy issuances in addition to the SSBG Program Manual and SSBG Pre-expenditure Report:
The DHS Contract Manual contains policy, procedures and instructions for the purchase of Professional Services by DHS.
The Financial Guidelines for Purchased Services provides the rules and regulations governing the financial control of funds administered for the purchase of services within DHS. It includes financial standards for the operation of programs as well as policy and procedures for fiscal accountability. The Financial Guidelines for Purchased Services is the official authority (along with the applicable OMB circulars and federal regulations) on allowable costs, required fiscal reporting and record keeping, audit, and other fiscal requirements. The Financial Guidelines for Purchased Services contains more regulations than just those of the SSBG program, as it deals with financial standards governing the application of all federal and state funds utilized to purchase human services through DHS.
OFA shall issue, interpret, and distribute all policies and procedures for the SSBG program. Inquirers shall refer any questions on client eligibility, overall financial guidelines, or other matters of general program policy or procedures to the DHS CFO for interpretation, explanation, and, if necessary, development of revised or additional policies and procedures. Except in an emergency, inquirers must submit such inquiries in writing to the CFO. The CFO will reply in writing or, if replying orally, will confirm in writing. Inquirers should mail inquiries to:
Arkansas Department of Human Services Office of Finance and Administration Donaghey Plaza West, Slot W401 PO. Box 1437 Little Rock, AR 72203-1437
Individuals/divisions requesting a waiver of policy contained in the SSBG Program Manual must submit a formal written request to the DHS CFO or designee for approval. The request must include the following:
Evidence of approval by the Division Director or Agency Director;
Indication of the specific section of policy for which the waiver is requested;
Complete justification for the waiver; and * Indication of the duration for which the waiver is requested.
ARKANSAS DEPARTMENT OF HUMAN SERVICES SOCIAL SERVICES BLOCK GRANT PROGRAM MANUAL
Providers shall determine client eligibility or ineligibility in accordance with the policy and procedures outlined in this Manual.
Every person has the right to apply or re-apply for services. No application or inquiry can be ignored by either providers or DHS representatives.
The distinction between an application and an inquiry is as follows:
An application is the action by which an individual indicates in writing to the provider his/her desire to receive services.
An inquiry is an individual's request for information about available services in the community.
Families and individuals are free to accept or reject services. Acceptance or rejection of a service shall not be a prerequisite for the receipt of any other SSBG services.
A DHS employee or provider shall not on the basis of age, religion, disability, political affiliation, veteran status, sex, race, color, or national origin:
The provider shall inform applicants and clients that services are provided on a non-discriminatory basis and that they have a right to file a complaint with DHS or the Federal Government if discrimination has occurred on the basis of age, religion, disability, political affiliation, veteran status, sex, race, creed, color or national origin.
Applicants or clients, or an individual acting on behalf of an applicant or client, may appeal the denial, reduction, or termination of a service, or failure to act upon a request for service with reasonable promptness.
Interested individuals shall make their first level of appeal to the director of the program where the alleged inequity occurred. If the individual filing the appeal (hereinafter referred to as complainant) receives no satisfaction at the program level, he/she shall send a written request for a hearing to the DHS CFO or designee, P.O. Box 1437, Slot W401 Little Rock, Arkansas 72203. The complainant must submit the written request within 60 days of the program director's ruling and must state, with specificity, the basis for the appeal and the relief sought.
Prior to setting a formal hearing, the CFO or designee shall attempt to resolve the appeal informally. The CFO or designee shall first refer the hearing request to a CSS contract officer.
The contract officer, accompanied by a division representative selected by the division director or designee, shall make initial inquiries into the complainant's situation. The contract officer and division representative shall interview both the provider representative and the complainant and review pertinent records of both. Based on the findings, the contract officer shall compile a report outlining the problems and proposing solutions. The contract officer shall submit the report to the CFO or designee within 15 working days of receipt of the request for a hearing.
The CFO or designee and the division director shall review the report and submit recommendation for resolving the problem to the contract officer within 15 calendar days from date of receipt of the report.
The contract officer shall present the proposed solution to the complainant and provider representative within 5 working days of the date the contract officer received the proposed solution. If the solution is satisfactory to the complainant and provider representative, no formal hearing is required. The contract officer shall obtain the signature of the complainant on the document detailing the proposed solution. Contract officer shall provide copies of the signed document to the complainant, provider representative,
and division representative and shall submit the original signed document to the CFO or designee. CFO or designee shall file the original signed solution in a hearing file.
If the proposed solution from the informal review is not acceptable to the complainant, he/she may file a request for a formal appeal utilizing the Administrative Appeals and Hearings procedure.
The Administrative Appeals and Hearings process provides a mechanism by which an applicant or client may appeal adverse action taken under a program funded through DHS. Complaints which solely assert an objection to federal or state laws or regulations are not subject to appeal under this procedure.
When a complainant wishes to request an administrative hearing, he or she shall do so by submitting a request in writing to the DHS Appeals and Hearings Office. The request must be received by the Appeals and Hearings Office no later than 10 calendar days from the date of complainant's receipt of the informal review decision from the CFO. The complainant shall submit the written request to:
Arkansas Department of Human Services Appeals and Hearings Office P.O. Box 1437, Slot N401 Little Rock, AR 72203-1437
Complainant shall submit a copy of the request to the DHS CFO or designee, as well.
The complainant shall include the following in the appeal request:
A statement of the specific action being appealed;
The reason the complainant believes the action was incorrect;
The specific relief requested.
Upon receipt of a request for a formal hearing, the Appeals and Hearings Office shall request a copy of the client's or applicant's file from the responsible program division.
Note to the program division: The file should contain relevant records which constitute documentary evidence to support the notice of adverse action sent, verification obtained which resulted in the adverse action, relevant correspondence, and any information supplied by the complainant. The file must also contain a Hearing Statement prepared by the program division which summarizes the basis for the adverse action and the position of the division. The Hearing Statement, however, is not original evidence, so complete documentation is required in the file to support the Hearing Statement. The Hearing Statement shall contain the issue as stated by the complainant. The Hearing Statement shall also list the name of the program division representative for the administrative hearing.
Appeals and Hearings Office shall notify the complainant by form notice that he or she has 15 calendar days from the date of the notice to review the Hearing File at the program division or at a specified DHS County Office and to notify the Appeals and Hearings Office of any individuals he or she wishes to subpoena for the administrative hearing.
The program division must advise the Appeals and Hearings Office of any witnesses the program division wishes to have subpoenaed to document the adverse action taken. The reverse side of the Hearing Statement provides space to request subpoenas for witnesses. Appropriate program division employees shall attend administrative hearings without being subpoenaed.
The Appeals and Hearings Office shall notify the program division of any witnesses the complainant has requested to be subpoenaed. The program division representative shall have 5 calendar days from the receipt of this notice to request subpoenas for rebuttal witnesses.
After the time has expired for subpoenaing witnesses, the hearing officer shall schedule the hearing to afford the parties, and attorneys, if any, at least 10 calendar days notice of the date, place, and time of the hearing. The scheduling letter shall also contain the name of the hearing officer who will conduct the hearing. In the event any party cannot attend the hearing for good cause, the party may request that the hearing be rescheduled. The hearing officer may reschedule the hearing upon a showing of good cause.
The hearing will normally be held at the DHS Appeals and Hearings Office in Little Rock. It may be held at a DHS County Office upon request made to the hearing officer.
The program division representative shall be familiar with the case and be able to answer pertinent questions relating to the issue at hand. The program division representative shall be prepared to cross-examine adverse witnesses. The program division representative may request legal assistance when preparing for the hearing and may also request representation at the hearing by written request directed to the DHS Chief Counsel.
A hearing officer from the DHS Appeals and Hearings Office will conduct the hearing. No person who had any part in the decision being appealed may serve as the hearing officer. The complainant may secure representation by a friend, attorney, or other designated representative. The hearing officer shall conduct the hearing in an informal but orderly and controlled manner.
The hearing officer shall explain the hearing procedure to the parties. The program division representative shall read the Hearing Statement. The complainant may also present an opening statement.
The complainant has the burden of proving whatever facts it must establish to sustain its position by a preponderance of the evidence. The program division shall present its case first, which includes presenting evidence and questioning witnesses. The complainant shall then present his/her case. He/she may do so with the aid of others. The hearing officer shall give the complainant opportunity to present witnesses, to advance arguments, to offer additional evidence, and to question or refute any testimony or evidence. The hearing officer shall allow the complainant to question the program division representative and to confront and cross-examine any adverse witnesses. Questioning of parties and witnesses shall be confined to the issues involved. All relevant evidence may be presented as directed by the hearing officer. The hearing officer may question any party or witness.
If the complainant fails to appear for the hearing and does not contact the Appeals and Hearings Office prior to the date of the hearing of his/her inability to attend, the appeal will be considered abandoned.
The hearing officer shall prepare a Final Order based on a comprehensive report of the proceedings, in a format consisting of an Introduction, Findings of Fact, Conclusions of Law and a Decision. The Appeals and Hearings Office shall issue the Final Order within 90 calendar days from the receipt of the appeal. The hearing officer may shorten the time when appropriate upon good cause demonstrated by a party to the proceeding.
If the complainant is not satisfied with the decision of the Appeals and Hearings Office, he or she has the right to judicial review under the Arkansas Administrative Procedures Act, Ark. Code Ann. § 25-15-212 as amended. The complainant must file the petition in an appropriate Circuit Court within 30 calendar days from the date he/she received the Final Order of the Appeals and Hearings Office. The Court will serve copies of the petition on the program division, the DHS Appeals and Hearings Office, and any other parties of record in a manner authorized under the Arkansas Rules of Civil Procedure.
DHS and providers shall keep all applicants and client records confidential and in a secure file. They shall not disclose information in case records for any purpose other than:
To authorize services to the individual;
To share information among professional staff involved in the program of services for the individual, or
To respond to requests by DHS and representatives of the federal government involved in the administration of the SSBG program.
DHS and providers shall retain applicant/client records for a period of 5 years from the date of expiration or termination of the SSBG contract under which services are provided. If an audit is in process at the end of the 5-year period, they shall retain the records until the resolution of the audit.
Under Title XIX (Medicaid) Regulations, which are applicable to the state Medicaid program, a long term care facility may accept only those persons
"whose needs can be met by the facility directly or in cooperation with community resources or other providers of care with which it is affiliated or has contact." Residents of long term care facilities are accepted as residents by such facilities for the purpose of meeting the health and rehabilitation needs of the resident which cannot be met except by residence in such facilities or institutions. Once accepted, the facility must provide services to meet the specific needs of the resident based on his/her individual plan of care. Once a patient has been admitted to a Title XIX long term care facility, the Title XIX vendor payment (with required resident cost sharing payments) is considered to be payment in full for services required to be provided by the Nursing Facility or Intermediate Care Facility for the Mentally Retarded not otherwise covered as ancillary services by Medicaid.
The term "nursing facility" means an institution (or distinct part of an institution) which is engaged in providing to residents:
Skilled nursing care and related services for residents who require medical or nursing care,
Rehabilitation services for the rehabilitation of injured, disabled, or sick persons, or
On a regular basis, health related care and services to individuals who because of their mental or physical condition require care and services (above the level of room and board) which can be made available to them only through institutional facilities and is not primarily for the care and treatment of mental diseases.
Medicaid regulations also spell out the responsibilities of these facilities for providing certain services as a condition of certification. These include specialized and supportive rehabilitative services, social services as needed by the resident, and an activities program designed to encourage restoration to self-care and maintenance.
Such services are, therefore, the responsibility of the Title XIX facility and must be provided by the facility under its Title XIX program, not from SSBG funds. Any costs of such services which are not reimbursable through other provisions of the Medicaid program must be paid from the Title XIX vendor payment. For this reason, no authorization or payment may be made under SSBG for services to individuals receiving a Title XIX vendor payment.
SSBG funds may not be used to purchase services for inmates of a jail or prison if:
The service is the inherent responsibility of the facility, such as food, shelter, clothing, general maintenance and administration (including the determination function), general supervision and personal care; or
The activities are intrinsic to the purpose of the facility as determined by facility charter, state law or standards, relevant licensing or certification requirements, or federal or state court decisions.
If a service does not involve the prohibitions stated above, it could be purchased under SSBG for individuals living in a jail or prison.
Examples of services which might be provided under SSBG to inmates of a jail or prison include mental health services, special services to a blind or disabled inmate, and other similar services which would provide services to the inmate beyond the inherent responsibilities of the institution.
Individuals desiring to apply for direct services delivered by DHS divisions or offices must do so at the appropriate DHS division/office.
To apply for purchased services, he/she must apply at the office of the SSBG provider from whom the individual wishes to receive services. The applicant is responsible for the completion of all application documents; however, the provider representative shall provide assistance in the completion of such application forms upon request.
Providers shall take reasonable steps to ensure that applicants with limited English proficiency have meaningful access to the programs, services, and information available..
IMPORTANT:The use of alternate forms from those specified in this Manual may be used only upon the approval of the DHS CFO prior to their usage.
Except in the following cases, applications must be made on the
Application for Social Services Block Grant Services (Form DHS-0100)
(see Appendix E):
* Family support/reunification,
* Prevention or remedy of abuse, neglect or exploitation of children,
* Crisis intervention with children and families, or
* Assistance to adoptive and extended families at risk or in crisis.
This includes all court ordered services with regard to child safety/protection and family support. Appropriate documentation (court order, referrals, etc.) must be on file with the provider.
NOTE:
In those circumstances where a division authorizes the service by way of a referral or a case plan and the provider does not secure a Form DHS-0100, it is the responsibility of the division and/or the provider to ensure that those service recipients are SSBG-eligible.
If the service requires a Form DHS-0100 and the individual for whom the services are requested is under age 18, the application must be signed by a parent or guardian unless the individual is considered an emancipated minor. If an adult has a legally appointed guardian or custodian, the guardian or custodian must sign the application. In both of these cases, the provider representative shall advise the parent or guardian that he/she is responsible for notifying DHS of changes in circumstances and performing other responsibilities of the client.
Form DHS-0100 advises the applicant of his/her rights and his/her responsibility to give accurate information for determination of eligibility. The provider representative assisting with the application shall explain these rights and responsibilities to the applicant. The provider representative shall determine eligibility on the basis of the applicants' statements (referred to as the declaration method).
An authorized representative is someone designated by the client, in writing, to act on his/her behalf.
In order to establish a client's eligibility for SSBG services, the person acting as authorized representative must be knowledgeable of the client's living arrangements and income. A provider representative or employee may not act as an authorized representative unless the individual has legal custody of the client.
An individual under age 18 shall be considered emancipated and allowed to sign the application if the individual is:
The provider representative shall document in the case record the reason for considering a minor emancipated.
The provider representative shall complete the following tasks during the application interview:
The provider shall rely upon the applicant as the primary source of information. However, when the applicant is unable to provide essential information, the provider shall assist in obtaining any necessary verification.
During the initial application interview the applicant shall complete the Form DHS-0100. The provider representative may assist the applicant in completing the application upon the applicant's request. In certain situations, the provider representative may actually complete the application rather than the applicant, as indicated above. Upon completion of the Form DHS-0100, the provider representative shall give a copy of the form to the applicant, guardian, or authorized representative as a record of the application and retain the original application in the client's record.
When the information presented by the applicant or his/her representative during the first interview establishes that the applicant is ineligible, the provider representative shall deny the application immediately. Provider representative shall complete and give or send to the applicant the Notice of Action to Applicants for and Recipients of SSBG Services (Form DHS-0160). Provider representative shall maintain a copy of the Form DHS-0160 in the client's record.
The provider representative may make a home visit if necessary to establish eligibility. Provider representative shall record in the case narrative the fact that a home visit has been made and shall identify the additional information acquired to support eligibility.
Collateral information is evidence provided by written documents or by persons other than the applicant.
The provider representative shall obtain applicant's signature on a Consent for Release of Information form before attempting to secure information from a collateral source. The consent form must specify the information needed and the name(s) of the collateral source(s). If an applicant refuses to sign a consent form and collateral information must be obtained, provider representative shall refer to Section 4140.B.
The provider representative shall check records or conduct inquiries by correspondence only when information can best be obtained in these ways. Provider representative shall avoid routine record checking or correspondence which will not likely bring forth additional information needed to establish eligibility.
The provider representative shall dispose of the application within 30 days from the date of application by approval, denial or withdrawal.
When action on an application has been delayed because of the provider, the provider shall notify the applicant, using the Form DHS-0160, by the 20th day following the date of application of the reason for the delay and of his/her right to an appeal.
If the applicant has been instructed to provide information to clear eligibility but fails to do so, the provider representative shall notify the applicant, using the Form DHS-0160, by the 20th day of the exact reason for the delay and shall explain that he/she has 10 days from the date of the notification to provide information to clear the remaining eligibility factor(s) or the application shall be denied. If the applicant notifies the provider representative that he/she is unable to provide essential information, the provider representative shall assist in obtaining the information, but the application must still be disposed of within 30 days. Provider representative need not send a second Form DHS-0160 announcing the final action.
By Arkansas law, only a natural, adoptive, or court determined (such as an illegitimacy case) parent is legally responsible for his/her children.
Spouses are legally responsible for each other and shall be considered as a part of the same eligibility unit unless they reside in separate households (e.g., one spouse resides in a supervised living facility).
In a stepparent situation (husband, wife, children of one parent but not the other, and possibly children of the current marriage), the entire group is considered one eligibility/fee assessment unit since each child is living with an adult legally responsible for his/her care.
If a child is placed in day care to enable the employment, training or education of a relative who has physical custody, the child will be considered a part of the relative's eligibility unit even though the relative may not be legally responsible for the child's care.
The provider representative must document in the client record that each eligibility requirement has been met before services may be provided. These points of eligibility include:
The following are categories under which applicants may receive SSBG services.
Appropriate documentation (court order, referral, etc.) must be in the client's record on file with the provider.
This category shall be used to establish eligibility for clients of DYS who fall into the priority target population of DYS. Youth in this category are eligible regardless of financial status; however, documentation must exist in the provider's case record that the youth is either a delinquent or FINS, or at risk when referred by parent or guardian, law enforcement, school, or mental health professional. This category may only be used by DYS providers who provide Substitute Care for Youth and Non-residential Services for Youth.
The required documentation for status eligibility is a written referral for the youth to the provider for services by the courts, a law enforcement agency, a parent or guardian, a school, a mental health professional, or the Division of Youth Services. The written referral must include the following information: date, name or ID number of youth, referring justice system agency, statement of problem/reason for referral, signature and title. This documentation must be retained in the provider's file.
Eligibility for SSBG based on income is determined by income and family size of the eligibility unit of the primary client, using the following income scale:
1988 Gross Median Income, 60% Scale:
Family Size | Annual Income | Monthly Income |
1 | $12,018 | $1,002 |
2 | $15,716 | $1,310 |
3 | $19,414 | $1,618 |
4 | $23,112 | $1,926 |
5 | $26,810 | $2,234 |
6 | $30,508 | $2,542 |
7 | $31,201 | $2,600 |
8 | $31,895 | $2,658 |
9 | $32,588 | $2,716 |
10 | $33,281 | $2,773 |
For over 10 family members, add $693 to the annual income for a family size of 10 for each additional member.
The amount of any currently available income not specifically excluded must be determined and considered.
The applicant's statement shall normally be sufficient verification of income. However, the provider representative is expected to act as a prudent person and to make additional investigation when the applicant's statements are unclear, incomplete, or contradictory, or when he/she has reasonable grounds for believing that the statements are incorrect. This is not intended to mean that the provider representative should require routine verification of income for all clients or any group of clients, but only that the provider representative shall make an additional investigation when the circumstances of the particular case give reasonable grounds for believing that the applicant's statements are not indicative of his/her true situation. In such cases, the provider representative shall first seek clarification from the applicant. If the applicant cannot resolve the matter, contact with collaterals may be necessary with the applicant's permission. If the applicant does not wish collaterals to be contacted, he/she has the option of terminating his/her application or providing sufficient information to resolve the problem within the 30 day time limit for disposing of the application.
The following are three examples of situations in which a provider representative would be expected to investigate further in order to be considered prudent:
If an applicant claims to be employed full-time in order to receive day care for his/her children, but claims to have income significantly below the minimum wage, the provider representative would be expected to investigate further.
If the income or family size of an applicant changes drastically without explanation between reevaluations or shortly after services were denied, the provider representative would be expected to investigate further.
If an applicant claims to be unemployed or under employed and yet maintains a standard of living beyond his/her means (e.g., maintaining an apartment on no income) without a reasonable explanation, the provider representative would be expected to investigate further.
The provider representative shall determine the monthly gross amount of any earnings from employment. He/she shall compute the monthly gross income by multiplying weekly earnings by 4 1/3, bi-weekly earnings by 2 1/6, or semi-monthly earnings by 2. If the earnings fluctuate, the provider representative shall determine, by averaging or other means, an amount which fairly reflects the income actually currently available to the applicant on a monthly basis. The provider representative shall retain the computation of earnings in the client's file to support the earnings reflected on the application or the re-evaluation.
Provider representative shall determine the monthly amount of any unearned income not disregarded. Verification shall be by the applicant's statement.
Social Security benefits are paid upon retirement, disability, or death of a covered wage earner. Retirement benefits are payable at age 62.
Social Security disability benefits are payable at any age. A wife or widow is eligible at any age if there are minor children of the wage earner living in the home. An individual may receive a child benefit at any age if incapacitated prior to age 21. All unmarried minor children of a wage earner are covered, even though the wage earner and the mother of the children were later separated or divorced. Illegitimate children may be covered if the wage earner can be established as the parent.
Railroad Retirement Benefits are paid to individuals and spouses covered under the Railroad Retirement Act. An individual may receive both
Railroad Retirement and Social Security, if covered under both programs, and the wife of a Railroad Retirement beneficiary may receive a wife's benefit while drawing Social Security.
In addition to determining financial eligibility, the provider representative must establish the need for the service(s) to be rendered under SSBG. Service need is a state agency requirement with certain federally mandated elements. Its purpose is to insure that funds are expended only for services to eligible clients which are needed by the client to alleviate some problem or condition. At the same time, it is recognized that in the wide range of services provided under SSBG, there will be many types of service need, some of which are less obvious than others. For example, the fact that an elderly individual has neighbors, friends, or family with whom he/she could socialize does not mean that he/she cannot benefit from an organized program of activities in a senior citizen center among persons of his/her own age group. In almost all cases, the determination of service need will involve some judgment on the part of the provider representative.
Service need consists of three separate but interrelated requirements which are outlined individually below.
Except in protective services or DCFS custody situations, services shall be provided only to clients who voluntarily request the service. For protective services cases, a dated agency record documenting the circumstance of actual or potential abuse, neglect, or exploitation of a child or adult shall be used in place of a voluntary request for services.
Specific requirements may be imposed for the receipt of individual services by the applicable SSBG Program Manual Service Chapter. For example, to receive the service "Special Services for the Disabled - Work Activity" an individual must have a developmental disability as defined in the Glossary and be twenty-one years old or older or have completed public school.
A narrative entry or problem statement on Form DHS-0100 stating that a particular service is being provided to meet a specific need of the person shall be taken as certification that the person meets all service need requirements for that service. Providers shall maintain sufficient records to show that they have provided services under SSBG only to the persons specified in their contract and eligible for the service under the SSBG Program Manual.
Services must be directed toward one of the five statutory SSBG goals. A narrative entry or a statement by the provider representative on the Form DHS-0100 stating the statutory goal and the services needed (or a referral or court order, under allowable circumstances) shall be regarded as sufficient verification of individual service need.
Beyond this requirement, the determination of service need shall be left to the judgment of the provider representative. It is preferable from a program standpoint to provide services in borderline cases rather than risk denying services to clients who could benefit from them.
Clients who have voluntarily requested SSBG services and who meet financial eligibility requirements should not be denied services on the basis of service need unless it is obvious that the individual could receive no possible benefit from the services requested.
Service need must be established in accordance with the following statutory goals:
With SSBG funding, DHS provides social services to eligible individuals and families throughout the State. These services are provided directly and through public or private community based service providers. All services are available statewide.
The following major categories of services are offered by DHS through SSBG, numerically by SSBG code:
SSBG CODE | SSBG TITLE | DHS CODE | DHS TITLE |
02 | Case Management | 02 | Case Management |
03 | Congregate Meals | 36 | Congregate Meals |
04 | Counseling Services | 29 | Mental Health Services |
43 | Mental Health Services, Add'l Units | ||
05 | Day Care- Adults | 05 | Day Care for Adults |
06 | Day Care - Children | 30 | Day Services for Developmentally Disabled Children |
07 | Education and Training Services | 26 | Training and Education Services |
08 | Employment Services | 22 | Supportive Services for the Blind |
13 | Home-Based Services | 03 | Chore Services |
14 | Home-Delivered Meals | 12 | Home-Delivered Meals |
16 | Independent/Transitional Living Services | 52 | Substitute Care for Youth, Add'l Units |
18 | Legal Services | 35 | Coordinated Court Services |
38 | Supportive Services for Children and Families | ||
20 | Prevention & Intervention | 54 | Community Integration Services |
55 | Supportive Services for Children and Families, Add'l Units | ||
21 | Protective Services--Adults | 17 | Protective Services for Adults |
22 | Protective Services--Children | 18 | Protective Services for Children |
23 | Recreation Services | 21 | Socialization & Recreation Services |
24 | Residential Treatment | 24 | Substitute Care for Children |
42 | Substitute Care for Youth | ||
23 | Special Services for the Disabled | ||
46 | Developmentally Disabled Services | ||
25 | Special Services--Disabled | 50 | Supported Living Services |
53 | Developmentally Disabled Services, Add'l Units | ||
20 | Non-residential Services for Youth | ||
26 | Special Services--Youth at Risk | 33 | Interstate Compact on Juveniles |
51 | Non-residential Services for Youth, Add'l Units | ||
27 | Substance Abuse Services | 25 | Supervised Living Services |
28 | Transportation | 27 | Transportation Services |
Appendix B - List of Service Codes and Unit Codes provides the major categories of services and their respective units.
Appendix C - Service Chapters provides a complete listing of service names, definitions, divisions offering the service, methods of delivery, eligible categories, allowable components, statutory goal(s) toward which services are rendered, and special notes relative to the service.
The individual with or for whom a plan is developed and a goal is set is considered to be the primary client; however, the service plan must take into account the relation of his/her needs to the functioning of his/her family as a whole. Services to families and individuals must be in accord with plans developed in cooperation with the client. They must be responsive to the needs of each individual within the family, while taking into account the relation of individual needs to the functioning of the family as a whole. They must also be related to the goals and objectives as previously described.
Frequently, the service provided to the primary client will have an effect on other members of the family; however, no other family member becomes a primary client unless he/she requires service(s) and a specific goal is set with him/her.
Individual service plans should set objectives which are realistic and attainable within a specified period of time, usually one year. Only one goal may be established for a primary client at any given point in time, although goals may change to reflect changes in the client's situation.
Although only one goal is established at a given time for a primary client, one or more barriers may prevent him or her from attaining that goal; thus, one or more services may be required.
By Federal law, each individual applying for or receiving services funded by SSBG must be a U.S. citizen or have lawful alien status. Applicants shall certify in this regard on the Form DHS-0100.
The applicant must also be presently residing in Arkansas and must intend to make Arkansas his/her home. No specific duration of residence is required. If the applicant has the present intention to make the state his/her home, his/her eligibility will not be affected by the fact that he/she intends to leave the state at some future time. Residence is not affected by temporary absence from the state.
When all eligibility requirements have been established, the provider representative shall record any pertinent information in the client record (information included on forms need not be repeated).
When denying an application, the provider representative shall:
When an applicant requests his/her application be withdrawn, the provider representative shall:
If a service must be denied because of unavailability or lack of resources and the applicant is eligible for the service, the provider shall deny the application on Form DHS-0160 with the reason cited as "Service Not Available." If the service is available from another provider, the provider representative should refer the applicant to the other provider.
When applications are approved within 30 days of the date the application was signed, the applicant is eligible as of the date of signature, provided that it is established that the client was eligible as of that date. The effective date may not be prior to the date of application (date of signature).
The effective date will be the date of approval for applications not processed within 30 days of the date of application.
Notwithstanding any other provision of this Manual, the CFO or designee,
may authorize retroactive eligibility for any time period for any client or group of clients whom he/she finds were improperly deprived of services under the SSBG program.
DHS has a continuing responsibility to provide services for eligible clients as adequately as funds will permit and to insure that no ineligible client continues to receive services.
The provider and the client have the responsibility to insure that information upon which a client's eligibility is based is current and complete.
Client (or provider representative, when allowable) shall complete a new application at intervals of no greater than 12 months.
The SSBG provider representative shall:
The client shall provide complete and correct information concerning his/her situation at any time it is requested by the provider.
The client shall also report to the provider any change that affects his/her eligibility within 5 days of the date the change occurs.
A re-evaluation involves the re-determination of all eligibility requirements, using the Form DHS-0100, when applicable. Each requirement must be met and recorded in the client record.
Provider representative may schedule re-evaluations as necessary at any time within the 12 month time limit. However, provider representative shall schedule the re-evaluation no later than the 11th month so that any action necessary to complete the re-evaluation may be accomplished before the expiration of the 12 month time limit or before the end of the 11th month if the client is to continue eligibility.
A client found financially ineligible to receive services may continue to receive services until the end of the month in which the determination is made. If the advance notice period extends into the following month, the client may continue to receive services until the end of the month in which the case is closed.
The provider representative shall conduct a personal interview with the client. The provider representative shall make a home visit only when necessary.
During the re-evaluation interview, the provider representative shall:
After the re-evaluation interview, the provider representative shall:
NOTE: In those circumstances under which the Form DHS-0100 is not required, provider shall review and document in the record the client's continued eligibility for the service.
The client has the primary responsibility for reporting any change affecting eligibility within five days of the date the change occurs so that the provider representative can initiate the appropriate case action(s).
At any time the provider has factual information regarding a change affecting eligibility, the provider shall make an investigation and shall take any appropriate action(s) within 30 days.
When the provider representative proposes to terminate or reduce services, he/she shall complete a Form DHS-0160, giving full details of the pending action, and mail it to the client at least 10 days prior to the anticipated date of action. The provider representative shall send a notice if any service is discontinued, even though other services may be continued.
If the termination or reduction in service meets one of the conditions set out in Section 4630.B. advance notice is not required; the case may be closed the same day the Form DHS-0160 is completed.
If the termination or reduction in service meets one of the conditions set forth in Section 4630.C. noForm DHS-0160 is required.
When the provider representative has obtained factual information that indicates that services should be terminated or reduced because of probable fraud of the client, and such factual information has been verified (when possible through collateral sources), the provider representative need give only a 5-day advance notice.
If advance notice is sent to a client due to failure to re-evaluate and a Form DHS-0100 is received showing the client to be ineligible for services, then the provider representative must send a second Form DHS-0160 and give another advance notice, unless the situation meets one of the conditions set out in Sections 4630.B. or 4630.C.
Providers may substitute a computer generated notice of action, or other alternate form, for the Form DHS-0160 with prior approval of the text by the DHS CFO or designee.
Provider must send a Form DHS-0160 but advance notice is not required when:
health or property of other clients or provider staff.
Provider need NOT send a Form DHS-0160 when:
When no notice is sent to a client in accordance with one of the conditions set out above, the provider representative must document the situation in the client's case record.
The client shall notify the provider within 5 days of any change of address. The provider representative should also be alert for other changes which may be indicated by a change of address.
A client statement of changes in income shall be sufficient verification of a client's income. A statement shall also be sufficient to verify non-receipt or discontinuance of income.
The provider is responsible for continuous assessment of the service plan including the appropriateness of services being rendered, barriers, and the goal to be achieved. At a minimum, the provider representative must review the service plan once every 12 months or when information is made known that requires a change in the service plan. Cases should remain open only when planned activity is taking place with respect to goal achievement or to maintaining a client in a goal status where barriers are being controlled.
When a purchased service is terminated by the provider, the provider shall:
When a case is closed, the client is eligible to receive services until the last day of the month in which the action is taken. If the advance notice is given in one month but the advance notice period extends into the following month, the client is eligible until the last day of the month in which the case is actually closed.
A provider may close a client's case when a client's behavior is disruptive to the delivery of services to other clients in the program. Prior to closing the case, the provider must give the client or his/her parent or guardian, when appropriate, a written warning stating that his/her behavior is disruptive to the program and that services will be terminated if the disruptive behavior is not corrected. This warning should include specific examples of disruptive behavior and changes the client can make in order to remain in the program. The provider must send the warning at least 10 days prior to initiating closure of the case.
If the disruptive behavior has not changed within 10 days, the provider must send Form DHS-0160 giving the client 10 days advance notice that his/her case will be closed. Whenever possible, the provider should assist the client in finding an appropriate source for needed services.
If a client exhibits behavior that threatens the life, health or property of other clients or provider staff, provider may close his/her case immediately by documenting the client's violent behavior in the client record and notifying the client of termination of services on Form DHS-0160. No advance notice is required.
If the funding source for a service is changed and services continue uninterrupted, provider need not send a Form DHS-0160 to the client; however, a narrative entry should be made in the client's record noting the change.
A change in funding source may be made temporarily (e.g., at the end of the contract year when SSBG funds are exhausted). If a re-determination of eligibility becomes overdue during the period that services are provided through another funding source, the provider shall consider the case closed and the client must reapply for services using the Form DHS-0100 if SSBG services are to be reinstated. If the period for which eligibility has been certified has not ended, the provider may re-instate the SSBG eligibility with only a narrative entry in the client's case record, in which case the re-evaluation due date will remain unchanged. During the period that services are provided under another funding source, the client's responsibility to report changes of status that may affect eligibility continues.
If a case is closed or services are reduced while services are being provided under another funding source, the policies and procedures governing that funding source will apply and it is not be necessary for the provider to send the Form DHS-0160.
Providers shall maintain an accurate and current individual client record at the facility in a readily accessible location for each client determined eligible. The record must contain the following completed forms, at a minimum, unless exempted from this requirement:
To ensure compliance with SSBG eligibility requirements, CSS staff shall conduct a minimum of one contract review on every SSBG-funded DHS contract that exceeds $5,000 for the state fiscal year. CSS staff shall review a sample of client records for completeness and accuracy, verify the eligibility factors, and review the contractor's documentation supporting the units of services billed for a given period.
Exceptions to this requirement may be granted only upon a waiver from the DHS CFO.
Arkansas does not assess fees from clients for services provided.
The following financial guidelines are in addition to those published in the Financial Guidelines for Purchased Services and, taken together, provide the rules and regulations governing the SSBG funds administered by DHS.
Agreements for SSBG purchase of services in the State of Arkansas are normally required to be matched from state and/or local funds at a rate of 25 percent of the total contracted amount, unless otherwise specified in the official allocation.
The standard matching requirement may be increased or decreased for particular services if requested by the DHS division/office responsible for the service and approved by the DHS CFO.
See Section 3700 of the Financial Guidelines for Purchased Services for regulations regarding matching funds.
In accordance with Section 3740 of the Financial Guidelines for Purchased Services, the following funds are not allowable for matching:
Federal funds, except when the federal legislation appropriating funds specifically allows them to be used as the local matching share for other federal programs
Costs or values of third party-in-kind contributions if they have been or will be used towards satisfying a matching requirement of another grant or award of federal funds
Structured voluntary contributions from clients, unless prior written approval for their use as match has been obtained from the DHS CFO or designee
Program-related income (income generated by sale of services or products produced by clients), unless other provisions of the agreement permit using this kind of income to meet matching requirements
Funds of other state programs when the state program does not permit the funds to be used as match
The same funds used to match other state and federal programs
An agency may donate property or the use of property to a provider to be considered as match. If title to the property is donated, the fair market value of the property may be considered as match. If the use of property or equipment is donated, the fair rental value may be considered as match. See Section 7237 of the Financial Guidelines for Purchased Services for the acceptable methods of establishing fair rental or fair market value.
DHS may not receive more than 25 percent of the total federal fiscal year's SSBG funds per quarter on a cumulative basis. In order to be able to maintain payment capabilities to all providers, DHS requires that payments to individual providers be limited by quarter.
See Section 3100 of the Financial Guidelines for Purchased Services for information on allowable reimbursement methodologies.
Advance payment is not allowable under SSBG funding.
In addition to the unallowable costs listed in Section 7300 of the Financial Guidelines for Purchased Services, the following are unallowable expenditures under SSBG funding:
construction, or permanent improvement of any building or other facility;
Suicide Funding Restriction Act of 1997 (42 U.S.C. 14401 et seq.); or
The provider may only post suggested contribution schedules or distribute schedules to clients if authorized in writing by the DHS CFO. Approval for provider posting and distributing of such schedules shall comply with DHS requirements, including but not limited to the following:
Billing for absentee client provisions apply only to fixed enrollment service programs for which an enrollment limitation is specified. Clients may be temporarily absent from the program because of illness or some reason connected with the plan of service. The intent of the absentee billing policy is to avoid penalizing either the client (by the provider filling the client's slot in the program due to the client's temporary absence) or the provider (by not allowing reimbursement for the client's slot while it is held open pending the client's return). The facility must be open and the services must be available before absentee billing is allowable. Programs affected by this policy include day service centers, adult day care programs, residential facilities providing substitute care for children or youth, and supervised living services for adults.
For programs normally operating five days a week, billing for clients who are temporarily absent may continue until the client has been absent for 10 consecutive program days regardless of the calendar month(s) involved. Note, however, that certain programs may have more restrictive policies that supersede this subsection.
For residential programs operating seven days a week, billing for clients who are temporarily absent may continue until the client has been absent for 14 consecutive program days regardless of the calendar month(s) involved. Note, however, that certain programs may have more restrictive policies that supersede this subsection.
Absences from a residential program which are a part of the client's service plan (such as a home visit) are not counted as absences for billing purposes.
Billing for absentee clients is not permitted for those providers whose service programs are planned to serve different clients on different days. Absentee billing is also not permitted when a facility has negotiated a unit rate based on average daily attendance or when a utilization factor has been added with the intent of offsetting absences.
Billing for absentee clients is allowable only when there is a reasonable expectation the client will return to the program following the specified period of necessary absence. If the client is either discharged or leaves a facility and is not expected to return, billing must cease on the date the client leaves the facility.
If a subcontractor performs some or all of the contracted services for a provider, absentee billing will be permitted only to the extent that the provider is required to and actually does make payment to the subcontractor.
The provider must document the reason for each instance of billing for an absent client. The client's name and days absent are minimum requirements. Furthermore, certain programs may require additional documentation.
Since providers delivering services on a daily basis may suffer financial losses when centers do not open because of inclement weather, a policy has been developed allowing the provider to submit billing for these situations. Inclement weather billing policy differs from absentee billing policy in that it is applied when the center must close, while absentee billing takes place when the center is open and one or more clients fail to attend.
Providers may apply inclement weather billing policy only if they deliver services to clients who must travel to and from a center on a daily basis. Providers serving clients on a fixed enrollment basis shall bill for the total number of contracted program slots. Providers serving clients NOT on a fixed enrollment basis shall bill for the average number of slots normally billed.
Billing for inclement weather is not allowable for DDS services.
Providers may bill for a maximum of five days in a calendar month and for up to 15 days in a calendar year. Providers may apply inclement weather billing policy only when public schools in the provider's area of service have been forced to close because of inclement weather. (This does not mean that a provider must close when local schools close.)
If the provider's service area covers more than one public school district and not all of those districts close because of inclement weather, the provider will still have the option of closing the center; however, if clients are able to travel to and from the center, the provider is expected to open the center.
Before closing, provider should make every effort to discuss the situation with the DHS division or agency representative to determine alternatives to closing.
In certain cases, it may be necessary for a provider to close because of inclement weather even when local public schools remain open, or the provider may be forced to exceed the limitation on days stated in the above inclement weather policy. In these situations, the provider must request and receive special authorization to bill for additional inclement weather days from the DHS CFO or designee.
Funding (Form DHS-0145)
The provider shall complete the Form DHS-0145, at the end of each billing period. The first page of this form summarizes:
By multiplying the units of service times the rate for each service, the provider can arrive at the amount due for services provided during the billing period.
The second and subsequent pages of the Form DHS-0145 detail the services by client and include client data.
The contractor shall send the Form DHS-0145 to the division/office with which the contractor has a legal agreement unless the contractor has been given other instructions. (See Chapter Thirteen of the Contract Manual for invoicing procedures.)
DAAS, DBHS, DCFS, DDS, DSB, DYS, ARS, and SCC have function-specific variances approved for use as an alternative to the Form DHS-0145 by which to invoice and report clients served and units of service provided.
Any other proposed alternative billing method requires explicit waiver from DHS CFO.
The provider shall complete monthly billing for each client on a Form DHS-0145 as usual, with units billed for normal operation entered as usual. Provider shall show units billed under the inclement weather policy separately and as follows:
Enter the service code and description of service again immediately below the line showing normal billing;
Complete the Number of Units section showing total units billed under this policy; and
Enter the letter "W in the column headed by an * to identify units billed in this manner.
When local schools are closed and the number of allowable days has not been exceeded, the following applies:
When local schools are open and the provider determines that, due to the weather conditions, closure of the facility is required or when the number of allowable days has been exceeded, the following applies:
In addition to the Form DHS-0145 described above, a provider billing under actual cost reimbursement must submit a letter bill indicating what allowable expenditures were made during the month and the number of service units provided for each service. The provider shall divide the total allowable expenditure for each service by the number of units of that service to determine the unit rate for that billing period. The provider shall sign and date the letter and submit it to the division/office with which the contractor has a legal agreement unless the contractor has been given other instructions.
If Medicare, Medicaid, private insurance, or any other source of third party payment for an SSBG client is available, those sources must first be exhausted. Providers must make every effort to utilize Medicaid whenever possible. Providers shall document the exhaustion of such benefits in the client's case record. (Protective Service cases are exempt from this requirement.)
If the source of third party recovery reimburses only a portion of the cost of an SSBG service, the provider shall bill to SSBG only that portion not covered by the third party source.
If provider receives an SSBG overpayment or SSBG duplicate payment, the provider must promptly report that fact to CSS. DHS shall make an adjustment on the next month's payment and initiate recoupment and/or appropriate audit activity, if necessary.
APPENDIX A GLOSSARY OF TERMS
Adult: By legal definition, an adult is an individual who is 18 years of age or over or an emancipated minor.
Adult, Single: See Single Adult.
Alcohol Abuse: Alcohol abuse is excessive use of or dependency on alcoholic beverages or the use of alcoholic beverages to the extent that health is substantially impaired or endangered or social or economic functioning is substantially disrupted.
Blindness: Legal blindness is the condition in which visual acuity does not exceed 20/200 in the better eye with best correction or in which the field of vision is restricted to 20 degrees or less. Casework services may be extended to individuals with conditions involving progressive visual loss or a progressive eye disorder that will result in blindness.
Child: A child is an individual between birth and 18 years of age unless the individual has been emancipated. Individuals between 18 and 21 may be considered children in order to receive certain specified services, including:
Substitute Care for Children, for foster children under 21 when in school or training, in specialized foster care, in a residential treatment facility, or in a therapeutic foster care situation;
Substitute Care for Youth, for individuals ages 8 through 18.
Children, Foster: See Foster Children.
Client, Primary: See Section 4210 (A.)
Deafness and Hearing Impairment: This refers to severe irreversible damage to the sensor neural and/or cortical structures of the ear necessary for normal hearing which has been present since birth or from the formative years and is not amenable to current medical or surgical treatment. The loss of functional hearing is of such magnitude as to severely impede or preclude the ability to hear conversational speech, as well as most information messages conveyed through sound, both vocal and non vocal.
Delinquent Youth: Delinquent youth are youth adjudicated as delinquent or youth referred by an official of the justice system because of an alleged delinquent act or a pattern of delinquent acts.
Developmental Disabilities: This refers to any one or a combination of conditions which has continued or can be expected to continue indefinitely related to autism, cerebral palsy, epilepsy, and mental retardation (or a person who functions like a person with mental retardation) existing from birth or as a result of illness, accident, or unknown cause prior to the age of 22.
Disabled/Handicapped: This term is used to describe any individual who has a physical or mental condition which substantially limits one or more of such person's major life activities, who has a record of such impairment, or who is regarded as having such impairment (includes alcohol and drug dependence).
Drug Abuse: Drug abuse is a physical or psychological condition characterized by excessive abuse of or dependency on drugs with increasing detachment from the normal assumption of responsibility for personal needs and those of dependents.
Emancipated Minor: See Section 4210 (D.)
Estimate of Expenditures: This includes all proposed costs for services including outlay for staff, purchase of supplies, and other administrative costs.
Family in Need of Services (FINS): This pertains to any family whose juvenile shows evidence of behavior which includes, but is not limited to, the following:
Being habitually and without justification absent from school while subject to compulsory school attendance;
Being habitually disobedient to the reasonable and lawful commands of his parent, guardian, or custodian; or
Having absented himself from his home without sufficient cause, permission, or justification.
Foster Children: Foster children are those for whom DHS has legal custody or guardianship.
Foster Family Home: Foster family homes are those homes approved by DCFS to provide room, board, and care including parenting for children.
Functional Dependency: Functional dependency is a physical condition which limits an individual's ability to perform necessary self-care activities.
Income: See Section 4210 (E.)
Income, Monthly Gross: See Section 4210 (F.)
Income, Monthly Gross, Exclusions from: See Section 4210 (G.)
Medical Maintenance: This pertains to care directed toward the correction, amelioration, or stabilization of a medical condition which has been diagnosed as such by a licensed medical practitioner operating within the scope of medical practice as defined by state laws, and which care is provided by or under the direct supervision of such a medical practitioner or other health professional licensed by the state or accredited by the appropriate professional organization. Some medical services are allowable when the services are:
Mental Retardation: This is a condition manifested in childhood, characterized by significantly sub average general intellectual functioning existing concurrently with deficiencies in adaptive behavior and diagnosed by a licensed or accredited medical or psychological practitioner.
Provider: See Social Services Block Grant (SSBG) Provider.
Services: See Section 4210 (H.)
Single Adult: See Section 4210 (C.)
Specific Learning Disabilities: Children with Specific Learning Disabilities are those who (despite average intellectual capacity) have significant discrepancies among developmental levels in language, perception, sensory motor integration, cognition, attention, activity level, and memory which interfere with achievement in the basic educational skills of reading, spelling, writing, and mathematics, and whose problems are not secondary to other handicapping conditions.
Spinal Cord Injured: This refers to those individuals who have sustained traumatic injury, disease process or congenital defect to the spinal cord causing severe limitations in mobility, sensation and other bodily functions that result in a functional disability. This does not refer to individuals with brain stem, peripheral nerve or spine damage.
Social Services Block Grant Services (SSBG) Provider: This refers to an organization, public or private, or individual that delivers services, directly or through contract, which are paid for in whole or in part by SSBG funds.
Visually Impaired: This refers to those individuals who have visual acuity in the better eye with best correction between 20/70 and 20/200; or an angle of vision between 20 and 30 degrees; or a severe functional visual problem; or a progressive condition which will lead ultimately to a severe visual handicap or to blindness.
Youth at Risk: Youth at Risk are those who are clearly at risk of being processed as a delinquent or a status offender.
APPENDIX B
ALLOWABLE COMPONENTS DEFINITIONS
Allowable components are those services that may be provided as sub-sets of a broader allowable service.
ADVOCACY: See SUPPORTIVE ACTIVITIES.
AFTERCARE: Aftercare services are those services provided to youth committed to a youth service facility under the authority of DYS. Services to specific individuals may include: providing a field evaluation including recommendations for release plans; services to families of committed youth; visiting youth at the DYS facilities; developing an individualized case plan; advocacy on behalf of the youth; supervision; transportation; and follow-up.
ARRANGEMENT: See SUPPORTIVE ACTIVITIES.
ASSESSMENT: An assessment is an investigative process which may include administration and interpretation of appropriate evaluative tools in order to determine a client's adaptive behavior and functioning level, so that appropriate programming activities may be planned.
ATTENDANT ACTIVITIES: See PERSONAL CARE.
CAMPING: Camping is an experience which provides a creative recreational, social and educational opportunity to encourage each camper's mental, physical, and social growth through personal and social adjustment, recreational activities (such as swimming, classes, field trips, archery, and cookouts), and room and board.
CASE PLAN DEVELOPMENT: Case plan development is the setting of client goals and objectives and determination with client of strategy to meet goals and objectives; selection of appropriate services, service providers, and treatment modes; scheduling of service delivery dates and times; estimating length of time or units of service required to meet client need; re-planning if necessary.
CASEWORKMANAGEMENT: Casework management involves significant communication, either directly or by correspondence, with or on behalf of a client. These communications must be in relation to the development of individualized case plans or the delivery of services based on a case plan. Services to specific individuals may include: gathering and processing social and medical information; developing an individualized case plan, including establishment of time framed and measurable objectives; problem solving; consultation with youth and family; arrangement for other appropriate services; advocacy on behalf of the youth; supportive services; transportation; and follow-up.
CHILD DAY CARE: Child day care services provide appropriate care for eligible children during any part of the calendar day (including after-school care) which meets not only the normal supervisory, physical, health, and safety needs, but also provides for the intellectual, social, emotional, and physical growth and development of the child. These services are provided to enable employment of the parent or legal caretaker or relatives with physical custody (where the parent or parents are not residing in the household), to participate in training or education programs; or to prevent or remedy a family crisis.
COMMODITY DISTRIBUTION: Commodity distribution involves the provision of food to eligible recipients, including transporting the commodities to distribution sites and storing and distributing the commodities.
COMMUNICATION EQUIPMENT: Communication equipment includes any device or apparatus which enables or aids an individual to receive and transmit information orally, in writing, or in any other form which will assist that person to function more effectively in daily living or employment.
COMMUNITY INTEGRATION COMPANION: A Community Integration Companion engages the client in activities to instruct the individual in daily living and community living skills in integrated settings. Included are such activities as shopping, sports, participation in clubs, etc. Such services are focused on training/mentoring and are not meant to be recreational.
COMPREHENSIVE TRAINING CENTER ACTIVITIES: Comprehensive training center activities are provided to assist individuals in attaining needed skills. These are provided in a residential setting. Activities include: vocational assessment; aptitude testing;
instruction in personal grooming and self-care; training; tutoring; attendant services; placement services; purchase of special clothing necessary to engage in training (such as cosmetology uniforms, protective aprons, mechanics' uniforms); and occupational therapy.
CONSULTATION: See SUPPORTIVE ACTIVITIES.
COUNSELING, GROUP: Group counseling is the same as INDIVIDUAL AND FAMILY COUNSELING, except it is offered in a group setting where individuals can benefit from interaction among group members and counselors.
COUNSELING, INDIVIDUAL AND FAMILY: Individual and family counseling may include: exploration of interests and skills; problem identification and resolution; identification of feasible goals; provision of emotional support and guidance; advice about community resources; provision of basic skills for functioning in the community; exploration with client of possible alternative behavior patterns; development and strengthening of capacity for personal and social functions. In family counseling, service is provided to one or more family members to help them fulfill their roles. Counseling is provided by a qualified professional (as defined by the DHS Division or Office administering the program).
COURT STUDY: Same as INVESTIGATION.
COURT TESTIMONY: In response to a subpoena, a person who developed a home study may be required to appear in court and provide court testimony, i.e., give information and respond to questions under oath regarding the development of the report, and to provide recommendations regarding the suitability of the home on which the report was developed for placement of children.
COUNSELING, NUTRITION: See INSTRUCTION.
DAY TREATMENT: Day treatment involves a set of services rendered to patients who require more intensive care than that found in an outpatient program, but who do not require 24 hour inpatient or residential care. Day treatment involves an integrated and programmed segment of care which includes a variety of services (such as group therapy and a variety of other techniques) in a group setting. Meals may be included in services. (Such meals should meet the nutritional requirements outlined in MEAL, GROUP.)
DEVICES, AIDS, APPLIANCES: Devices, aids, and appliances are those items such as hearing aids, artificial limbs, eyeglasses, wheelchairs, canes, aids for daily living, and necessary personal hygiene items that are necessary for a client to receive the specific social service and but that are NOT currently available to the client through Titles XVIII or XIX.
DETOXIFICATION (MEDICAL): Detoxification (medical) is the initial withdrawal from alcohol and other drug addiction in a medical environment as a portion of the overall addiction treatment process.
DIAGNOSIS: Diagnosis is the determination or re-determination of the detailed nature and extent of a client's problem, need, or condition. It involves a thorough investigation and analysis of the cause of the client's situation and usually takes the form of a written description prepared by a qualified professional, as defined by the program division or agency. Diagnosis may include Psychosocial Evaluations and Vocational Evaluations.
A diagnosis is distinguished from an ASSESSMENT in that the latter is a brief evaluation.
A diagnosis is distinguished from DIAGNOSIS AND EVALUATION (MEDICAL) in that the latter usually focuses more on the client's medical condition.
DIAGNOSIS AND EVALUATION (MEDICAL): Diagnosis and Evaluation (Medical) is the determination of:
This may include the administration of necessary tests. Diagnosis and Evaluation (Medical) is performed by a qualified professional, as defined by the program division or agency.
DRUG TESTING: Drug testing pertains to screening for any type of drug.
EMERGENCY SHELTER: Emergency shelter is defined as temporary care and protection until a satisfactory plan can be made for adults and children who have left or have been removed from their homes and are in need of immediate shelter and supervision services. Emergency shelter may be provided for a maximum 90 days per placement depending on the needs of the client. (Individual contracts may limit the number of days per placement or the number of placements per year.)
ESCORT SERVICE: An escort service is defined as the personal accompaniment of an individual to and from service providers and other community resources. This may include assisting the individual in entering and leaving a vehicle; helping the individual obtain needed services upon arrival at his/her destination; and assisting the individual with climbing stairs, entering doorways, crossing streets, etc.
FOLLOW-UP: (also known as follow-along) Follow-up is the maintenance of contact with client for the determination of, among other things:
* Whether client has progressed toward objectives or goal,
* Service effectiveness,
* Need for additional services, and
* Necessity for rescheduling service appointments.
GUIDANCE AND JOB PLACEMENT: Guidance and job placement is a process to aid individuals in developing work skills, habits, and attitudes to assist in job placement, education, and training (as distinguished from COUNSELING which is not specifically focused on job placement.) Guidance and job placement includes vocational and occupational guidance. Placement activities include screening, selecting and referring job seekers to job openings; and matching needs and abilities of job seekers to jobs.
HABILITATION TRAINING: Habilitation training is defined as planned experiences that are aimed at assisting an individual to acquire, retain or improve his/her skills in a wide variety of areas that directly affect his/her ability to function as independently as possible in the community. This training will occur entirely, or in part, in clinical settings licensed by DDS.
HEALTH EDUCATION: Included in INSTRUCTION.
HEALTH SCREENING: Health screening is the brief determination of (1) general nature of physical or mental condition; (2) type and extent of need or problem; (3) urgency of need; and (4) appropriate service provider. It may also include administration of simple tests. These services are administered at service program sites only.
HEARING, EVALUATION (NON-MEDICAL): Hearing evaluation (non-medical) is the administration and interpretation of tests and evaluation of hearing by a qualified professional, as defined by the program division or agency.
HOME STUDY: A home study is the determination of the type(s) of family (or families) appropriate for placement of a child, assessment of parenting potential of a family for the child(ren), and preparation of the family for permanent placement.
HOUSEHOLD TASKS: Household tasks include such routine tasks as home cleaning, laundry, yard maintenance, shopping, and meal preparation.
INFORMATION AND REFERRAL: See SUPPORTIVE ACTIVITIES.
INSTITUTIONAL PLACEMENT SERVICES: Included in PLACEMENT.
INSTRUCTION: Instruction is defined as direction and assistance in acquiring skills for adequate personal functioning, including household management, home maintenance, personal care, consumer affairs, nutrition, parenting, child care, infant stimulation, social skills, home health care, retirement planning, and safety, as distinguished from training which consists of more formal activity. Instruction is usually provided on an individual basis, while training is provided in a group setting.
INTAKE: Intake is the investigative process which may include initial interview; needs assessment; assistance with or completion of forms; eligibility determination; assessment of fees, if any; supervisory conferences; travel; preparation of written narratives/reports; and development of a preliminary case plan.
INTEGRATED SUPPORT SERVICES: Integrated Support Services are those services that provide the necessary support for an individual with a developmental disability to live in an independent situation (e.g., apartment, duplex, home) and/or a family environment. These services enable persons with a developmental disability to live, work, and enjoy recreational opportunities in the community.
INTENSIVE FAMILY SERVICES: Intensive Family Services are those services intended for families whose children are at imminent risk of out-of-home placement. Service goals are to prevent unnecessary out-of-home placement and to promote reunification of families with children in placement. Services include a combination of counseling services and support services based on a service model that emphasizes immediate, intense, short-term, in-home, and behaviorally oriented services to families.
INTERPRETER SERVICES: Interpreter services includes communication assistance for deaf, deaf/blind, blind, or non-English speaking individuals, including assistance in understanding instructions or directions.
INTERVENTION: An intervention is an action to relieve a stressful situation or series of problems which are immediately threatening to a person's health and/or welfare.
INTERVENTION, CRISIS: A crisis intervention is an immediate response to an unanticipated family disruption. Timely actions are taken to support and intervene to prevent further deterioration and, when possible, to utilize the momentum of the crisis to catalyze constructive changes. Crisis intervention is limited to 30 days.
INVESTIGATION: Investigation is defined as the gathering of information needed to provide services, to establish the need for services or to prepare court documents; verification and substantiation of information.
LEGAL ACTIVITIES: Legal activities pertain to the provision of legal advice, counseling and representation by attorneys and/or trained legal paraprofessionals in legal matters and the payment of associated legal costs.
LEGAL GUARDIANSHIP ACTIVITIES: See LEGAL ACTIVITIES.
LIGHT DUTIES: See HOUSEHOLD TASKS and PERSONAL CARE TASKS.
LODGING: Lodging is the purchase of temporary overnight accommodations associated with the intrastate or interstate transportation of clients, as distinguished from ROOM AND BOARD and EMERGENCY SHELTER.
MEAL, DELIVERED: Delivered meals are those delivered to a client's home. The meal must contain a minimum of 1/3 of the daily recommended dietary allowance as established by the National Research Council. In certain instances such as emergencies or inclement weather, a meal which does not meet dietary allowance standards may be provided.
MEAL, GROUP: Group meals are those served to a client in a group setting (such as a senior citizen center), including food purchase and preparation. The meal must contain a minimum of 1/3 of the daily recommended dietary allowance as established by the National Research Council. In certain instances such as emergencies and inclement weather, a meal which does not meet dietary allowance requirements may be provided. For the same reasons, it may also be necessary to provide the meal in other than the usual group setting. For day care for children, the cost of a snack may also be included as an allowable cost.
MEDICAL CARE: Medical care is defined as care directed toward the correction,
amelioration, or stabilization of a medical condition which has been diagnosed as such by a licensed medical practitioner operating within the scope of medical practice as defined by state laws. Care is provided by or under the direct supervision of such a medical practitioner or other health professional licensed by the state or accredited by the appropriate professional organization. Some medical services are allowable when they are:
MEDICAL HISTORY: See DIAGNOSIS AND EVALUATION (MEDICAL).
MEDICAL SUPPORT SERVICES: Medical support services are those services provided in cases where additional medical diagnostic needs are identified at the time of the evaluation. This may occur only after it is determined that the same service is not being provided through another source.
OUT-OF-TOWN INQUIRY: See HOME STUDY and INVESTIGATION.
OUTREACH: Outreach is a contact initiated by a provider to Identify eligible clients in need of services, Provide information about services, Inform about benefits,
Encourage the use of appropriate services, and/or Assist individuals in gaining access to services.
PEER SUPPORT: Peer support is the provision of guidance, support, advice and information to a disabled person by another person with a disability who has successfully developed ways of coping with disability related issues. Supervision of peer supporters is provided by professional agency staff.
PERSONAL CARE: Personal care is assistance with daily living tasks such as bathing, body hygiene and dressing, feeding, grooming, and assistance with special devices such as braces and artificial limbs.
PERSONAL CARE INSTRUCTION: See INSTRUCTION.
PERSONAL SUPPLIES: Personal supplies are those supplies which are necessary for personal care. Also includes school supplies.
PLACEMENT: Placement is defined as the locating of suitable living arrangements for a client, situating the client in an alternate living arrangement, and visiting the setting with the client.
PRESCRIPTION, PURCHASE AND ADMINISTRATION OF DRUGS: This pertains to the prescription, purchase, and administration of drugs to a client by legally authorized personnel. Prescription, purchase, or administration of drugs is allowable when they are:
RECREATION: Recreation is an activity in a group setting for individuals as participants, performers, or spectators. Activities (such as sports, performing arts, crafts, and games) are made available in order to increase social interaction, reduce isolation, and promote mental and physical health of the participants.
RECREATIONAL SUPPLIES: Recreational supplies are those supplies provided to the client to be used in therapeutic recreational activities (for instance, sports equipment).
REPORT DEVELOPMENT: Report development is defined as the act of compiling a written report on the suitability of a home and/or persons being studied for the placement of children.
RESIDENTIAL TREATMENT: Residential treatment is defined as the care for individuals who are physical, emotional, or behavioral problems, as diagnosed by a qualified professional, cannot be remedied in their own home. Activities include: treatment planning; psychiatric and/or group therapy; psychosocial casework and/or counseling services to individuals and their families; educational consultation; tutoring; independent living training skill such as self care; non-medical speech therapy; health education; socialization experiences; recreational activities; non-medical transportation; personal supplies (such as notebooks or note paper); room and board; prescription, purchase, and administration of drugs.
ROOM AND BOARD: Room and board is the provision of shelter and three meals a day or any other full nutritional regimen. Room and board is allowed for selected social services of which it is a necessary but minor component and may be provided for a maximum of six months per placement per year.
SOCIAL INTERACTION: Social interaction is the interaction of a client with other clients or individuals through in person contact in a community facility or other facility outside the client's home, facilitated by a service provider. Social interaction is the process by which a client learns to interact with society, including development of roles and expectations. Activities include: talking, listening, reading, writing, and other types of communication.
SPEECH EVALUATION (NON-MEDICAL): Speech evaluation, non-medical, is the administration and interpretation of tests and the evaluation of speech, the voice, and spoken and written language by a qualified professional to determine if defects in these areas exist. The evaluation is performed by a qualified professional as defined by the program division or agency.
STAFFING: Staffing is defined as interaction among agency staff to ensure continuity of services for clients.
SUBSISTENCE SERVICES: Subsistence services are those provided to or on behalf of a client to cover basic subsistence expenses such as food, shelter, clothing, and other essential living costs incurred by the client during rehabilitation. The payment is provided only when the client requires the assistance to achieve his or her rehabilitation goals and objectives.
SUPERVISION: Supervision of clients includes leadership, direction, guidance, watchful attention, and overseeing of actions and behavior to safeguard rights and interests and to protect against self harm and harm to others.
SUPPORTIVE ACTIVITIES: Supportive activities involve interaction of client and professional staff member and other associated activities. Activities may include talking, listening, reading, and writing to assist the client to attain appropriate goal. Supportive activities are a part of case management activities and, therefore, different from counseling and therapy. Other activities not involving interaction between client and service staff are also allowable as supportive activities. They are:
Advocacy: Advocacy is the interaction between service providers and other individuals or agencies acting on behalf of the client to obtain rights and services and to represent client interests.
Consultation: Consultation is defined as interaction between providers and specialists to share knowledge about client problems, to outline case management responsibilities, and to make a decision on mix of services and appropriate service providers.
Information and Referral: Information and referral pertains to the provision of answers to questions and of factual data about public or private services and service providers, including linkage with service provider and guidance and direction to appropriate community resources, as distinguished from
ARRANGEMENT because no appointment is made.
Arrangement: Arrangement is the making of appointments with service providers on behalf of the client.
TELEPHONING: Telephoning is the interacting with client by telephone for purposes of reducing social isolation and insuring health and safety; determining if special assistance is required; providing psychological reassurance; and notifying a contact person in case of no answer. Telephoning is distinguished from SOCIAL INTERACTION which takes place at a community facility and VISITING which involves going to the client's home.
TESTING, PSYCHOLOGICAL: Psychological testing is the administration and interpretation of one or more of a variety of psychological tests by a licensed psychological examiner.
THERAPY, GROUP: Group therapy involves contact between a group of clients and one or more clinical staff for the purpose of remediation of the client's problem and determination of client's progress.
THERAPY, INDIVIDUAL (MEDICAL): Individual therapy, medical, refers to individual therapy delivered by a psychiatrist.
THERAPY, INDIVIDUAL (NON-MEDICAL): Individual therapy, non-medical refers to psychosocial, non-medical therapy delivered by a Masters of Social Works, by a Ph.D. psychologist, or by other clinical staff.
THERAPY LAY: Lay therapy is defined as contact with the parents or guardian of a child on behalf of the child, in a protective service case, by a trained and supervised volunteer lay therapist, directed toward improving parental functioning and, therefore, the child's environment, to aid in eliminating or preventing child abuse and neglect.
THERAPY, OCCUPATIONAL: Occupational therapy is the art or science of directing a client's response to selected activities to promote and increase independence in the home, to maintain health and prevent disability, and to train an individual to function most effectively in his/her environment.
THERAPY, PHYSICAL: Physical therapy is defined as treatment by a qualified professional using technique such as massage and regulated exercise. Physical therapy is provided by a qualified professional as defined by the program division or agency.
THERAPY, SPEECH (NON-MEDICAL): Speech therapy, non-medical, is the treatment of defects and diseases of the voice, of speech, and of spoken and written language. Non-medical speech therapy is that therapy which is not medical care.
TRAINING SUPPLIES: Training supplies are those supplies which are made available to an individual to assist him or her in training or in performing a job. In general, the devices are provided to a service recipient to help that person achieve the goals of a service plan. Items must be specifically related to training or employment. For example, special goggles needed for training could be purchased, but ordinary clothing could not. Other examples of these devices would be tools, shop aprons, and special adaptive items such as magnification aids for the visually impaired.
TRANSPORTATION: Transportation is the conveyance of client from one location to another.
TUTORING: Tutoring is defined as instruction supporting the continuance of education, usually on a one-to-one basis.
VISITING: Visiting is the interaction of a socially and/or geographically isolated individual and a professional, paraprofessional, or volunteer by in person contact in the client's home. Activities include: talking, listening, reading, and writing.
VOCATIONAL TRAINING: Vocational training involves those activities to aid individual in obtaining needed skills, including specific skills training, individual instruction, and purchase of special clothing required for training, such as uniforms and aprons.
APPENDIX C LIST OF SERVICE CODES AND UNIT CODES
The following services are eligible to be funded by SSBG.
Refer to the service chapters (Appendix D) for service definitions, division(s) offering the service, eligible categories, statutory goal(s) for which services are rendered, allowable components, the geographic area in which each service is available, and special notes applicable to the service.
Explanation: For Case Management Services, "02" is the Service Code and "20" is a Unit Codeunder that service. The service chapters in Appendix D indicate the Sub-Unit Codes.
01 | ADOP | TION SERVICES |
80 | Adoptive Home Assessment | |
02 | CASE | MANAGEMENT SERVICES |
20 | Targeted | |
03 | CHOR | E SERVICES |
20 | Chore Services | |
05 | DAY C | ARE FOR ADULTS |
20 | Day Care | |
12 | HOME | DELIVERED MEALS |
20 | Home Delivered Meals | |
17 | PROT | ECTIVE SERVICES FOR ADULTS |
10 | Intake | |
40 | Protective Services | |
50 | Legal Services | |
60 | Casework | |
70 | Information and Referral Services | |
80 | Alternate Living Arrangement | |
90 | Emergency Shelter | |
18 | PROT | ECTIVE SERVICES FOR CHILDREN |
20 | Emergency Removal | |
40 | Casework | |
50 | Intake/Assessment | |
60 | Legal Support Services | |
80 | Counseling, Individual and Family | |
90 | Staffing/Case Plan | |
20 | NON- | RESIDENTIAL SERVICES FOR YOUTH |
10 | Casework Management | |
20 | Therapy | |
30 | Diagnosis and Evaluation | |
40 | Case Management, Targeted | |
50 | Case Management, Intensive | |
80 | Prevention, Group Presentation |
90 | Drug Screen | |
21 | SOCI | ALIZATION/RECREATION SERVICES |
20 | Socialization Services | |
22 | SUP | PORTIVE SERVICES FOR THE BLIND |
20 | Supportive Services for the Blind | |
23 | SPE | CIAL SERVICES FOR THE DISABLED |
10 | Guidance and Job Placement | |
20 | Special Services for the Disabled | |
30 | Casework | |
40 | Diagnosis and Evaluation | |
50 | Outpatient Services | |
60 | Extended Services | |
70 | Medical Support Service | |
80 | Work Activity | |
24 | SUB | STITUTE CARE FOR CHILDREN |
10 | Intake/Assessment | |
20 | Staffing/Case Plan | |
30 | Casework Services | |
40 | Legal Support Services | |
60 | Emergency Shelter for Children | |
80 | Residential Treatment Care | |
00 | Termination of Care | |
25 | SUP | ERVISED LIVING SERVICES |
10 | Diagnosis and Evaluation | |
20 | Residential Care Services | |
30 | Supervised Living Services | |
40 | Casework | |
50 | Detoxification | |
60 | Transportation | |
70 | Medical Support Services | |
90 | Intake and Assessment for Substance Abuse | |
26 | TRAI | NING AND EDUCATION SERVICES |
10 | Assessment Services | |
20 | Employability Evaluation Programs | |
30 | Training Center Services | |
40 | Training Center Services (continued) | |
50 | Training Center Services (continued) | |
60 | Psychosocial Programs | |
70 | Student Affairs/Room and Board | |
27 | TRA | NSPORTATION SERVICES |
20 | Transportation - One Way | |
30 | Transportation - Mile | |
40 | Transportation - Other | |
29 | MEN | TAL HEALTH SERVICES |
10 | Diagnosis | |
20 | Treatment Program Plan | |
30 | Individual, Outpatient Treatment | |
50 | Group, Outpatient Treatment | |
60 | Group, Partial Day Treatment | |
80 | Transportation |
30 | DAY | SERVICES FOR DEVELOPMENTALLY DISABLED CHILDREN |
10 | Early Intervention | |
20 | Preschool | |
33 | INTE | RSTATE COMPACT FOR JUVENILES |
60 | Interstate Compact for Juveniles Supervision | |
35 | COO | RDINATED COURT SERVICES |
40 | Home Study | |
50 | Supervised Visitation | |
36 | CON | GREGATE MEALS |
20 | Congregate Meals | |
38 | SUPP | ORTIVE SERVICES FOR CHILDREN AND FAMILIES |
10 | Intake/Assessment | |
20 | Staffing/Case Plan | |
30 | Casework | |
40 | Legal Support Services | |
60 | Supportive Activities | |
70 | Counseling, Individual and Family | |
80 | Diagnosis and Evaluation | |
90 | Medical Support Services | |
42 | SUBS | TITUTE CARE FOR YOUTH |
60 | Emergency Shelter for Youth | |
80 | Residential Treatment | |
43 | MEN | TAL HEALTH SERVICES, ADDITIONAL UNITS |
10 | Identification/Assessment/ Reassessment and Care Plan | |
20 | On-Site Intervention | |
30 | Off-Site Intervention | |
50 | Crisis Stabilization Intervention | |
60 | Collateral Intervention | |
70 | Rehabilitative Day Services | |
80 | Diagnosis and Evaluation (Medical) | |
46 | DEVE | LOPMENTALLY DISABLED SERVICES |
10 | Alternative Community Services | |
20 | Adult Development | |
50 | Therapy | |
70 | Family/Individual Support | |
80 | Vocational Maintenance | |
90 | Personal Care | |
00 | Physical Therapy | |
50 | SUPP | ORTED LIVING SERVICES |
10 | Integrated Support | |
51 | NON- | RESIDENTIAL SERVICES FOR YOUTH, ADDITIONAL UNITS |
10 | Restorative Justice | |
20 | Intensive Supervision and Tracking | |
40 | Day Services for Youth | |
52 | SUBS | TITUTE CARE FOR YOUTH, ADDITIONAL UNITS |
10 | Independent/Transitional Living | |
30 | Crisis Residential Treatment | |
53 | DEVE | LOPMENTALLY DISABLED SERVICES, ADD'L. UNITS |
10 | Therapy |
54 | COM | MUNITY INTREGRATION SERVICES |
10 | Supportive Activities | |
20 | Transportation | |
30 | Integrated Support Services | |
55 | SUP | PORTIVE SERVICES FOR CHILDREN AND FAMILIES ADDITIONAL UNITS |
10 | Intensive Family Services | |
56 | PRE | VENTION/INTERVENTION SERVICES |
10 | Mentoring | |
20 | Tutoring | |
30 | Respite | |
40 | Activity Fees | |
50 | Integrated Support Services | |
60 | Supportive Child Care | |
70 | Recreation | |
80 | Communication Equipment | |
90 | Devices/Aides/Appliances |
APPENDIX D SERVICE CHAPTERS
Service chapters provide complete information on each service offered through the purchased services program. Each chapter is devoted to a separate service and includes the following information:
o Service name,
o Service definition,
o Eligibility categories,
o Statutory goal(s),
o Allowable components,
o Availability criteria (including identification of the division(s) which can provide the service), and o Unit definitions.
The SSBG Pre-expenditure Report, published annually by DHS, lists the services authorized under the SSBG program. To be funded by SSBG, a service must be listed or referenced in the SSBG Pre-expenditure Report or be a pilot project. (Purchased services may be initiated as pilot projects and may continue until sufficient data has been gathered and verified to determine the feasibility of incorporating the project into general use.)
Service definitions in the service chapters are based on the definitions shown in the SSBG Pre-expenditure Report. DHS will update the service chapters to reflect any changes or amendments to the SSBG Pre-expenditure Report.
ADOPTION SERVICES
SERVICE CODE 01
SERVICE 01 - SERVICE DEFINITION
Services or activities provided to assist in bringing about the adoption of a child. Component services and activities may include but are not limited to counseling the biological parent(s), recruitment of adoptive homes, and pre-and post-placement training and/or counseling.
SERVICE 01 - DIVISION(S) OFFERING ADOPTION SERVICES
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Without Regard to Income |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation |
Availability | Statewide |
Allowable Components, PURCHASED | Assessment Report Development |
ADOPTION SERVICES SERVICE CODE 01 SERVICE 01 - UNITS OF SERVICE
80. | Adoptive Home Assessment |
82. | Adoptive Home Study |
82a. | Adoptive Home Study Update |
83. | Adoptive Summary |
83a. | Adoptive Summary Update |
CASE MANAGEMENT SERVICES
SERVICE CODE 02
SERVICE 02 - SERVICE DEFINITION
Services provided by a certified case manager chosen by the consumer whose role is to locate, coordinate and monitor a group of services.
Services may include:
SERVICE 02 - DIVISION(S) OFFERING CASE MANAGEMENT SERVICES
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Without Regard to Income |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 3. Prevention of Unnecessary Institutionalization |
Availability | Statewide Case Plan Development Counseling, Group |
Allowable Components, PURCHASED | Counseling, Individual and Family Follow-up Intake Supportive Activities |
UNITS OF SERVICE
One (1) unit = 5 minutes through 15 minutes
Two (2) units = 16 minutes through 30 minutes
Three (3) units = 31 minutes through 45 minutes
Four (4) units = 46 minutes through 60 minutes
CHORE SERVICES
SERVICE CODE 03
SERVICE 03 - SERVICE DEFINITION
The performance of household chores such as running errands, preparing food, performing simple household tasks, doing heavy cleaning, and providing yard and walk maintenance which client is unable to do alone and which do not require the services of a trained homemaker or other specialist. Chore services do not include medically-oriented personal care tasks or any household management tasks such as menu planning, bill paying, checking account management, etc.
SERVICE 03 - DIVISION(S) OFFERING CHORE SERVICES
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible |
Statutory Goal(s) | 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation 4. Prevention of Unnecessary Institutionalization |
Availability | Statewide |
Allowable Components, PURCHASED | Case Plan Development Household Tasks Supportive Activities Transportation |
Special Note: This service is available to individuals 60 years or older or to the spouse of an individual who is 60 years or older and receiving services through SSBG or Title III of the Older Americans Act. The service is also available to a handicapped/disabled individual who is a dependent of and residing with an individual who is 60 years or older and receiving services through SSBG or Title III. In protective services cases (as certified by the Protective Services Unit of DAAS), any adult will be eligible for the service.
SERVICE 03 - UNITS OF SERVICE
DAY CARE FOR ADULTS
SERVICE CODE 05
SERVICE 05 - SERVICE DEFINITION
Adult day care is a group program designed to provide care and supervision to meet the needs of four or more functionally impaired adults for periods of less than twenty-four hours, but more than two hours per day in a place other than the adult's home.
SERVICE 05 - DIVISION(S) OFFERING DAY CARE FOR ADULTS
Eligibility Categories | TEA/WORK PAYS Recipien | t, SSI Recipient, Income Eligible |
Statutory Goal(s) | 2. Self-sufficiency 3. Prevention of Neglect, A 4. Prevention of Unnecessa | buse, or Exploitation ry Institutionalization |
Availability | Statewide | |
Allowable Components, PURCHASED | Case Plan Development | Meal, Group |
Escort Services | Social Interaction | |
Health Screening | Supportive Activities | |
Instruction | Transportation | |
Interpreter Services |
Special Note: This service is available to individuals 60 years or older. The service is also available to a handicapped/ disabled individual who is a dependent of and residing with an individual who is 60 years or older and receiving services through SSBG or Title III. In protective services cases (as certified by the Protective Services Unit of DAAS), any adult will be eligible for the service.
SERVICE 05 - UNITS OF SERVICE
HOME DELIVERED MEALS
SERVICE CODE 12
SERVICE 12 - SERVICE DEFINITION
Services to provide a hot meal (or other as appropriate) that contains at least 1/3 of the nutritional value of the Recommended Daily Allowance. Meal is delivered to the client's home.
SERVICE 12 - DIVISION(S) OFFERING HOME DELIVERED MEALS
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible |
Statutory Goal(s) | 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation 4. Prevention of Unnecessary Institutionalization |
Availability | Statewide |
Allowable Components PURCHASED | Case Plan Development Instruction Meal, Delivered Outreach |
Special Note: This service is available to individuals 60 years or older or to the spouse of an individual who is 60 years or older and receiving services through SSBG or Title III of the Older Americans Act. The service is also available to a handicapped/disabled individual who is a dependent of and residing with an individual who is 60 years or older and receiving services through SSBG or Title III. In protective services cases (as certified by the Protective Services Unit of DAAS), any adult will be eligible for the service.
The Instruction component of this service will be limited to the provision of nutritional information to clients.
In the event of weather related emergencies (for instance, snow and ice, extreme heat and cold, tornados, or other disasters), participants may be provided either the regular home delivered meals or an alternative meal arrangement which ensures that participants receive meals
SERVICE 12 - UNITS OF SERVICE
PROTECTIVE SERVICES FOR ADULTS
SERVICE CODE 17
SERVICE 17 - SERVICE DEFINITION
Services to or on behalf of adults (age 18 and over) who are threatened by harm through the action or inaction of another individual or through other hazardous circumstances.
SERVICE 17 - DIVISION(S) OFFERING PROTECTIVE SERVICES FOR ADULTS
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Without Regard to Income | |
Statutory Goal(s) | 3. Prevention of Neglect, Abuse, or Exploitation | |
Availability | Statewide | |
Case Plan Development | Instruction | |
Child Day Care | Intervention | |
Counseling, Group | Investigation | |
Allowable Components, PURCHASED | Counseling, Individual/Family Diagnosis | Legal Activities Outreach |
Emergency Shelter | Social Interaction | |
Follow-up | Supportive Activities | |
Transportation | ||
Special Note: Service limited to individuals who are victims of domestic violence and living in a domestic violence shelter.
SERVICE 17 - UNITS OF SERVICE
PROTECTIVE SERVICES FOR CHILDREN SERVICE CODE 18
SERVICE 18 - SERVICE DEFINITION
Services on behalf of neglected, abused, or exploited children (including runaways), which are designed to prevent or remedy that situation and include strengthening parental child care capacity, preserving family life, and providing a safe environment for the child.
SERVICE 18 - DIVISIONS OFFERING PROTECTIVE SERVICES FOR CHILDREN
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Without Regard to Income | |
Statutory Goal(s) | 3. Prevention of Neglect, Abuse, or Exploitation | |
Availability | Statewide | |
Allowable Components, PURCHASED | Counseling, Group | Instruction |
Counseling, Individual/Family | Intervention, Crisis | |
Home Study | Supervision | |
SERVICE 18 - UNITS OF SERVICE
NON-RESIDENTIAL SERVICES FOR YOUTH
SERVICE CODE 20
SERVICE 20 - SERVICE DEFINITION
Services are non-residential support services directed toward amelioration of behavioral and/or emotional problems in order to allow the juvenile to transition back into his or her home or community, and to prevent or reduce the need for re-institutionalization.
SERVICE 20 - DIVISION(S) OFFERING NON-RESIDENTIAL SERVICES FOR YOUTH
Eligibility Categories | TEA/WORK PAYS Recipient, SS Status Eligible | I Recipient, Income Eligible, |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 4. Prevention of Unnecessary insti | tutionalization |
Availability | Statewide | |
for Casework Management: | ||
Assessment | Follow-up | |
Case Plan Development | Intervention | |
Counseling, Group | Investigation | |
Counseling, Ind. & Fam. | Supportive Activities | |
Drug Testing | Transportation | |
Allowable Components, PURCHASED | For Therapy: | |
Case Plan Development | Supportive Activities | |
Counseling, Group | Testing, Psychological | |
Counseling, Ind. & Fam. | Therapy, Group | |
Diagnosis | Therapy, Ind. (medical) | |
Intervention | Therapy, Ind. (non-medical) | |
For Diagnosis and Evaluation: | ||
Diagnosis | Supportive Activities | |
Diagnosis & Eval. (medical) | Testing, Psychological | |
Drug Testing |
Special Note: For purposes of income eligibility determination, youth over the age of 18 can be considered for this service through an approved waiver.
SERVICE 20 - UNITS OF SERVICE
SOCIALIZATION/RECREATION SERVICES
SERVICE CODE 21
SERVICE 21 - SERVICE DEFINITION
Services to facilitate client's involvement (as spectator or participant) in activities, sports, arts, crafts, games and for social interaction to promote personal enrichment, satisfying use of leisure time, or development of new skills or knowledge, and/or to reduce social isolation.
SERVICE 21 - DIVISION(S) OFFERING SOCIALIZATION/RECREATION SERVICES
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible | |
Statutory Goal(s) | 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation 4. Prevention of Unnecessary Institutionalization | |
Availability | Statewide | |
Allowable Components, PURCHASED | Case Plan Development | Recreation |
Health Screening | Social Interaction | |
Instruction | Supportive Activities | |
Interpreter Services | Telephoning | |
Outreach | Visiting | |
Special Note: This service is available to individuals 60 years or older or to the spouse of an individual who is 60 years or older and receiving services through SSBG or Title III of the Older Americans Act. This service is also available to handicapped/ disabled individuals who are a dependent of and residing with an individual who is 60 years or older and receiving services through SSBG or Title III. In protective services cases (as certified by the Protective Services Unit of DAAS), any adult will be eligible for the service.
SERVICE 21 - UNITS OF SERVICE
SUPPORTIVE SERVICES FOR THE BLIND
SERVICE CODE 22
SERVICE 22 - SERVICE DEFINITION
Supportive services uniquely required by blind and visually impaired persons. These services are designed to provide the client with personal training to overcome barriers to effective participation in community life skills activities.
SERVICE 22 - DIVISION(S) OFFERING SUPPORTIVE SERVICES FOR THE BLIND
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency |
Availability | Statewide |
Allowable Components, DIRECT | Communication Equipment |
SERVICE 22 - UNITS OF SERVICE
SPECIAL SERVICES FOR THE DISABLED SERVICE CODE 23
SERVICE 23 - SERVICE DEFINITION
Services are designed to assist persons to function at their highest level of independence despite any limiting physical or mental conditions which may include drug and alcohol dependency.
SERVICE 23 - DIVISION(S) OFFERING SPECIAL SERVICES FOR THE DISABLED
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible | |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation 4. Prevention of Unnecessary Institutionalization 5. Appropriate Institutionalization | |
Availability | Statewide | |
Allowable Components, DIRECT | Case Plan Development Counseling, Group Counseling, Ind. & Family | Interpreter Services Intervention Subsistence Services |
Devices, Aids & Appliances | Supportive Activities | |
Diagnosis | Therapy, Occupational | |
Diagnosis & Eval. (medical) | Therapy, Physical | |
Follow-up- | Therapy, Speech (non-med.) | |
Guidance & Job Placement | Training Supplies | |
Instruction | Transportation | |
Allowable Components, PURCHASED | Case Plan Development | Peer Support |
Communication Equipment | Personal Care | |
Counseling, Group | Recreation | |
Counseling, Ind. & Family | Subsistence Services | |
Devices, Aids & Appliances | Supportive Activities | |
Follow-up | Therapy, Occupational | |
Guidance & Job Placement | Therapy, Physical | |
Instruction | Therapy, Speech (non-med.) | |
Interpreter Services | Training Supplies | |
Meal, Group | Transportation | |
Special Note: ARS requires that there be an open ARS case for any client to whom this service is provided. This requirement is made to ensure that services are offered as part of a complete ARS case plan. The designated ARS representative may authorize services for clients under the age of 18 if all other eligibility requirements are met. For direct and purchased service components, a client 16 years of age or older is considered an adult.
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible | |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation 4. Prevention of Unnecessary Institutionalization | |
Availability Allowable Components, PURCHASED | Statewide | |
Assessment | Counseling, Ind. & Family | |
Counseling, Group | Supportive Activities | |
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible | |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency | |
Availability | Statewide | |
Allowable Components, PURCHASED | Case Plan Development | Instruction |
Counseling, Group | Outreach | |
Counseling, Ind. & Family | Supportive Activities | |
Follow-up | Transportation | |
Guidance and Job Placement | ||
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Without Regard to Income |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation |
Availability | Statewide |
Allowable Components, PURCHASED | Guidance and Job Placement Meal, Group |
Special Note: Work activity center services are provided by DDS only to individuals with developmental disabilities as defined in the Glossary.
Services are available to individuals 21 years old or older. Individuals under 21 may also receive the service, but only if they have completed public school activities. This service does not take the place of public school education or services.
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible | |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation 4. Prevention of Unnecessary Institutionalization 5. Appropriate Institutionalization | |
Availability | Statewide | |
Allowable Components, DIRECT | Camping | Outreach |
Case Plan Development | Personal Care | |
Communication Equipment | Personal Supplies | |
Counseling, Ind. & Family | Placement | |
Devices, Aids & Appliances | Prescription, Purchase and* | |
Diagnosis | Administration of Drugs | |
Diagnosis & Eval. (medical) | Supervision | |
Escort | Supportive Activities | |
Follow-up- | Telephoning | |
Household Tasks | Therapy, Ind. (medical) | |
Instruction | Therapy, Ind. (non-medical) | |
Intervention | Therapy, Physical | |
Investigation | Transportation | |
Special Note: To meet individual client needs, the Arkansas Spinal Cord Commission's case managers may arrange for the purchase of services, supplies, or devices to supplement the services they provide.
SERVICE 23 - UNITS OF SERVICE
(SSBG recipients of Extended Services must have an open ARS services case and the service must have been authorized by an ARS counselor.)
SUBSTITUTE CARE FOR CHILDREN
SERVICE CODE 24
SERVICE 24 - SERVICE DEFINITION
Service provides selective placement in an alternate living situation, such as a foster home, group home, or residential treatment facility for a planned period of time for a child who has to be separated from his natural or legal parents. This service includes casework and intervention services with the child, his parents/guardians, caregivers, and community resources.
SERVICE 24 - DIVISION(S) OFFERING SUBSTITUTE CARE FOR CHILDREN
Eligibility Categories | TEA/WORK PAYS Recipient, SS Without Regard to Income | I Recipient, Income Eligible; |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 3. Prevention of Neglect, Abuse, o 4. Prevention of Unnecessary Insti 5. Appropriate Institutionalization | r Exploitation tutionalization |
Availability | Statewide | |
Allowable Components, PURCHASED | Emergency Shelter for Children | |
Case Plan Development | Placement | |
Counseling, Group | Prescription, Purchase & | |
Counseling, Ind. & Family | Administration of Drugs | |
Follow-up | Recreational Supplies | |
Instruction | Room and Board | |
Intervention | Social Interaction | |
Intervention, Crisis | Supportive Activities | |
Legal Activities | Therapy, Group | |
Medical Care | Therapy, Ind. (non-med.) | |
Outreach | Transportation | |
Personal Supplies | ||
Residential Treatment Care | ||
Case Plan Development | Prescription, Purchase, & | |
Counseling, Group | Administration of Drugs | |
Counseling, Ind. & Family | Recreation | |
Diagnosis | Recreational Supplies | |
Diagnosis & Eval. (medical) | Room and Board | |
Follow-up | Social Interaction | |
Home Study | Supportive Activities | |
Instruction | Testing, Psychological | |
Intervention, Crisis | Therapy, Group | |
Medical Care | Therapy, Ind. (non-med.) | |
Personal Supplies | Therapy, Speech | |
Placement | Transportation | |
Tutoring |
Special Note: This service is provided to children and to individuals between 18 and 21 years of age if already a client of DCFS.
SERVICE 24 - UNITS OF SERVICE
identifying problems, discussing alternatives, planning for solutions, travel, telephone contacts with or on behalf of a client, group work, arrangement for supplemental services and follow- up to insure that services were received, preparation of written narratives/reports, supervisory conferences, facilitating receipt of services, supporting the client psychologically, acting as an advocate on the client's behalf, assistance in finding resources, and termination. Each quarter hour expenditure of time by the worker constitutes one unit. Quarter hour units do not apply to direct services.
Service provided for any part of a calendar day constitutes one unit of service.
emotional, or behavioral problems cannot be remedied in their own home, as diagnosed by a qualified mental health professional (as defined by the DHS division/office administering the program). Service provided for any part of a calendar day constitutes one unit of service.
SERVICE CODE 25
SERVICE 25 - SERVICE DEFINITION
The service is provision of care in a group living facility for all or part of a calendar day for individuals with socially diagnosed problems of functional dependency, alcoholism, drug abuse, medically and/or psychologically diagnosed problems of emotional illness, or mental retardation/ developmental disabilities, and youth in need.
SERVICE 25 - DIVISION(S) OFFERING SUPERVISED LIVING SERVICES
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible | |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency | |
Availability | Statewide | |
Allowable Components, PURCHASED | Case Plan Development | Follow-up |
Counseling, Group | Personal Care | |
Counseling, Ind. & Family | Room and Board | |
Diagnosis | Supervision | |
Supportive Activities | ||
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation 4. Prevention of Unnecessary Institutionalization |
Availability | Statewide |
Allowable Components, PURCHASED | Assessment Residential Treatment |
Special Note: Any facility which serves clients under the age of 18 must comply with the Child Care Facility Licensing Act.
While the Supervised Living Facility provides basic treatment in a residential setting, other CSPP services may be purchased separately for individuals, as needed, if not already included in the Supervised Living Services.
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Without Regard to Income | |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation 4. Prevention of Unnecessary Institutionalization 5. Appropriate Institutionalization | |
Availability | Statewide | |
Allowable Components, PURCHASED | Assessment | Counseling |
Court Testimony | Detoxification (Medical) | |
Residential Treatment | ||
SERVICE 25 - UNITS OF SERVICE
Services provided for all or part of a calendar day in a supervised living program, which does not include payment for room and board under SSBG, constitute one unit of service.
Residential detoxification includes 24 hour per day nursing care and daily physician services to clients while undergoing detoxification in a residential/live-in setting. Daily physician services must include physician patient contact and the physician's review of the patient's progress. One day (all or any part of a calendar day) constitutes one unit of service.
Measurement of unit varies with contract.
Residential, a unit of Partial Day, or a unit of Outpatient services. The client cannot be admitted and discharged on the same day. Intake and Assessment for Substance Abuse must include the administration of an interview to provide information on the client, the client's alcohol/drug use history, employment history, family background and prior treatment episodes. The administration of the Addiction Severity Index (ASI) must be included. Other items may include physical exam, drug testing and other screening or assessment tools for substance abuse and mental health.
TRAINING AND EDUCATION SERVICES
SERVICE CODE 26
SERVICE 26 - SERVICE DEFINITION
Those activities which, when not otherwise available, are planned with individuals in order that they may fulfill their intellectual potential for employment through education or training denied to them without positive intervention.
SERVICE 26 - DIVISION(S) OFFERING TRAINING AND EDUCATION SERVICES
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible | |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency | |
Availability | Statewide | |
Allowable Components, DIRECT | Assessment | Room and Board |
Case Plan Development | Supervision | |
Comprehensive Training Center Activities | Supportive Activities | |
Counseling, Group Counseling, Ind. & Family Guidance and Job Placement | Testing, Psychological Therapy, Group Therapy, Ind. (non-medical) | |
Interpreter Services | Training supplies | |
Medical care | Tutoring | |
Vocational Training | ||
Special Note: ARS requires that there be an open ARS case for any client to whom this service is provided. This requirement is made to ensure that services are offered as part of a complete ARS case plan. The designated ARS representative may authorize services for clients under the age of 18 if all other eligibility requirements are met. For direct and purchased service components, a client 16 years of age or older is considered an adult.
SERVICE 26 - UNITS OF SERVICE
TRANSPORTATION SERVICES
SERVICE CODE 27
SERVICE 27 - SERVICE DEFINITION
Transporting a client from one location to another by public or private vehicle so that client has access to needed service, care or assistance. SSBG funding may be used for this service only when the service is not available through Title XVIII or XIX of the Social Security Act.
SERVICE 27 - DIVISION(S) OFFERING TRANSPORTATION SERVICES
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible | |
Statutory Goal(s) | 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation 4. Prevention of Unnecessary Institutionalization | |
Availability | Statewide | |
Allowable Components, PURCHASED | Case Plan Development | Transportation |
Escort Services | ||
Special Note: This service is available to individuals 60 years or older or to the spouse of an individual who is 60 years or older and receiving services through SSBG or Title III of the Older Americans Act. The service is also available to a handicapped/disabled individual who is a dependent of and residing with an individual who is 60 years or older and receiving services through SSBG or Title III. In protective services cases (as certified by the Protective Services Unit of DAAS), any adult will be eligible for the service.
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Without Regard to Income |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 4. Prevention of Unnecessary Institutionalization |
Availability | Statewide |
Allowable Components, PURCHASED | Transportation |
SERVICE 27 - UNITS OF SERVICE
(e.g., from client's home to final destination with any stops in between is one one-way trip; from destination to client's home is one one-way trip). Segments of a trip cannot be counted separately (e.g., from home to doctor to senior center to grocery store is one one-way trip, not three). (This unit of service applies only to the Division of Aging and Adult Services.)
MENTAL HEALTH SERVICES SERVICE CODE 29
SERVICE 29 - SERVICE DEFINITION
Organized efforts performed by trained personnel in certified mental health facilities to help individuals to overcome mental, emotional, social, and psychological dysfunctioning.
SERVICE 29 - DIVISION(S) OFFERING MENTAL HEALTH SERVICES
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Without Regard to Income | |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation 4. Prevention of Unnecessary Institutionalization 5. Appropriate Institutionalization | |
Availability | Statewide | |
Allowable Components, PURCHASED | Case Plan Development | Residential Treatment |
Counseling, Group | Speech Evaluation | |
Counseling, Ind. & Family | Supportive Activities | |
Day Treatment | Testing, Psychological | |
Diagnosis | Therapy, Group | |
Diagnosis & Eval. (medical) | Therapy, Ind. (medical) | |
Follow-up | Therapy, Ind. (non-medical) | |
Intake | Therapy, Group | |
Meal, Group | Therapy, Speech (non-med.) | |
Prescription, Purchase, and Administration of Drugs | Transportation | |
SERVICE 29 - UNITS OF SERVICE
DAY SERVICES FOR DEVELOPMENTALLY DISABLED CHILDREN
SERVICE CODE 30
SERVICE 30 - SERVICE DEFINITION
Services to children and families of children based on an individual family services plan. These services allow children and families to receive training to strengthen the child/family functioning in their home and community.
SERVICE 30 - DIVISION(S) OFFERING DAY SERVICES FOR DEVELOPMENTALLY DISABLED CHILDREN
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Without Regard to Income |
Statutory Goal(s) | 2. Self-sufficiency 4. Prevention of Unnecessary Institutionalization |
Availability | Statewide |
Allowable Components, PURCHASED | Habilitation Training Meal, Group |
SERVICE 30 - UNITS OF SERVICE
INTERSTATE COMPACT ON JUVENILES
SERVICE CODE 33
SERVICE 33 - SERVICE DEFINITION
The Interstate Compact for Juveniles provides for the out-of-state supervision of delinquent juveniles, provides for the return of runaways who have not been adjudicated delinquent, provides authorized agreements for the cooperative institutionalization of special types of juveniles, and provides for the return of absconders and escapees.
SERVICE 33 - DIVISION(S) OFFERING INTERSTATE COMPACT ON JUVENILES
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Without Regard to Income | |
National Goal(s) | 1. Self-support 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation 4. Prevention of Unnecessary Institutionalization 5. Appropriate Institutionalization | |
Availability | Statewide | |
Allowable Components, DIRECT | Case Plan Development | Lodging |
Escort Services | Placement | |
Follow-up | Supportive Activities | |
Investigation | Transportation | |
SERVICE 33 - UNITS OF SERVICE
supervision, follow-up reports, and discharge.
COORDINATED COURT SERVICES
SERVICE CODE 35
SERVICE 35 - SERVICE DEFINITION
Services delivered at the request of a court or child welfare agency which may include gathering information about a family or families and presentation of the information to the court in a written report. Testimony in court about the report may be required. Supervision of visitation and development of a written report resulting from the visitation may also be included.
SERVICE 35 - DIVISION(S) OFFERING COORDINATED COURT SERVICES
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Without Regard to Income | |
National Goal(s) | 3. Prevention of Neglect, Abuse, or Exploitation | |
Availability | Statewide | |
Allowable Components, PURCHASED | Court Testimony | Report Development |
Home Study | Supervision | |
SERVICE 35 - UNITS OF SERVICE
CONGREGATE MEALS
SERVICE CODE 36
SERVICE 36 - SERVICE DEFINITION
Service to provide hot meals (or other as appropriate) that contain at least 1/3 of the nutritional value of the Recommended Daily Allowance. Meals are served in a group setting such as a senior center or elderly housing facility.
SERVICE 36 - DIVISION(S) OFFERING CONGREGATE MEALS
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible | |
Statutory Goal(s) | 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation 4. Prevention of Unnecessary Institutionalization | |
Availability | Statewide | |
Allowable Components, PURCHASED | Case Plan Development | Meal, Group |
Instruction | Outreach | |
Special Note: This service is available to individuals 60 years or older or to the spouse of an individual who is 60 years or older and receiving services through SSBG or Title III of the Older Americans Act. This service is also available to a handicapped/disabled individual who is a dependent of and residing with an individual who is 60 years or older and receiving services through SSBG or Title III. In protective services cases (as certified by the Protective Services Unit of DAAS), any adult will be eligible for the service.
The Instruction Component of this service shall be limited to the provision of nutritional information to clients.
SERVICE 36 - UNITS OF SERVICE
SUPPORTIVE SERVICES FOR CHILDREN AND FAMILIES
SERVICE CODE 38
SERVICE 38 - SERVICE DEFINITION
Supportive Services for Children and Families is a coordinated set of services designed to address a wide range of problems. This service is intended to help parents in their child-rearing role, promote healthy development and social functioning of children, prevent unnecessary removal of children from their homes, strengthen family functioning, and meet the needs of families in crisis.
SERVICE 38 - DIVISION(S) OFFERING SUPPORTIVE SERVICES FOR CHILDREN AND FAMILIES
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Without Regard to Income | |
National Goal(s) | 1. Self-support 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation 4. Prevention of Unnecessary Institutionalization | |
Availability | Statewide | |
Allowable Components, PURCHASED and DIRECT | Advocacy | Arrangement |
Follow-up | Intake | |
Instruction | Intensive Family Services | |
Interpreter Services | Intervention | |
Legal Activities | Peer Support | |
Subsistence Services | Supportive Activities | |
Transportation | ||
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Without Regard to Income | |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation | |
Availability | Statewide | |
Allowable Components, PURCHASED | Counseling, Group | Intensive Family Services |
Counseling, Ind. & Family | Intervention, Crisis | |
Home Study | Supervision | |
Instruction | Testing, Psychological | |
Special Note: This service interfaces with Title IV-B and, as a child welfare service, is provided without regard to income. This service is a clustered service which comprises emergency services, supportive services to children in their own home, employment services, services to youth in need and transportation services. To meet individual client needs, the Division's staff may arrange for the purchase of services or supplies to supplement the services they provide.
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible | |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation 4. Prevention of Unnecessary Institutionalization 5. Appropriate Institutionalization | |
Availability | Statewide | |
Allowable Components, PURCHASED | Case Plan Development | Outreach |
Commodity Distribution | Supportive Activities | |
Instruction | ||
SERVICE 38 - UNITS OF SERVICE
medical care when:
SUBSTITUTE CARE FOR YOUTH
SERVICE CODE 42
SERVICE 42 - SERVICE DEFINITION
Services provide selective placement in a foster home, group home, or residential treatment facility for a planned period of time for delinquent youth committed to the DYS by a Juvenile/Chancery Court. This service includes casework and intervention services with the youth,
parents/guardians, caregivers, and community resources.
SERVICE 42 - DIVISION(S) OFFERING SUBSTITUTE CARE FOR YOUTH
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Status Eligible | |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 4. Prevention of Unnecessary Institutionalization | |
Availability | Statewide | |
Allowable Components, PURCHASED | Assessment | Personal Supplies |
Case Plan Development | Placement | |
Casework Management | Prescription, Purchase and | |
Counseling, Group | Administration of Drugs | |
Counseling, Ind. & Family | Recreational Supplies | |
Diagnosis | Room and Board | |
Diagnosis & Eval. (medical) | Social Interaction | |
Follow-up | Supportive Activities | |
Instruction | Testing, Psychological | |
Intervention, Crisis | Testing, Group | |
Medical Care | Testing, Ind. (non-medical) | |
Outreach | Transportation | |
Special Note: For purposes of income eligibility determination, youth over the age of 18 can be considered for this service through an approved waiver.
SERVICE 42 - UNITS OF SERVICE
MENTAL HEALTH SERVICES, ADDITIONAL UNITS
SERVICE CODE 43
SERVICE 43 - SERVICE DEFINITION
Organized efforts performed by trained personnel in certified mental health facilities to help individuals overcome mental, emotional, social, and psychological dysfunctioning.
SERVICE 43 - DIVISION(S) OFFERING MENTAL HEALTH SERVICES, ADDITIONAL UNITS
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible | |
National Goal(s) | 1. Self-support 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation 4. Prevention of Unnecessary Institutionalization 5. Appropriate Institutionalization | |
Availability | Statewide | |
Allowable Components, PURCHASED | Case Plan, Development | Residential Treatment |
Counseling, Group | Speech Evaluation | |
Counseling, Ind. & Family | Supportive Activities | |
Day Treatment | Testing, Psychological | |
Diagnosis | Therapy, Group | |
Diagnosis & Eval. (medical) | Therapy, Ind. (medical) | |
Follow-up | Therapy, Ind. (non-medical) | |
Meal, Group | Therapy, Speech (non-med.) | |
Prescription, Purchase, and Administration of Drugs | Transportation | |
SERVICE 43 - UNITS OF SERVICE
DEVELOPMENTALLY DISABLED SERVICES
SERVICE CODE 46
SERVICE 46 - SERVICE DEFINITION
Services necessary to maintain a person with a developmental disability in his/her community. Services are based on an individual service plan and include such services as adult development, vocational maintenance and personal care.
SERVICE 46 - DIVISION(S) OFFERING DEVELOPMENTALLY DISABLED SERVICES
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Without Regard to Income | |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 4. Prevention of Unnecessary Institutionalization | |
Availability | Statewide | |
Allowable Components, PURCHASED | Child Day Care | Meal, Group |
Emergency Shelter | Personal Care | |
Guidance and Job Placement | Supportive Activities | |
Habilitation Training | Therapy, Occupational | |
Integrated Support Services | Therapy, Physical | |
Intervention | Therapy, Speech (non-med.) | |
SERVICE 46 - UNITS OF SERVICE
SUPPORTED LIVING SERVICES
SERVICE CODE 50
SERVICE 50 - SERVICE DEFINITION
A community residential service to provide supervision when necessary and coordinate support services to allow the individual to maintain an independent life style.
SERVICE 50 - DIVISION(S) OFFERING SUPPORTED LIVING SERVICES
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Without Regard to Income |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation 4. Prevention of Unnecessary Institutionalization |
Availability | Statewide |
Allowable Components, PURCHASED | Integrated Support Services |
Special Note: While the Supported Living Facility provides basic treatment in a residential setting, other services may be purchased separately for individuals, as needed, if the services are not already a part of Supported Living Services.
Individuals who are not adults may also receive this service when a service provider determines on an individual basis that a child will benefit from and can be accommodated by the provider's program. In making this determination, the provider must adhere to all eligibility and service need criteria established by DHS.
SSBG funds are not used for the purchase of room and board; persons receiving the service may be charged for room and board.
This service is provided by the Division only to individuals with developmental disabilities as defined in the Glossary.
SERVICE 50 - UNITS OF SERVICE
NON-RESIDENTIAL SERVICES FOR YOUTH, ADDITIONAL UNITS
SERVICE CODE 51
SERVICE 51 - SERVICE DEFINITION
Services are non-residential support services directed toward amelioration of behavioral and/or emotional problems in order to allow the juvenile to transition back into his or her home or community and to prevent or reduce the need for re-institutionalization.
SERVICE 51 - DIVISION(S) OFFERING NON-RESIDENTIAL SERVICES FOR YOUTH, ADDITIONAL UNITS
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Status Eligible | |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 4. Prevention of Unnecessary Institutionalization | |
Availability | Statewide | |
Allowable Components, PURCHASED | Assessment | Social Interaction |
Casework Management | Supportive Activities | |
Counseling, Group | Therapy, Group | |
Diagnosis and Evaluation | Therapy, Individual (non-med.) | |
Follow-up | Training Supplies | |
Guidance and Job Placement | Transportation | |
Instruction | Tutoring | |
Meals, Group | Vocational Training | |
Outreach | ||
Special Note: For purposes of income eligibility determination, youth over the age of 18 can be considered for this service through an approved waiver.
SERVICE 51 - UNITS OF SERVICE
Employment: A program which assists the offender in obtaining employment and, in some cases, provides supervision to the youth to monitor the payment of restitution to the victim or the juvenile's employment to ensure compliance with the established plan of service.
Restitution (Work for the Victim): A program that monitors a youth's work activities to compensate a victim. The service may include arrangement of scheduled activities, monitoring of work performed and reports to the court regarding compliance with the established plan of service. The program may mediate between the victim and the offender to determine the amount of restitution
Community Service Work: A program which provides a site for community service work, supervision of the youth on the work site by program staff or via monitoring of reports from the work site, and reports to the court regarding compliance with the established plan of service. The program may mediate between the victim and the offender to determine the amount of restitution.
SUBSTITUTE CARE FOR YOUTH, ADDITIONAL UNITS
SERVICE CODE 52
SERVICE 52 - SERVICE DEFINITION
Services provide selective placement in a foster home, group home, or residential treatment facility for a planned period of time for delinquent youth committed to DYS by a Juvenile/Chancery Court. This service includes casework and intervention service with the youth,
parents/guardians, caregivers, and community resources.
SERVICE 52 - DIVISION(S) OFFERING SUBSTITUTE CARE FOR YOUTH - ADDITIONAL UNITS
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible | |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 4. Prevention of Unnecessary Institutionalization | |
Availability | Statewide | |
Allowable Components, PURCHASED | Assessment | Personal supplies |
Case Plan Development | Placement | |
Casework Management | Prescription, Purchase, and | |
Counseling, Group | Administration of Drugs | |
Counseling, Ind. & Family | Recreational Supplies | |
Diagnosis | Room and Board | |
Diagnosis & Eval. (medical) | Social Interaction | |
Follow-up | Supportive Activities | |
Instruction | Testing, Psychological | |
Intervention, Crisis | Therapy, Group | |
Medical Care | Therapy, Ind. (non-medical) | |
Outreach | Transportation | |
Special Note: For purposes of income eligibility determination, youth over the age of eighteen can be considered for this service through an approved waiver.
SERVICE 52 - UNITS OF SERVICE
DEVELOPMENTALLY DISABLED SERVICES - ADDITIONAL UNITS
SERVICE CODE 53
SERVICE 53 - SERVICE DEFINITION
Services necessary to maintain a person with a developmental disability in his/her community. Services are based on an individual service plan and include such services as adult development, vocational maintenance and personal care.
SERVICE 53 - DIVISION(S) OFFERING DEVELOPMENTALLY DISABLED SERVICES - ADDITIONAL UNITS
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Without Regard to Income |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation 4. Prevention of Unnecessary Institutionalization |
Availability | Statewide |
Allowable Components, PURCHASED | Therapy, Speech (non-medical) |
SERVICE 53 - UNITS OF SERVICE
COMMUNITY INTEGRATION SERVICES
SERVICE CODE 54
SERVICE 54 - SERVICE DEFINITION
Services to children and their families and adults based upon a Multi Agency Plan of Services. The services are designed to allow persons the supports needed for them to function in a community setting.
SERVICE 54 - DIVISION(S) OFFERING COMMUNITY INTEGRATION SERVICES
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Without Regard to Income | |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation 4. Prevention of Unnecessary Institutionalization 5. Appropriate Institutionalization | |
Availability | Statewide | |
Allowable Components, PURCHASED | Supportive Activities | |
Child Day Care | Supportive Activities | |
Counseling, Group | Testing, Psychological | |
Counseling, Ind. & Family | Therapy, Group | |
Diagnosis & Eval. (med.) | Therapy, Ind. (medical) | |
Emergency Shelter | Therapy, Ind. (non-med.) | |
Instruction | Therapy, Occupational | |
Medical Care | Therapy, Speech (non-med) | |
Personal Care Subsistence Services | Tutoring | |
Transportation | ||
Transportation | ||
Integrated Support Services | ||
Community Integration | Intervention, Crisis | |
Companion | Social Interaction | |
Follow-up | Supervision | |
Integrated Support Svcs | ||
SERVICE 54 - UNITS OF SERVICE
SUPPORTIVE SERVICES FOR CHILDREN AND FAMILIES, ADDITIONAL UNITS
SERVICE CODE 55
SERVICE 55 - SERVICE DEFINITION
* Supportive Services for Children and Families is a coordinated set of services designed to address a wide range of problems. This service is intended to help parents in their child-rearing role, promote healthy development and social functioning of children, prevent unnecessary removal of children from their homes, strengthen family functioning, and meet the needs of families in crisis.
SERVICE 55 - DIVISION(S) OFFERING SUPPORTIVE SERVICES FOR CHILDREN AND FAMILIES, ADDITIONAL UNITS
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Without Regard to Income | |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 3. Prevention of Neglect, Abuse, or Exploitation | |
Availability | Statewide | |
Allowable Components, PURCHASED | Counseling, Groups | Instruction |
Counseling, Ind. & Family | Intensive Family Services | |
Home Study | Intervention, Crisis | |
Supervision | ||
Special Note: This service interfaces with Title IV-B and, as a child welfare service, is provided without regard to income. This service is a clustered service which comprises emergency services, supportive services to children in their own home, employment services, services to youth in need and transportation services. To meet individual client needs, the Division's staff may arrange for the purchase of services or supplies to supplement the services they provide.
SERVICE 55 - UNITS OF SERVICE
PREVENTION/INTERVENTION SERVICES
SERVICE CODE 56
SERVICE 56 - SERVICE DEFINITION
Prevention and intervention services are those services or activities designed to provide early identification and/or timely intervention to support children/adolescents and their families and to prevent or ameliorate the consequences of, abuse, neglect, or family violence, or to assist in making arrangement for alternate placements or living arrangements where necessary. Such services may also be provided to prevent the removal of a child from the home.
SERVICE 56 - DIVISION(S) OFFERING SUPPORTED LIVING SERVICES
Eligibility Categories | TEA/WORK PAYS Recipient, SSI Recipient, Income Eligible, Without Regard to Income | |
Statutory Goal(s) | 1. Self-support 2. Self-sufficiency 3. Prevention of Abuse, Neglect, or Exploitation 4. Prevention of Unnecessary Institutionalization | |
Availability | Statewide | |
Allowable Components, PURCHASED | Advocacy | Arrangement |
Camping | Communication Equipment | |
Devices, Aids, Appliances | Follow-up | |
Intake | Integrated Support Services | |
Intensive Family Services | Intervention | |
Intervention, Crisis | Personal Care | |
Personal Supplies | Recreation | |
Recreational Supplies | Supportive Child Care | |
Tutoring | ||
Special Note:Child day care services are allowable ONLY if they meet applicable standards of State and local law.
SERVICE 56 - UNITS OF SERVICE
Activities under this definition allow for the support of the continuance of education but does not supplant the responsibility of the education provider (ex., public school). One unit of service equals one hour or one minute.
APPENDIX E SSBG FORMS AND INSTRUCTIONS
INSTRUCTIONS FOR THE DHS-0100 APPLICATION FOR SOCIAL SERVICES BLOCK GRANT SERVICES
PURPOSE
The DHS-0100 is the client's application for SSBG services and a notice of the applicant's rights and responsibilities under the SSBG program. This form is used to collect information necessary to determine eligibility for the requested services. This form should be filled in as completely and accurately as possible.
COMPLETION
Introduction: The provider or caseworker should assist the applicant in completing this form. At a minimum, the provider/caseworker must provide assistance with the goal, code numbers for services and calculation of gross monthly income. When completed, the applicant should thoroughly review all information before signing.
Applicant's Name, Social Security Number (SSN), and Date of Birth (DOB): Enter the name, Social Security number, and the date of birth of the person applying for services. In all non-foster care cases, a responsible adult must apply on behalf of a child or an incompetent adult.
Clients Name, Social Security Number (SSN) and Date of Birth (DOB): Enter the name, Social Security number, and date of birth of the individual who will actually be receiving the services, if other than the applicant.
Mailing Address and Telephone Numbers:Enter the applicant's address, home telephone and work telephone, if applicable.
Listing of Family Members: List all members of the eligibility unit as defined in Section 4210 of the SSBG Program Manual, beginning with the applicant. Enter the personal information requested for each member. If there are more than five family members, indicate that an additional sheet is attached and continue the listing on another form, completing only the name and family member sections.
Under "Relationship", indicate if the individual is the applicant's mother, father, son, daughter, brother, sister, spouse, or other. If other, specify.
Family Income: Carefully review the following as possible sources of income.
Earned Income | Farm Self-employment | Social Security |
Veterans Administration | Non-farm Self Employment | TEA/WORK PAYS |
Alimony | Worker's Compensation | Child Support |
Pensions & Annuities | Rental Income | Interest |
Dividends & Royalties | SSI | Other |
In the space provided, enter the source and gross monthly amount of ALLincome. If SSI is listed, indicate the name of the recipient and the SSI number.
Total Number in Family: Enter the total number in the family.
Total Monthly Family Income: Enter the total monthly income for the family.
Services Requested: List the specific DHS service(s) being requested.
DHS-0100 Instructions (R.11/06/09)
Applicant's Signature: Unless otherwise exempted according to the SSBG Program Manual, the applicant, parent, guardian, or authorized representative must sign and date the form indicating he/she understands his/her rights and responsibilities relating to this application and that he/she, and all service recipients named on the application, are U.S. citizens, U.S. nationals, or lawfully admitted aliens.
FOR PROVIDER OR DEPARTMENT USE ONLY
This part shall be used by the provider or DHS representative to determine the applicant's eligibility.
Eligible for Services Requested ?
Indicate whether the applicant is eligible or not eligible for the services requested. If the applicant is eligible for some services requested but not others, indicate such below the line.
Statutory Goal: Circle the Statutory SSBG Goal to which services are addressed.
Signature of Provider: The provider representative completing this section must sign and enter the date in the spaces provided.
ROUTING
Upon completion, the provider representative shall copy the DHS-0100. Provider shall give a copy to the applicant, guardian, or authorized representative as a record of the application, and shall file the original in the client record. In those cases where the applicant has not signed the DHS-0100, provider need not give a copy to the applicant.
Alternate formats (large print, audio tape, etc.) will be provided upon request. DHS-0100 Instructions (R.11/06/09)
Instructions for the
DHS-0145
CLIENT AND SERVICE DATA SHEET FOR
SOCIAL SERVICES BLOCK GRANT FUNDING
Purpose: Form DHS-0145 is the billing form for purchased services provided to clients determined eligible for Social Services Block Grant (SSBG) services. It shall be completed and submitted by the provider as follows:
Completion of "Page 1 of _____ ":
Name of Provider: Enter the legal name of the provider as it appears on the contract to which services are being billed.
Contract #: Enter the contract number as it appears on the contract to which services are being billed.
Billing Period: Enter the beginning and ending date of the period of time for which billing is being submitted (month, date, and year).
TIN: Enter the provider's tax identification number.
Service Code: Enter the four digit service code(s) for which billing is being submitted. These codes must be authorized by the contract being billed for the time period being billed. Enter each four digit code on a separate line and enter each code one time only.
Number of Clients: Enter the total number of clients receiving services for each service code indicated.
Number of Units: Enter the total number of units of service provided for each service code indicated.
Unit Rate: Enter the unit rate specified in the contract for each service code indicated.
Total for Services: Enter the total amount billed for each service code indicated. This is the total number of units multiplied by the unit rate.
TOTAL for all services: Enter the total amount billed for all services provided.
Adjustment: Enter any adjustment necessary and explain in the blank space to the left of the word "Adjustment".
NET Total for all services, with adjustment: Enter the total calculated from "Total for all services", plus or minus "Adjustment".
Signature of Provider and Date Submitted: Sign and date (To be signed and dated by provider-authorized individual only.)
Page 1 of (blank): In the blank space provided, enter the total number of pages of the DHS-0145 being submitted for this billing.
Completion of "Page ____ of _____ " Complete as many pages as necessary to include all client data for this billing. Re-enter Name of Provider, Contract #, Billing Period, and TIN on each page.
Client Name: Enter the last name, first name, and middle initial of the individual(s) for whom services are being billed.
Client SSN: Enter the client's Social Security Number.
Client DOB: Enter the client's date of birth (month, date, year).
Stat. Goal: Enter the number (1, 2, 3, 4, or 5) of the SSBG Statutory Goal to which services are addressed. See SSBG Program Manual for Goals.
Service Code: Enter the four-digit service code(s) for services provided to this client during this billing period for which billing is being submitted. Enter each four digit service code on a separate line and enter each service code only once per client. If there is more than one service code for a client, the "Client Name", "Client SSN", "Client DOB", and "Stat. Goal" need only be entered on the first line for that client.
# of Units: Enter the number of units of service provided to each client for each service code indicated.
Unit Rate: Enter the unit rate for each service code indicated for each client.
Total: Enter the total amount billed for each client for each service. This is the total number of units, for each client for each service, multiplied by the unit rate for that service.
*: For Inclement Weather billing, enter a "W".
Page (blank) of (blank): Enter the page numbers in the spaces provided.
Routing
Provider shall complete the DHS-0145 and make a copy for provider's records. Unless otherwise indicated in the terms of the contract, provider shall forward the original DHS-0145 in accordance with the instructions provided by the DHS division.
If you are not satisfied with the action we plan to take or you feel that you have been discriminated against, you have the right to discuss your case with a member of the provider staff. You may also request a hearing by DEPARTMENT OF HUMAN SERVICES staff by filing a written request with the Chief Fiscal Officer of DHS, P.O. Box 1437, Slot W401, Little Rock, Arkansas 72203-1437. Services are provided in compliance with Title VI and Title VII of the Civil Rights Act and Section 504 of the Rehabilitation Act.
INSTRUCTIONS TO THE DHS-0160
NOTICE OF ACTION
TO APPLICANTS FOR AND RECIPIENTS OF
SOCIAL SERVICES BLOCK GRANT SERVICES
Purpose
Form DHS-0160 notifies applicants for and recipients of SSBG services of approval, denial, and termination of services.
Completion
TO: Enter the applicant's/recipient's name and mailing address.
FROM: Enter the name and mailing address of the provider making the case action. A rubber stamp may be used if desired.
EFFECTIVE: Enter the month, day and year that the action is effective. If a 10 day advance notice is being given, this date should be the last day of the month in which the advance notice period ends. (See Section 4630.A. of the SSBG Program Manual.)
Check the appropriate item to indicate the action being taken.
Reason(s) for the above: Enter explanation(s) for the action taken which will assist the applicant or recipient in understanding the action. The provided must sign and date the form in the spaces provided.
Routing
Mail or hand deliver the original to the applicant or recipient. Retain one copy in the case record.
APPENDIX F
SSBG PROGRAM DESCRIPTION FROM THE CATALOG OF FEDERAL DOMESTIC ASSISTANCE
The following is the description of the Social Services Block Grant as found in the Catalog of Federal Domestic Assistance. The catalog (CFDA) is published by the Office of Management and Budget (OMB) and the General Services Administration (GSA) and is made available through the Government Printing Office (GPO).
93.667 SOCIAL SERVICES BLOCK GRANT
FEDERAL AGENCY: ADMINISTRATION FOR CHILDREN AND FAMILIES,
DEPARTMENT OF HEALTH AND HUMAN SERVICES
AUTHORIZATION: Social Security Act, Title XX, as amended; Omnibus Budget
Reconciliation Act of 1981, as amended, Public Law 97-35; Jobs Training Bill, Public Law 98-8; Public Law 98-473; Medicaid and Medicare Patient and Program Act of 1987; Omnibus Budget Reconciliation Act of 1987, Public Law 100-203; Family Support Act of 1988, Public Law 100-485; Omnibus Reconciliation Act of 1993 Public Law 103-66; 42 U.S.C. 1397 et seq.
OBJECTIVES: To enable each State to furnish social services best suited to the needs of the individuals residing in the State. Federal block grant funds may be used to provide services directed toward one of the following five goals specified in the law:
Empowerment Zones (EZs) and Enterprise Communities (ECs). The supplemental funding is called "EZ/EC SSBG." The States, through the designated localities, may use the EZ/EC SSBG funds for activities included in each locality's strategic plan for comprehensive revitalization and directed toward goals 1, 2 or 3 listed above. These funds will remain available until December 21, 2004. Information about this component of the SSBG is included below as appropriate.
TYPES OF ASSISTANCE: Formula Grants.
USES AND USE RESTRICTIONS: Federal funds may be used by States for the proper and efficient operation of social service programs. Except for items (1) and (4) below, for which a waiver from the Secretary may be requested, Federal funds cannot be used for the following:
ELIGIBILITY REQUIREMENTS:
Applicant Eligibility: The 50 States, the District of Columbia, Puerto Rico, Guam, the Virgin Islands, the Commonwealth of the Northern Mariana Islands, and American Samoa.
Beneficiary Eligibility: Under Title XX, each eligible jurisdiction determines the services that will be provided and the individuals that will be eligible to receive services.
Credentials/Documentation: Prior to expenditure of funds, the State must report on the intended use of the payments the State is to receive, including information on the types of activities to be supported and the categories or characteristics of individuals to be served.
APPLICATION AND AWARD PROCESS:
Pre-application Coordination: None. This program is excluded from coverage under E.O. 12372.
Application Procedure: Submission of a pre-expenditure report application is required.
Award Procedure: States are awarded funds quarterly.
Deadlines: None
Range of Approval/Disapproval Time: Not applicable.
Appeals: See 45 CFR, Part 16, Procedures of the Departmental Appeals Board.
Renewals: Not applicable.
ASSISTANCE CONSIDERATIONS:
Formula and Matching Requirements: Section 2003 of Title XX of the Social Security Act specifies how the allotments for each State and jurisdiction will be determined. Each State is entitled to payments in an amount equal to its allotment for that fiscal year. There is no matching requirement. Allotments for Title XX are subject to a limitation of $2,800,000,000 (estimate). The allotment for the jurisdictions of Puerto Rico, Guam, the Virgin Islands, and the Northern Mariana Islands shall be an amount which bears the same ratio to the amount authorized for Title XX as the fiscal year 1981 allocation bore to $2,900,000,000. The allotment for American Samoa shall be an amount which bears the same ratio to the amount allotted to the Northern Mariana Islands for that fiscal year as the population of American Samoa bears to the population of the Northern Mariana Islands. Each State's and the District of Columbia's allotment are proportional to its portion of the national population of the amount authorized for Title XX minus the amount authorized to the other jurisdictions. The statistical factors used for fund allocation are the State population and total U.S. population (ratio of population of all States and the District of Columbia to total population); source, "Current Population Reports," P-25, Bureau of the Census.
Length and Time Phasing of Assistance: Grants are awarded quarterly on a fiscal year basis. The Electronic Transfer System will be used based on quarterly grant awards for monthly cash draws from Federal Reserve Banks. The funds will remain available for projects and programs in the designated localities until December 21, 2004.)
POST ASSISTANCE REQUIREMENTS:
Reports: An annual report is required. The report shall be in such form and contain such information as the State finds necessary to provide an accurate description of such activities, to secure a complete record of the purposes for which funds were spent, and to determine the extent to which funds were spent in a manner consistent with the pre-expenditure reports required under Section 2004 of the Act. The report must include the services provided in whole or in part with block grant funds; the number of children and the number of adults receiving each service; expenditure data for both children and adults for each service; the criteria applied in determining eligibility for each service, including fees; and the method(s) by which each service was provided. States must provide
DHHS with an annual report (Standard Form 269). For EZ/EC SSBG, States are also required to provide a final report at the end of the grant period. The grant period ends for EZ/EC SSBG on December 21,2004.
Audits: In accordance with the provisions of OMB Circular No. A-133 (Revised June 27, 2003), Audits of States, Local Governments and Non-Profit Organizations," Non-Federal entities that expend $300,000 ($500,000 for fiscal years ending after December 31, 2003) or more in a year in Federal awards shall have a single or program-specific audit conducted for that year in accordance with the provisions of this part. Non-Federal entities that expend less than $300,000 ($500,000 for fiscal years ending after December 31, 2003) a year in Federal awards are exempt from Federal audit requirements for that year, except as noted in section.215(a), but records must be available for review or audit by appropriate officials of the Federal agency, pass-through entity, and General Accounting Office (GAO).
Records: States are required to maintain records documenting the purposes for which expenditures were made.
FINANCIAL INFORMATION:
Account Identification: 75-1534-0-1-506.
Obligations: (Grants) FY 07 $1,700,000,000; FY 08 est. $1,700,000,000; and FY 09 est. $1,200,000,000.
Range and Average of Financial Assistance: $48,518 to $206,071,998;
$29,824,563.
PROGRAM ACCOMPLISHMENTS: In FY 07, 57 grants were awarded. In FY 08, 57 grants will be awarded. It is anticipated that same number of grants will be awarded in FY 09.
REGULATIONS, GUIDELINES, AND LITERATURE: 45 CFR 96.
INFORMATION CONTACTS:
Regional or Local Office: Local Office: Not applicable. Regional Office: Office of Community Services Regional Liaisons in the Office of the Regional Administrator. (See Appendix IV of the Catalog for Regional Offices.)
Headquarters Office: Division of State Assistance, Office of Community Services, 370 L'Enfant Promenade, SW., Washington, DC 20447. Telephone:
(202) 401-4608
Web Site Address: http://www.acf.dhhs.gov/programs/ocs/ssbg.
RELATED PROGRAMS: 93.600, Head Start; 93.630, Developmental Disabilities Basic Support and Advocacy Grants; 93.044, Special Programs for the Aging-Title III, Part B-Grants for Supportive Services and Senior Centers; 93.045, Special Programs for the Aging - Title III, Part C-Nutrition Services; 93.645, Child Welfare Services State Grants; 93-647, Social Services Research and Demonstration; 93.658, Foster Care-Title IV-E; 93.669, Child Abuse and Neglect State Grants; 93.671, Family Violence Prevention and Services/Grants for Battered Women's Shelters - Grants to States and Indian Tribes.
EXAMPLE OF FUNDED PROJECTS: States and other eligible jurisdictions determine their own social services programs. Examples of funded services include child day care, protective and emergency services for children and adults, homemaker and chore services, information and referral, adoption, foster care, counseling, and transportation.
CRITERIA FOR SELECTING PROPOSALS: All States, the District of Columbia, and the five other jurisdictions will receive their share of funds if they submit a pre-expenditure report that meets the requirements.
016.14.09 Ark. Code R. 006