016.15.03 Ark. Code R. § 004 - DCFS Family Services Policy and Procedures (FSPP) Manual, and the Family Services Forms (FSF) Manual
FSPP II. SERVICES TO ASSESS FAMILY STRENGTHS AND NEEDS
PROCEDURE (II-E4): Medical/Psychological Evaluation Required During Assessment
The Family Service Worker will:
* Confer with the County Supervisor/Assessment Team Coordinator concerning a complete examination/evaluation by a mental health professional if a child has one of the following:
* Impairment of the intellectual, emotional or psychological development as evidenced by observable and substantial reduction in the child's ability to function within a normal range of performance and behavior.
* Suffered a substantial impairment in the ability to function as a result of a specific, non-accidental action or interaction committed by a parent or caretaker.
* Refer for a medical examination or consultation with a physician in the following cases unless the Area Manager allows an exception:
* burns, fractures or dislocations in children under three years of age;
* burns, fractures or dislocations in children of any age if unexplained or implausibly explained;
* burns, bruises, or fractures in non-ambulatory children;
* reasonable suspicion that vaginal or oral penetration has occurred;
* cases involving sexually transmitted diseases in prepubescent children;
* cases of malnutrition and failure to thrive;
* cases of serious medical neglect;
* cases of alleged head and abdominal injuries;
* reports in which the child has an observable injury, the caretaker admits responsibility for the injury and there is reason to believe that there are internal injuries or other injuries which have occurred in the past.
* Conduct a cursory physical examination of a child. If the child is under the age of five, conduct the exam with the assistance of the parent/caretaker.
NOTE: A cursory physical examination is the observation of a child's external, physical condition which may require that the child's clothing be removed or rearranged.
* Involve the parent, legal guardian or legal custodian of the child whenever possible, if during the protective assessment, a medical examination is needed to determine the existence of abuse or neglect.
* Verify that the parent, legal guardian or legal custodian has exhausted all other resources before requesting DHS funds for payment.
* Consider the following in all cases in which a medical examination is required:
* The first choice is to have the child examined by the child's Primary Care Physician (PCP).
* The second choice is a pediatrician if the PCP is unavailable. The protective services worker must advise the pediatrician whether the PCP, although not physically available, is available by telephone for consultation.
* The third choice is to take the child to the emergency room of the nearest hospital.
The physical examination of children alleged to be sexually abused must be conducted by a physician or other medical personnel, not the Protective s Worker.
PROCEDURE (II-E5): Other Child Maltreatment Assessment Actions
The Family Service Worker will:
* Obtain X-rays, photographs, radiology procedures, medical records, other pertinent records e.g., school records, or videos from mandated reporters.
* Key all screens in the "Investigate" section of CHRIS including screens listed under the "Interview" and "Client" sections. Skip screens only when the information for that screen is unavailable.
* Make a child maltreatment investigative determination (true, unsubstantiated, exempted from finding or inactive) within thirty (30) days in conference with the supervisor. (See Procedure II-E6.)
* Document the investigative determination on the "Investigation Findings" screen in CHRIS. Individual findings for each victim are also documented on the "Investigation Finding" screen. CHRIS will automatically populate the Overall Finding (true, unsubstantiated, exempted from finding due to religious exemption or exempted from finding underage juvenile aggressor) based on the individual findings.
* Document any additional information deemed necessary pertaining to the investigation on the "Investigation Closure" screen, and request supervisory approval of the determination. The request for approval will automatically go to the worker's supervisor's box for approval.
* Complete and print "Report to Prosecuting Attorney" (CFS-6003) within thirty (30) days of the initial report of severe maltreatment (Priority I reports) and send to Prosecuting Attorney and law enforcement.
* Open a Protective Services case on all true reports of sexual abuse or exploitation unless a written exception is approved by the Area Manager.
* Open an appropriate service case or make referrals for all other true reports and for unsubstantiated reports if the family needs and agrees to services.
* Release all information as requested on true reports, except the name of the reporter, to multi-disciplinary teams.
* When the subject of a report appeals the determination, refer to Policy IX-A for procedures to follow.
* The Family Service Worker Supervisor will:
* Review the investigative determination and other pertinent screens in CHRIS.
* Approve the investigation closure on the "Investigation Closure" screen.
PROCEDURE (II-E6): Child Maltreatment Investigative Determination
A Child Maltreatment Investigation will be determined to be true, unsubstantiated, exempted from finding due to religious exemption or inactive based on the criteria in the "Child Maltreatment Assessment Protocol" (PUB-357).
A Child Maltreatment Investigation will be determined TRUE in the event of:
* an admission of the fact of maltreatment by persons responsible;
* an adjudication of dependency-neglect;
* a determination of the existence of maltreatment by Division staff, based on a preponderance of the evidence;
* a medical diagnosis of failure to thrive. The Family Service Worker should, however, complete the Child Maltreatment Investigation in accordance with the procedures included to determine the identity of the caretaker and to conduct an assessment of the family for the purposes of determining appropriate service delivery;
* any other medical or legal form of confirmation deemed valid by the Division.
A Child Maltreatment Investigation will be determined UNSUBSTANTIATED in the event that:
* The allegation of child maltreatment is not supported by a preponderance of the evidence following an assessment by Division staff.
* The assessment concludes the injuries were the result of reasonable and moderate physical discipline inflicted by a parent or guardian for the purpose of restraining or correcting the child.
A Child Maltreatment Investigation will be determined to be EXEMPTED FROM FINDING DUE TO RELIGIOUS EXEMPTION in the event that:
* The Family Service Worker determines that the parent's decision to withhold medical treatment was based solely upon a religious belief, choosing instead to furnish the child with prayer and spiritual treatment in accordance with a recognized religious method of healing by an accredited practitioner.
NOTE: A Family Service Worker will take a child, who is in immediate danger of severe maltreatment, into DHS custody regardless of the beliefs of the parent(s). The religious exemption does not preclude the Family Service Worker's right and responsibility to take appropriate action, including petitions to the court, to obtain necessary medical services.
A Child Maltreatment Investigation will have an individual finding of EXEMPTED FROM FINDING (UNDERAGE JUVENILE AGGRESSOR) if there is an overall true finding of sexual behavior by a child under the age of ten (10).
* Select the "Alleged Juvenile Aggressor - Under Age Ten" in the Role In Referral Select box on the Abuse/Neglect Screen in Referral or Investigation in CHRIS.
* Select "Exempted From Finding (Underage Juvenile Aggressor)" as the individual finding in the Investigation Findings screen in CHRIS.
* When "Exempted From Finding" (Underage Juvenile Aggressor)" appears in the individual finding, the overall finding for the investigation will be True.
Regardless of whether the child maltreatment investigation is conducted by DCFS, CACD or local law enforcement, the investigative determination shall be made within thirty (30) days.
A Child Maltreatment Investigation will be determined INACTIVE in the event that the investigation cannot be completed. A case may go into an inactive status if a family was located initially but later moved and may be located later; or, the assessment was started but enough information was not gathered to finish it, etc. Failure to complete the investigation within the required 30 days is NOT a reason to place a case on inactive status. The report MUST document why the investigation could not be completed. A case will remain on inactive status for one (1) year, at which time it will be expunged.
V. SERVICES TO PRESERVE FAMILIES IN THEIR HOMES
* Document weekly visit contacts in the CHRIS client information screen by clicking on services/contacts and selecting new for each new client contact. Include the proposed visitation schedule in the case record documentation.
* Weekly contacts must be maintained for cases within "High and Intensive Risk levels and for families where the child's or family's situation raises protective concerns and where weekly contact is necessary to monitor the family situation and assure child safety. In addition, the worker should maintain weekly visits if the child is experiencing a period of crisis in the home, school, or community and contact with the worker can be of assistance to the child in coping with the crisis.
* If weekly contact is no longer appropriate (e.g., the family does not need weekly contact and could benefit from less than weekly contact, the perpetrator is no longer in the home, or the parent/child relationships are improving):
* Document the reasons for less than weekly contact with the child and family in the comments field and select the appropriate selection in the purpose field.
* Obtain Supervisor's approval for visits, which are less than weekly. For High and Intensive Risk Levels, waivers cannot be granted until another Risk Assessment is completed resulting in a lower risk level for the child.
The County Supervisor will:
* Click on the Reviewed check box after reviewing the worker's contact.
* Click on the Weekly Contacts Waiver check box and key in the mandatory explanation field to include documentation that the Health and Safety Assessment and Risk Assessment has been reviewed in order for less than Weekly Contacts to be approved. (See Procedure II-E3 and II-E7.)
Under no circumstances can a waiver be granted for less than weekly contacts based on staff shortages without other appropriate justification.
POLICY (V-C): FAMILY SUPPORT FUND
The Division shall ensure that staff has prompt access to the Family Support Fund to support birth, adoptive, and foster families. The purpose of the fund shall be:
* To prevent children from entering or remaining in Out-of-Home Placement due to the parents' financial inability to meet the children's basic needs.
* To pay for Out-of-Home Placement incidental items that are outside of the contracting process and are not covered by board payments. Examples are:
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School field trips |
Camping dues |
Dance Supplies |
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Musical instruments |
Registration |
Registration fees |
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School supplies |
Sport fees or equipment |
Club fees (social) |
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Summer program |
Art supplies |
School pictures |
PROCEDURE (V-C1): Cash Assistance
The Family Service Worker will:
* Complete the "Assessment for Income Assistance" (CFS-496) to make a determination of the basic unmet needs and appropriateness of using the fund to address the need(s).
* Route the CFS-496 to the DCFS County Supervisor for review and approval. The DCFS County Supervisor will:
* Monitor the county's allocation to ensure the county's funds are sufficient to meet client needs.
* Maintain the local cash account in accordance with guidelines established in PUB-384 (Local Cash Accounts).
* Review and approve/deny requests.
* Maintain a log of approved requests, "Income Assistance Request Log" (CFS-332).
* Determine the payment mechanism either through the county local cash account or DHS Requisition (DHS-1914). Payment will only be made to service providers.
* Ensure completion of process to access the county local account or development of the purchase order.
* Monitor activities to ensure payment to service providers and management of county funds.
* Maintain the local cash account in accordance with guidelines established in PUB-384 (Local Cash Accounts).
PROCEDURE (V-C2): Foster Care Incidentals
The Family Service Worker will:
* Assess and determine the needs of the child receiving Out-of-Home Placement Services and the appropriateness of using the fund to meet the assessed need.
* Request the use of the fund from the DCFS County Supervisor/Designee.
* Complete any additional paper work required by the method of payment chosen by the DCFS County Supervisor.
* Provide a receipt to the DCFS County Supervisor/Designee within two (2) business days following the dating of the check. Attach the receipt to the CFS-333 (Client Information Sheet). If the amount of the check exceeds the amount of the receipt, the balance must be returned to the DCFS County Supervisor/Designee immediately.
The DCFS County Supervisor/Designee will:
* Monitor the county's allocation to ensure the county's funds are sufficient to meet client needs.
* Maintain the local cash account in accordance with guidelines established in PUB-384 (Local
Cash Accounts).
* Approve or deny the request.
* For approved requests, the Supervisor will access the Family Support Fund in one of the following ways:
POLICY (V-D): DAY CARE FOR CHILDREN
Day Care for Children may be provided as a purchased service for those families needing child care as a part of a Protective Services, Out-of-Home-Placement Services or Supportive Services Cases. Day Care may also be purchased due to the employment, training, or educational needs of the parents or caretaker based on eligibility. The goal is to strengthen family functioning and/or to promote self-sufficiency. The Division of Child Care and Early Childhood Education (DCC) is responsible for processing and issuing payment authorization for day care services.
PROCEDURE (V-D1): Day Care for Children
For Protective Services, Out-of-Home Placement Services or Supportive Services cases, the Family Service Worker will initiate the following:
* Complete the "Request for Day Care Services" (DCC-537) prior to the date services are to begin. Services are to be authorized for a maximum of three months. Copies of the DCC-537 can be obtained from the County Supervisor or by contacting the Division of Child Care and Early Childhood Education.
* Make verbal requests to the County Supervisor for approval in an emergency, followed by a completed DCC-537within five (5) working days.
* Locate a provider on the list available through the DCC Family Support Unit.
* Request that the provider complete the bottom section of the DCC-537 indicating that they have space for the child, the daily rates, and other licensing information.
* Obtain approval and signature of the DCFS County Supervisor and fax ( 501-682-2317 ) to the DCC Family Support Unit.
* Initiate renewals no later than the first day of the last month of the eligibility period.
* Notify DCC Family Support Unit and the day care center if the child is no longer attending. The County Supervisor will:
* Maintain a log of obligated funds for both Out-of-Home Placement and Protective Services (Authorization/Voucher System). DCC maintains and monitors Supportive Services Daycare funds.
* Approve Out-of-Home Placement and Protective Services Day Care requests within the County's allocation for day care.
* Contact the Area Manager to determine if additional funds are available in the event the county's allocation is depleted.
The DCC Family Support Unit will:
* Process and issue payment authorization.
IX. SERVICES ACCOUNTABILITY
POLICY (IX-A): INTERNAL REVIEW AND ADMINISTRATIVE HEARING PROCESS
Determination of ineligibility, reduction of services or other adverse actions shall be subject to an Internal Review process. Individuals and families who disagree with the decision of the Division may further appeal through the Appeals and Hearing process conducted by the Office of Chief Counsel.
PROCEDURE (IX-A1): Internal Review of Adverse Action
The following steps are to be followed during the internal review process:
* The applicant who is the subject of an adverse action may request verbally or in writing an Internal Review from the appropriate Administrator or Manager.
* The Administrator or Manager will review the request and forward it with a recommendation to the appropriate Assistant Director for a final disposition.
* The Assistant Director will notify the applicant of the decision to the review within ten (10) working days of receiving the request.
* If the decision is unfavorable to the applicant, the Assistant Director will inform the applicant that the applicant has fifteen (15) working days in which to submit a written appeal to the Director, Division of Children and Family Services, P.O. Box 1437, Slot S560, Little Rock, AR 72203-1437.
* The DCFS Director will notify the applicant within ten (10) working days of the appeal decision.
PROCEDURE (IX-A2): Appeals and Hearings of Adverse Action
A request for an Administrative Hearing must be made within thirty (30) calendar days of receiving a notice of adverse action from DCFS.
When a family who is the subject to an adverse action wishes to request a hearing, they may do so by sending the request in writing to the Department of Human Services, Office of Chief Counsel, Appeals and Hearings Administration Section, P.O. Box 1437, Slot N401, Little Rock, AR 722031437.
The Appeals and Hearing Section will notify DCFS that an appeal has been filed. An Investigative File will be prepared immediately and made available to the petitioner, any representative, the OCC Attorney and the Appeals and Hearings Section. (See Procedure IX-A4.)
The Appeals and Hearings section will send out a notice of hearing which contains the time, date, and place of the hearing and the name of the hearing officer who will conduct the hearing.
In the event a true child maltreatment determination is the subject of an appeal, consultation will occur between the Family Service Worker, County Supervisor, OCC Attorney and the Area Manager. The purpose of the consultation will be to review the evidence used to establish the true determination and ascertain the impact of any subsequent events of the case after the determination was made. If the consultation reveals no merit for defending the true finding, then the Area Manager will be responsible for completing the CFS-346 (Approval Not to Defend a True Child Maltreatment Determination). A copy of the CFS-346 will be retained by the Area Manager, and one copy each given to the County Supervisor and OCC attorney. The OCC attorney will inform Appeals and Hearing of the decision not to defend. The CFS-346 will be included in the investigative file. (See Procedure IX-A4.)
The hearing will normally take place in the county of residence of the child, not the individual requesting the hearing. However, the hearing may be held in another location if the child will not be detrimentally affected.
If the petitioner fails to appear for the hearing and does not contact the Appeals and Hearing Section prior to the date of the hearing, the appeal will be abandoned.
It is the responsibility of the appropriate office/unit to designate a representative prior to the time of the hearing. The representative must be familiar with the circumstances leading to the adverse decision and must be able to summarize the pertinent aspects of the situation and present the documentation to support the basis for the findings. The representative will be able to answer questions posed by the petitioner or the hearing officer relative to the issue and should be prepared to cross examine witnesses.
The representative may request an Office of Chief Counsel Attorney for representation at the hearing only if the petitioner has an attorney. Send a request for an attorney to the Office of Chief Counsel in the Central Office. The Attorney assigned to the county of residence of the petitioner may be contacted for assistance.
The representative also is responsible for making arrangements for an appropriate place to conduct the hearing.
PROCEDURE (IX-A3): Conduct of the Hearing
* The hearing is conducted by a Hearing Officer from the Appeals and Hearings Section.
* The petitioner may be accompanied by friends or other persons and may be represented by a friend, legal counsel, or other designated representative. The hearing officer may not review material prior to the hearing unless such material is made available to the petitioner or his representative.
* The hearing is conducted in an informal but orderly manner. The Hearing Officer will explain the hearing procedure. The Administrative Hearing Statement will be read by the representative who will then present the Department's case which includes introducing evidence and questioning witnesses subpoenaed to the hearing as well as cross-examining the petitioner's witnesses. After completion of DCFS's case, the petitioner's case will be presented. This includes the opportunity to present witnesses, advance arguments, offer additional evidence, question the agency representative, and confront and cross-examine witnesses.
* Questioning of all parties will be confined to the issues involved.
* In all cases, the petitioner will be advised of the right to judicial review in the event of an adverse ruling.
* The hearing officer will prepare a hearing decision based on a comprehensive report of the proceedings. The format will consist of an Introduction, Findings of Fact, Conclusions of Law, and a Decision. Final administrative action must be completed within ninety (90) calendar days from the receipt of the appeal by the Appeals and Hearings Section provided that:
* Delays in completing the hearing that are attributable to the petitioner shall not count against the ninety (90) day limit.
* Failure to complete the hearing process in a timely fashion shall not deprive the department or a court reviewing the child maltreatment determination of jurisdiction to make a final agency determination or review a final agency determination pursuant to the Administrative Procedures Act.
* The ninety (90) day limit shall not apply if there is an ongoing criminal investigation or criminal charges have or will be filed regarding the occurrence that is the subject of the child maltreatment report.
* In those cases, the administrative hearing shall be stayed pending final disposition of the criminal proceedings.
* It shall be the duty of the petitioner to report the final disposition of the criminal proceeding to the Department.
* Each report shall include a file-marked copy of the criminal disposition.
* The request for an administrative hearing shall be deemed waived if the petitioner fails to report the disposition of the criminal proceedings within thirty (30) days of the entry of a dispostive judgment or order.
* If the criminal proceedings have reached no final outcome within twelve (12) months of the filing of the administrative appeal, the administrative appeal will be deemed waived if the petitioner fails to provide a written statement of the status of the criminal proceedings every sixty (60) days and a disposition report within thirty (30) days of the entry of a dispositive judgment or order.
* The decision becomes final action unless appealed and subsequently overturned in a court of law.
* If a true finding of child maltreatment is overturned by Appeals and Hearings, the county which made the original determination will send out an amended "Child Maltreatment Assessment Determination Notification" (CFS-312) within 15 days, advising that the report is now unsubstantiated. These notifications will be sent to all parties who received an original notification of the true finding.
* The Family Service Worker will provide a copy of the administrative hearing order upon request by a subject of the report.
PROCEDURE (IX-A4): Investigative File for the Administrative Hearing
* The file prepared for the hearing will contain all information obtained during the course of the investigation.
* The office that prepares the investigative file will present evidence to support the decision that is the subject of disagreement. For a hearing being requested based on a child maltreatment assessment report, the file will contain a copy of the "Referral Information Report" (CFS-6001), "Notice of Child Maltreatment Allegation" (CFS-310), "Notice to LEA of Child Maltreatment" (CFS-311), "Administrative Hearing Statement " (CFS-320), and the "Child Maltreatment Assessment Determination Notification" (CFS-312). A copy of the return receipt verification (green card) must also be attached to the file.
* The CFS-346 (Approval Not to Defend a True Child Maltreatment Determination) will be included with the investigative file if the agency has decided that the true child maltreatment determination will not be defended.
* The "Administrative Hearing Statement" (CFS-320) will summarize the nature of the complaint, a summary of the Child Maltreatment Assessment, and the decision. The CFS-320, however, is not evidence. Complete documentation will be required in the investigative file to support the Administrative Hearing Statement.
* County staff or Crimes Against Children Division staff will have ten (10) calendar days to respond to a request from Central Registry for a copy of the investigative file.
* County staff or Crimes Against Children Division staff must complete the CFS-320 upon request by Central Registry for the investigative file. Staff will route the CFS-320 directly to Appeals and Hearings. A copy also will be forwarded to the OCC attorney, if an attorney is assigned. If the name of the assigned OCC attorney is not known, forward the copy of the CFS-320 to the County Legal Operations Coordinator.
* The individual requesting the hearing (the petitioner) will be advised by the Appeals and Hearings Section that the petitioner has ten (10) calendar days to provide a witness list.
* An OCC attorney may provide assistance in case preparation even if the attorney will not be at the hearing.
* Department employees will be expected to attend hearings and present testimony without the benefit of a subpoena and will be notified by the Appeals and Hearings Section of their required presence at the hearing.
* If the agency fails to provide a file to the Appeals and Hearing Section, the DCFS representative will not be allowed to testify or call any witnesses. The DCFS representative will be notified of any witness requested by the petitioner requesting the hearing. The DCFS representative will have five (5) calendar days from receipt of this notice to request a for rebuttal witness list.
* The Department of Human Services, Office of Chief Counsel, will issue the subpoenas under the authority of Ark. Code Ann. § 20-76-201 and 12-12-513. The Chief Counsel of DHS may designate someone to sign subpoenas issued for administrative hearings on child maltreatment.
* Administrative hearing decisions and all exhibits submitted at the hearing are confidential and may be used or disclosed only as provided in § 12-12-506(a)(2)(A).
POLICY (IX-B): CHILD DEATH
The Division of Children and Family Services County Office will notify appropriate parties and initiate action to insure the safety of other children in the home when DCFS becomes aware of a child death that occurs on an active case or that may be the result of maltreatment.
The Division will follow established Department of Human Services policy and procedures governing the reporting of incidents (see DHS Administrative Policy 1090 "Incident Reporting"). The Division will not automatically issue press releases on cases of child fatality or near fatality, but will respond to requests for information as they are received. Per A.C.A.§ 12-12-503 a near fatality means an act that, as certified by a physician, places a child in serious or critical condition. As such, the Division will rely on the involved medical facility's designation of the child's condition in determining if a particular incident meets the criteria of near fatality as defined by law.
The Division will assist the parents in making funeral arrangements or take other actions deemed necessary by the Area Manager.
PROCEDURE (IX-B1): Child Death Protocol
All DCFS employees must report an incident that may effect the health and safety of DHS clients, employees, volunteers, and others on DHS premises or while receiving DHS services, and occurrences that interrupt or prevent the delivery of services, to the DCFS Division Director and the DHS Director's office. An incident includes the death of a child who was in DHS custody, in a Protective Services or Supportive Services case, or who died under conditions believed to have been caused by child maltreatment. The death of a child, or the sibling, who was the subject of a maltreatment report within the proceeding twelve (12) months must also be reported.
The Employee will:
* Complete and transmit the DHS Incident Reporting Screen data fields in IRIS (use the Incident Report Information System {IRIS} link on the DHS Gold home page) to the DCFS Director's office and the DHS Director's office, along with the CFS-329, via the Client Advocate, no later than the end of the second business day following the incident (see DHS
Policy 1090).
* Submit a follow up or final IRIS report if information submitted in the initial report is incomplete. The follow-up or final report should be submitted to the DCFS Director and DHS Director's office as soon as the additional information becomes available.
The County Supervisor will:
* Notify the Area Manager, Assistant Director for Community Services, and the DCFS Director immediately by telephone and follow-up with written notification.
* Notify the DHS Chief Counsel within one (1) hour of occurrence of the child' s death.
* Notify the DHS Communications Director by telephone within one (1) hour of occurrence if the incident is expected to receive media attention.
* Notify law enforcement as appropriate.
* Report maltreatment to the Child Abuse Hot-line immediately. (This includes weekends, also.)
* Assign a Family Service Worker to go immediately to the home if other children may be there.
* Route a briefing memo to the Assistant Director of Community Services within 24 hours or by close of business on the next day. Attach the "Child Death Notification" (CFS-329).
* Send a copy of the briefing memo and the CFS-329 to the Child Death Review Committee Chairperson (Assistant Director of Community Support).
* Provide all information requested by the Child Death Review Committee expeditiously.
* Obtain a copy of autopsy report if one is available and notify parents if autopsy is done for a foster child.
The Family Service Worker will:
* Immediately go to the home to ascertain the safety of other children remaining in the home and pursue protective custody if necessary.
* Provide any services to the family as needed.
* Share all information about prior contacts with the family with agency staff and law enforcement who are investigating the case.
* Send a copy of the incident report, along with a complete copy of the case record, to the Child Death Review Committee Chairperson (Assistant Director of Community Support) within three (3) business days of the occurrence, if the death occurred under one of the following circumstances:
* The child or sibling was a client in a protective services case during the previous twelve (12) months.
* The child or sibling was a client in an open, out-of-home placement, or supportive services case.
* The child or a sibling was a subject of a pending child maltreatment assessment, or an assessment within the preceding twelve (12) months.
The State Police Crimes Against Children Division will:
* Investigate child maltreatment allegations according to established procedures.
* Coordinate with law enforcement and relinquish their case to them if possible criminal charges are involved and law enforcement prefers to assume responsibility.
* Initiate needed affidavits for legal action.
* Keep the county advised of the status of the investigation, including initial notification when appropriate.
* Share all information with the parents, offender and victim. The Office of the Assistant Director of Community Services will:
* Notify the DHS Director's Office, and the DHS Communications Director by telephone on the first business day following the death of the child and follow-up in writing.
* Discuss relevant details of the case with the Communications Director to determine the type of information that will be released to the media. Pertinent information that can be released will include:
* the name of the child;
* the child's date of birth;
* the date of the incident;
* the location of the child at the time of the incident;
* the current condition of the child if the incident was a near fatality (as determined by the medical facility);
* allegations or preliminary cause of the child's death;
* the identity of the person responsible for the fatality or near fatality;
* any anticipated legal action (e.g., hospital, foster home, etc.);
* any pending criminal charges; and
* the child's involvement with the agency (only in relation to the child maltreatment report that resulted in the fatality or near fatality).
* Do not release any information concerning siblings or attorney-client communications.
PROCEDURE (IX-B2): Guidelines for Funeral Arrangements for Children in Out-of-Home Placement
The Family Service Worker will:
* Notify the County Supervisor in the child's initiating county and the parent's resident county with the Area Manager's approval.
* Assist parents with funeral arrangements and finances as deemed appropriate. Allowable expenses include customary costs such as flowers, appropriate clothing and a grave maker.
* Make the funeral arrangements with the help of the foster parents if the Division has guardianship or the parents are unable to assume this responsibility.
* Use a local Funeral Director.
* Receive prior approval from the Area Manager before contracting for final arrangements.
* Consider the religious and cultural patterns of the family.
* Pay expenses by routing the "Foster Care Authorization for Billing" (CFS-334) if child has savings, or use a DHS Requisition obtained through the DHS-1914 process otherwise.
ARKANSAS DEPARTMENT OF HUMAN SERVICES DIVISION OF CHILDREN AND FAMILY SERVICES CHILD MALTREATMENT ASSESSMENT DETERMINATION NOTIFICATION
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INSTRUCTIONS
CHILD MALTREATMENT ASSESSMENT DETERMINATION NOTIFICATION
CFS-312
Purpose: To inform the alleged victim(s) and offenders of the outcome of the Child Maltreatment Assessment. Staff from the Division of Children and Family Services and the Crimes Against Children Division (CACD) will use the CFS-312 for notification purposes. This letter is to be mailed if the Child Maltreatment Assessment is found true or unsubstantiated.
Completion: Insert the CHRIS Referral number and the county name. The form is to be addressed appropriately, the local office address added, dated, insert the certified name number, the proper assessment determination (outcome) checked, the Family Service Worker or CACD Worker's name and phone number inserted, and signed by the supervisor.
The identified county will be responsible for preparing the investigative file and defending the determination. The county for DCFS is the county where the child lives. The county for CACD is the county of occurrence.
Routing: One (1) completed letter addressed to:
* The family of each alleged victim;
* The alleged victim, if 10 years of age or older; and
* The family of each alleged offender, if the offender is a minor (under 18) or
* The offender if 18 or over.
* The Attorney Ad Litem, if the child is in an out-of-home placement.
* The Public Defender if one is assigned.
* The Juvenile Division of Circuit Court if there is a true finding of sexual abuse perpetrated by a child under the jurisdiction of the court.
If there is a true finding of child maltreatment, the CFS-312 will be routed to the above named individuals by certified mail, restricted delivery or process server to the recipient's last known address.
Two copies of the CFS-312 will be routed to anyone listed above who has appeal rights.
Retain a file copy of each letter mailed.
Posting: Post the date the letter is mailed on the Document Tracking screen in CHRIS.
What is Child Maltreatment?
Child maltreatment means abuse, sexual abuse, neglect, sexual exploitation or abandonment by the caretaker of the child (a parent, guardian, custodian, or foster parent). The caretaker may be anyone who is age 10 or older and entrusted with the child's care. Child maltreatment occurs when the caretaker harms the child or lets harm come to the child, or fails to meet the child's basic needs. Sexual abuse and exploitation are child maltreatment under Arkansas law whether by a caretaker or by someone else.
Who Reports Child Maltreatment?
Anyone who suspects child maltreatment may report. Some people (for example, doctors, teachers and school counselors) must, by law, report suspected child maltreatment.
What Happens When There is a Report of Child Maltreatment?
When the Division of Children and Family Services (DCFS) receives a report of suspected child maltreatment, Arkansas law says that DCFS or the Arkansas State Police Crimes Against Children Division (CACD) will assess the report.
What Happens if the Report is True?
DCFS will work with you to make sure that children in your care are protected, and their basic needs met. If you do not protect the children in your care, court action may be taken. Per A.C.A. § 12-12-505 -506, if there is a true finding of child maltreatment, and you are listed as the offender, your name will be added to the DCFS Central Registry. Under certain situations, your name can be removed from the Central Registry. Please contact your local DCFS County Office for more information.
What if the Report is Unsubstantiated (not True)?
If you are the subject* of a report, you may request a copy of the report. See "Obtaining a Copy of the Report" below. Hard copy records of unsubstantiated reports are destroyed at the end of the month in which the determination is made. Therefore, requests for unsubstantiated reports must be made before the record is destroyed if a complete copy of the record is wanted. Information contained in the automated database will continue to be available to authorized recipients even after the hard copy is destroyed. The Division will not release any information regarding a pending child maltreatment report. If requested, DCFS can tell the court and the prosecuting attorney about the report.
How Can I Find out What DCFS Learned?
DCFS will tell you in writing. You will not be told who made the report. If you have been named as an offender in a true report, and you do not agree with the finding, you have 30 days from the date you are handed the written notice, or the date it was mailed, to ask for a hearing to appeal the finding.
Obtaining a Copy of the Report
If you are the subject* of the report, send a written, notarized request to get a copy of your report. The written request must give your name and address and the name of the child(ren) involved.
If you are a parent requesting a copy of a child maltreatment report on your child(ren), and you are NOT a subject* of the report, your request must include a statement attesting to your legal relationship to the child(ren).
*A subject of the report includes the offender, the victim child and the victim child's parents (custodial or non-custodial), the guardians or legal custodians of the victim child.
Where do I Send the Request?
You should send the written, notarized request to:
Arkansas Department of Human Services Division of Children and Family Services Central Registry Unit P.O. Box 1437, (Slot S566) Little Rock, Arkansas 72203-1437
If I Have More Questions, Where Can I Get the Answers?
Call your own attorney or Legal Services in your community, if you have any legal questions.
Call your Family Service Worker or Licensing Specialist, if you have questions about available services.
Family Service Worker Phone Licensing Specialist Phone
This information is available in different formats such as: large print, audio tape, etc. If you need another format, contact the Division's ADA Coordinator at 682-8760 or TDD 682-1442.
PUB-052 (R.09/2003)
Child Protective Services: A Caretaker's Guide
ARKANSAS DEPARTMENT of
HUMAN SERVICES
DCFS
LOCAL CASH ACCOUNT GUIDELINES
(PUB-384) Rev. (09/2003)
LOCAL CASH ACCOUNTS
OVERVIEW
LOCAL CASH ACCOUNTS PURPOSE
The following guidelines provide directions on the intent of utilizing local cash accounts in DHS county offices. These accounts DO NOT replace the use of Purchase Orders (DHS-1914's) or contracts. They are to be used to provide cash assistance and incidental foster care monies to meet the IMMEDIATE NEEDS of families or foster children that cannot reasonably be met by accessing routine DHS Purchase Order or Contracting Processes.
Local Cash Accounts will be administered in accordance with Chapter 201, Cash Funds (see Section VI), of the DHS Administrative Procedures Manual.
FUNDING SOURCE
Local Cash accounts will be operated utilizing funds from the budget allocated to each county for the current fiscal year from DCFS State General Revenue Fund DCF2600, Fund Center 883.
There will be one local checking account in each county. Each account will have funds allocated for both foster care incidentals and cash assistance.
EXPENDITURE TRACKING
Tracking of expenditures from the funds within the local checking account for foster care incidentals and cash assistance will be maintained separately utilizing client information log forms.
RESTRICTIONS OF USE These Accounts CANNOT Be Used To:
- Purchase professional services,
- Write a check to or reimburse a DHS employee,
- Write a check to or reimburse clients,
- Transfer monies between counties,
- Write checks payable to cash,
- Co-mingle monies, from other sources, into these accounts; or
- Purchase items that qualify as IV-E eligible purchases for foster children that are in IV-E eligible status.
LOCAL CASH ACCOUNTS
OPENING A LOCAL CASH ACCOUNT (LCA)
* INITIAL ALLOCATION OF MONIES
* DHS REQUEST FOR BANK ACCOUNT FORM WITH
INSTRUCTIONS
* SOURCE OF FUNDS CODING LIST FOR LCA'S
* REQUEST FOR CHECK - MEMO FOR LCA'S
Local Cash Accounts Guidelines
OPENING A LOCAL CASH ACCOUNT (LCA) CHECKING ACCOUNT
INITIAL ALLOCATION OF MONIES
In accordance with Chapter 201 of the DHS Administrative Procedures Manual, Cash Funds:
In non-interest bearing accounts, the least possible minimum balance consistent with the day-to-day operation of the particular program represented by the account shall be maintained. In most instances, funds for thirty days operations shall be considered sufficient.
FOR LOCAL CASH ACCOUNTS
Each county should work with local banks to establish a non-profit public funds account to avoid paying a monthly service charge if possible. If the account is assessed a monthly service charge, then an interest bearing account should be requested.
The Local Cash Program accounts will be replenished on a quarterly basis. To comply with Chapter 201, your maximum balance maintained should be no more than your quarterly allotment.
DCFS Area Financial Coordinator. The DCFS Area Financial Coordinator will review for accuracy and forward to the DCFS Financial Support Unit Manager at Mail Slot S561 with your bank account form.
ARKANSAS DEPARTMENT OF HUMAN SERVICES REQUEST FOR BANK ACCOUNT TO: ASSISTANT DIRECTOR, DAS - MANAGERIAL ACCOUNTING
monies to DCFS clients. The intent of the account is to provide monies to meet the needs of families that require immediate provision of services.
ANTICIPATED AMOUNT OF INITIAL DEPOSIT:_
ADDRESS: _
ADDRESS: _
Telephone No. _
DCFS: _
DCO:
ACCOUNT REQUESTED BY: _ DATE:
Telephone: (501) 682-8846
Return to: DAS/BANKING OPERATIONS-SLOT W202, P.O. BOX 8150,LITTLE ROCK, AR 72203-8150
REQUEST APPROVED BY: _ Date:
DIRECTOR, DAS
APPROVED BY: _ Date:
CHIEF FISCAL OFFICER, DF&A
Local Cash Account Guidelines
INSTRUCTIONS FOR FILLING OUT FORM TO OPEN A DCFS LOCAL CASH ACCOUNT
(Allow approximately three weeks from the date you are submitting your request to open a bank account.) Enter the total amount of the funds you are requesting to open your account.
PROCESSING OF REQUEST FOR BANK ACCOUNT FORMS FOR LOCAL CASH ACCOUNT ONLY.
DO NOT FILL IN ANY ADDITIONAL INFORMATION ON THIS FORM. DO NOT SEND A COPY OF THIS
FORM TO BANKING OPERATIONS. RETURN THIS FORM TO:
Program Manager, DCFS Financial Support
Mail Slot S561.
Your request will be reviewed and forwarded to Banking Operations to obtain the necessary approvals for your account. Include A REQUEST FOR FUNDS MEMO with your request to Financial Support Unit, so that a check may be requested for your opening deposit, once the approvals for your account have been received. (Sample Memo attached). When you receive the initial funds and open your account, send a copy of the bank signature card to the DCFS Financial Support Unit at the above address. The information will be forwarded to DAS Banking Operations notifying them the account has been opened and Banking Operations will have the signature card on file for audit review.
SOURCE OF FUNDS CODING LIST FOR LOCAL CASH ACCOUNTS
|
AREA I |
||
|
CASH ASSISTANCE |
||
|
AASIS COST CENTER |
INTERNAL ORDER |
GENERAL LEDGER ACCOUNT |
|
417361 |
I0710S500C |
5100001000 |
|
FOSTER CARE |
||
|
417361 |
I0710S500F |
5100001000 |
|
Area II |
||
|
CASH ASSISTANCE |
||
|
AASIS COST CENTER |
INTERNAL ORDER |
GENERAL LEDGER ACCOUNT |
|
417376 |
I0710S500C |
5100001000 |
|
FOSTER CARE |
||
|
417376 |
I0710S500F |
5100001000 |
|
AREA III |
||
|
CASH ASSISTANCE |
||
|
AASIS COST CENTER |
INTERNAL ORDER |
GENERAL LEDGER ACCOUNT |
|
417394 |
I0710S500C |
5100001000 |
|
FOSTER CARE |
||
|
417394 |
I0710S500F |
5100001000 |
|
AREA IV |
||
|
CASH ASSISTANCE |
||
|
AASIS COST CENTER |
INTERNAL ORDER |
GENERAL LEDGER ACCOUNT |
|
417414 |
I0710S500C |
5100001000 |
|
FOSTER CARE |
||
|
417414 |
I0710S500F |
5100001000 |
Local Cash Accounts Guidelines
SOURCE OF FUNDS CODING LIST FOR LOCAL CASH ACCOUNTS
AREA V
CASH ASSISTANCE
|
AASIS COST CENTER |
INTERNAL ORDER |
GENERAL LEDGER ACCOUNT |
|
417434 |
I0710S500C |
5100001000 |
|
FOSTER CARE |
||
|
417434 |
I0710S500F |
5100001000 |
|
AREA VI |
||
|
CASH ASSISTANCE |
||
|
AASIS COST CENTER |
INTERNAL ORDER |
GENERAL LEDGER ACCOUNT |
|
CASH ASSISTANCE |
||
|
417454 |
I0710S500C |
5100001000 |
|
FOSTER CARE |
||
|
417454 |
I0710S500F |
5100001000 |
|
AREA VII |
||
|
CASH ASSISTANCE |
||
|
AASIS COST CENTER |
INTERNAL ORDER |
GENERAL LEDGER ACCOUNT |
|
417466 |
I0710S500C |
5100001000 |
|
FOSTER CARE |
||
|
417466 |
I0710S500F |
5100001000 |
|
AREA VIII |
||
|
CASH ASSISTANCE |
||
|
AASIS COST CENTER |
INTERNAL ORDER |
GENERAL LEDGER ACCOUNT |
|
417486 |
I0710S500C |
5100001000 |
|
FOSTER CARE |
||
|
417486 |
I0710S500F |
5100001000 |
|
AREA IX |
||
|
CASH ASSISTANCE |
||
|
AASIS COST CENTER |
INTERNAL ORDER |
GENERAL LEDGER ACCOUNT |
|
417506 |
I0710S500C |
5100001000 |
|
FOSTER CARE |
||
|
417506 |
I0710S500F |
5100001000 |
|
AREA X |
||
|
CASH ASSISTANCE |
||
|
AASIS COST CENTER |
INTERNAL ORDER |
GENERAL LEDGER ACCOUNT |
|
417526 |
I0710S500C |
5100001000 |
|
FOSTER CARE |
||
|
417526 |
I0710S500F |
5100001000 |
Instructions:
MEMORANDUM
TO: General Operations, Purchase Orders, Slot W406, DAS
FROM: DCFS County Supervisor, XXXXX County
DATE:
SUBJ: REQUEST FOR CHECK - LOCAL CASH ACCOUNT
Please accept this memorandum as authorization for a check in the amount of ($XXXXXX) for deposit into DCFS (XXXXX) County's Local Cash Bank Account. Of the ($XXXXXX) requested, (XXXXX) is for Cash assistance Cost Center (Insert AASIS Cost Center from Coding List for Your Area) Internal Order (Insert Internal Order from Coding List for Your Area), General Ledger Account Number 5100001000. The balance of (XXXXX) is for Foster Care Incidentals, (Insert AASIS Cost Center from Coding List for Your Area) Internal Order (Insert Internal Order from Coding List for Your Area), General Ledger Account Number
5100001000.
Thank you for your prompt attention.
DCFS County Supervisor Date (Insert County Name)
cc: ( ), DCFS Area Manager
( ), DCFS Area Financial Coordinator
LOCAL CASH ACCOUNTS
ELIGIBILITY CRITERIA
* CASH ASSISTANCE FUNDS
Local Cash Accounts Guidelines
ELIGIBILITY CRITERIA FOR USE OF CASH ASSISTANCE FUNDS Refer to FSPP Manual Policy V-C (Family Support Fund)
The purpose of Cash Assistance funds is to prevent children from entering or remaining in Foster Care due to the parents' financial inability to meet the children's basic needs.
00e Plan of the Protective or Supportive Services DCFS case. The family's need for assistance through these program funds is assessed by the family's DCFS caseworker. The assessment by the caseworker will determine if:
The DCFS County Supervisor/Designee(s) will review the request for funds and either approve or deny the request. If approved, the DCFS County Supervisor/Designee(s) will ensure that sufficient Cash Assistance funds are available to the County to meet the family's identified needs. The DCFS County Supervisor/Designee(s) will also determine if the Local Cash Account or the Purchase Order system is the most appropriate mechanism for payment.
LOCAL CASH ACCOUNTS
ELIGIBILITY CRITERIA
* FOSTER CARE INCIDENTALS
Local Cash Accounts Guidelines
ELIGIBILITY CRITERIA FOR USING FOSTER CARE INCIDENTAL MONEY
The criteria for accessing foster care incidental monies are as follows:
The incidental money is to be used for items that are outside the contracting process and are not covered by board payments. The items purchased should enhance the life of the child in the custody of the Division.
Foster care incidental money from the local cash account is to be utilized for items where payment is needed immediately and time does not permit the use of a Purchase Order.
Examples of items to be purchased with the incidental money are:
* School field trips
* Regi stration fees for sports
* Art supplies
* Summer programs
* Camping dues/registration charges
* Yearbooks
* Sport fees or Equipment
* Musical instruments or Supplies
* Club fees (social)
* Dance supplies, etc.
* School pictures
Incidental funds may be used to pay for the Title IV-E eligible purchases listed below for Foster Children who are not IV-E eligible.
Incidental funds may not be used to pay for Title IV-E eligible purchases for Foster Children that are in IV-E eligible status. (Please check CHRIS system for eligibility status.)
Incidental funds may not be used to purchase the initial clothing order for a IV-E eligible child. (See guidelines on initial clothing order.)
The following seven (7) items represent qualifying Title IV-E eligible purchases:
* FOOD (Not a part of "Feed the Kids" program.)
* CLOTHING (See guidelines on initial clothing order.)
* SHELTER (Not a part of Emergency Shelter program.)
* DAILY SUPERVISION (See rules for IV-E Day Care.)
* SCHOOL SUPPLIES (Pencils, paper, notebooks)
* PERSONAL INCIDENTALS (Toothbrush, hair brush, mouthwash)
* PARENTAL VISITATION (Transportation, i.e., Personal mileage, bus ticket)
Section I ll/Page 1 of 2
Local Cash Accounts Guidelines
ELIGIBILITY CRITERIA FOR USING FOSTER CARE INCIDENTAL MONEY
The first three items for children that are in IV-E eligible status will normally be covered by the monthly board payment. In some instances additional items of clothing will be needed and are a IV-E eligible expenditure as long as the child remains in a IV-E eligible status. (Please check the CHRIS system for verification of eligibility.)
The incidental money is not to be used to purchase such items as initial clothing orders.
LOCAL CASH ACCOUNTS
INITIATING A REQUEST FOR A CHECK
* CASH ASSISTANCE OR FOSTER CARE
INCIDENTAL MONEY
Local Cash Accounts
Guidelines
INITIATING A REQUEST FOR A CHECK
CASH ASSISTANCE OR FOSTER CARE INCIDENTAL MONEY
The DCFS County Supervisor/Designee(s) is one of two signatures required on a check. The DCFS County Supervisor/Designee(s) will be the one who assures:
* That the client is eligible for this expenditure;
* That the cash account is used appropriately;
* Completion of the Client Information Sheet (CFS-333) (See Section VIII) ;
* Completion of the W-9, and vendor file action form (if not already in AASIS), and
* That receipts or bills are provided to the DCFS County supervisor within the appropriate time frame.
The DCFS County Supervisor/Designee(s) will, after approving a request for funds from a Family Service Worker:
Supervisor/Designee(s) with a receipt of what was purchased with the check within two business days following the dating of the check.
Family Service Worker must return the balance to the DCFS County Supervisor/Designee(s) immediately.
Local Cash Accounts Guidelines INITIATING A REQUEST FOR A CHECK CASH ASSISTANCE OR FOSTER CARE INCIDENTAL MONEY
RESTRICTIONS OF USE These Accounts CANNOT Be Used To:
* Purchase professional services,
* Write a check to, or reimburse a DHS employee,
* Write a check to, or reimburse a client,
* Purchase items that qualify as IV-E eligible purchases for foster children that are in IV-E eligible status.
* Transfer monies between counties,
* Write checks payable to cash, or
* Co-mingle monies, from other sources, into these accounts.
LOCAL CASH ACCOUNTS
HOW TO REQUEST A CHECK TO REPLENISH THE LCA
* CASH ASSISTANCE
* FOSTER CARE INCIDENTALS
* SHORTAGE OF MONEY DURING THE QUARTER
* NO AVAILABLE FUNDING IN COUNTY BUDGET
* MEMO - REQUEST FOR CHECK - LOCAL CASH
ACCOUNT
* SOURCE OF FUNDS CODING LIST FOR
LCA'S
Local Cash Accounts Guidelines
HOW TO REQUEST A CHECK TO REPLENISH THE LOCAL CASH ACCOUNT (LCA)
Replenishment will be based on these guidelines until a spending history per county can be firmly established.
Based on the previous quarterly expenditures and the amount of available funds in the budget allocated to the county for the current fiscal year from DCFS State General Revenue Fund DCF2600, Fund Center 883, the DCFS Supervisor may:
Example: If you budgeted $3,000 for the first quarter and spent $2,000 you will request a check for $2,000 bringing the amount available to you for the second quarter back up to $3,000.
Example: If you budgeted $500 for the first quarter and actually expended $250, you will request a check for $250 bringing the amount available to you for the second quarter back up to $500.
Local Cash Accounts Guidelines
HOW TO REQUEST A CHECK TO REPLENISH THE LOCAL CASH ACCOUNT (LCA)
The DCFS County Supervisor should monitor the quarterly allocation to ensure the county's funds last for the entire quarter. However, if it is determined by the DCFS County Supervisor that there is an immediate client need that exceeds the county's quarterly allocation, the DCFS County Supervisor can accelerate the next quarterly allocation of funds by following the procedure outlined for "HOW TO REQUEST A CHECK TO REPLENISH THE LOCAL CASH ACCOUNT" as long as the amount requested does not exceed the available funds in the budget allocated to the county for the current fiscal year for Cash Assistance, or the approved limit on Foster Care Incidental expenditures.
If the replenishment of funding for the local cash account cannot be addressed by the procedure outlined in the above paragraph the DCFS County Supervisor should contact the Area Manager to determine if additional funds are available.
Instructions:
MEMORANDUM
TO: General Operations, Purchase Orders, Slot W406, DAS
FROM: DCFS County Supervisor, XXXXX County
DATE:
SUBJ: REQUEST FOR CHECK - LOCAL CASH ACCOUNT
Please accept this memorandum as authorization for a check in the amount of ($XXXXXX) for deposit into DCFS (XXXXX) County's Local Cash Bank Account. Of the
($XXXXXX) requested, (XXXXX) is for Cash Assistance Cost Center (Insert AASIS Cost
Center from Coding List for Your Area) Internal Order (Insert Internal Order from Coding List for Your Area), General Ledger Account Number 5100001000. The balance of (XXXXX) is for Foster Care Incidentals, (Insert AASIS Cost Center from Coding List for Your Area) Internal Order (Insert Internal Order from Coding List for Your Area), General Ledger Account Number 5100001000.
Thank you for your prompt attention.
DCFS County Supervisor Date (Insert County Name cc: ( ), DCFS Area Manager
( ), DCFS Area Financial Coordinator
Local Cash Accounts Guidelines
SOURCE OF FUNDS CODING LIST FOR LOCAL CASH ACCOUNTS
|
AREA I |
||
|
CASH ASSISTANCE |
||
|
AASIS COST CENTER 417361 |
INTERNAL ORDER I0710S500C |
GENERAL LEDGER ACCOUNT 5100001000 |
|
FOSTER CARE |
||
|
417361 |
I0710S500F |
5100001000 |
|
Area II |
||
|
CASH ASSISTANCE |
||
|
AASIS COST CENTER 417376 |
INTERNAL ORDER I0710S500C |
GENERAL LEDGER ACCOUNT 5100001000 |
|
FOSTER CARE |
||
|
417376 |
I0710S500F |
5100001000 |
|
AREA III |
||
|
CASH ASSISTANCE |
||
|
AASIS COST CENTER 417394 |
INTERNAL ORDER I0710S500C |
GENERAL LEDGER ACCOUNT 5100001000 |
|
FOSTER CARE |
||
|
417394 |
I0710S500F |
5100001000 |
|
AREA IV |
||
|
CASH ASSISTANCE |
||
|
AASIS COST CENTER 417414 |
INTERNAL ORDER I0710S500C |
GENERAL LEDGER ACCOUNT 5100001000 |
|
FOSTER CARE |
||
|
417414 |
I0710S500F |
5100001000 |
|
AREA V |
||
|
CASH ASSISTANCE |
||
|
AASIS COST CENTER 417434 |
INTERNAL ORDER I0710S500C |
GENERAL LEDGER ACCOUNT 5100001000 |
|
FOSTER CARE |
||
|
417434 |
I0710S500F |
5100001000 |
|
AREA VI |
||
|
CASH ASSISTANCE |
||
|
AASIS COST CENTER CASH ASSISTANCE |
INTERNAL ORDER |
GENERAL LEDGER ACCOUNT |
|
417454 |
I0710S500C |
5100001000 |
|
FOSTER CARE |
||
|
417454 |
I0710S500F |
5100001000 |
|
AREA VII |
||
|
CASH ASSISTANCE |
||
|
AASIS COST CENTER 417466 |
INTERNAL ORDER I0710S500C |
GENERAL LEDGER ACCOUNT 5100001000 |
|
FOSTER CARE |
||
|
417466 |
I0710S500F |
5100001000 |
|
AREA VIII |
||
|
CASH ASSISTANCE |
||
|
AASIS COST CENTER 417486 |
INTERNAL ORDER I0710S500C |
GENERAL LEDGER ACCOUNT 5100001000 |
|
FOSTER CARE |
||
|
417486 |
I0710S500F |
5100001000 |
|
AREA IX |
||
|
CASH ASSISTANCE |
||
|
AASIS COST CENTER 417506 |
INTERNAL ORDER I0710S500C |
GENERAL LEDGER ACCOUNT 5100001000 |
|
FOSTER CARE |
||
|
417506 |
I0710S500F |
5100001000 |
|
AREA X |
||
|
CASH ASSISTANCE |
||
|
AASIS COST CENTER 417526 |
INTERNAL ORDER I0710S500C |
GENERAL LEDGER ACCOUNT 5100001000 |
|
FOSTER CARE |
||
|
417526 |
I0710S500F |
5100001000 |
LOCAL CASH ACCOUNTS
MAINTENANCE OF LOCAL CASH ACCOUNTS
* MAINTENANCE OF THE LOCAL CASH ACCOUNTS
* THE CLIENT INFORMATION SHEET
Local Cash Accounts Guidelines MAINTENANCE OF THE LOCAL CASH ACCOUNTS
Each account will be maintained by the DCFS County Supervisor/Designee(s). Their role will be to maintain the check book and be one of two signatures required on a check. The DCFS County Supervisor/Designee(s) will:
- Ensure that the account is not overdrawn;
- Maintain a current balance for the accounts;
- Maintain a log of expenditures;
- Ensure that receipts or bills are available to document each check written; and,
- Ensure necessary client and vendor identification forms are completed
The DCFS Area Financial Coordinator shall be responsible for account reconciliation, verifying that the expenditures are valid expenditures in accordance with the guidelines and general account management in accordance with procedures outlined in Chapter 201 of the DHS Administrative Procedures Manual for Cash Funds (See Section VIII). The DCFS Financial Coordinator will notify the Area Manager immediately in the event of violations to the guidelines or other discrepancies with the Local Cash Account. In the event the DCFS Financial Coordinator position should become vacant in an area, the DCFS Area Manager shall be responsible for designating someone within the area to fulfill these responsibilities until such time as the position becomes filled. The DCFS Area Manager shall be responsible for ensuring that the designation does not create a violation of these guidelines.
The Client Information Sheet (CFS-333):
The DCFS County Supervisor/Designee(s) will be responsible for maintaining the Client Information Sheets (CFS-333) (See Section VIII) for the Local Cash Account. This form will be applicable to both Cash assistance and Foster Care Incidentals. The form will be numbered utilizing the county number, current fiscal year, and number of the request.
Example: Co: 111-03-0001
Information Sheet (CFS-333) providing for a running balance of the account
The Client Information Sheet (CFS-333) will allow the DCFS County Supervisor/Designee(s) to keep a running total of the accounts. The form will provide the information necessary to reconcile the accounts on the county level. When the initial pre-numbered forms are all utilized, the DCFS County Supervisor can produce more forms by copying and numbering the unnumbered form provided.
The Client Information Sheet (CFS-333):
Supervisor/Designee(s) with a receipt of what was purchased with the check within two business days following dating of the check. If the amount of the check exceeded the amount of the receipt, the balance must be returned to the DCFS County Supervisor/Designee(s) immediately.
Receipt Form 1079 and deposit this overage into the cash account prior to the bank statement ending date. The white copy of the DHS 1079 and a photocopy of the deposit slip will be attached to the Client Information Sheet (CFS-333) to which the overage applies to ensure the amount of the check and the receipt for the purchase balance. The DCFS County Supervisor/Designee(s)_will note the deposit to the account on the next Client Information Sheet (CFS-333) and retain the deposit receipt for reconciliation purposes.
Client Information Sheet (CFS-333) to allow for reconciliation. If the receipt or bill does not contain a number, use the Client Information Sheet (CFS-333) form number. If more than one receipt is involved in the purchase, number the receipts a, b, c, etc. The form number appears at the top right of the Client Information Sheet (CFS-333).
LOCAL CASH ACCOUNTS
WHO TO CALL WHEN YOU NEED HELP
Local Cash Accounts Guidelines WHO TO CALL WHEN YOU NEED HELP
CASH ASSISTANCE
FOSTER CARE INCIDENTALS
BUDGET OR FUNDS CODING
ACCOUNT MAINTENANCE - CHAPTER 201
The DCFS County Supervisor will be the contact person for questions from DCFS Family Service Workers on the Local Cash Accounts.
The Financial Coordinator will be the contact person for questions from DCFS County Supervisors on the Local Cash Accounts.
The Program Manager for the DCFS Financial Support Unit will be the point of contact for questions from the DCFS Area Managers or the DCFS Financial Coordinator in their Area. Phone (501) 682-8846.
LOCAL CASH ACCOUNTS
ATTACHMENTS
* CFS-333 (CLIENT INFORMATION SHEET FOR CASH ASSISTANCE AND FOSTER CARE INCIDENTALS)
* CHAPTER 201 "CASH FUNDS" DHS ADMINISTRATIVE PROCEDURES MANUAL
ARKANSAS DEPARTMENT OF HUMAN SERVICES DIVISION OF CHILDREN AND FAMILY SERVICES CLIENT INFORMATION SHEET FOR CASH ASSISTANCE AND FOSTER CARE INCIDENTALS
Click here to view image
DHS ADMINISTRATIVE PROCEDURES MANUAL
CHAPTER 201
TITLE: Cash Funds
NOTE: Separate receipt books shall be used for each bank account. Managerial Accounting Section staff shall total and compare monthly receipt and deposit totals for each account. These amounts shall balance.
Arkansas Department of Human Services Office of Fiscal Management Banking Operations Unit - Slot 3445 P.O. Box 8150 Little Rock, AR 72203
All cash funds received by DHS must be receipted and deposited in a timely manner.
OFM Cash Receipts P.O. Box 8181
Little Rock, AR 72203
Note: Cash may not be transmitted via mail. Instead, a money order or cashier's check made payable to "DHS" should be purchased.
Form DHS-1018, is to be utilized, however, a memorandum or notice containing the information on the Form DHS-1018 may be substituted.
Note: To ensure that the receiving entity is in compliance with audit requirements for tracking cash receipt items, Central Office receiving entities should utilize the generic cash receipts log and instructions in Appendix A as a guide when drafting forms and procedures.
The item will then be forwarded to the Managerial Accounting Section, Accounts Receivable Unit, which is responsible for collection. The client or entity (maker) of the check shall be notified in writing that reimbursement is due immediately and may be paid only by cash, cashier's check or money order.
Divisions and County Offices should work with their local banks to establish a non-profit public funds account to avoid paying a monthly service charge if possible. If the account is assessed a monthly service charge, then every effort should be made to utilize an interest bearing account.
If interest-bearing accounts can not be utilized, maximum balances consistent with the day-to-day operation of the particular program shall be no more than your quarterly allotment.
The Banking Operations Unit shall also be notified before any agency bank cash fund is closed or modified.
Operations along with (1) the original bank statement, (2) deposit tickets, (3) the yellow copy of the DHS pre-numbered receipts, and (4) checks which cleared during that statement cycle. The completed, approved packet must be received in the Banking Operations Unit no later than the twentieth of the following month.
Copies of all items listed above, along with the original store receipts for disbursements, shall be filed and retained at the site of the checkbook. For the Local Cash Assistance Accounts the store receipts should be attached to the Client Information sheet.
Notes
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