N.J. Admin. Code § 10:38-4.3 - Business office payment procedures

Current through Register Vol. 54, No. 7, April 4, 2022

(a) The hospital business manager, or his or her designee, shall record the date of written notification from the Financial Entitlement Unit verifying a client's eligibility for Interim Assistance.
(b) The client's initial Personal Needs Allowance payment shall be issued in the following manner:
1. The client's Personal Needs Allowance shall be mailed directly to him or her by the business manager or his or her designee on the day of the client's placement;
2. Payment shall be made at the established per diem rate, and shall cover the remainder of the month of release;
3. If the client has other funds or income, such funds shall be utilized instead of Interim Assistance; and
4. If the client has no personal funds, State funds shall be advanced for a Personal Needs Allowance. Payment shall be made from the hospital petty cash fund or approved special fund.
(c) Each succeeding monthly Personal Needs Allowance payment shall be authorized, in writing, by the Financial Entitlement Unit.
(d) The business manager, or his or her designee, shall mail Personal Needs Allowance checks at the per diem rate for no more than a 30-day calendar month, to the client at the community placement address no later than the first working day of each month.
(e) The client's Interim Assistance maintenance payment shall be calculated and disbursed as follows:
1. If the client is placed with a housing provider other than his or her own family or home, at the end of each month the business manager shall obtain a completed payment voucher and Business Manager's Financial Inquiry form (Appendix G) from the housing provider for the following month's advance;
2. The payment voucher shall be compared for accuracy with the signed Contract for Interim Assistance and the Financial Entitlement Unit's Interim Assistance maintenance report, if utilized;
3. Validated payments to the housing provider from the Interim Assistance account shall be processed by the seventh calendar day of the current service month, allowing time to verify SSI eligibility status for the current month. Payment will be made at the established monthly SSI rate for maintenance assuming receipt of a properly completed payment voucher and financial inquiry form. This SSI rate is a per diem rate based on the current SSI payment. However, if the rates for an approved residential drug or alcohol treatment program are higher than the SSI rates, the hospital may need to arrange for funds to supplement Interim Assistance, such as client's own money or Rental Assistance. Also, if a provider's customary rental charges are less than the established SSI rate, the difference shall be allocated to the client for additional living expenses or personal needs;
4. If the client is placed within his or her own family, apartment, or home, payment shall be made by the first of the month if necessary to make a rent or mortgage payment. In all other cases, payment shall be made by the seventh calendar day of the current service month at the established monthly SSI rate for maintenance for a 30-day month; and
5. If the client has other income, the housing provider shall collect payments directly from the client or payee. If so, this shall be noted on the payment voucher and financial inquiry form. The hospital shall reduce its payment to the provider accordingly.
(f) If the client leaves the residence prior to the first day of any month that the housing provider received a payment, the full amount is to be refunded to the hospital. If the client leaves the residence of a congregate housing provider anytime during the month, the hospital reserves the right to have the bed held for the remainder of the month or place another client. If neither is agreed upon by both parties, the hospital reserves the right to be refunded by the provider for any paid days that the client was not in the residence.

Notes

N.J. Admin. Code § 10:38-4.3
Amended by R.1990 d.370, effective 8/6/1990.
See: 21 N.J.R. 2280(a), 22 N.J.R. 2306(a).
Recodified from N.J.A.C. 10:38-6.3.
Stylistic revisions throughout.
In (b)3, added phrase "instead of Interim Assistance ..."
In (e)3, added text regarding per diem rate.
Amended by R.1991 d.268, effective 5/20/1991.
See: 23 N.J.R. 261(b), 23 N.J.R. 1686(a).
In (b)3, changed "personal funds" to "other income."
In (d): revised text to read "no later than" the first working day of each month;
In (e)3, revised text to read that validated payments "to the housing provider" shall be "processed" by the "10th calendar day of the following month ..."
Amended by R.1994 d.75, effective 2/22/1994.
See: 25 N.J.R. 3697(a), 26 N.J.R. 1088(a).
Amended by R.1996 d.224, effective 6/17/1996.
See: 28 N.J.R. 755(a), 28 N.J.R. 3125(a).
Amended by R.2001 d.243, effective 7/16/2001.
See: 33 N.J.R. 1071(a), 33 N.J.R. 2498(b).
In (e)4, inserted ", apartment," preceding "or home"; in (e)5, deleted "Federal annuity" preceding "income".
Amended by R.2007 d.24, effective 1/16/2007.
See: 38 N.J.R. 2971(a), 39 N.J.R. 196(a).
In (e)1, inserted "and Business Manager's Financial Inquiry form (Appendix G)" and "for the following month's advance"; rewrote (e)3 and (e)4; in (e)5, inserted "and financial inquiry form"; and added (f).

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