Wis. Admin. Code Department of Children and Families DCF 1.05 - Billing

(1) MONTHLY BILL IF ABILITY TO PAY. Each month during the collection period, a county department or the department shall issue a billing statement to each liable individual whose current maximum monthly payment amount is more than $0.

Note: A joint billing statement may be sent to all liable individuals who live at the same address.

(2) DETERMINING THE MAXIMUM MONTHLY PAYMENT AMOUNT.

(a) Maximum monthly payment schedule.

1. Subject to par. (c), a county department or the department shall determine a liable individual's maximum monthly payment amount using information under par. (b) and the maximum monthly payment schedule issued by the department. The maximum monthly payment schedule indicates the maximum amount that the department determines a liable individual has the ability to pay toward fee liability per month based on gross monthly income and the number of individuals living in the family.

2. The department may collaborate with the department of health services to use a common maximum monthly payment schedule for this chapter and ch. DHS 1.

3. The maximum monthly payment schedule shall be updated annually based on the consumer price index for the midwest region issued by the U.S. department of labor.

Note: The maximum monthly payment schedule is available at https://www.dhs.wisconsin.gov/uniform-fee/index.htm

(b) Financial circumstances. A county department or the department may determine the gross monthly income and number of individuals living in the liable individual's family using any of the following:

1. A completed financial responsibility form, which gives due regard to the relationships and the present needs of the individual or of the lawful dependents, and documentation that verifies the information provided in the form.

Note: A county department may use the financial responsibility form that is available at https://www.dhs.wisconsin.gov/forms/f8/f80130.pdf or may develop their own form that meets the conditions of this subdivision.

2. Information in the county department's or the department's records about the liable individual and the individual's family.

(c) Single maximum monthly payment amount. A county department or the department shall determine a single maximum monthly payment amount for a family who lives together and receives services for which a fee is charged under this chapter or this chapter and ch. DHS 1, regardless of the number of liable individuals in the family, the number of family members receiving services, the number of agencies providing services, or whether the fees were established under this chapter or ch. DHS 1.

(3) WHEN THE MAXIMUM MONTHLY PAYMENT AMOUNT IS DETERMINED.

(a) Mandatory determination. Subject to sub. (8), a county department or the department shall determine a liable individual's maximum monthly payment amount at all of the following times during the collection period:

1. When services begin or upon the county department or the department obtaining sufficient information on the individual's financial circumstances under sub. (2) (b).

2. When the county department or the department receives notice that there has been a change in the financial circumstances of the liable individual or the individual's family.

3. Every 12 months while services are being provided.

(b) Discretionary determination. A county department or the department may determine a liable individual's maximum monthly payment amount at any of the following times during the collection period:

1. At the conclusion of services to the client.

2. Periodically after services have concluded.

(4) OPTIONAL SHORT-CUT METHOD. A county department or the department may determine that a liable individual's maximum monthly payment amount is $0 if the individual is receiving medical assistance, social security disability insurance, or supplemental security income.

(5) RETROACTIVE ADJUSTMENT. Following a redetermination of a liable individual's maximum monthly payment amount, the county department or the department may retroactively apply the new maximum monthly payment amount for up to 90 days prior to receipt of the updated financial information.

(6) DISCLOSURE. A county department or the department may release financial and service information to qualified staff within the county department or the department for billing and collection purposes.

(7) BILLING STATEMENTS.

(a) A county department or the department shall include all of the following in each billing statement issued under sub. (1) or (8):

1. An itemization of any services provided during the billing period, including the date the service was provided and the fee amount.

2. The date and amount of any payments received during the billing period.

3. The total outstanding liability as of the date of the statement.

4. Any liability that was waived under s. DCF 1.04 (3).

5. The due date and amount of the monthly payment due.

(b) A county department or the department may do any of the following:

1. Require a monthly payment amount that is less than the maximum monthly payment amount.

2. Bill for the current monthly amount due and any unpaid amounts due in previous months.

3. Issue billing statements to any liable person who is not an individual as the county department or department determines appropriate.

Note: The use of the term "individual" in the monthly billing and the ability to pay provisions means that they do not apply to liable entities, such as surety companies and child-placing agencies.

(8) NONCOMPLIANCE. A county department or the department shall issue monthly billing statements for a liable individual's total outstanding liability if any of the following conditions are met:

(a) The individual is informed of the right to maximum monthly payment amounts based on the individual's ability to pay and knowingly refuses to complete a financial responsibility form or to provide verifying documentation under sub. (2) (b) 1.

(b) The individual intentionally misrepresents any information provided in the financial responsibility form under sub. (2) (b) 1.

Note: The county department or the department may also refuse to grant a waiver under s. DCF 1.04 (3).

(9) OTHER REQUIREMENTS. Each county department and the department shall do all of the following:

(a) Maintain documentation of compliance with this section. A county department shall provide the documentation to the department upon request.

(b) Establish a written procedure to periodically review accounts for accuracy and compliance with this chapter and follow the procedure established.

(c) Provide a written grievance procedure for disputes relating to liability, billing, and collections.

Notes

Wis. Admin. Code Department of Children and Families DCF 1.05

Adopted by, CR 24-006: cr. Register December 2024 No. 828, eff. 1/1/2025