DCFS Division of Budget and Finance POS TRAINING MANUAL Rod R. Blagojevich Governor Bryan Samuels, Director Revised 11/21/2005 2 Revised 11/21/2005 3 DCFS DIVISION OF BUDGET AND FINANCE POS TRAINING MANUAL Table of Contents 1 Overview DCFS Monthly Board Cycle 6-7 Example Timeline 8-9 2 Current Funding 10-11 3 906 & Payment Notification; 48 Hour Rule 12-13 4 Residential Bedhold Basics 14-15 5 Claim Voucher Process 16-17 6 Statement of Payments 18-19 7 Suspense Reconciliation 20 8 Board Accounting Statement 21-30 9 Admin Payments 31-32 10 Special Service Fees 33-34 11 0118 Billing 35-36 12 Other 1042 Billing 37-38 13 Lapse 39 14 Court of Claims 40-42 15 Illinois Office of the Comptroller Information 43 16 Glossary of Acronyms 44 17 Cost Reporting & Certified Audits 45-48 18 Performance Contract Reconciliation 49-54 19 Excess Revenue 55-60 20 Appendixes 61-64 SON chart , AP 5 , Rule 359 , Forms , etc. Revised 11/21/2005 4 Revised 11/21/2005 5 DCFS BUDGET AND FINANCE POS TRAINING MANUAL Overview This Training Manual has been developed to aid POS agencies in understanding some of our most common financial interactions that they may have with the Department.
It is not intended to replace a more comprehensive training ... more. less.
regimen that may be available, but rather to act as an ongoing resource for POS agencies to use in understanding some of the details of Departmental requirements. Assembled by a group made up of the Department 9s financial staff as well as a group of the ultimate consumers of this manual, POS agency staff from their agency 9s financial areas, we hoped to create a document that will be valuable to all as a quick reference guide to DCFS payments. We also hope to keep this manual current through updates whenever a change in DCFS financial policy and procedure occurs.<br><br> However, this is still a quick reference guide. If there is ever a conflict between information contained in this document and information in the Department 9s Rules or in our Policy and Procedures, information in the latter should be used. Revised 11/21/2005 6 DCFS MONTHLY BOARD CYCLE OVERVIEW Placement occurs and agency calls in the CFS 906-1 to appropriate 906 unit with required information (See AP 5 for list of required information) 1.<br><br> All changes in placement must be called in timely fashion 2. Residential Placements must be called in within 2 business days of placement or a penalty will be applied Current funding issued to agencies for current month services (Not all contracts are current funded) 1. Approximate issue date 3 1 st week of month 2.<br><br> Voucher prefix of HAZ 3. Recorded as agency receivable by DCFS and a liability by POS prior to 1 st board run in subsequent month BAFC payment issued for current month for Cook County performance contracts 1. Approximate issue date 3 1 st week of month 2.<br><br> Voucher prefix of BBZ 3. Amount remains constant and adjusted yearly after performance reconciliation Claim voucher for previous month 9s services submitted for each contract 1. Due in Central Payment Unit the 5 th business day of the month reflecting service days, by case id, for the previous month 2.<br><br> CPU verifies against data on board system and suspends payment on all discrepancies 1 st board run of the month occurs for previous month 9s services 1. Scheduled approximately the 7 th business day of the month 2. DCFS receivable balance and POS Agency 9s liability is reduced by utilization 3.<br><br> If current funding paid for service month exceeds actual utilization, the balance of current funding remains an outstanding receivable by DCFS and liability to POS Agency 4. If contract is under current funded, additional payment will be made through board for additional utilization 5. Statements reflecting board payments mailed to provider by DCFS 6.<br><br> POS Agencies should reconcile the Statement of Payments to their receivables 7. Warrants mailed from Comptroller approximately 4 business days after board run Revised 11/21/2005 7 DCFS MONTHLY BOARD CYCLE OVERVIEW (Con 9t.) Suspense cleanup occurs 1. CPU contacts agencies to resolve outstanding payment suspenses in preparation for 2 nd run 2 nd board run of the month occurs 1.<br><br> Scheduled approximately 8-9 business days after 1 st board run 2. Payment occurs for resolved payments suspensions from previous board run 3. DCFS Receivable/ POS Agency liability may be reduced by additional utilization, or additional payment may be made to agencies under funded 4.<br><br> Statements reflecting board payments mailed to providers by DCFS 5. POS Agencies should reconcile the Statement of Payments to their receivables 6. Warrants mailed from Comptroller approximately 4 business days after board run Admin vouchers issued to agencies for cases in unlicensed foster homes paid on previous month board runs 1.<br><br> Vouchers issued approximately the 1 st or 2 nd business day of the subsequent month, for the board runs from the previous month 2. Copy of voucher report by contract mailed to each agency, reflecting unlicensed case ID 9s, month of service and admin payment amount 3. POS Agencies reconcile the unlicensed foster care admin report to their receivables Board accounting statement mailed 1.<br><br> Statements mailed approximately 15 th of month, reflecting activity for 2 months prior 2. (ex. 3/15/05 statement mailed for activity through 1/31/05) Revised 11/21/2005 8 EXAMPLE TIMELINE OF DCFS MONTHLY BOARD PROCESS FOR JANUARY 2005 SERVICES Process Approx.<br><br> Date/ Business Day 1/05 Current funding issued 1/3/05 " Recorded as agency receivable 1 st week of month Prior to Feb. board run 1/05 BAFC issued (Performance Admin Payment) 1/5/05 1 st week of month Claim statements for 1/05 submitted 2/7/05 " Due by 5 th business day of the month 5 th bus. day of mo.<br><br> Verified against board system and discrepancies suspended Board run for 1/05 services 2/9/05 " Reduces recv. balance by utilization 7 th bus. day of mo (POS agency 9s liability) " If over current funded, recv.<br><br> balance remains " If under current funded, additional payment made " Agency contacted by CPU to resolve payment suspense issues Statement of payments mailed from DCFS 2/10/05 1 bus. day after run Comptroller mails board warrants (payments) 2/16/05 4 bus days after run 2 nd board run for 1/05 services 2/23/05 " Clean up of payments suspended from board run 8-9 bus. days after 1 st previous board run " DCFS receivable (POS agency 9s liability) may be reduced by additional utilization, or additional money paid out Statements of payment mailed from DCFS 2/24/05 1 bus.<br><br> day after run Revised 11/21/2005 9 EXAMPLE TIMELINE OF DCFS MONTHLY BOARD PROCESS FOR JANUARY 2005 SERVICES (con 9t.) Comptroller mails board warrants (payments) 3/1/05 4 bus. days after run Admin vouchers issued for 1/05 services 3/1/05 1 st bus. day of month Board accounting statement mailed 3/15/05 " Reflects data through January services 15 th day of the month Revised 11/21/2005 10 CURRENT FUNDING DCFS " Current funding started a few years ago as a way to assist agencies with expenses that occur at the beginning of the month.<br><br> " Current funding is an estimated payment for the current month of service. " The payment is usually made during the first week of the month. o The payment date is dependant on many factors.<br><br> The most important factor is the date of the second board run for the month. " Current funding is calculated by looking at the most complete month-end information. For January current funding, we would look at November information.<br><br> For February current funding, we would look at December information. There are other pieces of information that are taken into account when calculating current funding. o Items used in current funding calculations: § The most complete month-end information § Receivable (overpayments) balances § Prior years 9 receivables (overpayments) § Other items such as payback agreements, penalties and obvious utilization drop " DCFS will reduce May and June Current Funding payments to minimize the POS agencies fiscal year-end liability.<br><br> POS " Current funding is deferred revenue that should be reconciled or offset against expenses for the SERVICE month with which it is paid. " One way for an Agency to record Current Funding is to have a separate Accounts Receivable account where the funds are deposited when received, reserving application of the funds until they are billed. When the Statement of Payment (see Chapter 6) arrives mid month, it will be for the previous month 9s services.<br><br> The Agency will then need to apply the current funding funds to the specific client 9s accounts receivable (debit current funding account; credit client A/R). " It is a requirement that Agencies reconcile their current funding balance monthly to their Board Accounting Statement (Chapter 8). Revised 11/21/2005 11 CURRENT FUNDING (con 9t.) " At fiscal year-end, DCFS reconciles current funding on all current and closed contracts.<br><br> Any outstanding balance in the Agency current funding account will need to be returned to DCFS in one or more of the following ways. o Transferring receivables from contract to contract within fiscal year o Paying back the department § By check § Offsetting cfuture d contracts § Involuntary withholding by comptroller " At the end of the fiscal year, any monies left in your Current Funding account will need to be returned to DCFS. Per above, there are different ways this can happen.<br><br> " Current funding may be discontinued due to non-compliance with year-end reporting (CFR 9s and/or Audits). Revised 11/21/2005 12 PLACEMENT AND PAYMENT NOTIFICATION As soon as a child comes into care or a change in placement occurs, a CFS906-1 (Placement/Payment Authorization Form) is completed per AP 5 instructions. The CFS906-1 is then called into the appropriate DCFS 906 unit in a timely manner (see Residential Placements-48 Hour Rule below).<br><br> This places the child in the DCFS system. At the same time, the child should be entered into the private agency 9s tracking system. At the end of the month, the private agency will compile a list of clients by contract with the dates they were present in care 4the claim voucher.<br><br> 906 Unit Call-In Numbers " Central Region 309-693-5400 " For all other regions 888-906-4347 Foster Care Placements Payment Notification After the CFS906-1 has been called in, the DCFS central payment unit (CPU) will fax a payment notification to the agency. The agency should receive this notification by the end of the following week. If not, they should contact the CPU to resolve any outstanding issues preventing the issuance of the notice.<br><br> This notification verifies: " Effective date of placement " The licensure status of the foster parent " Effective date of payment " Whether DCFS or the private agency is responsible for the foster parent payment " Specialized contract child specific details " Step-down special service fees to be passed on to caregiver. Any payments made by the POS agency prior to notification are the POS agency 9s liability. " Relationship of youth to provider Residential Placements 3 48 Hour Rule The 48-Hour Rule requires all Institutional Residential Care, Child Welfare Group Homes, or Supervised Independent Living Substitute Care providers to report all placements or absences from their facility via a CFS906-1 within 48 hours (2 state business days) of the placement or absence date.<br><br> If they do not fax or call in the CFS906-1 to the appropriate region or 906 Unit within 48 hours, the agency is financially penalized. This does include movement within an agency from one program to another. If such movement requires the ward to be listed under a different provider ID or under a different contract number, the move is subject to the 48-hour rule.<br><br> If the move only requires that the ward be listed under a different rate sequence number within the same contract, the move is not subject to the 48-hour rule. Revised 11/21/2005 13 Language requiring timely submission of the CFS906-1 is found in DCFS procedures, section 359.41 and in the boilerplate of the provider 9s contract. " If the agency fails to call in the CFS906-1 within two state business days of the placement, a penalty for failure to follow the 48-Hour Rule is assessed.<br><br> The days from the actual placement date up to 48 hours prior to the received date will not be paid. o Example 1: Child enters facility on 08/25/04. The CFS906-1 was received 8/31/04.<br><br> The weekend is not counted as state business days, so the agency is paid beginning 8/27/04, 2 state business days prior to the received date. The agency is penalized by not receiving payment for 8/25/04 and 8/26/04. o Example 2: Child is placed into a group home at 4pm on Friday.<br><br> The POS agency would have thru the following Tuesday to submit the CFS906-1. However, if the CFS906-1 was not called in until the following Friday (one week after placement), payment would not begin until Wednesday (fifth day after placement). Although the weekend is not considered in the two state-business day rule, it does become part of the penalty.<br><br> " The same situation applies to absences. If a child is absent from a facility the CFS906-1 must be received within 2 state business days. If it is not, the 48-Hour Rule violation penalty will be assessed against a bed hold if one is requested.<br><br> The bed hold payment will begin 2 state business days prior to the date the absence CFS906-1 is received. Bed hold days prior to that will be denied. " An agency should not wait for a signed Placement Review Team (PRT) to request that the CFS906-1 be entered.<br><br> When the ward moves, the CFS906-1 should be called/faxed in with 48 hours. The placement will be entered as a cno pay d. When the PRT is submitted , the pay status will be backdated to the date of placement.<br><br> If it is not entered timely, the date used for the backdating of the pay status will be subject to the provisions of the 48-hour rule. " If an agency is disputing the penalty, they can fax the CFS906-1 and proof of timely submission to CPU at 217/557-0639 for review. Revised 11/21/2005 14 RESIDENTIAL BEDHOLD Residential bedholds, also referred to as payment extensions, were designed to extend payments to a facility when a youth leaves the facility for the short-term.<br><br> It allows the facility to continue to hold the bed in anticipation for the youth 9s return, and allows reimbursement to the facility at the contracted rate for all days services are rendered, within a specific timeframe. Within the past few years, bedhold policies and procedures have gone through a number of changes, but the basic idea remains. Currently, the CFS 906-5 is the proper form to request reimbursements for bedhold episodes from the Department.<br><br> Process When a child is first absent from his/her residential care living arrangement, the facility must report the absence to the appropriate regional DCFS 906 Hotline or the Cook county CAPU via a CFS906-1 within two State of Illinois business days (48 Hour Rule). If not reported timely, an agency is financially penalized. Bedhold payments would not begin until 2 days prior to the CFS906-1 received date.<br><br> Any dates of service from the date the child left, up to 2 business days prior to the received date of the CFS906-1, will not be paid. At the time of the initial staffing, a determination needs to be made on the child's placement at the end of the absence. That determination is marked on the CFS 906-5 .<br><br> The following are possible scenarios: 1. No intent for the child to return . If there is no intent for the child to return to the previous placement, there is no reason to hold a bed for them.<br><br> The facility would receive a $19.04 per day case management only payment for each day of service up to the date of the initial staffing. Only the CFS 906-5 signed by the DCFS-assigned caseworker/supervisor is required. No discharge memo is needed because the caseworker would have been involved in the initial staffing where the decision was made for the child not to return.<br><br> 2. Intent for the child to return - child returns . Bedhold is paid at full per diem for days of service within the 1st 30 days of the absence episode Only the CFS 906-5 signed by the DCFS-assigned caseworker/supervisor is required.<br><br> (Unless requesting consecutive bed hold - can request consecutive bedhold for HHF or DET absences with additional CFS 906-5 and memo requesting exception signed by the DCFS-assigned caseworker/supervisor) 3. Intent for child to return - decision later changed . If there is intent for a child to return and the child does not return as planned, along with the signed CFS 906-5 , you must submit a memo signed by the DCFS-assigned caseworker/supervisor, stating that there was intent for the child to return and give a date that a decision was later made that they would not be returning as originally intended.<br><br> Once the decision was made that the child would not be returning as planned, there would be no need to hold the bed from the date of that decision. Therefore, bed hold payment would stop as of that date. If, however, the agency makes a unilateral decision to discharge a child, we do not pay the bed hold at all.<br><br> Therefore, the memo is the tool used to show the date of the decision and that it was a joint decision by the facility and the DCFS assigned caseworker/supervisor for the child not to return. This is commonly referred to as a discharge memo. Once the signed CFS 906-5 and discharge memo are received, bed hold is paid at full per diem for each day of service up to the date the decision was changed to no return.<br><br> Revised 11/21/2005 15 Day 1 of services should match the date of absence on top of the CFS 906-5 . It is not necessary to date the days of service, but if a date is marked, Day 1 of services should match the absence date. If it has a different date, that date is the first date paid (common error seen is that a date is placed next to Day 1 and the date is the day after the absence date 3 The date a child leaves is not paid unless a bed hold service occurs on that day) Only the days on which a service was provided should be marked.<br><br> Only the days on which a service is provided are paid. Use service codes listed on CFS 906-5 . Use the code that most closely matches the service provided.<br><br> A bed hold episode begins on the date the child leaves the residential facility, and does not end until the child returns to the facility or is discharged. Only 1 CFS 906-5 is required per episode, even if the child changes reasons for absence within the episode (for example: WUK then DET is still one episode as long as child didn 9t return to facility in between) There are two situations when a memo is required in addition to the signed CFS 906-5 : 1. Consecutive Bed Hold Request .<br><br> A bed hold can be extended beyond 30 days if a child is absent due to Hospitalization or Detention. The facility would need to submit to CPU an Initial CFS 906-5 , a Consecutive CFS 906-5 , and a memo signed by the DCFS-assigned caseworker/supervisor explaining why the extension beyond 30 days is required. CPU then forwards this information to the Deputy Director of Field Operations for final approval.<br><br> Sample Wording for Consecutive Bedhold Memo: ( Child Name, Case ID) was placed in (hospital/detention facility) on (date). Due to (continuing treatment, continued detention, etc. 3 give reasons why extension requested) he/she was unable to return to (facility) until (date) .<br><br> I requested that (facility) continue to hold the bed until the child 9s return, (or until date). Signed by the DCFS-Assigned Caseworker/Supervisor 2. Intent to return, later decision to discharge .<br><br> If the original intent was for a child to return to a facility, but a decision was later made that a return to the facility was not in the child 9s best interest, the child is discharged from the facility. If the decision is unilaterally made by the facility to discharge the child, the bed hold is not paid. A memo signed by the DCFS- assigned caseworker/supervisor is needed to show that it was a joint decision between the DCFS worker and the facility.<br><br> This is commonly referred to as a cDischarge Memo d. If this memo were received with the signed CFS 906-5 , the bed hold service days would be paid. Sample Wording for Discharge Memo: (Child Name, Case ID) has been absent from (facility) due to (being on run, detention, etc) since (date of absence) .<br><br> At the initial staffing it was determined that the child should return to (facility) . However, as of (date of later decision) the decision was made that the child would not be returning as originally intended. The child has been discharged from (facility) as of (date of later decision) .<br><br> Signed by the DCFS-Assigned Caseworker/Supervisor Revised 11/21/2005 16 CLAIM VOUCHER PROCESS Claim vouchers are the basic billing instrument utilized by private agencies to bill the prior month 9s daily services rendered for DCFS wards within the agency 9s various contracts. By contract, an agency lists each DCFS ward for which they are claiming services rendered, stating the exact dates those services were performed. These claims are then used to initiate reimbursements through the statewide DCFS automated board payment system.<br><br> Claim Voucher Creation Claim Vouchers can be created in two different processes. " The first process is the DCFS issued claim voucher. Each time an agency is issued payments through the board system, both a statement of those payments, and a claim voucher is created and forwarded to the agency.<br><br> This automated process creates the claim voucher that can be used for the following month. Since it is based on two months prior utilization, some manual additions/changes are usually required. " The second process is the creation of the claim vouchers by the POS themselves, using their in- house computer software.<br><br> POS agencies are allowed this option, as long as the vouchers created mirror the DCFS created vouchers as far as the format and the information contained. CPU reviews new POS-created claim voucher forms for adherence and compatibility. The Claim Voucher forms, either DCFS or POS generated, must contain the following: " DCFS information o Claim of services rendered paragraph o cState of Illinois d and cClaim Voucher d " Agency Information o Contractual Name o Address o Full Contract # - both provider ID and contract suffix o Financial / Business Manager or designee 9s signature, date, and title " Child Specific Information o DCFS system name 3 alpha by last name o DCFS Case ID 3 This is the primary field by which cases are identified and claimed o Type of Service code o Region/Site/Field identifier o Dates claimed 3 c01/01/05 3 01/31/05 d o Days claimed 3 c31 d POS The claim voucher represents days of care only.<br><br> In order to recognize revenue, the private agencies need to generate billing based on their software/tracking system. Using this billing, agencies should credit revenue and debit the client 9s account receivable for the billing month. It is recommended that agencies track their account receivables by individual client.<br><br> Revised 11/21/2005 17 Timely Completion and Submission Since the DCFS board system processes payments normally on the 8 th state business day of each month for the month prior, claim vouchers must be completed and submitted promptly for board payments to be processed timely. " DCFS requires claim vouchers be received by CPU by the 5 th business day of the following month. This allows the proper timeframe for the intense, line-by-line review performed by CPU prior to the board run.<br><br> " Claims vouchers need to be mailed to CPU. Since DCFS has a central mailing system, two addresses are used for different mailing options o Any mailings strictly handled by the US Postal Service § DCFS 3 Central Payment Unit 406 E. Monroe St., Station #438 Springfield, IL 62701-1498 o Any private parcel companies § DCFS 3 Central Payment Unit 410 S.<br><br> 11 th St., Station #438 Springfield, IL 62703-1229 " If the Claim Vouchers cannot be submitted and verified by close of business on the board run date, the entire contract must be suspended, and no payments can be issued from that contract on a board run until the claim vouchers are received. This is to be avoided at all costs, since this will also affect any payments that DCFS makes directly to unlicensed foster parents. CPU Claim Voucher Verification Process Once the claim vouchers are received by DCFS, CPU begins the line-by-line verification process.<br><br> DCFS creates a report of prior month placements by agency contract, and verifies that each ward is claimed for every day the DCFS system reflects he/she was in placement under a specific contract. Here are a few of the key components of the process that POS should be aware of: " Due to frequent name changes among DCFS wards, the data of record is the DCFS Client ID. If there is a name discrepancy between the claim voucher and DCFS records, the Client ID is the determining factor as to whether or not the claim for that specific case is considered valid.<br><br> " If a ward is not claimed by the agency, CPU manually enters a code that suspends that ward 9s payment for the month in question. This is known as a cDid Not Claim d suspense. Subsequent months will also suspend as long as the original month in question is not claimed by the agency.<br><br> If a ward is claimed by the agency, but less than the numbers of days DCFS records reflect, CPU manually enters a code that suspends that ward 9s payment for the month in question. This specific suspense reason is known as cLivar Date Incorrect d because the DCFS system assumes the issue lies with the living arrangement date of the last CFS906-1 placement form, even if the issue is really the claim voucher. This is a frequent suspense when CFS906-1 9s removing the ward from the placement claimed is not submitted timely.<br><br> In these cases, the DCFS system incorrectly reflects the ward still in the placement beyond the actual date, while the agency 9s claim voucher is correct. Although a suspense is added, it will be removed when the CFS906-1 is finally received. Revised 11/21/2005 18 STATEMENT OF PAYMENTS DCFS Statement of Payments (SOP) is the itemized listing of payments per ward created by the DCFS board system when payments are generated.<br><br> Each statement corresponds to a specific contract and voucher. The statements are created for both POS and DCFS records. Statements of Payments are then used by the POS agencies to reconcile their claim vouchers submitted against the actual payments authorized.<br><br> What do the Statements tell you? As the examples in the attached Appendix show, there is a lot of information contained on the statements, which the POS agencies can utilize. " Heading Information o Date statement was created 3 upper left corner of statement o Contractual name of provider o Voucher number o Provider Id number o Contract number " Itemized detail (alpha-sorted by last name) o DCFS ward name (last, first) o DCFS Client ID o Type of service paid o R/S/F o Number of days paid o Paid amount o Any credits applied against payments o Total voucher amount " If there are enough outstanding receivables against a particular contract, all of the payments will be applied toward those receivables, and the net amount of the voucher will be zero.<br><br> Whenever this occurs, a statement will appear at the bottom of the voucher stating this fact. POS Each SOP will represent one contract. It will list each client, the dates and number of days of care, and the amount paid.<br><br> At the bottom will be a credit line item(s) with the code 0191 reflecting the amount of current funding being utilized for this month 9s service. This is where there could also be other credits (i.e. penalty, takebacks) listed.<br><br> If the total amount at the bottom of your SOP is not zero, DCFS will issue a check in that amount. " Note 3 There is no distinction on the Statements between regular placement days, and approved bedhold days. When the Statement of Payment arrives at the agency, it is important that the agency review and apply payments correctly.<br><br> Revised 11/21/2005 19 " The statements are designed to allow the POS agencies to reconcile their accounting statements against the DCFS payment records. This reconcilement, because of the detail of the Statements of Payment, should be performed down to each individual case. DCFS recommends this be a monthly process, so that any discrepancies can be discussed with DCFS in a timely manner.<br><br> This avoids long standing issues that can unfortunately greatly delay payments, and can even affect other issues such as current funding calculations. " Also issued to POS agencies are the statements listing all of the unlicensed foster care payments that DCFS made directly to the foster parent for those cases case managed under the POS agency 9s specified contract. These statements do not correspond to a voucher paid to the agency, but can be utilized by a POS agency to review what payments DCFS made.<br><br> This process also creates the claim vouchers for these clients in unlicensed homes, so that the POS agency has the claim voucher for these clients for the next month. Voucher Prefixes The voucher number that is used by the Department begins with three letters. These letters follow conventions that can give the agency certain information about what the voucher is for and what area of the Department issued it.<br><br> Below is a list of letters that appear in the third position of the voucher number and the business offices that use them. This list in not comprehensive and there may be exception, but the majority of vouchers will follow this convention. Third Letter of Voucher Prefix Business Office that Uses the Letter A Rockford B Peoria C Aurora D Cook County E Springfield F Champaign G East St.<br><br> Louis H Marion J Administration K Northern L Central M Southern N Post Adoption Day Care P Cook Co. Child Develop Day Care Z* Central Office * Those that begin with cHAZ d are current funding payments. Vouchers that have the letter dX d in the third position (GAX, SAX, GBX, RGX, etc) are board-generated payments.<br><br> Vouchers that begin with cBBZ d are BAFC (Budgeted Allocation of Foster Care) payments, commonly called Admin. Payments. Comptroller 9s website: WWW.IOC.STATE.IL.US Enrollment for Direct Deposit: 217-557-0930 Revised 11/21/2005 20 CPU / POS PAYMENT SUSPENSION RECONCILIATION PROCESS Payment suspensions can occur in the DCFS system due to various factors.<br><br> Discrepancies arising between the POS Claim Voucher and the DCFS system during the claim voucher processing can cause specific suspensions. Incorrect or late CFS906-1 entries can also cause payments to be suspended. In order to reconcile and ultimately correct these suspended payments, the Central Payment Unit works closely with POS agencies and has designed an easy process.<br><br> Each POS agency should also have a monthly, internal process where the Statements of Payment are reconciled to each claim voucher. Discrepancies between the two should be noted, and discussed with CPU. This keeps payments as current as possible, and utilization numbers maximized, which benefit the POS agency when such things as current funding amounts are calculated.<br><br> CPU Process " After each board run, a report is generated listing all payment suspensions on the board system, sorted by provider name, and commonly referred to as the cSuspense Report d. " Each Central Payment Unit staff person is assigned a set of POS agencies that they are responsible for. Each staff person reviews the suspense report for his or her agencies.<br><br> " Each POS agency with suspensions is then contacted by CPU staff to discuss each suspension, and what needs to be submitted to DCFS to clear up the suspensions. " POS also should discuss any issues that arose from their reconcilement process. " Once the issues have been discussed, CPU will request the additional documentation needed to correct the suspensions.<br><br> These documents can be in the form of CFS906-1 9s, amended claim vouchers, PRT 9s, etc. Most documents will need to be then submitted through the normal DCFS process. The amended claim vouchers are sent into CPU.<br><br> These camendments d to the original claim voucher can have multiple months listed for multiple cases, as long as they are under one contract. The amended claim voucher needs to be signed and then faxed and mailed to CPU. " Once DCFS receives and inputs any additional documentation submitted, CPU would re-assess the suspension, and determine if the suspension can be lifted.<br><br> If so, the suspended payment will be released on the following board run. If the determination is made that the suspension can still not be lifted, then CPU again makes contact with the POS agency to discuss. Revised 11/21/2005 21 BOARD ACCOUNTING STATEMENT POS While the Board Accounting Statement (BAS) arrives approximately two months after current funding for a specific month, it is still a way to check and balance current funding.<br><br> The BAS shows, by contract, the amount of current funding paid each month. It also shows how much was applied (System Collected) through the board run. The BAS shows any 8take-backs 9 DCFS is making for specific clients by listing them as well.<br><br> DCFS You will receive a Board Accounting Statement after the end of each month. Each contract will be reported on a separate statement. It will contain all of the data transacted through the Department of Children & Family Service 9s receivable system during that calendar month.<br><br> It will report all transactions and the ending balance for all receivable details, not just the Current Funding portion. If there have been no transactions created through the receivable system, no statement will be produced unless there is an outstanding balance. The Board Accounting Statement, combined with the Statement of Payment that you receive after each board run, along with the administrative voucher report (if applicable), will provide all of the information needed to maintain complete financial records.<br><br> The Board Accounting Statement provides two pieces of information that were not readily available before: 1. Details of system generated receivables that are created by changes in a child 9s placement, and, 2. Manual debit and credit adjustments made by the Office of Collections With these two documents, you will have the required detailed information to make the necessary entries to your financial records.<br><br> Your agency 9s records should parallel those of DCFS and differences will be easily identified. If there are questions, please contact the DCFS, Office of Collections at 217-785-2535 The examples used in this manual duplicate FY 904 contract statements. The example used is for fictional Provider #123456 and includes statements for 2 contracts, a 4024 contact and a 4084 contract.<br><br> Before beginning an examination of the statements, it would probably be helpful to review the glossary included in this manual for transaction descriptions. Revised 11/21/2005 22 How to read the statement " Board Accounting Statement as of 09/01/04 - Normally, this date will be the first day of the month and the statement will represent all transactions through this date. " Transaction Date 3 Date an activity/transaction occurred through the Department 9s receivable system for the contract listed.<br><br> " Child name - Name of child, when a system-generated receivable is created by a change in the child's placement. " Child ID 3 CYCIS ID number of the child listed. " Type Service 3 The code that represents the type of service related to the activity creating the activity/transaction.<br><br> " Transaction Description 3 Definition of the activity/transaction being processed through the receivable system. Possible entries include: o Manually entered receivable 3 an entry adding a receivable amount that was not generated by the automated board system. (Usually current funding, which can be identified by a type service code of 0191) o System generated receivable 3 an entry generated during the board run that is based on changes in a child 9s living arrangement that have been created via a CFS906-1 form or a change in the licensing status of the home.<br><br> o System collected receivable - a transaction that originates during the board run. The system will collect current funding and/or child specific receivables. System collected detail is only summarized on the Board Accounting Statement, it is reported in detail on the Statement of Payment produced by the Board System.<br><br> o Transferred receivable - a receivable transferred from one appropriation to another or from one contract to another to insure that it will be collected. The other side of this transaction is an administrative credit. o Voucher system 3 a transaction that reflects an adjustment that was initiated on a voucher manually produced outside of the board system or a subsequent adjustment to a board voucher.<br><br> These vouchers may represent administrative voucher payments, Medicaid payments, current funding payments, and any other payments relating to the contract. A voucher system transaction can reduce a current funding balance and/or child specific receivables. o Personal check 3 a payment from a provider for amounts owed to DCFS.<br><br> o Administrative credit 3 a manual transaction to reduce the receivable balance. Can reduce current funding balance and/or child specific receivables. " Service mo/yr 3 indicates the month and fiscal year of the service related to the receivable created.<br><br> " Payments 3 reductions of the outstanding balance, i.e.: system collected, administrative credits, personal checks, and cancelled warrants. " Charges 3 additions to the outstanding balance, i.e.: system generated receivables, manually entered receivables (current funding payments) and transferred receivables. Revised 11/21/2005 23 4024 EXAMPLE CONTRACT 05/03/04 3 entry of a manually entered receivable for April current funding for $19,477.00.<br><br> The child id for current funding is always 999999xx. This is a dummy id. 05/12/04 - a System Collected amount of $19,477.00 was processed that reduced the outstanding balance.<br><br> System Collected entries are produced only by the Board system and are a summary of the valid claims processed during the board run for a particular contract. This amount of $19,477.00- may be applied to both current funding and child specific receivables. The Statement of Payments produced during the 05/12/04 board run provides all of the detail that is summarized in this entry.<br><br> 07/30/04 - a Transferred Receivable was entered to the receivable system to add the amount of $25,892.62 to the 4024 contract. The line above this entry describes the details of the receivable that has been transferred, in this case the outstanding portion of the June 2004 current funding receivable (0191). To find the credit side of this entry examine the 4084 contract entries for the same day, 07/30/04.<br><br> There you will find an Administrative Credit for the same detail (June 2004 current funding, 0191) reducing the 4084 contract receivable by $25,892.62. The Department recognized that there were no more claims to be processed for the 4084 contract and this amount would not be collected if it were left in this contract. The Department knew that valid claims were going to be paid for the 4024 contract that could offset this receivable.<br><br> The detail was transferred from the 4084 contract to the 4024 contract where a large portion was system collected in that night 9s (07/30/04) Board run. 08/04/04 3 the provider paid $1,697.63 by check. 08/10/04 - the June 2004 current funding receivable was also reduced through the Voucher System in the amount of $1,380.30.<br><br> A voucher payment was processed to pay for other services covered by this contract (in this case, the administrative portion of the contract). Because there were still receivables on the contract, the voucher payment was offset against this receivable and the actual net pay indicated on the administrative voucher report was reduced to $0.00. This would have been reflected on your agency 9s copy of the administrative voucher report.<br><br> Now, the Provider will receive the related information indicating which receivable details were offset by way of the new Board Accounting Statement. 08/11/04 - the board system processed and offset $586.40 of valid claims and the receivable for the 4024 contract was reduced by the same dollar amount. In the last few weeks of a fiscal year many Transferred Receivable and Voucher System transactions are processed.<br><br> Many of these entries will cross contracts. Many of the entries are used to reduce child specific receivables (CFS906-1 generated) as well as current funding balances. The fiscal year is over.<br><br> The balance remaining of $2,583.89 is owed back to DCFS. In order to keep accounting records cleaner, a payment should be sent to DCFS. If a payment is not made, a future contract will be offset.<br><br> Revised 11/21/2005 24 4084 EXAMPLE CONTRACT As of 04/30/04 there is an outstanding amount of $41,980.22. 05/03/04 - Manually Entered Receivable for the April 2004 current funding was entered for $30,627.00. 05/10/04 - Voucher System transaction was entered to the receivable system reducing the receivable balance by $1,876.94.<br><br> The specific detail reduced was an outstanding balance related to the March 2004 current funding payment (0191). 05/12/04 - System Generated Receivables were created through this board run. The first detail indicates a receivable for Suzie Jones, child ID Z4567821 for a 0100 service type (Christmas bonus) provided for November 2003.<br><br> 05/12/04 - System Collected transaction where the board system offset the receivable balance by $28,229.47, the amount of valid claims processed during that night 9s board run. 05/21/04 - Voucher System transaction was entered to the receivable system reducing the receivable balance by $6,392.00. The specific detail reduced was an outstanding balance related to the March 2004 current funding payment (0191).<br><br> 05/25/04 - System Generated Receivables were created through this board run. 05/25/04 - System Collected transaction where the board system offset the receivable balance by $68.83, the amount of valid claims processed during that night 9s board run. 06/02/04 - Manually Entered Receivable for the May 2004 current funding was entered for $15,314.00.<br><br> 06/10/04 - Voucher System transaction was entered to the receivable system reducing the receivable balance by $2,751.13. The specific detail reduced was an outstanding balance related to the April 2004 current funding payment (0191). 06/11/04 - System Generated Receivables were created through this board run.<br><br> 06/11/04 - System Collected transaction where the board system offset the receivable balance by $25,697.06, the amount of valid claims processed during that night 9s board run. 06/22/04 - System Collected transaction where the board system offset the receivable balance by $95.42, the amount of valid claims processed during that night 9s board run. 07/01/04 - Manually Entered Receivable for the June 2004 current funding was entered for $30,627.00.<br><br> 07/13/04 - System Generated Receivables were created through this board run. 07/13/04 - System Collected transaction where the board system offset the receivable balance by $26,272.24, the amount of valid claims processed during that night 9s board run. Revised 11/21/2005 25 07/30/04 - Voucher System transaction was entered to the receivable system reducing the receivable balance by $1,876.94.<br><br> The specific detail reduced was an outstanding balance related to the April 2004 current funding payment (0191). 07/30/04 - an Administrative Credit was entered to the receivable system to reduce the 4084 contract by $25,892.62. The line above this entry describes the details of the receivable that has been transferred, in this case the outstanding portion of the June 2004 current funding receivable (0191).<br><br> To find the debit side of this entry examine the 4024 contract entries for the same day, 07/30/04. There you will find a Transferred Receivable for the same detail (June 2004 current funding, 0191) increasing the 4024 contract receivable by $25,892.62. The Department recognized that there were no more claims to be processed for the 4084 contract and this amount would not be collected if it were left in this contract.<br><br> The Department knew that valid claims were going to be paid for the 4024 contract that could offset this receivable. The detail was transferred from the 4084 contract to the 4024 contract where a large portion was system collected in that night 9s (07/30/04) Board run. 08/10/04 - Voucher System transactions were entered to the receivable system reducing the receivable balance by a total of $450.63.<br><br> The specific detail reduced was an outstanding balance related to the system generated receivables that occurred on 07/13/04. 07/30/04 - an Administrative Credit was entered to the receivable system to reduce the 4084 contract by $182.71. The line above this entry describes the details of the receivable that has been transferred, in this case the outstanding portion of system generated receivable from 07/13/04.<br><br> The last board run for the fiscal year was on 08/19/04. A correcting placement entry was made on 08/20/04. A manual Administrative Credit had to be entered to give proper credit to this contract.<br><br> The last line on each month 9s Board Accounting Statement will indicate the Ending Balance for the contract as of the date of the statement. The outstanding balance for this contract is $0.00. The information provided on this statement and the Provider 9s records should be reconciled monthly.<br><br> If a difference is found, it may be due to interpretation and understanding of the related payment documentation or entry errors that can easily be corrected if brought to our attention. For such differences, again contact DCFS, Office of Collections at 217-785-2535. If there are problems related to an incorrect entry of a CFS906-1, the system creation of a child specific receivable, etc.<br><br> call the Central Payment Unit toll free at 1-800-525-0499. The payment unit will need to validate the data and verify dollar amounts. They will then prepare the necessary data form and present it to the Office of Collections so that an adjustment entry can be made.<br><br> Revised 11/21/2005 26 Revised 11/21/2005 27 Revised 11/21/2005 28 Revised 11/21/2005 29 GLOSSARY OF TRANSACTIONS: BOARD ACCOUNTING STATEMENT Charges (Additions to the receivable balance): Manually Entered Receivable: a transaction that is manually added to the DCFS receivable system. All current funding payments are manually entered receivables. Receivables related to specific children can also be entered manually if circumstances are such that the Board System does not generate the receivable.<br><br> POS - Manually entered receivable reflects a payment from DCFS to the agencies current funding. System collected reflects amount of current funding utilized on the SOP. Refer to the SOP for service dates.<br><br> System Generated Receivable: If CFS906-1s to update a rate of pay or a child 9s living arrangement are not entered on a timely basis they will result in a receivable being created. The receivables that are generated by CFS906-1 changes are created when the Board System runs. The transaction dates of System Generated Receivables will always coincide with a Board run.<br><br> POS 3 any CFS906-1 changes made after the board run results in a system generated receivable. Transferred Receivable: A transferred receivable is a balance that has been manually manipulated to try to insure that it is collected. Usually a transferred receivable has only been transferred between DCFS appropriations.<br><br> This movement need not be recorded by the Provider. We sometimes need to move a receivable balance from one contract to another. The debit that indicates a receivable has been added is indicated as the transferred receivable.<br><br> The credit that shows the receivable amount being removed is indicated as an administrative credit on our accounting statement. If the two transactions (always the same transaction date) appear on the same contract statement, the move was between appropriations. If only one side of the entry appears on a contract statement, check your other contract statements as the other side of the entry will appear there.<br><br> Payments (Reductions of the receivable balance): Administrative Credit: represents a manual transaction to reduce the receivable balance. An administrative credit may represent the credit side of a transfer transaction, but it is also used in other situations. If reconciliation with the provider indicates that a receivable is in error, its removal from the receivable balance will be indicated as an administrative credit.<br><br> If a CFS906-1 generates a receivable, and it is discovered that the CFS906-1 was incorrectly entered, correcting the CFS906-1 does not always remove the erroneous receivable that was created . The Central Payment Unit will have to be notified so that they can prepare the necessary adjustment information for entry to the receivable system. Cancelled Warrant: a state warrant payable to the Provider that has been returned to DCFS.<br><br> Personal Check: represents a payment from a Provider for amounts owed to DCFS. Revised 11/21/2005 30 System Collected: The Board System automatically looks at receivables when processing claims. Receivables that are reduced by offsetting the board payment are considered system collected.<br><br> Both Current Funding and CFS906-1 generated details can be system collected. The System Collected amount is a summary of the System Collected amounts listed on the Statement of Payments that you receive after the Board runs. Voucher System: this indicates a transaction that involves a separate voucher payment.<br><br> For example, an administrative payment, Medicaid payment, or current funding payment may be reduced to offset a high receivable balance. The reduction of the receivable balance on the Board Accounting Statement will be described as a Voucher System transaction. Revised 11/21/2005 31 FOSTER CARE MAINTENANCE AND ADMINISTRATION PAYMENTS Large Cook Performance Contract 3 (PCC) " Admin Payments (BAFC-Budgeted Allocation of Foster Care) o Vouchered at the beginning of the month for the current month o Amount set and adjusted annually based on case outcomes (See Appendix for PCC reconciliation) o Amount cannot be reconciled to individual cases o This admin payment covers both licensed and unlicensed foster home cases o Voucher prefix is BBZ " Maintenance payments 3 Licensed Foster Homes o Paid through the board system (SOP) to the POS agency o Payment passed on to foster parents by POS agency 3 amount specified by contract " Maintenance payments 3 Unlicensed Foster Homes o Board system by DCFS o The rate of pay is standard of need Small Cook Performance Contract 3 (PCS) " Admin and Maintenance Payments 3 Licensed Foster Homes o Paid through the board system (SOP) to the POS Agency o The maintenance portion is passed on to the licensed foster parent by the POS Agency " Admin Payments 3 Unlicensed Foster Homes o Vouchered to the POS Agency through the admin voucher report o Admin payment issued the 1 st to 2 nd business day of the following month, for the previous month 9s board runs (ex.<br><br> April 1 st admin payment issued for March 9s board runs, which pay for Feb. services) " Maintenance Payments 3 Unlicensed Foster Homes o Generated through the board run and paid directly to the unlicensed foster parent through the board run by DCFS o Statement generated and mailed to each foster parent o Statement reflecting all unlicensed foster home payments generated and mailed to POS agency for their records Revised 11/21/2005 32 Downstate Performance Contract 3 (PCD) " Admin and Maintenance Payments 3 Licensed Foster Homes o Paid through the board system (SOP) to the POS agency o The maintenance portion is passed on to the licensed foster parent by the POS agency o Bonus payments calculated yearly on performance outcomes (See Performance Contract Reconciliation ) " Admin Payments 3 Unlicensed Foster Homes o Vouchered to the POS agency through the admin voucher report o Admin payment issued the 1 ST to 2 ND business day of the following month, for the previous month 9s board runs (ex. April 1 payments issued for March 9s board run, which pays for Feb.<br><br> services.) o Bonus payments calculated yearly on performance outcomes (See Performance Contract Reconciliation ) " Maintenance Payments 3 Unlicensed Foster Homes o Generated through the board run and paid directly to the unlicensed foster parent by DCFS o Statement generated and mailed to each foster parent o Statement reflecting all unlicensed foster home payments generated and mailed to POS agency for their records Specialized Contracts 3 (FCN, FCS, FIC, MCT) " Admin and Maintenance Payments 3 Licensed Foster Homes o Cases in specialized contracts must be in a licensed home. o The entire payment is paid through the board system (SOP) to the POS agency o The statement of payment reflects the total of the admin and maintenance portion for each case o The split between the foster parent 9s maintenance portion and the admin portion is reported to DCFS by the POS agencies. o POS agencies pass the maintenance portion on to the foster parent o The admin portion is retained by the POS agency o POS agency determines monthly maintenance payments to foster parent Revised 11/21/2005 33 SPECIAL SERVICE FEES When a foster parent incurs extraordinary expenses associated with a specific ward that cannot be reimbursed under any other avenue, a Special Service Fee (SSF) may be requested by the caseworker.<br><br> There are various types of fees associated with specific reasons, and most can only be payable under regular foster care. These SSF 9s should not be considered for ordinary expenditures associated with providing foster care, and should cease as soon as the extraordinary expense is no longer being incurred by the foster parent. Most of the SSF 9s have a maximum rate allowed under policy, and some SSF 9s also have a maximum timeframe of payment even if the extraordinary expenses continue to be incurred beyond that timeframe.<br><br> Policy and Procedure Policy 359.40 (j) Administrative Procedures #5 3 CFS 906-4 Form (see Appendix) How to Submit SSF Requests For most SSF 9s, the CFS 906-4 form must be filled out by the caseworker, and properly approved before it will be entered by DCFS for payment. A CFS 906-4 must be submitted for each type of reimbursement. Ex: a separate CFS 906-4 is needed for an overnight sibling visitation and another one for the transportation.<br><br> Case Manager / Supervisor approval is required for SSF 9s dealing with sibling visitations, while DCFS Regional Administrator approval is required for all other SSF 9s requested on the CFS 906-4 form. Fully completed and approved CFS 906-4 forms are then submitted to the appropriate DCFS office for data-entry into the DCFS system for payment. " Stop Date is not paid, so to pay for Feb 2005, you must enter Start Date of 2/1/05 and a Stop Date of 3/1/05.<br><br> " Using the correct Sibling Visitation code, there can only be one reimbursement for each type of visit per month, but the visit can be paid both for the visit and transportation if appropriate. o Overnight visits § Reason code 07 § $100 maximum per month § Start/Stop Dates are exact dates of visit. o Supervised daytime visits 3 § Reason code 15 § $100 max per month; $25 per hour § Must be entered for entire month to pay requested amount correctly (02/1/05 3 03/01/05 on CFS 906-4 form).<br><br> § Approvals can be requested up to a maximum of 6 months at one time. o Transportation to/from sibling visits § Reason code 16 § Dollar amount per mileage up to $50 maximum per month § Must be entered for entire month to pay requested amount correctly (02/1/05 3 03/01/05 on CFS 906-4 form). Revised 11/21/2005 34 Sibling Visitation SSF Reference Sheet Updated 3/16/05 SSF Description 906-4 Code TOS Max Timespan Allowed Max Rate Allowed w/ Spec?<br><br> Other Information Sib Visit 3 Overnight/Uns upv. 07 0146 Exact dates of visit $100 / mo yes Placed on oldest sib in hosting home. One per month Sib Visit 3 Daytime/Supv 15 0176 6 mo / renewable $100 / mo ($25/hr - 4hr max) yes Placed on oldest sib in hosting home.<br><br> One per month. Sib Visit 3 Transportation 16 0165 1 month $50 / mo yes Pays provider transporting sibs to visit. " $149 Ward with Infant SSF 3Per DCFS Policy 359, SSF can be approved up to a maximum of 6 months per foster home.<br><br> It was designed to only reimburse the foster parent for extraordinary expenses incurred during the initial entry of the ward with an infant into the home. " " For extraordinary expenses that go beyond the maximum allowable amounts in policy, as in unusual transportation costs that exceed $100 per month, there is a possible means of full reimbursement. Both a CFS 906-4 and a CFS902 3 Exception to Policy request form must be filled out and sent to the DCFS Regional Administrator for approval.<br><br> Once the approval has been obtained, both forms must be faxed to CPU for auditing and entry. All SSF 9s must be entered on POS agency 9s books for licensed homes. If unlicensed, the foster parent will receive the fee directly from DCFS.<br><br> The CFS 906-4 constitutes the POS agency 9s billing. Additional billings are not required to DCFS (Ex: $149 request for six months 3 it would be the agency 9s responsibility to account for the revenue each month. " SSF 9s are paid through the board system (SOP) " Any payments made prior to approval are the agency 9s liability Revised 11/21/2005 35 0118 CASE MANAGEMENT BILLING BASICS Policy Guide 2003.12, cType Service Code 0118 Case Management Only Services d, details circumstances under which the Department will make payment to an agency for Case Management Only Services (Type Service 0118).<br><br> The following covers the basic information regarding submission of bills for case management only services. Nothing in case management billing policy relieves a caseworker or agency of their responsibilities described in any other Department policy. Case management transfer guidelines in AP9 should still be followed.<br><br> DCFS only pays one agency at a time to provide case management services to a child. A child must have been placed in one of the following contract types immediately prior to the absence episode for which case management is being billed: " Performance Contract Downstate (PCD) " Performance Contract Small Cook (PCS) " Specialized Foster Care Children placed in Cook County Performance Based Contracts ( PCR, PCT , PCC ) are not eligible for 0118 Case Management Billing. A child must be absent for one of the following reasons to be eligible for 0118 Case Management Only billing: " WUK, WCC, ABD, UAP, UAH 3 Max 90 days paid " HHF-Med 3 All days of absence paid " HHF/IMH-Psych 3 Max 30 days paid " DET/IDC 3 Max 90 days paid " AODA/SAB 3 Max 90 days paid " SSA/SSU 3 All days of case management responsibility paid once transfer to DCFS processed " YIC/CUS 3 Case by Case review to pay up to all days of case management responsibility once transfer to DCFS processed " Child in School for the Deaf 3 All days in school " Emergency Shelter 3 Exception Processing 3 Case by Case review " Diagnostic Shelter 3 Exception Processing 3 Case by Case review Must bill under contract child was placed in immediately prior to absence.<br><br> Monthly Rates for FY05 " $620.37 per month if prior placement was in PCD or FHS and the absence reason is any of the above other than Self Selected Placement. " $413.58 per month if prior placement was in PCS, or if absence reason is Self Selected Placement. To bill for case management only services (Type Service Code 0118), complete a CFS1042 and mail it to: DCFS Central Payment Unit, 406 E.<br><br> Monroe, Mail Station #438, Springfield, IL 62701-1498. Revised 11/21/2005 36 CPU must receive the CFS1042 with an original provider signature. Photocopies or faxes are not acceptable.<br><br> The most common errors made in 0118 processing are as follows: Incorrect Rate Billed 3 0118 Case Management is billed at the Base Services & Administration Rate in the contract the child was in immediately prior to the absence. The rates are subject to change if the contract rate changes in any given fiscal year. " If a full month is billed, enter the correct monthly rate, not a daily rate multiplied out.<br><br> The billing is based on a Monthly Rate , not a Daily Rate . " If a partial month is billed, the amount should be prorated by dividing the monthly rate by the number of days in the month billed, then multiplying that daily rate by the number of days billed. The daily rate at which a partial month should be billed will change based upon the number of days in the month billed.<br><br> February will have a different daily rate than March. Billing under incorrect contract 3 Must bill under contract child placed in immediately prior to the absence. Payment already made under the Board Payment System 3 If a bedhold was requested and granted, do not bill case management services.<br><br> Determine which type of payment is appropriate and submit only one type of payment request for the same time period. Case Management Payment Max days already paid 3 Refer to the attached chart for maximum number of days allowed for absence type. Count starts at first day of absence episode.<br><br> " If a bedhold is requested, case management payment can begin where the bedhold ends. The bedhold days are considered part of the absence episode, and therefore, are part of the maximum day count paid. Example: 14 day bedhold + 76 days of 0118 case management = 90 days " If a child changes reasons for absence within the absence episode, the count continues from day one of the absence itself.<br><br> It does not start over at the absence type change. Once a child returns to placement, any subsequent absences would have their own counts. 1425 Not Submitted with CFS 1042 3 A copy of the CFS1425 transfer form should be submitted with the CFS1042 billing if the child is in a Self Selected Placement, Youth in College, or Youth in Employment.<br><br> If a CFS1425 is not submitted, and the case still has not been transferred to DCFS on MARS/CYCIS, the billing will be denied. CPU will send a letter detailing any payment adjustment or denial. If a correction to the DCFS MARS/CYCIS system would cause the payment to be allowed, a new CFS1042 can be submitted.<br><br> A sample of the Adjustment Letter is attached. Attachments Policy CFS1042 0118 Rate Sheet Adjustment Letter Revised 11/21/2005 37 ADDITIONAL 1042 B