DSS FISCAL MANUAL Section III - Developing Cost on the DSS-1571 Report

Section III-D Title IV-D Child Support Enforcement Program

The purpose of the IV-D Child Support Expenditure report is to report the administrative costs and purchased services costs incurred by county DSS agencies or county designated non-DSS agencies so they can be reimbursed from funds available from the Division for the Child Support Enforcement program. All cost reported must be in compliance with the provisions of Section II of this Fiscal Manual and provisions and policies of Child Support Enforcement.

General Information

Reports of administrative program costs and purchased services are prepared by county DSS and non-DSS IV-D agencies and submitted to the County Administration Accounting Unit. Reports are to be submitted in accordance with the instructions contained in this section.

Counties which operate the IV-D Program may enter into a contract between the sheriff and the DSS Director (or the IV-D Director for counties where IV-D is not under the DSS) in which reimbursement claims are based on the total annual cost of sheriff’s services provided on behalf of IV-D as documented in the indirect cost allocation plan. Under this method, one-twelfth of the annual total identified in the indirect cost allocation plan for sheriff’s services would be reported each month on the DSS-1571 with the new Part II code under the title of “IV-D Government Service Contract”. This new Part II code should be used for the former Type Expenditure Code A for Purchase of Service Contract Government found on the former form DSS-1321 that was previously used for reporting these costs.

l. Form Format

a. Child Support Enforcement program costs for reimbursement are to be reported using the following forms:

DSS-l57l, Part IC Personnel Cost Statement

DSS-l57l, Part II Statement of Administrative Costs

DSS-l57l, Part IV Monthly Report of Services

2. Forwarding

a. The County DSS IV-D agency's personnel and other administration costs are included in the regular county DSS report. (DSS-l57l, Part IC, Part II, and Part IV). This county report is submitted regularly and is an integral part of the monthly county reimbursement. All reports shall be uploaded successfully by the 15^th of each month.

b. Non-DSS County IV-D agencies shall submit the DSS-l57l, Part IC, Part II and Part IV to the County Administration Accounting Unit. All reports shall be uploaded successfully by the 15^th of each month.

Other Information

1. Personnel Cost Statement, Part 1C

a. The county DSS Child Support agency personnel data is submitted as an integral part of the department’s regular monthly expenditure report. New staff listings are made using the DSS-1571, Part 1C.

b. Non-DSS County IV-D agencies complete and submit the Personnel Cost Statement (Part 1C) each month. New staff listings are made using the DSS-1571, Part 1C.

2. New Part II Codes to claim reimbursement through the DSS-1571 for the Title IV-D Child Support Enforcement Program have been established to replace reporting previously submitted on the DSS-1321.

a. Part II Code 423 formerly (Code A) for Purchase of Service Contract-.

b. Part II Code 449 formerly (Code B) for Purchase of Service Contract –Private

c. Part II Code 450 formerly (Code C) for Cooperative Agreements

d. Part II Code 432 formerly (Code D) for IV-D Blood Test

3. Part II Codes and Descriptions of expenditure types are as follows:

Part II Code 423, Fund 1 (IV-D Government Services Contract)

Formerly Code A PURCHASE OF SERVICE CONTRACT - GOVERNMENT

1. County Attorney fees

2. Contract expenses for Sheriff or Deputy Sheriff

3. Indirect Cost for Sheriff’s Department (Note: Indirect Cost must be specifically identified)

Part II Code 449, Fund 1 (IV-D Private Service Contract)

Formerly Code B PURCHASE OF SERVICE CONTRACT - PRIVATE

1. Private Attorney fees

Part II Code 450, Fund 1 (IV-D Cooperative Agreements)

Formerly Code C COOPERATIVE AGREEMENTS

1. Sheriff’s process service fees

2. Fees to Clerk of Court

3. Fees for vital records

4. Cost for publication services

5. Cost for contract administrative or collection services

Part II Code 432, Fund 1 (IV-D Blood Test)

Formerly Code D IV-D BLOOD TESTS

• Cost of blood tests

4. Administrative Cost Statement, Part II

The DSS-l57l, Part II is used by the several types of Child Support agencies for the reporting of administrative program costs (i.e. travel, equipment, supplies, etc.). The non-DSS County IV-D agency and the State operated IV-D agency will use code 361 on the DSS-l57l, Part II. The costs reported by these two types of agencies are all direct program costs.

5. Recipient Data and Related Costs, Service Programs

The use of the DSS-l57l, Part IV is to permit the entry and proper crediting of fees collected from recipients by IV-D agencies.

6. Requirements for Completion of Part IV by IV-D Agencies

Heading

County/Provider: Enter the three-digit county or agency identification number.

Month of Service: Enter the month of services covered by the report as two-digits (January would be shown as 0l). Enter the last two numbers of the calendar year.

Enter the county name for programs operated by county departments of social services and the program name for all programs operated by other provider agencies.

Method of Service Provision, Choose Direct Provision.

Recipient Name - List the name of each recipient by last name, first name (or initial), and middle initial.

Identification Number - Enter the eleven digit client identification or MPI number.

Service Code - Enter the three-digit code 435 in order to report Non-Work First client application fees. Enter the three-digit code 436 to report direct cost recovery paid toward costs incurred in Non-Work First cases.

Fees Imposed - Enter the amount of each fee imposed on recipient.

Fees Collected - Enter the amount of each fee collected (the same amount shown in Column l6). Information in this column goes into the SIS.

Fund I.D. - Enter a "3".

Form DSS-2239 - Legal Services IV-D Bill

l. Form DSS-2239 must be completed by the attorney and submitted to the local Child Support agency each month. As a substitution, a form developed detailing all of the required information from the DSS-2239 form is permissible.

2. Categories of legal services eligible for FFP.

a. The legal services eligible for federal financial participation (FFP) are limited to the following categories of services:

(l) Establishment of paternity

(2) Establishment and enforcement of support obligation.

The service category Administration is NOT eligible for FFP.

b. With concurrence from staff of the Attorney General's Office, the Division considers the following data elements necessary to ensure accurate billing for reimbursement of legal services, and to satisfy an audit review.

(l) IV-D Case Name

(2) Date(s) that the attorney/law firm performed services for the case.

(3) Total time spent on each case, distinguished between in-court and out-of-court time if different rates are utilized.

(4) Basic services that the attorney/law firm provided. These services must be related to services allowable for reimbursement.