Rule and Procedure Table of Contents
a) Family Preservation Placement Prevention/Reunification Service | b) Adoption Preservation | c) Foster Care Service Types Associated | d) Family First Maintenance Services | e) Family First Project SAFE Service | f) Other Family First Payments -
Intensive Family First services are directed to three target populations in accordance with the Family Preservation Act (effective January 1, 1988). The target populations are: families, one or more of whose children are the subject of an indicated report of abuse or neglect (receiving placement prevention services); families who have one or more children in foster care placement and for whom reunification is the goal (receiving family reunification services); and families who have adopted children whose adoption is in danger of dissolution (receiving adoption preservation services, sometimes called intensive post-adoption services).
a) Family Preservation Placement Prevention/Reunification Service Types |
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1) Grant Payment
Type Service Code Document
3001 Family Preservation Services (FPS) Grant Payment CFS 1042-F
3011 Family Reunification Services (FRS) Grant Payment CFS 1042-F
Instructions: Payment to cover providers' fixed expenses in the form of an advance grant paid quarterly or monthly based on program capacity by the Contracts Unit.
2) Family Preservation Professional Services
Type Service Code Document
3002 FPS Counseling/Casework/ Collateral/Reports CFS 1042-F
3012 FRS Counseling/Casework/ Collateral/Reports CFS 1042-F
Instructions: Counseling, casework, collateral and court appearance services delivered by professional staff are billable under this service type, as are professionally prepared reports. See Appendix A for amounts.
3) Day Care Services
Type Service Code Document
3003 FPS Day Care Services CFS 1042-F
3013 FRS Day Care Services CFS 1042-F
Instructions: Family Preservation Day Care services are reimbursed under this service type.
The lowest of the following rates is authorized: the rate paid to the subcontractor (if any); the maximum rate per Department Procedures Appendix A(V), or the charge of the day care center or home to the general public.
4) Homemaker Services
Type Service Code Document
3004 FPS Homemaker Services CFS 1042-F
3014 FRS Homemaker Services CFS 1042-F
Instructions: Two types of services are authorized in this section: homemaker services performed by a caseworker and homemaker services performed by a paraprofessional.
Negotiated caseworker rates higher than the standard rate for homemaker services found in Appendix A (II) (g) must be discussed with the Office of Contract Administration before negotiation.
5) Emergency Cash Assistance
Type Service Code Document
3005 FPS Cash Assistance CFS 1042-F
3015 FRS Cash Assistance CFS 1042-F
Instructions: Emergency cash assistance is authorized only for the purpose of maintaining a family intact when the failure to provide the assistance would cause a placement of one or more children. The purpose of spending is strictly limited. However, the items on which funds can be spent for the above purpose are quite broad. These include, but are not limited to: rental deposits, utility deposits, cost of moving families, rental payment, utility payment, car repairs, bus fare to work or necessary appointments, clothing in preparation for job interviews, etc. By law a $500 limit is set on the amount of funding a family can receive during a one-year period beginning with the first day of service. The Norman Liaison must approve all requests for the Emergency Assistance Program before any funds are issued. For service type code 3015, the purpose of emergency case assistance is to remove fiscal barriers to the reunification of a family. The same restrictions on usage apply to both service type codes 3005 and 3015.
Actual, receipted expenses within the purposes outlined above will be reimbursed at up to $500 per family per year.
6) Contractual Services
Type Service Code Document
3006 FPS Contractual CFS 1042-F
3016 FRS Contractual CFS 1042-F
Instructions: This service type has two uses: as a "pass through" of service expenses subcontracted by the provider for client services only and as the service type under which Central Office pays trainers, evaluators and consultants. Providers are not to use this service type to bill non-client services. (Example: A service provider contracts with a consultant in order to strengthen service provision to clients. This is not billable, as such services are administrative support and included in the agency's grant or program rate. However, a provider may refer a particular family for a substance abuse evaluation. In this case the client is the direct recipient of services and the reasonable cost is billable.)
Rates should be reasonable and necessary for services. (In no case shall the Department reimburse a contractual service rate above the level paid by the general public for such services.)
7) Reimbursement of Training Expenses
Type Service Code Document
3007 FPS Reimbursement Training Expenses CFS 1042-F
3017 FRS Reimbursement Training Expenses CFS 1042-F
Instructions: When the Department requires or requests in writing that the provider and staff attend a training session outside of the service area covered by the contractor, the Department will reimburse training expenses as set forth in "A Travel Guide For State of Illinois Employees" issued by CMS. Training expenses include mileage payments or required public transportation, lodging and meal or per diem expenses. Staff time is not billable under this service type. (For direct service staff time, service type codes 3002 and 3004 are used.)
8) Parenting Training
Type Service Code Document
3008 FPS Parent Training CFS 1042-F
3018 FRS Parent Training CFS 1042-F
Instructions: Parenting training offered as a course to the family is reimbursable. Authorized rates are those prevailing in the Region in the parenting training services paid from other funds (typically the counseling appropriation). Payment rate for this service should be consistent with services paid from other funds regardless of the appropriation used to make the payment.
9) Operational Expenses
Type Service Code
3009 FPS Operational Costs
3019 FRS Operational Costs
Instructions: This service type is used for personnel and fringe benefit blankets and other types of operational expenses. Its use is confined to Regional and Central Business Offices.
b) Adoption Preservation |
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1) Adoption Preservation Grant
Type Service Code Document
3021 Adoption Preservation Services (AP) Grant Payment CFS 1042-F
Instructions: Currently, a 100% grant is authorized for pilot Adoption Preservation services, which will be available not only to Department clients but to members of the general public. Rates are as authorized in award letters issued by the Department.
Special Note: This service type may also be used to issue advance payments for emergency cash assistance to providers under contract.
2) Purchased Services
Type Service Code Document
3022 A P S Purchased Services CFS 1042-F
Instructions: Under some circumstances purchased (rather than grant) services will be authorized.
3) Emergency Cash Assistance - Adoption Preservation
Type Service Code Document
3025 A P S Cash Assistance CFS 1042-F
Instructions: See instructions for service type 3005, FPS Cash Assistance. If non-grant cash assistance is contracted, payments shall be made from this service type.
4) Contractual Services
Type Service Code Document
3026 A P S Contractual CFS 1042-F
Instructions: See instructions for Service Type Code 3006.
5) Operational Expenses
Type Service Code
3029 A P S Operational Costs
(This service type is reserved for Business Office use)
c) Foster Care Service Types Associated with Family Reunification |
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For 1) and 5) below, a three-step rate differential is used, based upon:
o transportation provided by the foster parent;
o visitation and other activities on behalf of the children and natural family;
o training of the foster parent
1) Family Reunification Department Regular Foster Homes
Type Service Code Document
0156 FRS Department Regular Foster Care CFS 906
Instructions: If a regular Department foster home offers family reunification foster care this service type should be used, see Appendix A (II) (g) for amounts. Rates must be paid in accordance with each Region's written plan.
2) Family Reunification Special Service Fees
Type Service Code Document
0157 FRS Special Service Fees CFS 906-4
Instructions: Special Service Fees are available based upon special needs including extraordinary transportation, ongoing unique costs, etc.
See Appendix A (I) (b) Special Service Fee chart for amounts, per month, per child to be approved by the Field Office Supervisor. The total service fee paid for children in placement in a particular foster home from a specific biological family shall not exceed per month the amount in Appendix A (I) (b), regardless of the number of children.
3) Family Reunification Private Agency Specialized Foster Homes
Type Service Code Document
0158 FRS Private Agency Specialized Foster Homes CFS 906-1
Instructions: When the Department contracts with private agencies for specialized family reunification foster care, this service type shall be used. Rates are as negotiated. All family reunification private agency specialized foster home rates are subject to final review by the Office of Contract Administration to assure that administrative costs are not duplicated in the family reunification contract and in an associated specialized foster care contract with the same agency.
4) Family Reunification Department Specialized Foster Homes
Type Service Code Document
0159 FRS Department Specialized Foster Homes CFS 906
Instructions: When the Department contracts with Department specialized foster homes for family reunification foster care, this service type shall be used.
Rates shall be as negotiated in keeping with each region's rate scale for these services. The region shall file the rate plan with the Office of Contract Administration at least annually.
5) Family Reunification Department Extended Family Foster Care
Type Service Code Document
0161 FRS Department Relative Homes CFS 906
Instructions: When a Department supervised home of relative offers family reunification foster care, this service type shall be used. Rates are as authorized for service type 0156.
d) Family First Maintenance Services |
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Services to maintain the family intact following the provision of more intensive services. These services are limited to the duration specified in the family's individual service plan, not to exceed 150 days.
1) Agency Counseling
Type Service Code Document
3041 Family Maintenance Agency Counseling CFS 1042-F
2) Individual Counseling - Service and Expenses
Type Service Code Document
3042 Family Maintenance Individual Counseling - Service and Expenses CFS 1042-F
3) Agency Advocacy
Type Service Code Document
3043 Family Maintenance Agency Advocacy CFS 1042-F
4) Agency Homemaker
Type Service Code Document
3051 Family Maintenance Agency Homemaker CFS 1042-F
5) Individual Homemaker
Type Service Code Document
3052 Family Maintenance Individual Homemaker CFS 1042-F
Instructions: If the family maintenance service is offered by the same provider program that offers intensive services, Agency Counseling contracts are paid at standard rates authorized by the Office of Contract Administration. If the Agency Counseling services are offered by another program of the agency under contract, the rate prevailing in the already existing counseling contract is paid. If an agency not under contract for intensive family preservation services offers family maintenance counseling services, the standard rates are paid. The Office of Contract Administration may authorize an exception to these conditions for sufficient cause, filed with that Office and approved in writing. Agency Homemaker contracts are paid at standard rates. For other services, rates are as negotiated, limited to the costs reasonable and necessary for the service.
e) Family First Project SAFE Service Payments |
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Type Service Code Document
3048 Family Maintenance Counseling-Project SAFE CFS 1042-F
Instructions: When Project SAFE services are paid from the Family First appropriation, service type 3048 is to be used. Such contracts are to be paid at the rates negotiated for this service, which may vary according to providers' reasonable and necessary costs.
f) Other Family First Payments - Appeal Awards |
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Family Preservation/Reunification Reimbursement for Extraordinary Mileage
Type Service Code Document
3031 FPS Reimbursement/Extraordinary Mileage CFS 1042-F
3032 FRS Reimbursement/Extraordinary Mileage CFS 1042-F
Instructions: When a provider has successfully appealed extraordinary mileage costs incurred in the delivery of intensive Family First services in a widespread service area, service type codes 3031 and 3032 are used to reimburse the extraordinary costs. In this case monthly bills are analyzed to determine if miles that are driven for the purpose of providing direct or collateral services to clients exceed 10 miles per unit of service billed during that month. Mileage above ten miles per unit of service may be reimbursed at the mileage rate the Agency pays to its employees, not to exceed the mileage reimbursement rate set by the State of Illinois Department of Central Management Services.