iv-e foster care eligibility topic...

IV-E Foster Care Eligibility

May 22, 2020

_____________________________________________________________________________________________ IV-E Foster Care Eligibility May 22, 2020 Topic Paper of 224

Change History

Date Modified

CQ (M&O) / ENH Workstream

Change Description Author(s) Section Modified

R2c25 CR233 Added CAMS checkbox and Reason Dropdown

Loretta Wilson 1.1, 1.2, 1.3.2

R2C25 CRN00029495 Updated the earned income formulas and removed rate table in background processing. Updated Field descriptions for Earned and Unearned income fields.

Joshua L Fuller 1.2.3.2, 1.2.3.3, 1.2.4.1

Q2 Eligibility Enhancement

Updated screenshots to reflect new design features that are in FSFN.

Matthew Mocniak & Leah Dienger

Entire document

2/13/2015 CR-569/CR-570 Updated the sections regarding CR-569/CR-570 Changes. Updated formatting as well.

Matthew Mocniak Entire Document

2/26/2015 Updated the formatting of the Page Information for each section.

Matthew Mocniak Entire Document

3/3/2014 Updates made based on DCF Review and Feedback

Leah Dienger 1.4.1.2, 1.4.5.2, 1.5

07/31/2015 CR 595 Updated the sections based on functionality changes in CR-595 regarding the Initial Determination and Redetermination tabs and the Select Legal Document Pop-Up Page.

Matthew Mocniak 1.4.3, 1.4.4, 1.4.5


08/05/2015 CR595 Peer Review and Updated Screenshots

Leah Dienger Entire document

10/30/2015 Updates resulting from Supported Platforms review

Ibrahim Allison Throughout

11/02/2015 Supported Platforms peer review

Robert Thornton Throughout

02/10/2016 Updates from Supported Platforms

Michael Williams Throughout

07/06/2018 Updated format and grammar.

Andrea White Throughout

7/16/2018 Amd17 Updated format and added info according to Amd17

Chris Gosselin Throughout

8/2/2018 Amd 19 Pulled “Old” IV-E information into its own topic paper titled OLD IV-E Foster Care Eligibility. Current IV-E information and new IV-E EFC information is contained in this IV-E Foster Care Eligibility Topic Paper.

Patricia Atchley Throughout

9/7/2018 Amd 19 Peer Review/ Review Internal Comments and Questions

Amy Jenks Throughout

10/01/2018 Amd 19 Added information according to Sprint 5 of Amd19

Chris Gosselin Throughout

10/22/2018 Amd 19 Incorporation of DCF comments from Sprint 5 and 6

Nicole Balanoff Throughout

11/09/2018 Amd 19 Updated based on DCF comments

Amy Jenks Pages 10, 11, 27, 28, 46, 97, 98, 103 and 110

12/03/2018 Amd 19 Added information for IL-250

Melissa Daniel Pages 71-75, TOC


01/03/2019 Amd 20 Added information according to Sprint 1 and Sprint 2 of Eligibility

Melissa Daniel Throughout

01/14/2019 Amd 20 Sprint 1 and 2 updates Gail Wilson Throughout

01/18/2019 Eligibility Peer Review Patricia Atchley Throughout

01/22/2019 Eligibility Sprint 3 updates Gail Wilson Throughout


02/8/2019 Eligibility Sprint 4 updates: changed screenshot to include Number of Dependent Children in Sponsor’s Household

Mitzi Werner 2.14; 2.14.2

02/11/2019 Eligibility Updates per DCF comments from Sprint 1 and 2


02/12/2019 Eligibility Sprint 4 updates: Question 6A wording

Mitzi Werner 2.3.2, page 34


03/07/2018 Eligibility Sprint 6 updates Melissa Daniel Throughout

03/08/2019 Eligibility Sprint 6 Updates Mitzi Werner 2.6.2; 2.6.3; 2.2.3; 2.5.3; 4.3.3

04/12/2019 Eligibility Sprint 6 Updates Ingrid Weiss 2.1.3, 4.1.3

03/20/2019 Eligibility Sprint 7 Updates Mitzi Werner 2.3.2; 2.3.3; 2.5.2; 2.5.3; 4.1; 2.6; 2.6.2; 2.6.3; 1; 2.1.1; 4.1.1

03/25/2019 Eligibility Updates to incorporate DCF feedback from Sprint 3-5


03/28/2019 Eligibility Sprint 7 Updates Ingrid Weiss Throughout

04/02/2019 Eligibility Sprint 8 Updates Mitzi Werner 1; 2.1; 2.1.2; 2.1.3; 4.1; 4.1.2; 4.1.3


04/03/2019 Eligibility Sprint 8 Updates Melissa Daniel 2.1.1; 2.1.4; 2.3.2; 2.3.3; 2.5.2; 2.6.1; 2.6.2; 2.7.2; 2.8; 3

04/08/2019 Eligibility Sprint 8 Updates Ingrid Weiss 2.2.2, 2.2.3, 4.2.2, 4.2.3; 2.7, 2.7.2, 2.7.3, 4.4, 4.4.2, 4.4.3

04/08/2019 Eligibility Sprint 8 Updates Mitzi Werner 2.6.1; 2.7.1; 2.8.1; 2.9.1; 4.4.1

04/16/2019 Eligibility Sprint 9 Updates Mitzi Werner 2.1.2, 2.6.2, 2.7.2, 2.8.2, 2.9.2, 4.1.2, 4.4.2; 2.6; 2.7; 2.8; 2.9; 4.4; 4.4.2; 2.5.2; 2.5.3; 4.3.2; 4.3.3

04/17/2019 Eligibility Sprint 9 Updates Melissa Daniel 2.3.3; 2.5.3; 2.6.3; 2.7.2; 2.7.3; 2.7.4; 2.9.3; 4.3.3; 4.4.2; 4.4.3; 4.4.4

04/26/2019 Eligibility Sprint 9 Updates Ingrid Weiss 4.2, 4.2.1, 4.3, 4.3.1

04/30/2019 Eligibility Sprint 10 Updates Melissa Daniel 2.3.2; 2.5.2; 2.6.2; 2.7.2; 2.8.2; 4.4.2

05/16/2019 Eligibility Sprint 11 Updates Mitzi Werner 2.3.2; 2.5.2; 2.6.3; 2.7.2; 2.7.3; 2.8.3; 2.9.3; 2.14; 4.3.2; 4.4.2; 4.4.3

05/22/2019 Eligibility Sprint 12 Updates Mitzi Werner 2.3.2; 2.3.3; 2.14; 2.14.1; 2.14.2; 2.14.32.6.3; 2.7.3; 2.8.3; 2.9.3

06/04/2019 Eligibility Updates per DCF comments from Sprint 9-10


06/04/2019 Eligibility Sprint 12 Updates Mitzi Werner 2.5.2; 2.5.3; 2.8.2; 2.8.3; 2.6.3; 2.7.3; 2.14; 2.14.2; 2.14.3

06/06/2019 Eligibility Updates per DCF comments from Sprints 9 and 10

Kristy Scharf Throughout

06/11/2019 Eligibility Sprint 13 Updates Mitzi Werner 2.2.2; 2.14; 2.14.2, 2.4.3; 4.3.3, 2.7.1; 2,7,3; 2.6.2; 2.6.3; 4.4.2; 4.4.3


06/24/2019 Eligibility Sprint 14 Updates Mitzi Werner 2.3.1; 2.3.2; 2.4.1; 2.4.2; 4.3.1; 4.3.2

07/02/2019 Eligibility Sprint 14 Updates Ingrid Weiss 2.3.1, 2.4.1, 2.5.1, 2.6.1, 2.7.1, 2.8.1, 4.3.1, 4.4.1, 2.6.3, 2.8.3, 4.4.3, 2.1.1, 4.1.1, 2.3.2, 2.4.2, 4.3.2

07/15/2019 Eligibility Sprint 14 Updates Mitzi Werner 2.2.3, 2.3.2, 2.3.3, 2.4.2, 2.4.3, 2.15, 2.15.2, 2.15.3, 4.3.2, 4.3.3, 5, 2.17.3

07/15/2019 Eligibility Updates to incorporate DCF comments from Sprints 11-13


08/27/2019 Eligibility Updates to incorporate DCF comments from Sprint 14


08/28/2019 Eligibility Updates to incorporate DCF comments from Sprint 14


09/18/2019 Eligibility Updates per DCF Not Resolved Comments


10/01/2019 Eligibility Updates per DCF Unresolved Comments & Documentation for Eligibility 1.5

Melissa Daniel 2.4.2, 2.6.2, 2.13.3,4.1.1, 4.3.2, 4.4.2

10/16/2019 Eligibility Updates per DCF Unresolved Comments & Documentation for Eligibility Release 1.5 & 1.75

Melissa Daniel 2.1.4, 2.3.2, 2.3.3, 2.3.4, 2.4.2, 2.4.3, 2.4.4, 2.5.4, 2.6.4, 2.8.4, 4.1.4, 4.3.4, 4.4.4

10/29/2019 Eligibility Updates per DCF Unresolved Comments for Eligibility Release 1.5 & 1.75



Melissa Daniel 2.3.2, 2.7.2, 2.8.2



Melissa Daniel 2.7.2

11/25/2019 Eligibility Finalized and accepted changes for Eligibility Release 1, 1.5, & 1.75


12/03/2019 Eligibility R2 Added information for Sprint 15

Melissa Daniel 2.1.3; 2.2.3; 2.3.2; 2.3.3; 2.4.3; 2.5.3; 2.6.3, 2.7.3; 2.8.3; 4.1.3; 4.2.3; 4.3.3; 4.4.3

12/09/2019 Eligibility R2 Sprint 16 Updates Melissa Daniel 2.1.3; 2.1.4; 2.2.3; 2.3.2; 2.3.3; 2.3.4; 2.4.2; 2.4.3; 2.4.4; 2.5.3; 2.7.3; 2.8.3; 2.13.3; 2.17.2; 4.3.2; 4.3.3; 4.3.4

12/17/2019 Eligibility R2 Updates per DCF Sprint 15 Comments

Melissa Daniel 2.3.3; 2.4.3; 2.17.1; 2.17.2; 2.17.4

01/06/2020 Eligibility R2 Sprint 17 Updates Melissa Daniel 2.3.2; 2.3.3; 2.4.2; 2.4.2; 2.17.2

01/13/2020 Eligibility R2 Updates per OCW Unresolved comments & Sprint 16 comments

Melissa Daniel 2.1.2; 2.17.2

01/28/2020 Eligibility R2 Sprint 18 Updates Melissa Daniel 2.17.2

02/13/2020 Eligibility R2 Updates per OCW comments for Sprint 17

Melissa Daniel 2.3.2; 2.3.3; 2.4.2; 2.4.3; 2.5.3; 2.6.3; 2.7.3; 2.8.3; 2.17.2; 2.14.7

03/02/2020 Eligibility R2 Updates per OCW comments for Final Documentation Review


03/12/2020 ENHQ4 Sprint 1 Updates Melissa Daniel 2.17; 5.2.1; 5.2.2; 5.3.4; 5.3.7; 5.3.10; 5.4

03/23/2020 ENHQ4 Sprint 2 Updates Melissa Daniel 2.13.3; 5

04/01/2020 ENHQ4 Updates per OCW comments for Sprint 1

Melissa Daniel 5.1


04/20/2020 ENHQ4 Updates per OCW comments for Sprint 2

Melissa Daniel 2.3.2; 2.3.3; 2.4.3; 4.3.3; 2.13.3; 2.17.2; 5.1; 5.2; 5.2.1; 5.2.2; 5.2.2.1; 5.2.3; 5.2.5; 5.2.5.1; 5.2.6; 5.2.6.3; 5.3; 5.3.1; 5.3.1.1; 5.3.3; 5.3.4; 5.2.4.1; 5.3.5; 5.3.5.1; 5.3.6; 5.3.6.1; 5.3.7; 5.3.8; 5.3.9; 5.2.10; 5.3.11; 5.4.1; 5.4.1.1; 5.4.2; 5.4.2.1; 5.4.3; 5.4.3.1

05/04/2020 ENHQ4 Updates per OCW Not Resolved and Final Review comments

Melissa Daniel 2.3.2; 2.4.2; 2.17.2; 2.17.3; 5.2.6.3;5.3.3; 5.3.4; 5.3.5; 5.3.6; 5.3.7; 5.3.10; 5.3.11; 5.4.2.1; 5.4.3

05/13/2020 ENHQ4 Updates per OCW Not Resolved comments


05/18/2020 ENHQ4 Accepted changes and finalized for Q419-20 Enhancement



Table of Contents \ 1 Introduction ....................................................................................................................................... 13 2 Pages ................................................................................................................................................... 15 2.1 Page – Eligibility ................................................................................................................................. 15

2.1.1 Page Overview ........................................................................................................................ 15 2.1.2 Page Information ..................................................................................................................... 18 2.1.3 Background Processing ........................................................................................................... 21 2.1.4 Save Processing ...................................................................................................................... 22 2.1.5 CRUD Matrix .......................................................................................................................... 23

2.2 Tab – Basic .......................................................................................................................................... 24 2.2.1 Tab Overview .......................................................................................................................... 24 2.2.2 Tab Information ...................................................................................................................... 24 2.2.3 Background Processing ........................................................................................................... 30 2.2.4 Save Processing ...................................................................................................................... 31 2.2.5 CRUD Matrix .......................................................................................................................... 32

2.3 Tab – Initial Determination (Court Ordered) ...................................................................................... 33 2.3.1 Tab Overview .......................................................................................................................... 34 2.3.2 Tab Information ...................................................................................................................... 34 2.3.3 Background Processing ........................................................................................................... 48 2.3.4 Save Processing ...................................................................................................................... 53 2.3.5 Security ................................................................................................................................... 55 2.3.6 CRUD Matrix .......................................................................................................................... 55

2.4 Tab – Initial Determination (Voluntary) ............................................................................................. 56 2.4.1 Tab Overview .......................................................................................................................... 56 2.4.2 Tab Information ...................................................................................................................... 57 2.4.3 Background Processing ........................................................................................................... 66 2.4.4 Save Processing ...................................................................................................................... 69 2.4.5 CRUD Matrix .......................................................................................................................... 70

2.5 Tab – Redeterminations (Court Ordered) ............................................................................................ 72 2.5.1 Tab Overview .......................................................................................................................... 72 2.5.2 Tab Information ...................................................................................................................... 73 2.5.3 Background Processing ........................................................................................................... 79 2.5.4 Save Processing ...................................................................................................................... 83 2.5.5 Security ................................................................................................................................... 84 2.5.6 CRUD Matrix .......................................................................................................................... 84

2.6 Tab – Redeterminations (Voluntary)................................................................................................... 85 2.6.1 Tab Overview .......................................................................................................................... 85 2.6.2 Tab Information ...................................................................................................................... 86 2.6.3 Background Processing ........................................................................................................... 91 2.6.4 Save Processing ...................................................................................................................... 94 2.6.5 CRUD Matrix .......................................................................................................................... 95

2.7 Tab – Redeterminations (Auto-generated and Completed by Question 4) ......................................... 96 2.7.1 Tab Overview .......................................................................................................................... 96 2.7.2 Tab Information ...................................................................................................................... 97 2.7.3 Background Processing ......................................................................................................... 100 2.7.4 Save Processing .................................................................................................................... 101


2.7.5 Security ................................................................................................................................. 101 2.7.6 CRUD Matrix ........................................................................................................................ 102

2.8 Tab – Redeterminations (18+ in Independent Living Placement) .................................................... 103 2.8.1 Tab Overview ........................................................................................................................ 103 2.8.2 Tab Information .................................................................................................................... 104 2.8.3 Background Processing ......................................................................................................... 107 2.8.4 Save Processing .................................................................................................................... 110

2.9 Pop-up Page – Select Legal Document Pop-Up Page ....................................................................... 111 2.9.1 Page Overview ...................................................................................................................... 111 2.9.2 Page Information ................................................................................................................... 111 2.9.3 Background Processing ......................................................................................................... 113 2.9.4 Save Processing .................................................................................................................... 113 2.9.5 CRUD Matrix ........................................................................................................................ 113

2.10 Pop-up Page – Eligibility Referral History ....................................................................................... 114 2.10.1 Pop-up Page Overview ...................................................................................................... 114 2.10.2 Pop-up Page Information .................................................................................................. 114 2.10.3 Background Processing ..................................................................................................... 115 2.10.4 CRUD Matrix .................................................................................................................... 116

2.11 Pop-up Page – Eligibility Status Change .......................................................................................... 117 2.11.1 Pop-up Page Overview ...................................................................................................... 117 2.11.2 Pop-up Page Information .................................................................................................. 117 2.11.3 Background Processing: .................................................................................................... 118 2.11.4 Save Processing: ............................................................................................................... 118 2.11.5 CRUD Matrix .................................................................................................................... 118

2.12 Pop-up Page – Income and Assets Select.......................................................................................... 119 2.12.1 Pop-up Page Overview ...................................................................................................... 119 2.12.2 Pop-up Page Information .................................................................................................. 119 2.12.3 Background Processing: .................................................................................................... 120 2.12.4 Save Processing: ............................................................................................................... 120 2.12.5 CRUD Matrix .................................................................................................................... 121

2.13 Pop-up Page – Legal Select ............................................................................................................... 122 2.13.1 Pop-up Page Overview ...................................................................................................... 122 2.13.2 Pop-up Page Information .................................................................................................. 122 2.13.3 Background Processing: .................................................................................................... 123 2.13.4 Save Processing: ............................................................................................................... 124 2.13.5 CRUD Matrix .................................................................................................................... 124

2.14 Page – Closed Cases Eligibility Search............................................................................................. 125 2.14.1 Page Overview .................................................................................................................. 125 2.14.2 Page Information ............................................................................................................... 125 2.14.3 Background Processing: .................................................................................................... 126 2.14.4 CRUD Matrix .................................................................................................................... 127

2.15 Pop-up Page – Obligated Monies ...................................................................................................... 128 2.15.1 Page Overview .................................................................................................................. 128 2.15.2 Page Information ............................................................................................................... 128 2.15.3 Background Processing: .................................................................................................... 129 2.15.4 Save Processing................................................................................................................. 129 2.15.5 Security ............................................................................................................................. 130

2.16 Pop-up Page – Care Expenses ........................................................................................................... 131


2.16.1 Page Overview .................................................................................................................. 131 2.16.2 Page Information ............................................................................................................... 131 2.16.3 Background Processing ..................................................................................................... 132 2.16.4 Save Processing................................................................................................................. 132 2.16.5 CRUD Matrix .................................................................................................................... 132

2.17 Pop-up Page – Eligibility Worksheet ................................................................................................ 133 2.17.1 Page Overview .................................................................................................................. 135 2.17.2 Page Information ............................................................................................................... 135 2.17.3 Background Processing ..................................................................................................... 159 2.17.4 Save Processing................................................................................................................. 159 2.17.5 CRUD Matrix .................................................................................................................... 160

3 Introduction (Title IV-E Eligibility for EFC) ............................................................................... 161 4 Pages ................................................................................................................................................. 161 4.1 Page – IV-E EFC Eligibility ............................................................................................................. 161

4.1.1 Page Overview ...................................................................................................................... 162 4.1.2 Page Information ................................................................................................................... 164 4.1.3 Background Processing ......................................................................................................... 166 4.1.4 Save Processing .................................................................................................................... 166 4.1.5 CRUD Matrix ........................................................................................................................ 167

4.2 Tab – Basic ........................................................................................................................................ 168 4.2.1 Tab Overview ........................................................................................................................ 168 4.2.2 Tab Information .................................................................................................................... 168 4.2.3 Background Processing ......................................................................................................... 170 4.2.4 Save Processing .................................................................................................................... 170 4.2.5 CRUD Matrix ........................................................................................................................ 171

4.3 Tab – Initial Determination for Extended Foster Care (EFC) ........................................................... 172 4.3.1 Tab Overview ........................................................................................................................ 172 4.3.2 Tab Information .................................................................................................................... 173 4.3.3 Background Processing ......................................................................................................... 181 4.3.4 Save Processing .................................................................................................................... 183

4.4 Tab – Redetermination for Extended Foster Care (EFC) .................................................................. 184 4.4.1 Tab Overview ........................................................................................................................ 184 4.4.2 Tab Information .................................................................................................................... 185 4.4.3 Background Processing ......................................................................................................... 190 4.4.4 Save Processing .................................................................................................................... 192

4.5 EFC Program Eligibility Pop-up ....................................................................................................... 194 4.5.1 Tab Overview ........................................................................................................................ 194 4.5.2 Tab Information .................................................................................................................... 194 4.5.3 Background Processing ......................................................................................................... 195 4.5.4 Save Processing .................................................................................................................... 195

5 AFDC Income Calculations for Questions 7 and 8 ...................................................................... 196 5.1 Calculations Overview ...................................................................................................................... 196 5.2 Determining Roles, Income Calculation Method, Income Conversions, and SFU Members ........... 196

5.2.1 Determine Roles – Grandparent Logic ................................................................................. 196 5.2.2 Determine Roles - “Alien” Logic .......................................................................................... 197 5.2.3 Determine Roles – Stepparent Logic .................................................................................... 197 5.2.4 Determine Roles – Sponsor/Sponsor’s Spouse ..................................................................... 198 5.2.5 Determine Roles – Full Time Student Logic ........................................................................ 198


5.2.6 Determine Income Calculation Logic ................................................................................... 199 5.3 Calculations Logic Information – Question 7 ................................................................................... 201

5.3.1 Standard Filing Unit (SFU) Participants Logic ..................................................................... 202 5.3.2 Step 1 of Budget Process for Earned Income (185% Comparison) Logic ............................ 203 5.3.3 Step 1 of Budget Process for Unearned Income (185% Comparison) Logic ........................ 203 5.3.4 Applied Income Logic – Grandparent................................................................................... 204 5.3.5 Applied Income Logic – “Alien” Parent ............................................................................... 205 5.3.6 Applied Income Logic – Stepparent ..................................................................................... 206 5.3.7 Applied Income Logic – Sponsor/Sponsor’s Spouse ............................................................ 207 5.3.8 Step 1 – 185% Comparison Logic ........................................................................................ 208 5.3.9 Step 2 of Budget Process for Earned Income (100% Comparison) ...................................... 209 5.3.10 Step 2 of Budget Process for Unearned Income (100% Comparison) .............................. 210 5.3.11 Step 2 – 100% Comparison ............................................................................................... 211

5.4 Calculation Logic Information – Question 8 ..................................................................................... 211 5.4.1 Non-Vehicle Type Assets ..................................................................................................... 211 5.4.2 Vehicle Type Assets ............................................................................................................. 212 5.4.3 Asset Totals and Question 8 Answer Logic .......................................................................... 213

5.5 Calculations Flowchart ...................................................................................................................... 213 5.6 SFU Size CNS @185% and CNS @100% Chart ............................................................................. 213 6 Inventories ....................................................................................................................................... 214 6.1 Table Descriptions ............................................................................................................................ 214 6.2 Reference Data .................................................................................................................................. 216

6.2.1 Drop downs ........................................................................................................................... 216 6.2.2 Drop downs ........................................................................................................................... 216

6.3 Checklists .......................................................................................................................................... 216 6.4 Tasks Due .......................................................................................................................................... 216 6.5 Notifications ...................................................................................................................................... 217 6.6 Text Templates .................................................................................................................................. 217 6.7 Reports .............................................................................................................................................. 217

6.7.1 Determinations Due Report .................................................................................................. 217 6.7.2 Change in Placement Report ................................................................................................. 217

6.8 Triggers ............................................................................................................................................. 217 6.8.1 Online Trigger Code cd_txn = 7000 ..................................................................................... 217

7 Requirements Included: ................................................................................................................. 218


1 Introduction

Title IV-E Foster Care Eligibility supports a variety of eligibility functions completed by the Eligibility Specialist (Rev Max Specialist). This module consists of the Title IV-E Foster Care Eligibility page and tabs, Eligibility Change Pop-up page, Eligibility Status Change Pop-up, Closed Cases Eligibility Search page, Eligibility Referral History Pop-up page, Link Income/Assets Verification Pop-up page, Select Legal Document Pop-up page, Legal Select Pop-up page, Eligibility Worksheet Pop-up page, Care Expenses Pop-up page and Obligated Monies Pop-up Page. An Eligibility record is auto-generated for all Removal Episodes. The IV-E Foster Care Eligibility determination page can also be created from Create Case Work and Create Financial Work but ONLY if the child is in an active Removal Episode. Additionally, a Title IV-E Eligibility for EFC page cannot be manually created in FSFN; please refer to Section 3 for additional information related to Title IV-E Eligibility which are flagged as EFC. Only workers identified as Eligibility Specialists and Eligibility Supervisors based on their security profile can input information on the Eligibility page. A Title IV-E Foster Care record can also be created as part of the Adoption Eligibility process. To create an Adoption Eligibility page for a child, a completed, non-voided Title IV-E Foster Care Determination must exist for that child and case. Upon saving an Adoption Subsidy Information page, FSFN will verify the existence of a completed, non-voided Title IV-E Foster Care Determination. If a completed, non-voided Title IV-E Foster Care Determination does not exist, one will be created by FSFN while creating the Adoption Eligibility page. Once this Title IV-E Foster Care page is created, the user will proceed to document all the necessary information on the Basic and Initial tabs and then submit the Determination to their supervisor. Once a determination is submitted/ referred to their supervisor and subsequently completed by the supervisor, the user will be able to complete the Adoption Eligibility process. The Eligibility page consists of a header group box and three tabs. The Eligibility page allows the user to document when the child should not be referred to Child Support Enforcement, the reason for the non-referral, and to document detailed information about the Title IV-E Foster Care Eligibility on the following tabs: Basic, Initial Determination, and Redeterminations. For purposes of “Redeterminations”, they are only done for children who were originally “Eligible”. Children who are initially determined “Ineligible” will have a new IV-E Foster Care Eligibility Determination documented if the child enters a new Removal. However, if the information at the snapshot in time of removal is entered incorrectly, the Initial Determination is voided, and a new Initial is created. If the Initial Determination is completed incorrectly the Submit Void Determination hyperlink will allow users to execute the void process. A determination record on the Redetermination tab cannot by inserted if the Initial Determination or any subsequent Redeterminations result in an Eligibility Determination status of Ineligible. Each Redetermination row has an associated Void hyperlink to allow users to execute the void process on specific determination rows and will not void the Initial Determination. The Eligibility Status Change Pop-up page displays all changes in the child’s status since the last eligibility redetermination. The Eligibility Status Change Pop-up page is accessed by clicking on ‘Eligibility Status Change’ from the Actions group box. The Eligibility Referral History Pop-up page is accessed from the Actions group box of an Initial or


Redeterminations tab. The Eligibility Referral History Pop-up page displays the Worker’s name and date of completion for various stages of the eligibility record. The Eligibility Referral History Pop-up page is in view only mode and is always available. The Income and Assets Select Pop-up page is accessed from the Actions group box by clicking the Link Income/Assets Verification hyperlink. The Income and Assets Select Pop-up page displays all Income and Assets Imaging pages associated to that specific FSFN Case. The Select Legal Document Pop-up page is accessed from the Actions group box by clicking the Link Legal Document hyperlink. The Select Legal Document Pop-up page displays all Legal Document where the child for whom the Eligibility is being documented is selected across all FSFN Cases, not just the Case that the IV-E Foster Care Eligibility resides in. The Closed Cases Eligibility Search page can be launched from the Create Financial Work page by selecting the Closed Cases Eligibility Search value in the Eligibility dropdown. The Create Financial Work page is launched by clicking the Financial Work banner button. The Closed Case Eligibility Search page allows the Eligibility Specialist to search out closed cases with an open eligibility determination or redetermination. FSFN generates a daily report (Title IV-E Eligibility Determinations Due) that catalogs all the pending Eligibility determinations, annual redeterminations, or changes in a child’s status resulting in a redetermination. The Placement Change Report will be utilized by Eligibility Specialists to track a change in placement of a child or a discharge from the removal episode. Based on the information obtained from the Title IV-E Foster Care Eligibility Determination, the OCA Reimbursement Allocation Batch (FM04a: Reimbursement/Claiming) program will process the payments and determine the portion of each payment that needs to be claimed using Title IV-E Foster Care funds. This process also creates the necessary information to generate the reports that will assist the Department of Children and Families (DCF) in its Title IV-E Foster Care claiming process. FSFN is the system of record for IV-E Eligibility Determinations, while the Access FLORIDA System is the system of record for Medicaid eligibility and is used by the Child in Care Unit (CIC).


2 Pages

2.1 Page – Eligibility

2.1.1 Page Overview Navigation To view or update a Title IV-E Foster Care Eligibility Determination, the user will select the Financial Work banner button from their desktop and then select ‘Update Eligibility’ from the Eligibility dropdown on the Create Financial Work page. When the Eligibility page is opened, the Eligibility page will be blank with only a Search hyperlink enabled in the ‘Eligibility’ group box. The search hyperlink will launch the Person Search page. On the Person Search page, the user enters the Child’s name in the appropriate boxes and clicks ‘Search’. The results of the search will appear on the Person Search page in the Person’s Returned group box. The user expands the Child’s Name and Case folder by selecting the icons adjacent to the record. From the Case record, the user will expand the Eligibility icon and select the radio button of the intended Eligibility Record. Selecting the ‘Continue’ button will return the user to the Eligibility page with pre-filled information. An Eligibility Specialist with or without an assignment to the case can view or update the Eligibility page through ei ther the Eligibility icon within a case record on his/her desktop OR by navigating through Financial Work. Eligibility pages are unique, such that they can be created, updated and completed without an assignment to the FSFN Case if the user has the applicable security. The one


exclusion to this is the EFC Title IV-E FC Eligibility page, which can be updated and completed through Financial Work, but cannot be created through Financial Work. Non-Eligibility Specialists with assignment to a case can access the Eligibility page in view only mode on their desktops through the same manner. The Eligibility record will be listed as a hyperlink titled Title IV-E Eligibility Determination. Selecting the hyperlink will open the Eligibility page pre-filled with the existing Case, Child, and Eligibility information. Users can also access the Eligibility page in view-only mode via search results on the Search page, Eligibility icon, and then selecting the Eligibility hyperlink. Once the child is selected and the user has launched the Eligibility record, information will be pre-filled by the system as applicable. For Initial Determinations, the Eligibility group box and Demographic information will be pre-filled on the Basic tab and the remaining portion of the tab will now be enabled. Once an Initial Determination has been completed for a Child, the Redeterminations tab will be enabled. The Eligibility group box will be pre-filled with the Child’s information along with both the Basic and Initial Determination tab being pre-filled, but not editable. From the Redeterminations tab, the user will need to select the radio button of the redetermination they wish to edit or view. Page Summary The Eligibility record is initially auto-generated upon the approval of the child's out of home placement after removal from home, (SM10a: Out of Home Placements) or the creation of a Private Adoption page. It is auto-generated for all Removal Episodes. Additionally, a Title IV-E Eligibility for EFC page cannot be manually created in FSFN. Once the Title IV-E is saved for the first time or auto-generated based on the Removal/Placement, the type will remain the same as upon creation (EFC flag not checked, or EFC IV-E flag being checked), even if the date of birth is modified on Person Management. If the user made a mistake on the date of birth, they will have to end the placement as made in error or void the IV-E and recreate it. Only the Redetermination tab will update for an individual Redetermination if the child turns 18 and a Redetermination is documented. If a placement is discharged with the reason "Permanent Guardianship" or "Placed with a Fit and Willing Relative" and a consecutive placement with the same Provider ID is made, no new Title IV-E Foster Care Eligibility will be generated. The Eligibility page consists of an Eligibility header group box and three (Basic, Initial and Redetermination) tabs. The Eligibility group box consists of the Child Name, Person Search hyperlink (when page is accessed via Financial Work), Person ID, Eligibility ID, Episode End Date, Case Name, Case ID, along with the IV-E Removal Date, the Do Not Refer to Child Support Enforcement check box and the Reason dropdown. For Title IV-E pages created through the create Private Adoption process, the phrase Private Adoption will display in red bold lettering in the header beneath the Episode End Date, indicating it as an AFCARS value. The Person Search page is also accessed through the Search hyperlink within the Eligibility group box. Checking the ‘Do not refer to Child Support Enforcement’ check box and selecting one of four reasons from the reason dropdown manually prevents the referral of an otherwise eligible child for child support services, discontinuing any future exchange of updates with the child support program on a previously referred child. The Basic tab consists of four group boxes including Demographic Information, Removal from Home Information, Removal Home Address and AFDC Information. The Demographic Information group box lists the Child's demographic information from the associated Person Management record. The Removal from Home Information group box lists the type of removal along with the Name and Relationship of the individual that the child was removed from. The Removal Home Address group box


pre-fills with the Primary Residence that was in effect at the time of removal of the Primary Caregiver. Finally, there is an AFDC Information group box where the user can access each case participant’s Asset and Employment page through the name hyperlink, as well as, select their respective Role from the dropdown. The participants who are checked in the Assistance Group may be included in the Standard Filing Unit (SFU) on the Initial Determination tab and income and assets may be included. The next tab, Initial Determination, is used by the Eligibility Specialist to complete the initial Title IV-E Foster Care Eligibility Determination for the child. This tab is only used for the Initial Determination. After the initial eligibility determination is screened, the Eligibility Specialist will use the Refer/Return to Supervisor option from the Actions group box to have the supervisor review the eligibility determination. The supervisor will receive an automated message when a Title IV-E Foster Care Eligibility has been referred. After the supervisor has reviewed and completed the Title IV-E Foster Care Eligibility from the Actions group box, the Initial Determination tab will be frozen. The Eligibility Information group box includes the Eligibility Determination and Status. Essential Eligibility dates such as Effective From date along with the Entry Date, Date AFDC Applies, Date Voided, and Date Completed are listed for the initial Eligibility Determination. Below the Eligibility Information group box are expandos for the Eligibility Determination questions and t h e Eligibility Notes group box. When an Initial Determination is referred to the supervisor, a Medicaid Eligibility record is automatically created unless a record already exists. The Redeterminations tab is used by the Eligibility Specialist to perform subsequent eligibility determinations once the Initial Determination has been completed. The status of an eligibility determination is pending until all questions are answered on the Redetermination tab. The Rev Max Specialist uses the Refer/ Return to Supervisor hyperlink to submit Redetermination for approval and the Eligibility Supervisor completes the screening by selecting Complete Determination from the Actions group box. On the Redeterminations tab, the first group box includes a repeating table containing the Redetermination information. Below are the questions and an optional Eligibility Notes narrative field. In addition to the three tabs, the Eligibility page contains five pop-up pages: Eligibility Status Change, Eligibility Referral History, Income and Assets Select, and Select Legal Document. Eligibility Status Change is accessed by the Eligibility Specialist and is used to determine the reasons for which a Redetermination needs to be completed. This page can also be launched in association to a Redetermination. Eligibility Referral History Pop-up page, Income and Assets Select Pop-up page, and the Select Legal Document page can be launched from the Actions group box found on all three tabs at the top right corner of the page. The following hyperlinks only appear when accessed through Edit mode from the desktop or through Financial Work and hidden when accessed through Search function:

Refer/ Return to Supervisor Return to Eligibility Specialist Complete Determination

Complete Redetermination Submit Void Determination Void Determination

Information such as SSN, Mother or Father Name, Relationship to Child or Date of Birth will need to be managed on the Person Management page for the associated PERSON_ID. Once a child has been in any Removal Episode, the child’s Date of Birth cannot be removed, only modified. If information needs to be updated on the Child’s Person Management Record, then assignment to the case will be needed.


2.1.2 Page Information Group Box: Eligibility Fields: Child Name Hyperlink The child’s name (Last name, First name, Middle

name); pre-fills from the Person Management record of the Child associated with the Title IV-E Foster Care Eligibility Determination record; user selected from the Person Search page. Displayed as a hyperlink which launches the Person Management page, when clicked. If information is updated, the IV-E Foster Care Eligibility page will update the content automatically when the changes are made. Not user editable.

Search Search hyperlink that launches the Person Search page; only displays when page is accessed via Financial Work.

Person ID The unique ID that the system generates to identify the child. Not user editable.

Case Name Hyperlink The Case Name associated with child. System derived (Last name, First name, Middle name) from the Case Management record associated with the Title IV-E Foster Care Eligibility Determination record selected from the Person Search or the desktop; displayed as a hyperlink which launches the Maintain Case page and continues to display in the current format which is Last Name, First Name Middle. If the IV-E Eligibility page is in "edit" mode, the Maintain Case page will be displayed in "edit" mode; otherwise, "view only". Not user editable.

Case ID The unique system generated ID that is associated with the Child’s case. System derived from the Title IV-E Foster Care Eligibility Determination record. Not user editable.

IV-E Removal Date The date the child was removed from home; Defaults to the Removal Date in the Out of Home Placement page when it creates the eligibility record; not user modifiable; For Title IV-E Eligibility pages created during the Private Adoption process this field will pre-fill with the date Private Adoption was created; not user modifiable.

Episode End Date Episode End Date is the Date the child’s removal episode ends. Also, it is removed by the system if the Removal discharge is overridden and if any changes are made to a Placement Change. On a Private Adoption IV-E, the Adoption Finalization Date is populated once the Outcome is Adoption Finalization and the Complete checkbox has been selected. When the Outcome is Adoption Disruption, the Date


Completed will populate. System derived, disabled, not user modifiable; not required.

Eligibility ID This field pre-fills from the Title IV-E Foster Care Eligibility Determination record with the ID_ELIG; System derived (after search); not user editable.

Do not refer to Child Support Enforcement

Checkbox is always enabled. When check box is checked, the ‘Reason’ dropdown is enabled and required. User editable, not required.

Reason Enabled and required if the ‘Do not refer to child support enforcement’ check box is checked. User selects option “The child was conceived because of incest or forcible rape”, “Legal proceedings for the adoption of the child are pending before the court”, “The parent or caretaker relative is considering relinquishing the child for adoption”, or “Not Applicable – Young Adult.

Group Box: Actions Panel Fields: Refer/Return to Supervisor This hyperlink will be available and displayed for

selection upon creation of the IV-E Foster Care Eligibility page; upon clicking the hyperlink the system will process all field edits to ensure all required fields are documented; Hidden when accessed through Search function.

Eligibility Status Change Displays as a hyperlink in the Actions panel; launches the Eligibility Status Change pop-up page when clicked.

Eligibility Referral History Displays as a hyperlink in the Actions panel; launches the Eligibility Referral History pop-up page when clicked.

Complete Determination This hyperlink will only be available and displayed for selection once the Refer/Return to Supervisor action is completed for an Initial Determination; upon clicking the hyperlink, the system will process the following edits: Completed Date field is filled with the current system date, Complete Determination check box is checked, the questions on the Initial tab are disabled, and the current Worker ID and timestamp are saved to corresponding fields in the ELIGIBILITY table; Hidden when accessed through Search function.

Complete Redetermination This hyperlink will only be available and displayed for selection once the Refer/Return to Supervisor action is completed for a Redetermination; upon clicking the hyperlink, the system will process the following edits: Date Completed field is filled with the current system date and is not linked to the entry date, Complete column is entered with “Yes”, questions on the Redetermination tab are disabled for


the redetermination instance, and the current worker ID and timestamp are saved to the corresponding fields in the ELIG_REDET table; Hidden when accessed through Search function.

Submit Void Determination/ Void Determination

Voids the Initial Determination and all supplemental Redetermination records on the Redeterminations Tab. Available only after the Initial Determination record has been completed and the worker accessing the page has the appropriate security. The Submit Void Determination, and then Void Determination steps must be completed before the Title IV-E Foster Care Eligibility page is successfully voided. This hyperlink does not display on when viewing the Redetermination tab; Hidden when accessed through Search function.

Link Income/Assets Verification / View Income/Assets Verification

Displays as a hyperlink in the Actions panel; launches the Income and Assets Select Pop-up page when clicked. Once the Initial Determination is complete, the hyperlink dynamically changes to display as View Linked Income/Assets Verification. Clicking the hyperlink will launch the pop-up page in view only mode and no changes can be made to it. Upon clicking Continue and returning to the IV-E FC Eligibility page the user must Save the page to commit the selections to the database. Therefore, upon clicking Continue and returning the Save button will be enabled.

Link Legal Document Displays as a hyperlink in the Actions panel; launches the Select Legal Document Pop-up page when clicked. After returning from selecting the applicable Legal Document, the hyperlink displays the name of the Legal Document in place of “Link Legal Document”. Once the Initial Determination is complete, clicking the Legal Document name hyperlink (if one was linked) will launch the Legal Documentation page in View Only mode. Link will no longer display once the pending Initial Determination has been flagged as EFC.

Delink Legal Document Conditionally displays as a hyperlink in the Actions panel once a Legal Document has been linked via the Link Legal Document hyperlink. Clicking this hyperlink will throw a validation prompt asking the user if they wish to delink the Legal Document with a Yes/No selection. This hyperlink will not display once the Initial Determination is complete.

Eligibility Worksheet Displays as a hyperlink in the Actions panel; launches the Eligibility Worksheet Pop-up page when clicked.

Group Box: Text Panel


Fields: IV-E Foster Care Eligibility Verification

Launches the IV-E Eligibility Verification template for purposes of Foster Care.

2.1.3 Background Processing

Please refer to the background processing identified for each of the fields within the Page Information table directly above.

The Assets and Income calculations made are stored and associated with each IV-E Foster Care Eligibility page.

The ‘Removal from Home was’ radio button is set when the Eligibility record is initially created as part of the paid Out of Home Placement page processing or the creation of a Private Adoption page.

If the Manner value on the out of home placement record is ‘Court Ordered’, the ‘Court Ordered’ radio button will be selected for the ‘Removal from Home was’ field on the Basic tab.

If the Manner value on the out of home placement record is ‘Voluntary’, the ‘Voluntary Placement Agreement’ radio button will be selected for the ‘Removal from Home was’ field on the Basic tab.

If the Manner value on the out of home placement record is ‘Temporary Physical Custody’, the Court Order radio button will be selected for the ‘Removal from Home was’ field on the Basic tab.

If the Eligibility record was created through the Private Adoption page, the ‘Removal from Home was’ statement will be user selected.

When selecting the name hyperlink in the Case Participant group box within the AFDC Information group box, the user accesses the Assets and Employment page for that person. The page is modifiable.

When selecting the Refer/Return to Supervisor hyperlink from the Actions box, existing fields are validated, to include validating that a Legal Document has been linked to Question 3A on the Initial Determination Tab if Question 3A is Yes and that a Legal Document has been linked to Question 4 on the Initial Determination Tab if Question 4 is Yes.

The IV-E Removal Date can be the same date as a previously discharged Episode End Date.

The Episode End Date field will prefill from the Out of Home Placement Removal End Date.

The Adoption Finalization Date is populated for the Episode End Date on a Private Adoption Title IV-E once the Outcome is Adoption Finalization and the Complete checkbox has been selected. When the Outcome is Adoption Disruption, the Date Completed will populate the Episode End Date.

Once the Initial Determination is complete, the View Linked Income/Assets hyperlink will display instead of the Link Income/Assets hyperlink. Clicking the hyperlink will launch the Income and Assets select Pop-up page in view only mode and no changes can be made to it.

It is not required to link Income and Asset Verification to complete a determination.

Upon returning from selecting the applicable Legal Document, the Link Legal Document hyperlink will display the name of the Legal Document and a Delink Legal Document hyperlink


displays directly beneath the Legal Document name.

Clicking the Delink Legal Document hyperlink will throw a prompt asking if the user if they wish to delink the Legal Document with a Yes/No selection.

It is not required to link additional legal documents to complete the determination.

Once the Initial Determination is complete, the Delink Legal Document hyperlink will no longer display but the Legal Document Name hyperlink (if one was linked) will display and launch the Legal Documentation page in view only mode. The same functionality is true if accessed from Search regardless if the determination is complete or not.

When the Initial Determination is referred to the Supervisor, prior the Supervisor “completing” the determination, the tab will function as if it is “completed” unless the Supervisor does the “Return to Eligibility Specialist” functionality.

FSFN will not allow a FSFN Case to be closed if there is a “Pending” IV-E Foster Care eligibility record or an approved IV-E without an Episode End Date.

When an IV-E Eligibility is completed, approved users can still access the Assets and Employment record from the hyperlink that is displayed under the AFDC group box on the Basic tab; the Asset and Employment record for the selected participant will be in edit mode.

When the “Refer/Return to Supervisor” hyperlink is selected, the system will compare the user’s Worker ID to the Worker ID of the person selected to route for approval. If the Worker IDs match, a validation message will be thrown indicating the same Worker ID cannot complete and approve the work.

2.1.4 Save Processing

Save Processing is initiated by clicking on the ‘Save’ command button. Save processing is also initiated when selecting the Close button and then answering ‘Yes’ when the system asks the user if they would like to ‘Save changes before closing the page’.

IV-E Removal date is saved in ELIGIBILITY.dt_bgn field.

If the IV-E Removal Date is prior to the end date of a prior eligibility for the same person (irrespective of case), a message stating: ‘Title IV-E Foster Care Removal Date cannot be prior to the end date of a previous eligibility’ will be displayed.

The ‘Effective From’ date can equal the Episode End Date of a prior removal episode.

If a user attempts to save the Title IV-E Foster Care Eligibility page and has checked the “Do not refer to Child Support Enforcement” checkbox but has not selected a Reason, message “Please enter data in the fields which are highlighted – Eligibility group box – Reason” will be received.

The Date AFDC Applies is not required when saving a Title IV-E Foster Care Eligibility page. The Eligibility Determination will automatically be Ineligible if the Date AFDC Applies field is null.

Upon attempting to save after removing the Date of Birth from Person Management, the user will receive a validation message that the participant has been in at least 1 Removal Episode and therefore the Date of Birth cannot be removed, only modified. This edit must not consider Removals where all Placements within the Removal were ended as Made in Error. If a Removal is created and the page saved to the database, it is a "Removal" and therefore the user cannot


delete the Date of Birth on Person Management. Only once the Placement is approved and only if all placements within the Removal are ended as Made in Error and there are no other Removals can the user delete the Date of Birth on Person Management. This is a validation that checks the FSFN application across the board, not specific to a singular FSFN Case, based on the Person ID.

Once the Title IV-E is saved for the first time or auto-generated based on the Removal/Placement, it will remain was it was upon creation (EFC flag not checked, or EFC IV-E flag being checked), even if the date of birth is modified on Person Management. If the user made a mistake on the date of birth, they will have to end the placement as made in error or void the IV-E and recreate it. Only the Redetermination tab will update for an individual Redetermination if the child turns 18 and a Redetermination is documented.

2.1.5 CRUD Matrix

Table C R U D

ELIGIBILITY X X

PERSON X

CASE X


2.2 Tab – Basic

2.2.1 Tab Overview The Basic tab displays information about the child such as Demographic Information, Removal from Home Information, Removal Home Address and AFDC Information. The Demographic Information group box lists the Child's demographic information from the associated Person Management record. The Removal from Home Information group box lists the type of removal along with the Name and Relationship of the individual that the child was removed from. The Removal Home Address group box pre-fills with the Primary Residence that was in effect at the time of Removal of the Primary Caregiver. Finally, there is an AFDC Information group box where the user can access each case participant’s Asset and Employment page through the name hyperlink, as well as, select their respective Role from the dropdown. The participants who are checked for Assistance Group may be included in the Standard Filing Unit on the Initial Determination tab and income and assets may be included. 2.2.2 Tab Information

Group Box: Demographic Information Fields: DOB The date of birth of the child for whom the

eligibility is being determined; system derived from the child’s Person Management record; not user


editable. Age The calculated age of the child. The calculation is

done dynamically by the system based on the Eligibility creation date minus the child’s DOB; not user editable.

SSN Social Security Number from the child’s Person Management record; system derived; not required and not user editable.

Group Box: Removal from Home Information

Fields: Removal from Home Was Indicates if the removal from home manner was Court Ordered or a Voluntary Placement Agreement. Defaults to the removal manner as documented in the Manner field on the Out of Home Placement page. NOTE: If the removal was a Temporary Custody or the Title IV-E was created as part of the Private Adoption process, ‘Court Ordered’ will be defaulted. Not user editable.

Child Removed from Home of

Indicates whose home the child was removed from. This field is system derived in the following manner: based on the Primary and Secondary Caregiver (if applicable) documented on the child's current Removal Episode, the system will determine if the relationship(s) documented on the Relationship tab of Maintain Case are Mother, Father, Both or Other; the following Relationship values equal Mother = Mother; Mother - Adoptive; Mother - Birth; or Mother - Step; the following Relationship values equal Father = Father, Father - Adoptive; Father - Birth; Father - Step; Father - Legal; Father - Prospective; if the Primary Caregiver is Mother or Father and Secondary Caregiver is the other, maps to Both; if any other Relationship value, maps to Other; there will no longer be a Search hyperlink displayed for "Other"; if created as part of the Private Adoption process, the Child Removed From Home of will be defaulted to Mother, user modifiable and required.

Primary Caregiver The name of the person associated with the ‘Child Removed from Home of’ field (First name, Middle initial, Last name); pre-fills with the name of the Primary Caregiver documented on the child's current Removal Episode; not modifiable; if created as part of the Private Adoption process, the Primary Caregiver drop down will be enabled and required and will contain all “active” FSFN Case Participants other than the child for whom the Eligibility is being


determined. Relationship to Child System derived as Mother or Father based on the

Primary and Secondary Caregiver (if applicable) documented on the child's current Removal Episode or selected by the user if created as part of the Private Adoption process. The system will determine if the relationship(s) documented on the Relationship tab of Maintain Case are Mother, Father, Both or Other; the following Relationship values equal Mother = Mother; Mother - Adoptive; Mother - Birth; or Mother - Step; the following Relationship values equal Father = Father, Father - Adoptive; Father - Birth; Father - Step; Father - Legal; Father - Prospective; if the Primary Caregiver is Mother or Father and Secondary Caregiver is the other, maps to Both; if the Primary Caregiver is not Mother or Father, the drop down is enabled and required with no default value.

Secondary Caregiver This field will ONLY be displayed and visible if there is a Secondary Caregiver documented on the child's current Removal Episode; system derived with the person selected as the Secondary Caregiver on the child's current Removal Episode; not modifiable; if created as part of the Private Adoption process, the Secondary Caregiver drop down will be enabled but not required and will contain all “active” FSFN Case Participants other than the child for whom the Eligibility is being determined and the participant selected for Primary Caregiver.

Relationship to Child This field will ONLY be displayed and visible if there is a Secondary Caregiver documented on the child's current Removal Episode; system derived as Mother or Father based on the logic identified for "Child removed from home of" associated with the person identified as the Secondary Caregiver on the child's current Removal Episode or selected by the user if created as part of the Private Adoption process; if the Secondary Caregiver is not Mother or Father, the drop down is enabled and required with no default value.

Group Box: Removal Home Address Fields: Street The number and street name of removal home.

System derived from the Primary Caregiver's, Primary Residence address that was in effect as of the Removal Begin Date documented on their Person Management record; this is the Primary Caregiver selected on the child's current Removal Episode; not user modifiable; if created as part of


the Private Adoption process this is system derived based on the Primary Caregiver selected.

Apt The apartment number (if there is one) of removal home. System derived from the Primary Caregiver's, Primary Residence address that was in effect as of the Removal Begin Date documented on their Person Management record; this is the Primary Caregiver selected on the child's current Removal Episode; not user modifiable; if created as part of the Private Adoption process this is system derived based on the Primary Caregiver selected.

FL City The Florida city in which the removal home is located. System derived from the Primary Caregiver's, Primary Residence address that was in effect as of the Removal Begin Date documented on their Person Management record; this is the Primary Caregiver selected on the child's current Removal Episode; not user modifiable; if created as part of the Private Adoption process this is system derived based on the Primary Caregiver selected.

City City in which removal home is located. System derived from the Primary Caregiver's, Primary Residence address that was in effect as of the Removal Begin Date documented on their Person Management record; this is the Primary Caregiver selected on the child's current Removal Episode; not user modifiable; if created as part of the Private Adoption process this is system derived based on the Primary Caregiver selected.

State State in which removal home is located. System derived from the Primary Caregiver's, Primary Residence address that was in effect as of the Removal Begin Date documented on their Person Management record; this is the Primary Caregiver selected on the child's current Removal Episode; not user modifiable; if created as part of the Private Adoption process. This is system derived based on the Primary Caregiver selected.

Zip Zip code of removal home. System derived from the Primary Caregiver's, Primary Residence address that was in effect as of the Removal Begin Date documented on their Person Management record; this is the Primary Caregiver selected on the child's current Removal Episode; not user modifiable; if created as part of the Private Adoption process. This is system derived based on the Primary Caregiver selected.

County County of removal home. System derived from the Primary Caregiver's, Primary Residence address that


was in effect as of the Removal Begin Date documented on their Person Management record; this is the Primary Caregiver selected on the child's current Removal Episode; not user modifiable; if created as part of the Private Adoption process. This is system derived based on the Primary Caregiver selected.

Home Phone Home phone number of the person selected in the ‘Removal from Home’ group box. System derived from the Primary Caregiver's, Primary Residence address that was in effect as of the Removal Begin Date documented on their Person Management record; this is the Primary Caregiver selected on the child's current Removal Episode; not user modifiable; if created as part of the Private Adoption process. This is system derived based on the Primary Caregiver selected.

Work Phone Work phone number of the person selected in the ‘Removal from Home group box. System derived from the Primary Caregiver's, Primary Residence address that was in effect as of the Removal Begin Date documented on their Person Management record; this is the Primary Caregiver selected on the child's current Removal Episode; not user modifiable; if created as part of the Private Adoption process. This is system derived based on the Primary Caregiver selected.

Group Box: AFDC Information Fields: Assistance Group When the checkbox is selected, the participant will

be included in the Assistance Group in the Assistance Group/ Standard Filing Unit Information group box on the Initial Determination tab. The check boxes will be used for calculations as defined in the overall Background Processing.

Participant Name This hyperlink will launch the Assets & Employment page; in addition, the page must be saved before being able to launch the Assets & Employment page.

Role Identifies the Role the participant plays relative to overall Background Processing; required once the associated Assistance Group check box is selected for the participant, enabled but not required if the Assistance Group is not checked; the drop down will NOT be enabled for the participant for whom the IV-E Foster Care Eligibility page is being documented. It defaults to Child for the Child whom the Eligibility is being determined.


Sponsor is only available as a role for someone not selected in the Assistance Group and there is a person with a Role – Parent or Minor Parent or Stepparent and the “Parent or Minor Parent or Stepparent” is defined as an Alien, with the exception that Sponsor will only be available if the time frame is less than 3 years from the Entry Date. An Alien is a Non-Qualified, Non-Citizen, or Qualified Non-Citizen if Entry Date on Person Management is less than 5 years prior to AFDC Month. Sponsor's Spouse can only be selected if another participant has Sponsor selected and the check box is not selected; otherwise it isn't shown in the drop down. Minor Parent can only be selected if the participant is identified on the Relationship tab of Maintain Case as the "Mother"; "Mother - Adoptive"; "Mother - Birth"; "Father"; "Father - Adoptive"; "Father - Birth"; or "Father - Legal" of the child for whom the Eligibility is being determined and that person is under the age of 18 as of the AFDC Month/Day/Year; otherwise it isn't shown in the drop down. More than one person can be identified as Minor Parent for Role. Stepparent can only be selected if the participant is identified on the Relationship tab of Maintain Case as the "Mother - Step" or "Father - Step" of the child for whom the Eligibility is being determined; otherwise it isn't shown in the drop down. The participant does not need the Assistance Group checkbox selected to have Stepparent available in the Role drop down. Dependent can be selected for participants for whom the check box is selected or not selected EXCEPT for the child for whom the Eligibility is being determined. A maximum of 2 participants can be identified as "Parent"; a maximum of 2 participants can be identified as "Stepparent"; a maximum of 1 participant can be identified as a "Stepparent" if there is 1 participant identified as a "Parent" and the same vice versa (there is a total of 2

parents/stepparents collectively); a maximum of 1 participant can be identified as "Sponsor"

Unable to Obtain Income/Asset Verification

User selected check box. Only enabled if the person is in the Assistance Group.

Action This column includes hyperlinks labeled "Obligated Monies" and “Care Expenses” which dynamically display based on certain criteria.

Obligated Monies Displays a hyperlink that launches the Obligated Monies pop-up page. This hyperlink dynamically displays only for the following persons: those identified as a Role of Sponsor; Sponsor's Spouse; Parent; Stepparent; or Household Member otherwise the hyperlink is hidden and not displayed.

Care Expenses Displays as a hyperlink that launches the Care Expenses Participant pop-up page. The hyperlink conditionally displays only if Parent, Minor Parent, or Stepparent is selected for the Role.

Save Standard Save Processing. Buttons: Close Standard Close Processing.



Upon clicking any of the hyperlinks to launch other FSFN pages, the IV-E Foster Care Eligibility page must be saved directly prior to clicking the hyperlink if a change has been made. If a change has been made but page not saved, the following validation message is displayed: “The IV-E Foster Care Eligibility page must be saved.” <Close>

Upon returning from making an update to another FSFN module, the system will automatically refresh the IV-E Foster Care Eligibility page to update any applicable information. Additionally, if the other FSFN pages were accessed external to the IV-E Foster Care Eligibility page, each time the IV-E Foster Care Eligibility page is launched, it will automatically refresh upon opening the page.

The Removal Address is the Primary Caregiver’s Primary Residence address that was in effect as of the Removal Begin Date where the Address Begin Date is equal to or less than the Removal Begin Date. If multiple addresses exist, the Max Address Begin Date that is equal to or less than the Removal Begin Date will be populated.

Upon selecting the Print Screen command button at the top of the IV-E Foster Care Eligibility page, the system will print all information on the screen/tab, including any information under the scroll bar or within an expando.

The following roles will display the Obligated Monies hyperlink: Sponsor; Sponsor's Spouse; Parent; Stepparent; and Household Member. The Obligated Monies hyperlink for Role = Household Member is available even if the person in the Assistance Group is not selected.

In the Obligated Monies pop-up, the Number of Dependent Children for the Participant box is enabled at all times.


Sponsor is only available as a Role for someone not selected in the Assistance Group and there is a person with a Role of Parent and the “Parent” is defined as an “Alien”, with the exception that Sponsor will only be available if the time frame is less than 3 years from the Entry Date. An “Alien” for this purpose is a Non-Qualified, Non-Citizen or Qualified Non-Citizen if Entry Date on Person Management is less than 5 years prior to the AFDC Month.

Minor Parent is available as a Role if their relationship is documented on Maintain Case is Mother, Mother – Birth, Mother – Adoptive; Father, Father – Birth, Father – Adoptive or Father – Legal to the child for whom the eligibility is being determined and that person is under the age of 18 as of the AFDC Month/Day/Year.

More than 1 person can be identified as Minor Parent for a Role.

The AFDC Information will automatically refresh each time the Title IV-E Foster Care page is launched until the Initial Determination is completed. Once the Initial Determination is completed, the AFDC information becomes frozen and will not update. It will not refresh to display any new applicable participants who meet the determination criteria, nor will it refresh to display any participant who have been removed and no longer meet the determination criteria.

If one or more individuals in the Assistance Group have “Unable to obtain income/asset verification” checked, the AFDC question on the Initial Tab will be set to No and the child will be Ineligible.

When the “Refer/Return to Supervisor” hyperlink is selected, the system will compare the user’s Worker ID to the Worker ID of the person selected to route for approval. If these Worker IDs match, the following validation message will display:

You cannot approve your own work.

If a Primary Caregiver has been documented but the Relationship to child has not, when attempting to save the user will receive the following validation message:

Please select on Basic tab – Relationship to child for Primary Caregiver.

If there is no address documented on Person Manage for Primary Caregiver, when attempting to save the following validation message will display:

Please enter the Street Number on Person Management for Primary Caregiver. Please enter the Street Name on Person Management for Primary Caregiver. Please enter the City on Person Management for Primary Caregiver. Please enter the State on Person Management for Primary Caregiver.

If the Assistance Group checkbox is checked but no Role has been selected, when attempting to save the following validation message will display:

Please enter data on Basic Tab – Please select a Role for the selected participant.


Save Processing is initiated by clicking on the ‘Save’ command button. Save processing is also initiated when selecting the Close button and then answering ‘Yes’ when the system asks the user if he/she would like to ‘Save changes before closing the page.’

Upon save processing, the Removal from Home address is saved to the Address table where


cd_grp = 11 and cd_grp_type = 1.

Upon completion of the Initial Determination screening, the information on the Basic tab will be frozen.

2.2.5 CRUD Matrix

Table C R U D

ELIGIBILITY X X

PERSON X

ADDRESS X X

ELIG_REDET X

CODE_DESC X

WORKER X


2.3 Tab – Initial Determination (Court Ordered)


2.3.1 Tab Overview The Initial Determination Tab dynamically changes to display the applicable questions when the Manner of Removal is Court Ordered or Temporary Custody versus Voluntary. The page defaults based on the current information in FSFN and refreshes each time the page is launched while the Initial Determination is Pending. In this section, the Initial Determination tab will be analyzed as a Court Ordered Manner of Removal; Voluntary Manner of Removal is discussed in Section 2.4.1. The first group box on the Initial Determination tab is labeled Eligibility Information. This group box contains the Eligibility Determination (Eligible and Reimbursable, Eligible, Not Reimbursable, Ineligible, Pending), a check box that shows if the determination has been completed, a check box that shows if the determination has been voided, and a user-entered field that shows if the determination is not applicable along with a Reason text field, and four significant date fields (Effective From date, Entry Date, Date AFDC Applies, and Date Completed). The second half of the page contains four expandos that contain the initial determination questions regarding a Court Ordered determination, along with an Eligibility Notes group box. Since there are multiple questions on this page, the questions have been divided into groups (1-4, 6A-6B, 7-10) within the question expandos. When an expando is expanded, the corresponding questions or text field is visible and editable on the Initial Determination tab. The page also contains the Assistance Group/ Standard Filing Unit Information group box; which is included in the Questions 7-10 expando. It contains the fields Assistance Group, Standard Filing Unit (SFU), Step 1, Step 2, and Assets. Once an eligibility status has been determined and completed by the worker’s supervisor, the Initial Determination tab will freeze, and all fields will be grayed out. Once the Initial Determination is completed, the associated Placements in Current Removal Episode table and related fields will freeze and no longer update. If the page is returned from the Eligibility Supervisor without approval, the table will become unfrozen again. 2.3.2 Tab Information Group Box: Eligibility Information Fields: Eligibility

Determination System derived radio buttons with four selections: Eligible and Reimbursable; Eligible, Not Reimbursable; Ineligible, and Pending; not user editable; defaults to ‘Pending’ and remains in “Pending” until all the questions have a response. The Eligibility Status that is determined in FSFN will be the Eligibility Status and once the “Complete Determination” process has been completed, the Initial Determination tab becomes frozen and no longer user modifiable; AFCARS value.

Effective From Begin Date from which the eligibility


status is effective; system defaulted from the placement begin date of the first placement; user editable; required.

Entry Date The system date when the eligibility information is initially entered; system derived from current system date when the ‘Save’ button is first selected; not user editable; required; defaults to 00/00/0000.

Date AFDC Applies Date field that populates the Order/Complete Date of the Legal Action or Legal Document linked to the IV-E from the Legal Select Pop-up Page. This field will dynamically update based on the Legal Action or Legal Document selected while the Initial Determination is Pending. This field is not required but the Eligibility Determination will automatically be Ineligible if the Date AFDC Applies field is null

Legal Select Displays as a hyperlink in the Eligibility Information group box; Clicking the hyperlink will launch the Legal Select pop-up page. Once a Legal Action or Legal Document has been linked via the hyperlink, the name of the Legal Action or Legal Document will display instead of the Legal Select hyperlink. Clicking the name of the Legal Action or Legal Document will launch the Legal Select Pop-up page.

Date Completed The system date when the initial determination is completed; system derived from system date when ‘Complete Determination’ is selected from the Actions panel; not user editable; defaults to 00/00/0000.

Determination Complete

Check box to indicate that the initial eligibility determination is complete, and information cannot be changed; system derived when ‘Complete Determination’ is selected from the Actions panel. Not user editable; defaults to unchecked. (OCA Reimbursement Allocation batch will only look at completed determinations. See FM04 Reimbursement and Claiming for Details).

Determination Voided Check box to indicate that the initial


eligibility determination and all subsequent redeterminations are voided; system derived when the ‘Void Determination’ process is completed; 2 steps are required to complete the ‘Void Determination’ process; Submit Void Determination is the first step and Void Determination is the second step; selections are made from the Actions panel. Not user editable; defaults to unchecked.

Date Voided The system date when the Initial Determination is voided; system derived from system date when ‘Void Determination’ is selected from the Actions panel; not user editable; defaults to 00/00/0000.

Determination N/A User selected check box to indicate that the initial eligibility determination is not applicable; defaults to unchecked. When check box is checked, the ‘Reason’ text field is enabled and required. NOTE: There is no background processing associated with this flag. It does not prevent a redetermination, nor does it impact how payments are processed and OCAs applied.

Reason Reason for which the determination is not applicable; enabled and required if ‘Determination N/A’ check box is checked; user entered text field; defaults to spaces. (75-character limit). NOTE: There is no background processing associated with this flag. It does not prevent a redetermination, nor does it impact how payments are processed and OCAs applied.

Expando: Questions 1-4 Fields: Question 1 ‘Is the child under age 18? If Yes, go to

question 2B. If No, Ineligible.’ Compares Date AFDC Applies to DOB to determine if the child is under 18 years old. Date AFDC Applies must be populated for logic to default answer; otherwise, the answer will not populate; defaults to ‘Yes’ if child’s age is less than 18; at time of Eligibility record creation;


defaults to ‘No’ if child’s age is greater than or equal to 18. at time of Eligibility record creation. Not user editable.

Question 2B ‘Is the child a U.S. Citizen or a Qualified Non-Citizen? If Yes, go to question 3. If No, Ineligible.’ System derived from Person Management; not user modifiable; pre-fills with plain black text indicating one of the following based on Person Management: Yes, U.S. Citizen; Yes, Qualified Non-Citizen; or No; No displays if Person Management either doesn't have a Citizenship selected (null) or Non-Qualified, Non- Citizen is selected; if Qualified Non-Citizen is selected on Person Management, an additional label "Non-Citizen ID:" is displayed in plain black text and the associated Non-Citizen ID is displayed.

Question 3A ‘Does the removal order or Official Court Transcript contain a judicial finding that supports the concept that remaining in the home is contrary to the welfare of the child or that removal is in the child’s best interest? If No, Ineligible.’ User selected radio button with options of ‘Yes’ and ‘No’.

Select Legal Document

Conditionally displayed hyperlink that only displays on the screen if the answer to Question 3A = Yes; otherwise, if the response is No, this hyperlink will not display. A legal document must be linked in order to refer the redetermination to the supervisor; If a user does not link a legal document and attempts to refer to the supervisor, they will receive a validation message that a Legal Document must be linked for Question 3. Upon selecting the hyperlink, the Select Legal Document page displays the Legal Documents across ALL FSFN cases that are associated with the child for whom the eligibility is being documented; once a Legal Document is selected and the user clicks Continue from the Select Legal Document page, the Select Legal


Document hyperlink will no longer display. If a legal document is later de-linked by selecting the De-Link Legal Document hyperlink, then the Select Legal Document hyperlink will display once again.

Legal Document Name Conditionally displayed hyperlink that only displays on the screen if a Legal Document is linked using the Select Legal Document hyperlink; Otherwise, this hyperlink is not displayed; Upon selecting the hyperlink, the appropriate Legal Documentation page displays; This hyperlink will continue to display even after the Initial Determination is complete; The hyperlink name is displayed as the Document Name that is selected on the associated Legal Documentation page (i.e. Custody and Placement – Motion and Order; Shelter Order/ Order to Take into Custody, etc.). If the legal document is later de-linked by selecting the De-Link Legal Document hyperlink, then the Legal Document Name hyperlink will no longer display.

De-Link Legal Document

Conditionally displayed hyperlink that only displays on the screen if a Legal Document has been linked using the Select Legal Document hyperlink; Otherwise this hyperlink is not displayed; Once the Initial Determination is referred to the supervisor, this hyperlink will no longer display; If the supervisor refers the Initial Determination back to the Eligibility Specialist, this hyperlink will display once again; Upon selecting the De-Link Legal Document hyperlink, a validation prompt will display, asking the user if he/she is sure they want to de-link the associated Legal Document.

Question 3B ‘Does the same order contain a Judicial finding regarding reasonable efforts to prevent the removal of the child from the home? If No, Ineligible, unless 4 is Yes.’


User selected radio button with selections of ‘Yes’ and ‘No’.

Question 3C ‘Does the Court Order indicate the Department has placement and care responsibility for the child? If No, Eligible Non-Reimbursable.’ User selected radio button with options of ‘Yes’ and ‘No’.

Question 4 ‘If the child entered out-of-home care via court order, does the court order or a subsequent order within 60 days of removal contain a judicial finding that the department made reasonable efforts to prevent removal or reasonable efforts to prevent removal were not required? If No, Ineligible.’ The Yes/No/Less than 60 days radio buttons are only enabled, and the selection is required if Question 3B is No; otherwise disabled and grayed out. If "Less than 60 days" is selected for Question 4 the determination cannot be completed. “Yes” or “No” are required to complete the Initial Determination. Upon selecting Yes to Question 4, the date field displayed to the right of the Yes radio button will become enabled and required, and a Select Legal Document hyperlink will be displayed to the right of the Less than 60 Days radio button. The date entered must be within 60 days of the IV-E Removal date. If the date entered is not within 60 days of the IV-E Removal Date FSFN will throw a validation message upon attempting to save that the date entered for Question 4 must be within 60 days of the IV-E Removal Date. If Yes, and the date entered for Question 4 is not in the same month as the Removal Begin Date (this means in the same year), the Eligibility Determination will be Eligible, Non-Reimbursable. If Yes, and the date entered for Question


4 is in the same month as the Removal Begin Date, the Eligibility Determination will be based on all the questions’ responses accordingly, and no redetermination record will be autogenerated. If Question 4 is Yes and the child is Eligible and Not Reimbursable and the date is not in the same month and year as the Removal Begin Date, then FSFN will automatically create a Redetermination row upon completion of the Initial Determination. It will automatically be completed by FSFN. See section 2.8 for more information.

Select Legal Document

Conditionally displayed hyperlink that only displays on the screen if the answer to Question 4 = Yes; Otherwise, if a response is either not selected or No, this hyperlink will not display. Upon selecting the hyperlink, the Select Legal Document pop-up page displays the Legal Documents across ALL FSFN cases that are associated with the child for whom the eligibility is being documented; once a Legal Document is selected and the user clicks Continue from the Select Legal Document pop-up, the Select Legal Document hyperlink will no longer display. If a legal document is later de-linked by selecting the De-Link Legal Document hyperlink, then the Select Legal Document hyperlink will display once again.

Legal Document Name Conditionally displayed hyperlink that only displays on the screen if a Legal Document is linked using the Select Legal Document hyperlink; Otherwise, this hyperlink is not displayed; Upon selecting the hyperlink, the appropriate Legal Documentation page displays; This hyperlink will continue to display even after the Initial Determination is complete; The hyperlink name is displayed as the Document Name that is selected on the associated Legal


Documentation page (i.e. Custody and Placement – Motion and Order; Shelter Order/ Order to Take into Custody, etc.). If the legal document is later de-linked by selecting the De-Link Legal Document hyperlink, then the Legal Document Name hyperlink will no longer display.

De-Link Legal Document

Conditionally displayed hyperlink that only displays on the screen if a Legal Document has been linked using the Select Legal Document hyperlink; Otherwise this hyperlink is not displayed; Once the Initial Determination is referred to the supervisor, this hyperlink will no longer display; If the supervisor refers the Initial Determination back to the Eligibility Specialist, this hyperlink will display once again; Upon selecting the De-Link Legal Document hyperlink, a validation prompt will display, asking the user if he/she is sure they want to de-link the associated Legal Document.

Expando: Questions 6A-6B Fields: Question 6A ‘At the time of or within 6 calendar

months of the initiation of court proceedings, was the child living with and removed from the home of a parent/specified relative? If Yes, complete when the child lived in such a home, name of parent/relative, relationship to child, and go to question 6B. If No, Ineligible. User editable; no default value; conditionally required to submit for supervisor review.

Date Last Lived with Parent/Specified Relative

Date field that is conditionally enabled and required upon selecting Yes to Question 6A; This field can only be a current, past date, or a date that is after the AFDC date; does not accept future dates. Upon selecting Yes and entering a date, if the date entered is not either in the same month as AFDC Month, within one of the six months "prior to" the AFDC Month, or after the AFDC Month, the


following validation message displays: The date entered for Question 6A is not within 6 calendars months of the initiation of court proceedings. Please either select No or enter a valid date, whichever is applicable.

Relationship to Child User selected drop down; enabled and not required if the ‘Yes’ radio button is selected.

Removed from Relative’s Name

The name of the parent or specified relative the child was living with and removed from; system-derived if the relationship selected is the same as selected on the Basic tab or the user can search the person through the search hyperlink located to the right of the text field; field is enabled if ‘Yes’ is selected from question 6B, but not required.

Question 6B ‘At the time of removal, was the child deprived of parental support? If Yes, indicate deprivation type. If No, Ineligible’; user selected radio button with the options of ‘Yes’ and ‘No’; if Yes is selected, Deprivation Type is required. This question will automatically default to ‘Yes’ when entering the AFDC month and saving only if two parents are selected on the basic tab and the Deprivation Type is Underemployment or Unemployment based on the logic below for Deprivation Type.

Deprivation Type The Deprivation Type is conditionally enabled and required if Yes is selected; otherwise disabled and grayed out; contains the following values: Absence of Mother; Absence of Father; Absence of Both Parents; Death; Documented disability or incapacity; Single Parent Adoption; Termination of Parental Rights; Unemployment parent; and Underemployment parent. The associated Reason for Mother and Reason for Father associated drop downs will dynamically display based on the selected Deprivation Type - therefore, only if Absence of Both Parents is selected will both drop downs with associated text fields be displayed; if Absence of Mother is selected only the


Reason for Mother drop down is displayed; if Absence of Father is selected only the Reason for Father drop down is displayed; if any other values are selected, neither drop down is displayed. Deprivation Type will automatically populate Underemployment or Unemployment only if two parents are selected on the basic tab and employs the following logic: The Principal Earner (PE) is determined by calculating the total income made within the 24 months preceding the AFDC month. If the earned income starts or stops within a month, and the type of income is weekly, bi-weekly or twice a month, the same logic utilized for Question 7 is applied (see Section 5) and will determine if monthly conversion or calculation based on number of weeks is used. After determining which parent is the principal earner for the last 24 calendar months, their employment has to be within 1 year of the AFDC month and they had to have worked at least 6 quarters of the last 13 quarters as of the AFDC month or received unemployment (unearned income) within 1 year of the AFDC month; a quarter of work equals 3 consecutive calendar months ending 3/31, 6/30, 9/30 or 12/31 and must total at least $50 earned in a quarter. Based on the AFDC date, FSFN looks at the quarter in which the AFDC date falls, not including the AFDC quarter. It will first look at the prior 13 quarters and determine if the PWE meets 6 of 13 quarters (must make at least $50 in a quarter, to count a quarter). If they do not meet this, the 13-quarter count will begin an additional quarter back. This loop will go back a total of 4 quarters prior to the quarter in which the AFDC falls. The loop stops once the logic hits a 13-


quarter cycle that meets the 6 quarter criteria. If the principal earner meets the above criteria and they have not worked for the previous 30 days prior (within 30 days) to the AFDC month/day/year, Unemployment will populate for Deprivation Type. If the principal earner meets to above criteria and they are working less than 100 hours in the AFDC month or has worked/projected (no end date on Employment record) to work more than 100 hours in the AFDC month but did not work more than 100 hours in each of the 2 prior months before the AFDC month, Underemployment will populate for Deprivation Type. Once the Deprivation Type has been system derived and populated, this field will be disabled, grayed out, and not user modifiable.

Reason for Mother Enabled and required Reason drop down when the user selects Deprivation Type: "Absence of Mother" or "Absence of Both Parents"; values include Abandonment, Death, Divorce, Incarceration, Other and Paternity Not Established.

No Label Conditionally enabled and required alphanumeric text field when Other is selected from the Reason drop down; otherwise disabled and grayed out; 250 characters.

No Label System derived based on if Absence of Mother, Absence of Father or Absence of Both Parents is selected; if Absence of Both Parents is selected, both the Mother and Father will display; Mother and Father are system derived based on the Additional tab of the child's Person Management record; the Mother and Father labels will NOT display unless one of the 3 values identified is selected; likewise, if only one is identified as absent, only that applicable label will


display. Reason for Father Enabled and required Reason drop down

when the user selects Deprivation Type: "Absence of Father" or "Absence of Both Parents"; values include Abandonment, Death, Divorce, Incarceration, Other and Paternity Not Established.


No Label System derived based on if Absence of Mother, Absence of Father or Absence of Both Parents is selected; if Absence of Both Parents is selected, both the Mother and Father will display; Mother and Father are system derived based on the Additional tab of the child's Person Management record; the Mother and Father labels will NOT display unless one of the 3 values identified is selected; likewise, if only one is identified as absent, only that applicable label will display.

Expando: Questions 7-10 ** For more information on Assistance Group / Standard Filing Unit, please refer to the AFDC Income Calculations section in this topic paper.

Group Box: Assistance Group/Standard Filing Unit Information

Fields: Assistance Group System derived based on the participants selected in Assistance Group on the Basic tab. The calculated total is then compared against the CNS guidelines for the determined Standard Filing Unit (SFU); disabled and grayed out; not user modifiable.

Standard Filing Unit (SFU)

Field is system derived from stored SFU calculation procedure; family size based on participants in Assistance Group.

Step 1: System derived from the Assets and Employment page; not user editable. This is the resulting amount that is compared to the CNS @ 185% and is the Total SFU Income & Applied Income


Amount. Step 2: System derived from the Assets and

Employment page; not user editable. This is the resulting amount that is compared to the CNS @ 100% and is the Total SFU Income & Applied Income Amount.

Assets System derived from the Assets and Employment page; Not user editable. The amount will determine the answer to Question 8. Default to ‘No’ if amount is greater than $10,000. Defaults to ‘Yes’ if amount is less than or equal to $10,000. For more information, please refer to the AFDC Income Calculations section in this topic paper.

Fields: Question 7 ‘Is the family’s income less than the Consolidated Need Standard for the Standard Filing Unit? If No, Ineligible.’ System derived radio button of ‘Yes’ or ‘No’ based on the amounts in Step 1 and Step 2 compared against the CNS guidelines; disabled and grayed out; not user modifiable.

Question 8 ‘Are the family’s total assets less than $10,000?’ If No, Ineligible.’ System derived radio button of ‘Yes’ or ‘No’ based from the calculated amount in the Assets field; disabled and grayed out; not user modifiable.

Placements in Current Removal Episode

This table lists all placements for the child in the current removal episode based on the IV-E Effective From date while the Title IV-E is Pending, except for placements ended for the reason ‘Made in Error’; Placements added through Placement Correction will also display if the Title IV-E is Pending.

From The beginning date of the placement; system derived from the placement begin date value on the Out of Home Placement page; not user editable.

To The end date of the placement; system derived from the placement end date value on the Out of Home Placement page; not user editable.


Placement Name The name of the placement provider. System derived from the provider name on the Out of Home Placement page; not user editable.

Reimbursable Check box to indicate whether the placement is reimbursable or not; system derived as checked based on the Provider having an active license for the specific Service Type as of the Effective Date; otherwise not checked. Not user editable. If the Provider no longer has an active license but the Placement has not changed, the status will show as Non-Reimbursable.

Licensed Checkbox identifies whether the placement provider’s license is applicable to provide services for the child and shows the status. System pre-fills the license status from the Provider License page based on if the Provider has an active License for the specific Service Type the child is placed in as of the Effective Date; otherwise not checked. Not user editable.

License Effective The License Begin Date of the license which appears in the Licensed column system derived from the Provider License page. Not user editable.

License End The License End Date of the license which appears in the Licensed column system derived from the Provider License page. Not user editable.

Service Type Displays the Service Type of the placement listed. System derived from the Out of Home Placement page; not user editable.

Question 9 ‘Is the child receiving SSI? If Yes, Not Reimbursable.’ System derived as Yes based on the child having Unearned Income documented on Assets & Employment with a Type of "Supplemental Security Income (SSI)" as of the Initial Determination Effective Date where the Effective End Date is "null" or has not passed; otherwise, system derived as No; not user modifiable.

SSI Begin Date System derived; if Yes was derived from Assets & Employment, derived where

the Unearned Income "Type" is Supplemental Security Income (SSI) and populates with the Effective Start Date; not user modifiable.

AFDC Criteria 'Does the child meet the AFDC criteria that were in effect as of July 16, 1996 at the time of removal from the home? If No, Ineligible.’ System derived, disabled and grayed out based on the selections already made as follows: System derived as Yes if all of the following questions are Yes: Question 1 Question 2B, Question 6A, Question 6B, Question 7 and Question 8; Otherwise, system derived as No. Additionally, AFDC Criteria is not met and the answer will be No if the Removal Address is outside the State of Florida.

Expando: Eligibility Notes Fields: Eligibility Notes User editable until the Determination is

completed; 1000-character limit; not required.

Buttons: Save Standard Save Processing. Close Standard Close Processing.



For information on Background Processing pertaining to AFDC Income Calculations, Standard Filing Unit, and the Budgeting Process, please refer to Section 5 in this topic paper.

The Date AFDC Applies field is not required to save the Title IV-E Foster Care Eligibility page. The Eligibility Determination will automatically be Ineligible if the Date AFDC Applies field is null.

For Question 1 on the IV-E FC Eligibility page – Initial Determination tab, the Date AFDC Applies is compared to DOB to determine if they are under 18 years old. Question 1 will remain unanswered until the Date AFDC Applies is populated.

Upon selecting the Refer/ Return to Supervisor hyperlink, if Yes is selected for either Question 3A or 4 the system will validate that a Legal Document has been linked. If a Legal Document has not been linked the following validation message is displayed:

A Legal Document must be linked in relation to Question 3A or 4. Please make the necessary updates. <Close>

Upon successfully performing the Create New Case after Finalization process, if a Legal Document was linked to the Initial Determination tab for Questions 3A or 4, the linked Legal Document WILL be copied over.

Upon selecting the Select Legal Document hyperlink, the Select Legal Document pop-up page is displayed. Once a Legal Document has been selected on the Select Legal Document pop-up page and the user returns to the IV-E Foster Care Eligibility page by clicking the Continue button on the Select Legal Document pop-up page, the IV-E Foster Care Eligibility page will automatically refresh and the Select Legal Document hyperlink will no longer display, the <Legal Document Name> hyperlink will now display, and the De-Link Legal Document hyperlink will now display.

NOTE: If the user closes the Select Legal Document pop-up page by clicking the Close button, upon returning to the IV-E Foster Care Eligibility page, a Legal Document will NOT be linked and the Select Legal Document hyperlink will continue to be the only hyperlink displayed in association with Question 3A or 4, whichever is applicable.

If the user accessing the IV-E Foster Care Eligibility page does not have “update” security for the Select Legal Document pop-up page, the standard security message will be displayed indicating that the user does not have the appropriate security for this function.

Upon selecting the <Legal Document Name> hyperlink, the associated Legal Documentation page will display in view only mode and the user will be able to access any attached imaging pages through the View Attached Images hyperlink or access the associated Text Template.

If the user accessing the Initial Determination tab of the IV-E Foster Care Eligibility page does not have the security to view the Legal Documentation page, upon clicking the <Legal Document Name> hyperlink the standard security message will be displayed indicating the user doesn’t have the security to view the page.

Upon selecting the De-Link Legal Document hyperlink, the following validation prompt is displayed:

Are you sure you wish to de-link the associated Legal Document? <Yes><No>

Upon selecting Yes, the IV-E Foster Care Eligibility page will automatically refresh and the <Legal Document Name> hyperlink will no longer be displayed, the De-Link Legal Document hyperlink will no longer be displayed, and the Select Legal Document hyperlink will display once again for the user to link the appropriate Legal Document.

Upon selecting No the user will be returned to the IV-E Foster Care Eligibility page and the <Legal Document Name> hyperlink will continue to display; the De-Link Legal Document hyperlink will continue to display, and the Select Legal Document hyperlink will continue to NOT display.

Once the Initial Determination is referred to the supervisor the only hyperlink that will display is the <Legal Document Name> hyperlink. If the supervisor reviewing the determination determines that the associated Legal Document needs to be de-linked, the Initial Determination must be returned to the Eligibility Specialist and then the De-Link Legal Document hyperlink will display once again.

Once the Initial Determination is complete, the only hyperlink that will display is the <Legal Document Name> hyperlink.

If Question 4 is not answered when attempting to refer to the supervisor, the following validation message displays:

Please enter data on Initial Determination Tab – Question 4.

If the Less than 60 days radio button is selected for Question 4, when attempting to click the


Refer to Supervisor hyperlink, the user will receive the following validation message:

Question 4 cannot be Less than 60 days when attempting to complete the Initial Determination;

If the Date for Question 4 is not within 60 days of the IV-E Removal Date, the following validation message displays after a date is entered:

Question 4 Court Order Date must be within 60 days of the IV-E Removal Begin Date and cannot be a future date.

To refer the Initial Determination to the supervisor for completion, if Yes is selected for Question 4, the user must enter the applicable date and the user must select and link the applicable order (Legal Document).

Upon completing the determination, if Question 4 = No, the determination = Ineligible. If Yes, and the date entered for Question 4 is not in the same month as the Removal Begin Date (this means in the same year), the Eligibility Determination will be Eligible, Non-Reimbursable. If they are in the same month and year, the Eligibility Determination will be based on all the questions responses accordingly and no redetermination record will be autogenerated. Meaning, even if the participant was going to be Eligible, Reimbursable, if the date entered for Question 4 is not in the same month and year as the Removal Begin Date, the child is not reimbursable for that time frame. If Question 4 is Yes and the child is Eligible and Not Reimbursable, and the date is not in the same month and year as the Removal Begin Date, upon completion of the Initial Determination FSFN will automatically create a Redetermination row and will automatically be completed by FSFN. See section 2.8 for more information.

If no date is entered for Question 6A and the user attempts to save, the following validation message will display:

Please enter data on Initial Determination Tab – Question 6A Date last lived with parent/relative.

For Question 6A, upon selecting Yes and entering a date, if the date entered is not either in the same month as AFDC Month, within one of the six months "prior to" the AFDC Month, or after the AFDC Month, the following validation message displays:

The date entered for Question 6A is not within 6 calendars months of the initiation of court proceedings. Please either select No or enter a valid date, whichever is applicable.

If Question 6B is Yes, but no deprivation type has been selected and the user attempts to save, the following validation message displays:

Please enter data on Initial Determination Tab – Deprivation Type.

If ‘Absence of Parents’ is selected for Question 6B and a user attempts to save, the following validation messages will display:

Please enter data on Initial Determination Tab – Reason for Mother. Please enter data on Initial Determination Tab – Reason for Father.

If ‘Absence of Mother’ is selected for Question 6B and a user attempts to save, the following validation message will display:

Please enter data on Initial Determination Tab – Reason for Mother.

If ‘Absence of Father’ is selected for Question 6B and a user attempts to save, the following


validation message will display:

Please enter data on Initial Determination Tab – Reason for Father.

Question 6B will automatically default to ‘Yes’ when entering the AFDC month and saving only if two parents are selected on the basic tab and the Deprivation Type is Underemployment or Unemployment based on the logic below for Deprivation Type.

Deprivation Type will automatically populate Underemployment or Unemployment only if two parents are selected on the basic tab and employs the following logic:

The Principal Earner (PE) is determined by calculating the total income made within the 24 months preceding the AFDC month. If the earned income starts or stops within a month, and the type of income is weekly, bi-weekly or twice a month, the same logic utilized for Question 7 is applied (see Section 5) and will determine if monthly conversion or calculation based on number of weeks is used.

After determining which parent is the principal earner for the last 24 calendar months, their employment has to be within 1 year of the AFDC month and they had to have worked at least 6 quarters of the last 13 quarters as of the AFDC month or received unemployment (unearned income) within 1 year of the AFDC month; a quarter of work equals 3 consecutive calendar months ending 3/31, 6/30, 9/30 or 12/31 and must total at least $50 earned in a quarter.

Based on the AFDC date, FSFN looks at the quarter in which the AFDC date falls, not including the AFDC quarter. It will first look at the prior 13 quarters and determine if the PWE meets 6 of 13 quarters (must make at least $50 earned in a quarter, to count a quarter). If they do not meet this, the 13-quarter count will begin an additional quarter back. This loop will go back a total of 4 quarters prior to the quarter in which the AFDC falls. The loop stops once the logic hits a 13-quarter cycle that meets the 6 quarter criteria.

If the principal earner meets the above criteria and they have not worked for the previous 30 days prior (within 30 days) to the AFDC month/day/year, Unemployment will populate for Deprivation Type.

If the principal earner) meets to above criteria and they are working less than 100 hours in the AFDC month or has worked/projected (no end date on Employment record) to work more than 100 hours in the AFDC month but did not work more than 100 hours in each of the 2 prior months before the AFDC month, Underemployment will populate for Deprivation Type.

Once the Deprivation Type has been system derived and populated, this field will be disabled, grayed out, and not user modifiable.

Refer to Section 5 for background processing of Question 7 and Question 8 logic.

In the Placements in Current Removal table, the current placement will not be checked as Reimbursable if the Provider with whom the child is placed has a CCA License Type with a Sub-Type of “Public Institution > 25 Beds”.

Upon attempting to refer the Initial Determination to the supervisor, upon clicking the Refer to Supervisor hyperlink if a participant has a Role = Sponsor on the Basic tab AND there is not a documented "Number of Dependent Children for the Participant" on the associated Obligated


Monies pop-up page, the following validation message is thrown:

A sponsor has been identified. The number of sponsor's dependent children must be documented on Obligated Monies to refer to the supervisor. Please make the necessary updates and review the determination.

Court Ordered Initial Determination statuses:

An Eligible, Reimbursable Determination status is obtained if the participants meet the following criteria:

Questions 1, 2B, 7, 8 and AFDC Criteria are all system derived = Yes;

Questions 3A, 3C, 6A and 6B are user selected = Yes;

Question 3B = Yes OR

Question 3B = No AND

Question 4 = Yes AND

Question 4 Date is in the same month as the Removal Begin Date;

Question 4 = ONLY considered if Question 3B is No; otherwise, disabled and grayed out.

Question 9 system derived = No AND

The provider is licensed for service at the time of placement “as of” the Effective Date;

An Eligible, Non-Reimbursable Determination status is obtained if the participants meet the following criteria:

Questions 1, 2B, 7, 8 and AFDC Criteria are all system derived = Yes;

Questions 3A, 3B, 6A and 6B are user selected = Yes OR

Question 3B = No AND

Question 4 = Yes AND

Question 4 Date is NOT in the same month as the Removal Begin Date

Question 4 = ONLY considered if Question 3B is No; otherwise, disabled and grayed out.

Question 3C = No; OR

Question 9 system derived = Yes OR

The provider is not licensed for service at the time of placement “as of” the Effective Date;

If the License is "on hold" as of the Effective Date of the determination FSFN will still treat it as reimbursable with all other questions considered.

IMPORTANT NOTE: Anything other than the above combinations in the previous two bullet points for Eligible, Reimbursable or Eligible, Not Reimbursable will make the child Ineligible.

When determining the Eligibility of the child, once all the questions on the Initial Determination tab are answered, if the child is determined to be Eligible, regardless if based on the answers to all the questions the child is Eligible and Reimbursable, if the Placement in which the child is currently placed is not “Licensed”, the child will be Eligible, Not Reimbursable.

NOTE: Current functionality is such that when Title IV-E Foster Care Eligibility is created because of a Private Adoption, the Eligibility Determination is based solely on the responses to the questions on the Initial Determination and Redeterminations tabs and the Private Adoption page does not make the child Non-Reimbursable. Therefore, if the child is Eligible and Reimbursable based on the responses, the child will be Eligibility and Reimbursable still, even if created because of Private Adoption.

Upon submitting a Void Determination, the system will require that another worker, other than the worker who submitted the Void Determination, who has create/edit access to the IV-E Foster Care Eligibility page, perform the 2nd Void Determination step.

Upon successfully voiding the IV-E Foster Care Eligibility page, FSFN will automatically populate the new IV-E Foster Care Eligibility page with all the applicable, user documented information. However, specific to Questions 3A and 4, the linked Legal Document will not be copied over. Only the documented response of Yes or No will be copied over. This will ensure the user links the appropriate Legal Document if the response that is copied over = Yes.

When the “Refer/Return to Supervisor” hyperlink is selected, the system will compare the user’s Worker ID to the Worker ID of the person selected to route for approval. If these Worker IDs match, a validation message will be thrown indicating the same Worker ID cannot complete and approve the work.

For a young adult to appear on the Create Young Adult Case Selection pop-up page, they cannot have a “Pending” Title IV-E Foster Care Eligibility Determination (Initial or Redetermination).


Save Processing is initiated by clicking on the Save command button. Save processing is also initiated when selecting the Close button and then answering ‘Yes’ when the system asks the user if they would like to ‘Save changes before closing the page.’

The Date AFDC Applies field is not required to save the Title IV-E Foster Care Eligibility page. The Eligibility Determination will automatically be Ineligible if the Date AFDC Applies field is null.

The ‘Effective From’ date is - required to initially save the page for the Initial Determination tab. Based on the responses for the questions on the ‘Initial Determination’ tab, various fields may also be required. If any of these fields are null, the user will receive an error validation stating, ‘Please enter data in the fields which are highlighted - <field name>.’ upon attempting to submit the Initial Determination for supervisor review.

If the ‘Effective From’ date value is prior to the ‘IV-E Removal Date’, on save processing the user will receive an error message stating, ‘Effective From date cannot be before the Title IV- E Foster Care Removal Date.’


If the initial determination is not completed (ELIGIBILITY.dt_cmplt = null), all placements that

are marked ‘Applicable’ will be saved in the EPISODE.fl_applic field.

If the initial determination is completed (ELIGIBILITY.dt_cmplt <> null), all placements where EPISODE.fl_applic = ‘Y’ are saved in ELIG_EPISODE table. Once the determination is completed, only the applicable placements are displayed.

Upon attempting to save the page with the date entered for Question 4, FSFN will validate that the date is within 60 days of the IV-E Removal Date. If the date entered is not within 60 days of the IV-E Removal Date FSFN will throw a validation message upon attempting to save that the date entered for Question 4 must be within 60 days of the IV-E Removal Date.

When the user selects the ‘Submit Void Determination’ action, a pop-up message is displayed that states ‘This will void out the Initial Eligibility Determination and all associated Eligibility Redetermination records. Do you want to continue?’ If the user selects ‘No’, the user is returned to the page. If the user selects ‘Yes’, the page is saved, and the Determination Voided check box is checked once the second step has been completed. Additionally, all redetermination records are disabled.

Requires two levels of review. Regardless of the initial workers security profile level, a second review must be completed by another user with at least a level 3 security profile.

If Refer/Return to Supervisor action is selected, the Medicaid Eligibility Record is created if one does not exist for the child and case.

If Complete Determination action is selected by the supervisor and successfully processed, the following processes occur:

The Date Screening Completed Date field is filled with the current system date (ELIGIBILITY.dt_sys_cmplt).

The Complete Determination check box is checked (ELIGIBILITY.fl_cmplt)

The questions on the Initial Determination tab are disabled.

The current worker ID is saved to the field ELIGIBILITY.id_st_apprval.

The timestamp is saved to the field ELIGIBILITY.dt_cmplt.

If the Void Determination process has been completed from the Initial tab (2 step process), then:

The Initial determination and all its redeterminations are flagged as voided.

The Basic, Initial and ‘Redeterminations’ tabs and any templates accessed from those tabs are no longer modifiable. The Search hyperlinks on the tabs are not available. Within the Actions panel, the ‘Complete Determination’ and ‘Void Determination’ selections are not available. Within the Actions panel on the ‘Redeterminations’ tab, the Complete Redetermination selection is not available. Within the Actions panel, the templates from both the Basic and the Initial Determination tabs are View Only.

A new pending Initial Title IV-E Eligibility row is created for the child.

The user will receive the following message when they are the original user that submitted the void determination and are attempting to complete the second step in the void determination process: “In order to void an eligibility determination, two different users must void the determination regardless of security profile.”


2.3.5 Security

Title IV-E Eligibility All + Comp: Includes the Security Resource for the Select Legal Document pop-up page with the Actions of “Update” and “View” selected.

Title IV-E Eligibility - All: Includes the Security Resource for the Select Legal Document pop-up page with the Actions of “Update” and “View” selected.

Title IV-E Eligibility - View: Includes the Security Resource for the Select Legal Document pop-up page with the Action of “View” selected.

2.3.6 CRUD Matrix

Table C R U D

ELIGIBILITY X X

PERSON X

EPISODE X

ELIG_EPISODE X X X

PROVIDER_ORG X

ELIG_REDET X X X


2.4 Tab – Initial Determination (Voluntary)

2.4.1 Tab Overview The IV-E Initial Determination Tab dynamically changes to display the applicable questions when the Manner of Removal is Court Ordered or Temporary Custody versus Voluntary. The page defaults based on the current information in FSFN and refreshes each time the page is launched while the Initial Determination is Pending. In this section, the Initial Determination tab will be analyzed as a Voluntary Manner of Removal.


The first group box on the Initial Determination tab is labeled Eligibility Information. This group box contains the Eligibility Determination (Eligible and Reimbursable, Eligible, Not Reimbursable, Ineligible, Pending), a check box that shows if the determination has been completed, a check box that shows if the determination has been voided, and a user entered field that shows if the determination is not applicable along with a Reason text field, and four significant date fields (Effective From date, Entry Date, Date AFDC Applies, and Date Completed). Once an eligibility status has been determined by the worker’s supervisor and completed, the page will freeze, and all fields will be grayed out. The second half of the page contains a series of questions (1, 2B, 5A-5B, 6A-6B, 7-10) pertaining to a Voluntary initial determination along with an Eligibility Notes group box. When an expando is expanded, the corresponding questions or text field is visible and editable on the Initial Determination tab. The page also contains the Assistance Group/ Standard Filing Unit Information group box; which is included in the Questions 7-10 expando. It contains the fields Assistance Group, Standard Filing Unit, Step 1:, Step 2:, and Assets. Once the Initial Determination is completed, the associated Placements in Current Removal Episode table and related fields will freeze and no longer update. If the page is returned from the Eligibility Supervisor without approval, the table will become unfrozen again. 2.4.2 Tab Information Group Box: Eligibility Information Eligibility Determination System derived radio buttons with four selections:

Eligible and Reimbursable; Eligible, Not Reimbursable; Ineligible, and Pending; not user editable; Defaults to ‘Pending’; the Eligibility Status that is determined in FSFN will be the Eligibility Status and once the “Complete Determination” process has been completed, the Initial Determination tab becomes frozen and no longer user modifiable; AFCARS value.

Effective From Begin Date from which the eligibility status is effective; system defaulted from the placement begin date of the first placement; user editable; required.


Date AFDC Applies Pre-fills with the Date of Voluntary Placement Agreement documented on the Out of Home Placement associated with the beginning of the Removal Episode. This field is not required but the Eligibility Determination will automatically be Ineligible if this field is null

Date Completed The system date when the initial determination is completed; system derived from system date when


‘Complete Determination’ is selected from the Actions panel; not user editable; defaults to 00/00/0000.

Determination Complete Check box to indicate that the initial eligibility determination is complete, and information cannot be changed; system derived when the ‘Complete Determination’ is selected from the Actions panel; not user editable; defaults to unchecked. (OCA Reimbursement Allocation batch will only look at completed determinations. See FM04 Reimbursement and Claiming for Details)

Determination Voided Check box to indicate that the initial eligibility determination and all subsequent redeterminations are voided; system derived when the “Void Determination” process is completed; 2 steps are required to complete the “Void Determination” process; Submit Void Determination is the first step and Void Determination is the second step; selections are made from the Actions panel.




Group Box: Initial Determination – VPA Question 1 ‘Is the child under age 18? If Yes, go to question

2B. If No, Ineligible.’ Compares Date AFDC Applies to DOB to determine if the participant is under 18 years old; Date AFDC Applies must be populated for logic to default answer; otherwise, the answer will not populate. Defaults to ‘Yes’ if child’s age is less than18 at time of Eligibility record creation;


Defaults to ‘No’ if child’s age is greater than or equal to 18; at time of Eligibility record creation. Not user editable.

Question 2B ‘Is the child a U.S. Citizen or a Qualified Non-Citizen?’ If ‘Yes’, go to question 3. If No, Ineligible.’ System derived from Person Management; not user modifiable; pre-fills with plain black text indicating one of the following based on Person Management: Yes, U.S. Citizen; Yes, Qualified Non-Citizen; or No; No displays if Person Management either doesn't have a Citizenship selected (null) or Non-Qualified, Non- Citizen is selected; if Qualified Non-Citizen is selected on Person Management, an additional label "Non-Citizen ID:" is displayed in plain black text and the associated Non-Citizen ID is displayed.

Question 5A ‘Was the Voluntary Placement Agreement signed by the child's parents or legal guardian and a representative of the Department?’ This question dynamically displays only when the "Manner of removal was" is Voluntary; also change to system derived from Out-of-Home Placement in the following manner: if there is a Voluntary Placement Agreement Date documented on Out-of-Home Placement, derived as Yes; otherwise No; not user modifiable.

Date of VPA This field pre-fills with the Date of Voluntary Placement Agreement documented on the Out of Home Placement associated with the beginning of the removal episode; not user modifiable.

VPA Expiration Date System derived as the Date of VPA plus 179 days. Not user modifiable.

Question 5B ‘For the Voluntary removal, was a judicial finding made within 180 days of signing the VPA that it is in the child’s best interest to remain in out of home care?’ Yes, No, and Pending Judicial Finding user selected radio buttons; If "Yes" is selected,

o the Date field is enabled and required o the select legal document hyperlink is

displayed, and the user is required to attach the associated legal document.

If "No" is selected, the child is Ineligible, and the date field is disabled and grayed out and the select legal document hyperlink does not display.


If “Pending Judicial Finding” is selected, o the Eligibility Determination can be

completed o all other questions considered, will be

Eligible and Reimbursable. If the Eligibility Determination is completed with Pending Judicial Finding selected, then the Yes radio button and the Date field will be disabled.

Date Displayed next to the Yes radio button. MM/DD/YYYY format. Conditionally enabled and required if Yes is selected.

Select Legal Document Conditionally displayed hyperlink next to the Pending Judicial Finding radio button that only displays if Yes is selected. Otherwise, if a response is either No or Pending Judicial Finding, this hyperlink will not display. Upon selecting the hyperlink, the Select Legal Document pop-up page displays the Legal Documents across ALL FSFN cases that are associated with the child for whom the eligibility is being documented; once a Legal Document is selected and the user clicks Continue from the Select Legal Document pop-up, the Select Legal Document hyperlink will no longer display. If a legal document is later de-linked by selecting the De-Link Legal Document hyperlink, then the Select Legal Document hyperlink will display once again.

Legal Document Name Conditionally displayed hyperlink that only displays on the screen if a Legal Document is linked using the Select Legal Document hyperlink; Otherwise, this hyperlink is not displayed; Upon selecting the hyperlink, the appropriate Legal Documentation page displays; This hyperlink will continue to display even after the Initial Determination is complete; The hyperlink name is displayed as the Document Name that is selected on the associated Legal Documentation page (i.e. Custody and Placement – Motion and Order; Shelter Order/ Order to Take into Custody, etc.). If the legal document is later de-linked by selecting the De-Link Legal Document hyperlink, then the Legal Document Name hyperlink will no longer display.

De-Link Legal Document Conditionally displayed hyperlink that only displays on the screen if a Legal Document has been linked using the Select Legal Document hyperlink; Otherwise this hyperlink is not


displayed; Once the Initial Determination is referred to the supervisor, this hyperlink will no longer display; If the supervisor refers the Initial Determination back to the Eligibility Specialist, this hyperlink will display once again; Upon selecting the De-Link Legal Document hyperlink, a validation prompt will display, asking the user if he/she is sure they want to de-link the associated Legal Document.

Question 6A ‘At the time of or within 6 calendar months of the initiation of court proceedings, was the child living with and removed from the home of a parent/specified relative? If Yes, complete when the child lived in such a home, name of parent/relative, relationship to child, and go to question 6B. If No, Ineligible.’ Upon selecting Yes and entering a date, if the date entered is not either in the same month as AFDC Month, within one of the six months "prior to" the AFDC Month, or after the AFDC Month, the following validation message displays: The date entered for Question 6A is not within 6 calendars months of the initiation of court proceedings. Please either select No or enter a valid date, whichever is applicable. User editable; No Default value; conditionally required to submit for supervisor review.

Date Last Lived with Parent/Specified Relative

Date field that is conditionally enabled and required upon selecting Yes to Question 6A; This field can only be a current, past date, or date that is after the AFDC date; does not accept future dates.

Relationship to Child User select dropdown; enabled and not required; if the ‘Yes’ radio button is selected.


The name of the parent or specified relative the child was living with and removed from. System derived if the relationship selected is the same as selected on the Basic tab. Or the user can search the person through the search hyperlink located to the right of the text field. Field is enabled if ‘Yes’ is selected from question 6B, but not required.

Question 6B ‘At the time of removal, was the child deprived of parental support? If Yes, indicate deprivation type. If No, Ineligible’; user selected radio button with the options of ‘Yes’ and ‘No’; if Yes is selected, Deprivation Type is required. This question will automatically default to ‘Yes’ when entering the AFDC month and saving only if two parents are selected on the basic tab and the Deprivation Type is Underemployment or Unemployment based on the logic below for Deprivation Type.


Deprivation Type The deprivation type is conditionally enabled and required if Yes is selected; otherwise disabled and grayed out; contains the following values: Absence of Mother; Absence of Father; Absence of Both Parents; Death; Documented disability or incapacity; Single Parent Adoption; Termination of Parental Rights; Unemployment parent; and Underemployment parent. The associated Reason for Mother and Reason for Father associated drop downs will dynamically display based on the selected Deprivation Type - therefore, only if Absence of Both Parents is selected will both drop downs with associated text fields be displayed; if Absence of Mother is selected only the Reason for Mother drop down is displayed; if Absence of Father is selected only the Reason for Father drop down is displayed; if any other values are selected, neither drop down is displayed. Deprivation Type will automatically populate Underemployment or Unemployment only if two parents are selected on the basic tab and employs the following logic: The Principal Earner (PE) is determined by calculating the total income made within the 24 months preceding the AFDC month. If the earned income starts or stops within a month, and the type of income is weekly, bi-weekly or twice a month, the same logic utilized for Question 7 is applied (see Section 5) and will determine if monthly conversion or calculation based on number of weeks is used. After determining which parent is the principal earner for the last 24 calendar months, their employment has to be within 1 year of the AFDC month and they had to have worked at least 6 quarters of the last 13 quarters as of the AFDC month or received unemployment (unearned income) within 1 year of the AFDC month; a quarter of work equals 3 consecutive calendar months ending 3/31, 6/30, 9/30 or 12/31 and must total at least $50 earned in a quarter. Based on the AFDC date, FSFN looks at the quarter in which the AFDC date falls, not including the AFDC quarter. It will first look at the prior 13 quarters and determine if the PWE meets 6 of 13


quarters (must make at least $50 in a quarter, to count a quarter). If they do not meet this, the 13-quarter count will begin an additional quarter back. This loop will go back a total of 4 quarters prior to the quarter in which the AFDC falls. The loop stops once the logic hits a 13-quarter cycle that meets the 6 quarter criteria. If the principal earner meets the above criteria and they have not worked for the previous 30 days prior (within 30 days) to the AFDC month/day/year, Unemployment will populate for Deprivation Type. If the principal earner meets to above criteria and they are working less than 100 hours in the AFDC month or has worked/projected (no end date on Employment record) to work more than 100 hours in the AFDC month but did not work more than 100 hours in each of the 2 prior months before the AFDC month, Underemployment will populate for Deprivation Type. Once the Deprivation Type has been system derived and populated, this field will be disabled, grayed out, and not user modifiable.

Reason for Mother Enabled and required Reason drop down when the user selects Deprivation Type: "Absence of Mother" or "Absence of Both Parents"; values include Abandonment, Death, Divorce, Incarceration, Other and Paternity Not Established.



Reason for Father Enabled and required Reason drop down when the user selects Deprivation Type: "Absence of Father" or "Absence of Both Parents"; values include Abandonment, Death, Divorce, Incarceration,


Other and Paternity Not Established. No Label Conditionally enabled and required alphanumeric

text field when Other is selected from the Reason drop down; otherwise disabled and grayed out; 250 characters.


Expando Questions 7 – 10 ** For more information on Assistance Group / Standard Filing Unit, please refer to the AFDC Income Calculations section in this topic paper.

Group Box: Assistance Group/Standard Filing Unit Information

Assistance Group System derived based on the participants selected in Assistance Group on the Basic tab; disabled and grayed out; not user modifiable.

Standard Filing Unit (SFU) Field is system derived from stored SFU calculation procedure; family size based on participants in Assistance Group.

Step 1: System derived from the Assets and Employment page; not user editable. This is the resulting amount that is compared to the CNS @ 185% and is the Total SFU Income & Applied Income Amount.

Step 2: System derived from the Assets and Employment page; not user editable. This is the resulting amount that is compared to the CNS @ 100% and is the Total SFU Income & Applied Income Amount.

Assets System derived from the Assets and Employment page; not user editable. The amount will determine the answer to Question 8. Default to ‘No’ if amount is greater than $10,000. Defaults to ‘Yes’ if amount is less than or equal to $10,000. For more information, please see Section 5 on AFDC Calculations in this topic paper.


Question 7 ‘Is the family’s income less than the Consolidated Need Standard for the Standard Filing Unit (SFU)? If No, Ineligible.’ System derived radio button of ‘Yes’ or ‘No’ calculated based on the amounts in Step 1 and Step 2 compared against the CNS guidelines; disabled and grayed out; not user modifiable.

Question 8 ‘Are the family’s total assets less than $10,000?’ If No, Ineligible.’ System derived radio button of ‘Yes’ or ‘No’ calculated based on the amount documented in the Assets field; disabled and grayed out; not user modifiable.


This table lists all placements for the child in the current removal episode based on the IV-E Effective From date while the Title IV-E is Pending, except for placements ended for the reason ‘Made in Error’; Placements added through Placement Correction will also display if the Title IV-E is Pending.

From The beginning date of the placement. System derived from the placement begin date value on the Out of Home Placement page; not user editable.

To The end date of the placement. System derived from the placement end date value on the Out of Home Placement page; not user editable.


Reimbursable System derived check box to show whether the placement is reimbursable or not. System derived as checked based on the Provider having an active license for the specific Service Type as of the Effective Date; otherwise not checked. Not user editable. If the Provider no longer has an active license but the Placement has not changed, the status will show as Non-Reimbursable.

Licensed System derived check box identifies whether the placement provider’s license is applicable to provide services for the child and shows the status. System pre-fills the license status from the Provider License page based on if the provider has an active License for the specific Service Type the child is placed in as of the Effective Date; otherwise not checked. Not user editable.

License Effective The License Begin Date of the license which appears in the Licensed column; system derived from the Provider License page. Not user editable.

License End The License End Date of the license which appears


in the Licensed column; system derived from the Provider License page. Not user editable.


Question 9 ‘Is the child receiving SSI? If Yes, Not Reimbursable.’ System derived as Yes based on the child having Unearned Income documented on Assets & Employment with a Type of "Supplemental Security Income (SSI)" as of the Initial Determination Effective Date where the Effective End Date is "null" or has not passed; otherwise, system derived as No; not user modifiable.

SSI Begin Date System derived; if Yes was derived from Assets & Employment, derived where the Unearned Income "Type" is Supplemental Security Income (SSI) and populates with the Effective Start Date; not user modifiable.

AFDC Criteria 'Does the child meet the AFDC criteria that were in effect as of July 16, 1996 at the time of removal from the home? If No, Ineligible.’ System derived, disabled and grayed out based on the selections already made as follows: System derived as Yes if all of the following questions are Yes: Question 1 Question 2B, Question 6A, Question 6B, Question 7 and Question 8; Otherwise, system derived as No. Additionally, AFDC Criteria is not met, and the answer will be No if the Removal Address is outside the State of Florida.

Expando: Eligibility Notes Fields: Eligibility Notes User editable until the Determination is completed;

1000-character limit; not required. Buttons: Save Standard Save Processing. Close Standard Close Processing.



For information on Background Processing pertaining to AFDC Income Calculations, Standard Filing Unit, and the Budgeting Process, please refer to Section 5 in this topic paper.

The Initial Determination will refresh each time the page is launched while in Pending.

For Question 1 on the IV-E FC Eligibility page – Initial Determination tab, the Date AFDC Applies is compared to DOB to determine if they are under 18 years old. Question 1 will remain unanswered until the Date AFDC Applies is populated

If Yes is selected for Question 5B but no date is entered, upon attempting to save the following validation message displays:

Please enter data on Initial Determination Tab – Question 5B Pending Judicial Date.

For Question 5B, the date entered should be within 180 days after the date of the VPA. If the date entered falls outside of the 180 days, the validation message displays:

The response to Question 5B is not within 180 days of the VPA Date. Please enter a valid date prior to saving the page.

Upon selecting the Refer/ Return to Supervisor hyperlink, if Yes is selected for Question 5B, the system will validate that a Legal Document has been linked. If a Legal Document has not been linked the following validation message is displayed:

o A Legal Document must be linked in relation to Question 5B. Please make the necessary updates. <Close>

If no date is entered for Question 6A and the user attempts to save, the following validation message will display:

Please enter data on Initial Determination Tab – Question 6A Date last lived with parent/relative.

For Question 6A, upon selecting Yes and entering a date, if the date entered is not either in the same month as AFDC Month, within one of the six months "prior to" the AFDC Month, or after the AFDC Month, the following validation message displays:

The date entered for Question 6A is not within 6 calendars months of the initiation of court proceedings. Please either select No or enter a valid date, whichever is applicable.


Please enter data on Initial Determination Tab – Deprivation Type.


Please enter data on Initial Determination Tab – Reason for Mother. Please enter data on Initial Determination Tab – Reason for Father.

If ‘Absence of Mother is selected for Question 6B and a user attempts to save, the following validation message will display:

Please enter data on Initial Determination Tab – Reason for Mother.

If ‘Absence of Father is selected for Question 6B and a user attempts to save, the following validation message will display:

Please enter data on Initial Determination Tab – Reason for Father.

Question 6B can either be user selected or system derived. Question 6B will automatically default to ‘Yes” when entering the AFDC month and saving only if two parents are selected on the basic tab and the Deprivation Type is Underemployment or Unemployment based on the logic below for Deprivation Type.

Deprivation Type will automatically populate Underemployment or Unemployment only if two parents are selected on the basic tab and employs the following logic


The Principal Earner (PE) is determined by calculating the total income made within the 24 months preceding the AFDC month. If the earned income starts or stops within a month, and the type of income is weekly, bi-weekly or twice a month, the same logic utilized for Question 7 is applied (see Section 5) and will determine if monthly conversion or calculation based on number of weeks is used.

After determining which parent is the principal earner for the last 24 calendar months, their employment has to be within 1 year of the AFDC month and they had to have worked at least 6 quarters of the last 13 quarters as of the AFDC month or received unemployment (unearned income) within 1 year of the AFDC month; a quarter of work equals 3 consecutive calendar months ending 3/31, 6/30, 9/30 or 12/31 and must total at least $50 earned in a quarter.

Based on the AFDC date, FSFN looks at the quarter in which the AFDC date falls, not including the AFDC quarter. It will first look at the prior 13 quarters and determine if the PWE meets 6 of 13 quarters (must make at least $50 in a quarter, to count a quarter). If they do not meet this, the 13-quarter count will begin an additional quarter back. This loop will go back a total of 4 quarters prior to the quarter in which the AFDC falls. The loop stops once the logic hits a 13-quarter cycle that meets the 6 quarter criteria.

If the principal earner meets the above criteria and they have not worked for the previous 30 days prior (within 30 days) to the AFDC month/day/year, Unemployment will populate for Deprivation Type.

If the principal earner meets to above criteria and they are working less than 100 hours in the AFDC month or has worked/projected (no end date on Employment record) to work more than 100 hours in the AFDC month but did not work more than 100 hours in each of the 2 prior months before the AFDC month, Underemployment will populate for Deprivation Type.

Once the Deprivation Type has been system derived and populated, this field will be disabled, grayed out, and not user modifiable.


In the Placements in Current Removal Episode table, the current placement will be not checked as reimbursable if the provider with whom the child is placed has a CCA License Type with a Sub-Type of "Public Institution > 25 beds".

Voluntary Initial Determination statuses:

o An Eligible, Reimbursable Determination status is obtained if the child meets the following criteria:

Questions 1, 2B, 5A, 6B, 7, 8 and AFDC Criteria are system derived = Yes;

Question 5B is user selected as = Yes or Pending Judicial Finding;

Question 6A is user selected = Yes

Question 9 is system derived = No AND

The provider is licensed for service at the time of placement “as of” the Effective Date;

o An Eligible, Non-Reimbursable Determination status is obtained if the child meets the following criteria:

Questions 1, 2B, 5A, 6B, 7, 8 and AFDC Criteria are system derived = Yes;


Question 6A is user selected = Yes

Question 9 is system derived = Yes OR

The provider is not licensed for service at the time of placement “as of” the Effective Date;

o The “Pending Judicial Finding” selection is explained further in Section 2.4.2 Question 5B.

o If the license is "on hold" as of the Effective Date of the determination, FSFN will still treat it as reimbursable with all other questions considered.

o Anything other than the above combinations in the previous two bullet points for Eligible, Reimbursable or Eligible, Not Reimbursable will make the child Ineligible.





Save Processing is initiated by clicking on the Save command button. Save processing is also initiated when selecting the Close button, and then answering ‘Yes’ when the system asks the user if they would like to ‘Save changes before closing the page.’

The Date AFDC Applies is not required when saving a Title IV-E Foster Care Eligibility page. The Eligibility Determination will automatically be Ineligible if the Date AFDC Applies field is null.

The ‘Effective From’ date is - required to initially save the page. Based on the responses for the questions on the ‘Initial Determination’ tab, various fields may also be required. If any of these fields are null, the user will receive an error validation stating, ‘Please enter data in the fields which are highlighted - <field name>.’ upon attempting to submit the Initial Determination for supervisor review.

If the ‘Effective From’ date value is prior to the ‘IV-E Removal Date’ on save processing, the user will receive an error message stating, ‘Effective From date cannot be before the Title IV- E Foster Care Removal Date.’


If the initial determination is not completed (ELIGIBILITY.dt_cmplt = null), all placements that are marked ‘Applicable’ will be saved in the EPISODE.fl_applic field.

If the initial determination is completed (ELIGIBILITY.dt_cmplt <> null), all placements where EPISODE.fl_applic = ‘Y’ are saved in ELIG_EPISODE table. Once the determination is completed, only the applicable placements are displayed.

When the user selects the ‘Submit Void Determination’ action on the Initial tab, a pop-up message is displayed that states ‘This will void out the Initial Eligibility Determination and all associated Eligibility Redetermination records. Do you want to continue?’ If the user selects ‘No’, the user is returned to the page. If the user selects ‘Yes’, the page is saved, and the Determination Voided check box is checked once the second step has been completed. Additionally, all redetermination records are disabled.

Requires two levels of review. Regardless of the initial workers security profile level a second review must be completed by another user with at least a level 3 security profile.

If Refer/Return to Supervisor action is selected, the Medicaid Eligibility Record is created if one does not exist for the child and case.

If Complete Determination action is selected by the supervisor, and successfully processed, the following processes occur:

The Date Screening Completed Date field is filled with the current system date (ELIGIBILITY.dt_sys_cmplt).

The Complete Determination check box is checked (ELIGIBILITY.fl_cmplt)

The questions on the Initial Determination tab are disabled.

The current worker ID is saved to the field ELIGIBILITY.id_st_apprval.

The timestamp is saved to the field ELIGIBILITY.dt_cmplt.

If the Void Determination process has been completed from the Initial tab (2 step process), then:

The Initial determination and all its redeterminations are flagged as voided.

The Basic, Initial, and ‘Redeterminations’ tabs and any templates accessed from those tabs are no longer modifiable. The Search hyperlinks on the tabs are not available. Within the Actions panel, the ‘Complete Determination’ and ‘Void Determination’ selections are not available. Within the Actions panel on the ‘Redeterminations’ tab, the Complete Redetermination selection is not available. Within the Actions panel, the templates from both the Basic and the Initial Determination tabs are View Only.

A new pending Initial Title IV-E Eligibility row is created for the child.

The user will receive the following message when they are the original user that submitted the void determination and are attempting to complete the second step in the void determination process: “In order to void an eligibility determination, two different users must void the determination regardless of security profile.”

2.4.5 CRUD Matrix

Table C R U D

ELIGIBILITY X X


PERSON X

EPISODE X

ELIG_EPISODE X X X

PROVIDER_ORG X

ELIG_REDET X X X


2.5 Tab – Redeterminations (Court Ordered)

2.5.1 Tab Overview The Redeterminations tab displays the history of all Title IV-E Eligibility Redeterminations for the child’s removal episode. Until a Redetermination row is inserted, the questions on the tab are disabled and grayed out. A pending Redetermination record is created by auto-generation or by clicking the Insert button, entering the Effective Date, and saving. Once a Redetermination row is inserted and saved, the Insert button is disabled and will be enabled again after the Redetermination is completed. If the Initial Determination is Ineligible or a Redetermination is Ineligible, the Insert button will remain disabled and grayed out. The Eligibility Specialists can manually insert rows anywhere in the table on the Redeterminations tab under the following logic:

All subsequent Redeterminations must be auto-voided when a completed Ineligible Redetermination is inserted.

If a Redetermination is Ineligible, there should not be an additional Redetermination. The rows in the table will automatically sort newest to oldest by the Effective From date column

when a Redetermination row is inserted and saved. The Redetermination will refresh each time the page is launched while in pending.


The first group box displays the determinations in reverse chronological order with corresponding radio buttons for selection and viewing. The group box includes a repeating table containing the following: Eligibility Determination, Effective From, Entry Date, Completed, Date Completed, Void Redetermination, Void Date, Status Change, and an Insert button. Below the group box are eligibility redetermination questions with a Placement in Current Removal Episode repeating table inside a group box that contains the following: From, To, Placement Name, Reimbursable, Licensed, Licensed Effective, Licensed End, and Service Type. Finally, there is an Eligibility Notes Expando that displays a text narrative field once expanded. To review the answers to a specific set of redetermination questions, the worker selects the appropriate radio button to the left of the redetermination record in the top group box. The question and associated answers will pre-fill in the bottom group box. All completed redetermination records will be in view only mode. This same functionality works when the Eligibility Specialist searches for a case as well. If the worker performs a search for a case and accesses the Title IV-E within that search, they can select the radio button for any of the listed Redeterminations and display its information. It is possible to select and display each Redeterminations row one at a time from Search. The pending redetermination on the ‘Redeterminations’ tab will be editable only by Eligibility Specialists based on their security profile. Access to this tab will also be available for all other workers who have assignments to the case in view only mode, based on their security profile, through the desktop within the Eligibility tab under the associated case. Once the Redetermination is completed, the associated Placements in Current Removal Episode table and related fields will freeze and no longer update. If the page is returned from the Eligibility Supervisor without approval, the table will become unfrozen again. 2.5.2 Tab Information Group Box: Eligibility Information Fields: Eligibility Determination System-derived radio buttons with four selections:

Eligible and Reimbursable; Eligible, Not Reimbursable; Ineligible, and Pending; not user editable; defaults to ‘Pending’. The Eligibility Status that is determined in FSFN will be the Eligibility Status and once the “Complete Redetermination” process has been completed, the fields associated with that specific Redetermination, when its associated radio button is selected, becomes frozen and no longer user modifiable; AFCARS value.

Effective From Begin Date from which the eligibility status is effective; user editable; required.


Completed? Indicates that the eligibility redetermination is complete, and information cannot be modified; System derived to ‘Yes’ if the Complete


Redetermination action has been selected and processed; not user editable; Defaults to blank. (OCA Reimbursement Allocation batch will only look at completed determinations. See FM04 Reimbursement and Claiming for Details)

Date Completed The system date when the Redetermination is completed; system derived from system date when ‘Complete Redetermination’ is selected from the Actions. panel; not user editable; defaults to 00/00/0000.

Submit Void / Void Redetermination

Conditionally displayed hyperlink in association with the specific Redetermination row that displays once the Redetermination is completed. Upon clicking the Submit Void hyperlink, a prompt displays indicating that submitting the void will void the redetermination and all redetermination records after the effective date with a Yes/No selection. Once Yes is selected on the prompt, the hyperlink displays as Void Determination. Clicking the Void Determination hyperlink displays a similar prompt with a Yes/No selection. Both the Submit Void and the Void Determination steps must be completed before the Redetermination is successfully voided. .

Void Date The system date when the Redetermination is voided; system derived from the system date when ‘Void Redetermination’ is selected; Populates with the applicable date when one or more Redetermination records are successfully voided; not user editable; defaults to 00/00/0000.

Status Change (View hyperlink) Launches the Eligibility Status Change page for the selected redetermination. Visible for redeterminations that initially had the Status Change page launched from the Actions panel.

Buttons: Insert Conditionally enabled button that will insert a pending Redetermination row. Once a new row is inserted and saved, the Insert button will be disabled and only enabled once the Redetermination is completed. If the Initial Determination is Ineligible or a Redetermination is Ineligible, the Insert button will remain disabled. If the Ineligible Redetermination is subsequently voided, the Insert button becomes enabled. If a pending Redetermination is voided because of the placement being ended as made in error, the Insert button will be enabled if the most recent Redetermination or Initial Determination was completed and not Ineligible. Additionally, the Insert button is disabled once the associated Removal Episode is discharged. The insert


button becomes enabled again if the discharged Removal is overridden and re-opened. Lastly, the Episode End Date on the IV-E Eligibility record is removed by the system if the Removal discharge is overridden and if any changes are made to a Placement Change.

Fields: Question 1 ‘Is the child under age 18? If No, Ineligible.’ System derived as ‘Yes’ if child’s age is less than 18 at the time of the Effective Date; system derived as ‘No’ if child’s age is greater than or equal to 18 as of the ‘Effective From’ date; required.

Question 3 ‘Does the Court Order indicate the Department has placement and care responsibility for the child? If No, Eligible Non-Reimbursable.’ User selected radio button with the options of ‘Yes’ or ‘No’.

Select Legal Document Conditionally displayed hyperlink that only displays on the screen if the answer to Question 3C on the Initial Determination is No and Question 3 on the Redetermination is Yes.; Otherwise, this hyperlink will not display. A legal document must be linked in order to refer the redetermination to the supervisor; If a user does not link a legal document and attempts to refer to the supervisor, they will receive a validation message that a Legal Document must be linked for Question 3. Upon selecting the hyperlink, the Select Legal Document pop-up page displays the Legal Documents across ALL FSFN cases that are associated with the child for whom the eligibility is being documented; once a legal document is selected and the user clicks Continue from the Select Legal Document pop-up, the Select Legal Document hyperlink will no longer display. If a legal document is later de-linked by selected the De-Link Legal Document hyperlink, the Select Legal Document hyperlink will display once again.

Legal Document Name Conditionally displayed hyperlink that only displays on the screen if a Legal Document is linked using the Select Legal Document hyperlink; Otherwise, this hyperlink is not displayed; Upon selecting the hyperlink, the appropriate Legal Documentation page displays; This hyperlink will continue to display even after the Redetermination is complete; The hyperlink name is displayed as the Document Name that is


selected on the associated Legal Documentation page (i.e. Custody and Placement – Motion and Order; Shelter Order/ Order to Take into Custody, etc.). If the legal document is later de-linked by selecting the De-Link Legal Document hyperlink, then the Legal Document Name hyperlink will no longer display.

De-Link Legal Document Conditionally displayed hyperlink that only displays on the screen if a Legal Document has been linked using the Select Legal Document hyperlink; Otherwise this hyperlink is not displayed; Once the Redetermination is referred to the supervisor, this hyperlink will no longer display; If the supervisor refers the Redetermination back to the Eligibility Specialist, this hyperlink will display once again; Upon selecting the De-Link Legal Document hyperlink, a validation prompt will display, asking the user if he/she is sure they want to de-link the associated Legal Document.

Question 4 ‘Is there a court order or Official Court Transcript containing a finding that reasonable efforts to finalize permanency plan (REFPP) within the first 12 months from the child's removal and every 12 months from the Latest REFPP finding? If No, Eligible, Not Reimbursable.’ User selected radio button with the options of ‘Yes’, ‘No’ and N/A. NOTE: N/A is used when 12 months has not elapsed.

Date The Date field is conditionally enabled and required if ‘Yes’ is selected to Question 4. If it is the first Redetermination where Question 4 = Yes, then the date must be within 13 months of the Removal Begin Date or the Prior Redetermination where Question 4 = No must exist. If there is a prior Redetermination where Question 4= Yes and the date field does not exist, the date must be within 13 months of the Effective From date of the Redeterminations where Q4 is Yes, but no date field exists. If it is not the first Redetermination where Question 4 = Yes, the date must be within 13 months of the most recent date entered for Question 4 that was Yes or the prior Redetermination where Question 4 = No must


exist after the last Redetermination where Question 4 = Yes.

Select Legal Document Conditionally displayed hyperlink that only displays on the screen if the answer to Question 4 = Yes; Otherwise, this hyperlink will not display; A legal document must be linked in order to refer the redetermination to the supervisor; If a user does not link a legal document and attempts to refer to the supervisor, they will receive a validation message that a Legal Document must be linked for Question 4. Upon selecting the hyperlink, the Select Legal Document pop-up page displays the Legal Documents across ALL FSFN cases that are associated with the child for whom the eligibility is being documented; once a Legal Document is selected and the user clicks Continue from the Select Legal Document pop-up, the Select Legal Document hyperlink will no longer display. If a legal document is later de-linked by selecting the De-Link Legal Document hyperlink, then the Select Legal Document hyperlink will display once again.

Legal Document Name Conditionally displayed hyperlink that only displays on the screen if a Legal Document is linked using the Select Legal Document hyperlink; Otherwise, this hyperlink is not displayed; Upon selecting the hyperlink, the appropriate Legal Documentation page displays; This hyperlink will continue to display even after the Redetermination is complete; The hyperlink name is displayed as the Document Name that is selected on the associated Legal Documentation page (i.e. Custody and Placement – Motion and Order; Shelter Order/ Order to Take into Custody, etc.). If the legal document is later de-linked by selecting the De-Link Legal Document hyperlink, then the Legal Document Name hyperlink will no longer display.

De-Link Legal Document Conditionally displayed hyperlink that only displays on the screen if a Legal Document has been linked using the Select Legal Document hyperlink; Otherwise this hyperlink is not displayed; Once the Redetermination is referred to the supervisor, this hyperlink will no longer display; If the supervisor refers the Redetermination back to the Eligibility Specialist, this hyperlink will display once again; Upon selecting the De-Link Legal Document hyperlink, a validation prompt will display, asking the


user if he/she is sure they want to de-link the associated Legal Document.

Question 5 ‘As of the Redetermination Effective Date, is the child receiving SSI? If Yes, Eligible, Non Reimbursable.’ System derived as ‘Yes’ if the child has Assets & Employment with Unearned Income with a Type of "Supplemental Security Income (SSI)"; otherwise, no.

SSI Begin Date The date the child began receiving SSI benefits. System derived based on the following: if the participant has an Assets & Employment record with Unearned Income of "Supplemental Security Income (SSI)", then populates with the Effective Date; otherwise null; disabled and grayed out.


This group table lists all placements in the current removal episode for the child based on the IV-E Effective From date while the Title IV-E is pending; does not include placements ended for reason “Made in Error”; Placements added through Placement Correction will also display if the Title IV-E is Pending





Licensed System derived checkbox to show whether the placement provider’s license is applicable to provide services for the child and shows the status. System pre-fills the license status from the Provider License page based on if the Provider has an active license for the specific Service Type the child is placed in as of the Effective Date; otherwise not checked. Not user editable.

License Effective The most current date of a valid Provider’s License; system derived from the Provider License page.

License End The date the Provider’s current license has/will expire; system derived from the Provider License page.


Expando: Eligibility Notes Fields: Eligibility Notes User entered text narrative field. 1000-character limit.

User editable until the redetermination is completed; not required; no default




The Redetermination will remain in Pending status until all questions on the tab have an answer and will refresh each time the page is launched while the Redetermination is Pending.

If an Effective Date is entered that is prior to the IV-E Removal Date, upon attempting to save the following validation message displays:

Effective From Date cannot be before the Title IV-E Foster Care Removal Date.

If an Effective Date is entered that is prior to the Effective Date of the Initial Determination, the following validation message displays:

The Effective Date of the Redetermination cannot be prior to the Effective Date of the Initial Determination.

Upon selecting the Select Legal Document hyperlink, the Select Legal Document pop-up page is displayed. Once a Legal Document has been selected on the Select Legal Document pop-up page and the user returns to the IV-E Foster Care Eligibility page by clicking the Continue button on the Select Legal Document pop-up page, the IV-E Foster Care Eligibility page will automatically refresh and the Select Legal Document hyperlink will no longer display, the <Legal Document Name> hyperlink will now display, and the De-Link Legal Document hyperlink will now display.

If the user closes the Select Legal Document pop-up page by clicking the Close button, upon returning to the IV-E Foster Care Eligibility page, a Legal Document will NOT be linked, and the Select Legal Document hyperlink will continue to be the only hyperlink displayed in association with Question 4, whichever is applicable.

If the user accessing the IV-E Foster Care Eligibility page does not have “update” security for the Select Legal Document pop-up page, the standard security message will be displayed indicating that the user does not have the appropriate security for this function.

Upon selecting the <Legal Document Name> hyperlink, the associated Legal Documentation page will display in view only mode and the user will be able to access any attached imaging pages through the View Attached Images hyperlink or access the associated Text Template.

If the user accessing the Redeterminations tab of the IV-E Foster Care Eligibility page does not have the security to view the Legal Documentation page, upon clicking the <Legal Document Name> hyperlink the standard security message will be displayed indicating the user doesn’t have the security to view the page.

Upon selecting the De-Link Legal Document hyperlink, if displayed based on the identified logic in Footnote 6, the following validation prompt is displayed:

Are you sure you wish to de-link the associated Legal Document? <Yes><No>

Upon selecting Yes, the IV-E Foster Care Eligibility page will automatically refresh and the <Legal Document Name> hyperlink will no longer be displayed, the De-Link Legal Document hyperlink will no longer be displayed, and the Select Legal Document hyperlink will display once again for the user to link the appropriate Legal Document.

Upon selecting No the user will be returned to the IV-E Foster Care Eligibility page and the <Legal Document Name> hyperlink will continue to display; the De-Link Legal Document hyperlink will continue to display, and the Select Legal Document hyperlink will continue to NOT display.

Once the Redetermination is referred to the supervisor, the only hyperlink that will display is the <Legal Document Name> hyperlink. If the supervisor reviewing the determination determines that the associated Legal Document needs to be de-linked, the Redetermination must be returned to the Eligibility Specialist and then the De-Link Legal Document hyperlink will display once again.

Once the Redetermination is complete, the only hyperlink that will display is the <Legal Document Name> hyperlink.

If Question 4 is Yes and the user attempts to save without entering a date, the following validation message displays:

Please complete all required fields prior to saving the page.

The date field on the Redetermination tab next to Question 4 is conditionally enabled and required if ‘Yes’ is selected. This date must meet the following logic:

If ‘No’ is selected for any Redetermination, meaning that there is no court order nor an Official Court Transcript containing a REFPP finding, then no date validation is required. The date field will be disabled.

If ‘Yes’ is selected and it is the first Redetermination where there is a court order or an Official Court Transcript containing an REFPP finding, then the date must be within 13 months of the IV-E Rmvl Date. If the date is greater than 13 months from the IV-E Rmvl Date, the following validation message displays:

The response to Question 4 indicates a potential gap in Reimbursability. Please update responses.

If prior Redetermination does not have the date field for Question 4, it uses the Effective From date. If ‘Yes’ is selected and it is not the first Redetermination where there is a court order or an Official Court Transcript containing an REFPP finding, then the date must be within 13 months of the Effective From date documented on Question 4, of the last ‘Yes’ Redetermination where there was an REFPP finding. If the date is greater than 13 months from the Effective From date, the following validation message displays

“The response to Question 4 indicates a potential gap in Reimbursability. Please update responses.”

Upon selecting the Refer/ Return to Supervisor hyperlink, if Yes is selected for Question 4 the system will validate that a Legal Document has been linked. If a Legal Document has not been linked the following validation message is displayed:

A Legal Document must be linked in relation to Question 4. Please make the necessary updates. <Close>

If Question 4 on the Initial Determination is Yes and the child is Eligible and Not Reimbursable, and the date is not in the same month and year as the Removal Begin Date, upon competition of the Initial Determination, FSFN will automatically create a Redetermination row and will automatically be completed by FSFN. For more information see Section 2.7.


Upon completion of the Initial Eligibility, when a child moves from a licensed to a non-licensed placement or from a non-licensed to a licensed placement within the removal episode and that placement was approved, a Redetermination row will be auto-generated. FSFN will flag the row as "autogenerated" in the database. The approval process must occur before the Redetermination row is autogenerated. It will not autogenerate if the placement was submitted for approval. The Effective Date of the autogenerated Redetermination will equal the Placement Begin Date of new placement. There are two instances where no auto Redetermination row should be created: o In scenarios when the License closes due to a new address. The provider is still licensed;

however, the license needs to be associated with the new address; and o If the most recent Eligibility Redetermination is INELIGIBLE (completed) and is NOT

VOIDED.

If the child is initially placed in a licensed Placement and determined Eligible, Reimbursable for the Initial Determination, but upon doing a Redetermination the child’s placement has changed and is currently in a non-licensed Placement upon documenting the Redetermination, FSFN must make the child Non-Reimbursable if determined Eligible regardless if based on the answers to the questions the child is Eligible and Reimbursable. The same logic applies vice versa in the event the child is initially Eligible and Non-Reimbursable because of being in a non-licensed Placement, but upon documenting the Redetermination the child is currently in a licensed Placement. The child would then be Eligible, Reimbursable for the Redetermination, if the questions answered result in Eligible and Reimbursable.

o NOTE: Current functionality is such that when Title IV-E Foster Care Eligibility is created because of a Private Adoption, the Eligibility Determination is based solely on the responses to the questions on the Initial Determination and Redeterminations tabs and the Private Adoption page does not make the child Non-Reimbursable. Therefore, if the child is Eligible and Reimbursable based on the responses, the child will be Eligibility and Reimbursable still, even if created because of Private Adoption.

If a placement change results in a Redetermination that is later Made in Error, FSFN will only void the Redetermination row that was generated as a result of the placement change made in error. Other Redetermination rows will not be voided.

For Redeterminations autogenerated by placement changes (from a licensed to an unlicensed placement or an unlicensed placement to a licensed placement), the questions will auto populate as follows:

o Question 1 – Child’s age as of Effective From date.

o Question 3 –Yes or No based on selection of previous Redetermination

o Question 4 – Yes, No, or N/A based on selection of previous Redetermination


o Question 5 – Maintain system logic.

When FSFN autogenerates a new Redetermination from a placement:

If a previous non-voided Redetermination exists, then Question 3 from the previous Redetermination row will copy to Question 3 of the new Redetermination row. Otherwise, it will copy from Question 3C on the Initial Determination tab.

N/A will be selected for Question 4 on the autogenerated Redetermination when:

Question 4 on the previous Redetermination is N/A;

Question 4 date is not in the same month/year on the Initial Determination tab and it is Eligible, Non-Reimbursable;

The placement moves from a non-licensed to licensed placement, regardless of whether or not a previous Redetermination exists.

Yes will be selected for Question 4 on all autogenerated Redeterminations when there is a previous Redetermination where Question 4 = Yes.

No will be selected for Question 4 on the autogenerated Redetermination when there is a previous Redetermination where Question 4 = No.

Court Ordered Redetermination statuses:

An Eligible, Reimbursable Determination status is obtained if the child meets the following criteria:

Questions 1 and 3 = Yes;

Question 4 = Yes or N/A;

Question 5 = No AND

The provider is licensed for service at the time of placement “as of " the Effective Date;

An Eligible, Non-Reimbursable Determination status is obtained if the child meets the following criteria:

Question 1 = Yes AND;

Question 3 = No OR

Question 4 = No OR;

Question 5 = Yes; OR

The provider is not licensed for service at the time of placement “as of " the Effective Date;

If the License is "on hold" as of the Effective Date of the Redetermination FSFN will still treat it as reimbursable with all other questions considered.


When determining the Eligibility of the child once all the questions on the Redeterminations tab are answered, if the child is determined to be Eligible, regardless if based on the answers to all the

questions the child is Eligible and Reimbursable. If the Placement in which the child is currently placed is not “Licensed”, the child will be Eligible, Not Reimbursable.

Determining if the child is placed in a “Licensed” placement or not is based on the Provider with whom the child is placed AND looking at the Service Type and whether that Provider has a “License” for that specific Service Type that is “active” as of the Effective Date of the determination. This information is also contained in the Placements in Current Removal Episode group box. If the Provider is Licensed, the Licensed checkbox will be selected.

Upon clicking the Submit Void hyperlink, the following validation prompt is displayed:

This will Submit for Voiding out the Eligibility Redetermination and all Eligibility Redetermination records made after the Effective Date. Are you sure you want to continue? <Yes><No>

Upon selecting “Yes”, the Void Determination hyperlink displays.

Upon selecting “No”, the user remains on the page and the Submit Void hyperlink displays

Upon clicking the Void Determination hyperlink, the following validation prompt is displayed:

This will void out the Eligibility Redetermination and all Eligibility Redetermination records created after the Effective Date. Are you sure you want to continue? <Yes><No>

Upon selecting “Yes”, the void process is complete and Voided displays instead of a hyperlink

Upon selecting “No”, the user remains on the page and the Void Determination hyperlink displays.

For a young adult to appear on the Create Young Adult Selection pop-up page, they cannot have a “Pending” Title IV-E Foster Care Eligibility Determination (Initial or Redetermination).

When the “Refer/Return to Supervisor” hyperlink is selected, the system will compare the user’s Worker ID to the Worker ID of the person selected to route for approval. If these Worker IDs match, the following validation message displays:



Save Processing is initiated by clicking on the Save command button. Save processing is also initiated when selecting the Close button, and then answering ‘Yes’ when the system asks the user if they would like to ‘Save changes before closing the page.’

The ‘Effective From’ date is the only field required to initially save the page. Based on the responses for the questions on the ‘Redeterminations’ tab, various fields may also be required. If any of these fields are null, the user will receive an error validation stating, ‘Please enter data in the fields which are highlighted - <field name>’ upon attempting to submit the Redetermination for supervisor review.

If the ‘Effective From’ date value is prior to the ‘IV-E Removal Date’ on save processing, the user will receive an error message stating, ‘Effective from Date cannot be before the Title IV- E Foster Care Removal Date.’



If the ‘Effective From’ date value is less than the Effective Date of the Initial Determination, the user will receive an error validation stating, ‘The Effective Date of the Redetermination cannot be prior to the Effective Date of the Initial Determination’.

If the redetermination is not completed, all placements that are marked ‘Applicable’ are saved in the EPISODE.fl_applic field.

If Complete Redetermination action is selected by the supervisor and successfully processed, the following processes occur:

The Date Completed field (ELIG_REDET.dt_sys_cmplt) is filled with the current system date and is not linked to the entry date.

The Complete column is entered with ‘Yes’ (ELIG_REDET.fl_complt). The questions on the ‘Redeterminations’ tab are disabled for the redetermination instance.

The current worker ID is saved to the field ELIG_REDET.id_st_apprval.

The timestamp is saved to the field ELIG_REDET.dt_cmplt.

Reasons for status change are saved in ELIG_STATUS_CHANGE table and are not editable.

2.5.5 Security




2.5.6 CRUD Matrix

Table C R U D

ELIG_REDET X X X

EPISODE X

PROVIDER_ORG X

ELIG_EPISODE X X X

ELIG_STATUS_CHANGE X X X


2.6 Tab – Redeterminations (Voluntary)

2.6.1 Tab Overview The Redeterminations tab displays the history of all Title IV-E Eligibility Redeterminations for the child’s removal episode. Until a Redetermination row is inserted, the questions on the tab are disabled and grayed out. A pending Redetermination record is created by auto generation or by clicking the Insert button, entering the Effective Date, and saving. The Eligibility Specialists can manually insert rows anywhere in the table on the Redeterminations tab under the following logic:



when a Redetermination row is inserted and saved. Once a Redetermination row is inserted and saved, the Insert button is disabled and will be enabled again after the Redetermination is completed. If the Initial Determination is Ineligible or a Redetermination is Ineligible, the Insert button will remain disabled and grayed out. The Redetermination will refresh each time the page is launched while in pending. The first group box displays the determinations in reverse chronological order with corresponding radio buttons for selection and viewing. The group box includes a repeating table containing the following:


Eligibility Determination, Effective From, Entry Date, Completed, Date Completed, Void Redetermination, Void Date, Status Change, and an Insert button. Below the group box are eligibility redetermination questions with a Placements in Current Removal Episode repeating table inside a group box that contains the following: From, To, Placement Name, Reimbursable, Licensed, Licensed Effective, Licensed End, and Service Type. Finally, there is an Eligibility Notes expando that displays a text narrative field once expanded. To review the answers to a specific set of redetermination questions, the worker selects the appropriate radio button to the left of the redetermination record in the top group box. The question and associated answers will pre-fill in the bottom group box. All completed redetermination records will be in view only mode. This same functionality works when the Eligibility Specialist searches for a case as well. If the worker performs a search for a case and accesses the Title IV-E within that search, they can select the radio button for any of the listed Redeterminations and display its information. It is possible to select and display each Redeterminations row one at a time from Search. The pending redetermination on the ‘Redeterminations’ tab will be editable only by Eligibility Specialists based on their security profile. Access to this tab will also be available for all other workers who have assignments to the case in view only mode, based on their security profile, through the desktop within the Eligibility tab under the associated case. Once the Redetermination is completed, the associated Placements in Current Removal Episode table and related fields will freeze and no longer update. If the page is returned from the Eligibility Supervisor without approval, the table will become unfrozen again. 2.6.2 Tab Information Group Box: Eligibility Information Fields: Eligibility Determination System-derived radio buttons with four selections:

Eligible and Reimbursable; Eligible, Not Reimbursable; Ineligible, and Pending; not user editable; defaults to ‘Pending’. The Eligibility Status that is determined in FSFN will be the Eligibility Status and once the “Complete Redetermination” process has been completed, the fields associated with that specific Redetermination when its associated radio button is selected, becomes frozen and no longer user modifiable; AFCARS value.

Effective From Begin Date from which the eligibility status is effective; system defaulted from the placement begin date of the first placement; user editable; required.


Completed? Indicates that the eligibility redetermination is


complete, and information cannot be modified; system derived to ‘Yes’ if the Complete Redetermination action has been selected and processed; not user editable; defaults to blank. (OCA Reimbursement Allocation batch will only look at completed determinations. See FM04 Reimbursement and Claiming for Details).



Conditionally displayed hyperlink in association with the specific Redetermination row that displays once the Redetermination is completed. Upon clicking the Submit Void hyperlink, a prompt displays indicating that submitting the void will void the redetermination and all redetermination records after the effective date with a Yes/No selection. Once Yes is selected on the prompt, the hyperlink displays as Void Determination. Clicking the Void Determination hyperlink displays a similar prompt with a Yes/No selection. Both the Submit Void and the Void Determination steps must be completed before the Redetermination is successfully voided.



Buttons: Insert Conditionally enabled button that will insert a pending Redetermination row. Once a new row is inserted and saved, the Insert button will be disabled and only enabled once the Redetermination is completed. If the Initial Determination is Ineligible or a Redetermination is Ineligible, the Insert button will remain disabled. If the Ineligible Redetermination is subsequently voided, the Insert button becomes enabled. If a pending Redetermination is voided because of the placement being ended as made in error, the Insert button will be enabled if the most recent


Redetermination or Initial Determination was completed and not Ineligible. Additionally, the Insert button is disabled once the associated Removal Episode is discharged. The insert button becomes enabled again if the discharged Removal is overridden and re-opened. Lastly, the Episode End Date on the IV-E Eligibility record is removed by the system if the Removal discharge is overridden and if any changes are made to a Placement Change.

Fields: Question 1 ‘Is the child under age 18? If Yes, go to question 2. If No, Ineligible.’ System derived as ‘Yes’ if child’s age is less than 18 as of the ‘Effective From’ date and ‘No’ if child’s age is greater than or equal to 18 as of the ‘Effective From’ date; required.

Question 2 ‘For the Voluntary removal, was a judicial finding made within 180 days of signing the VPA that it is in the child’s best interest to remain in out of home care?.’ ‘Yes,’ ‘No,’ and ‘Pending Judicial Finding’ user selected radio buttons. N/A radio button is system derived. If "Yes" is selected, the Date field is enabled and required the select legal document hyperlink is


If "No" is selected and the child has been in Out of Home care for more than 180 days, the child is Ineligible, and the date field is disabled and grayed out and the select legal document hyperlink does not display. If N/A is system derived, the background processing is the same as Yes, meaning N/A would NOT make the Young Adult ineligible. If “Pending Judicial Finding” is selected, the Eligibility Determination can be

completed the Date and Legal Document are not required the Select Legal Document hyperlink will

NOT display. If the Eligibility Determination is completed with Pending Judicial Finding selected, then the Yes


radio button and the Date field will be disabled. If “Yes” or “Pending Judicial Finding” is selected, all other questions considered, the child will be Eligible and Reimbursable. If the Redetermination is manually inserted and Question 5B on the Initial Determination was ‘Yes’ or Question 2 on the previous Redetermination was ‘Yes’, this question is system derived as ‘N/A’ and will be disabled, grayed out, and not user modifiable. This question will dynamically display ONLY if the "Manner of removal was" is "Voluntary".

Date Displayed to the right of the Yes button. MM/DD/YYYY format. Conditionally enabled and required if Yes is selected; After entering the Date, in order to save, the user must also select the applicable Legal Document. If no Date is entered and the Redetermination is completed as Ineligible, the Date is disabled and grayed out.

Select Legal Document Conditionally displayed hyperlink next to the Pending Judicial Finding radio button that only displays if Yes is selected. Otherwise, if a response is either No or Pending Judicial Finding, this hyperlink will not display. Upon selecting the hyperlink, the Select Legal Document pop-up page displays the Legal Documents across ALL FSFN cases that are associated with the child for whom the eligibility is being documented; once a Legal Document is selected and the user clicks Continue from the Select Legal Document pop-up, the Select Legal Document hyperlink will no longer display. If a legal document is later de-linked by selecting the De-Link Legal Document hyperlink, then the Select Legal Document hyperlink will display once again. After entering the Date, in order to save, the user must select the applicable Legal Document. If no Date is entered and the Redetermination is created as Ineligible, the hyperlink no longer displays.

Legal Document Name Conditionally displayed hyperlink that only displays on the screen if a Legal Document is linked using the Select Legal Document hyperlink; Otherwise, this hyperlink is not displayed; Upon


selecting the hyperlink, the appropriate Legal Documentation page displays; This hyperlink will continue to display even after the Redetermination is complete; The hyperlink name is displayed as the Document Name that is selected on the associated Legal Documentation page (i.e. Custody and Placement – Motion and Order; Shelter Order/ Order to Take into Custody, etc.). If the legal document is later de-linked by selecting the De-Link Legal Document hyperlink, then the Legal Document Name hyperlink will no longer display.


Question 4 ‘As of the Redetermination Effective Date, is the child receiving SSI? If Yes, Eligible, Non-Reimbursable.’ System derived based on if the child has Assets & Employment with Unearned Income with a Type of "Supplemental Security Income (SSI)"; otherwise, no

SSI Begin Date The date the child began receiving SSI benefits. Conditionally enabled; System derived based on the following: if the participant has an Assets & Employment record with Unearned Income of "Supplemental Security Income (SSI)", then populates with the Effective Date; otherwise null; disabled and grayed out.

Placements in Current

Removal Episode This table lists all placements in the current removal episode for the child based on the IV-E Effective From date while the Title IV-E is Pending; does not include placements ended for reason “Made in Error”; Placements added through Placement Correction will also display if the Title IV-E is Pending

From The beginning date of the placement. System derived from the placement begin date value on the


Out of Home Placement page; not user editable. To The end date of the placement. System derived

from the placement end date value on the Out of Home Placement page; not user editable.


Reimbursable System derived check box to show whether the placement is reimbursable or not. System derived based on the Provider having an active license for the specific Service Type as of the Effective Date; otherwise not checked. Not user editable. If the Provider no longer has an active license but the Placement has not changed, the status will show as Non-Reimbursable.

Licensed System derived check box to show whether the placement provider’s license is applicable to provide services for the child and shows the status. System pre-fills the license status from the Provider License page based on if the Provider has an active license for the specific Service Type as of the Effective Date; otherwise not checked. Not user editable.

License Effective The most current date of a valid Provider’s License, system derived from the Provider License page.

License End The date the Providers current license has/will expire; system derived from the Provider License page.


Expando: Eligibility Notes Fields: Eligibility Notes User entered text narrative field. 1000-character

limit. User editable until the redetermination is completed; not required; no default.




The Redetermination will refresh each time the page is launched while in Pending.



For Question 2, the date entered should be equal to or less than 180 days after the Date of VPA. If the date entered is greater than 180 days, the following validation prompt displays:

The response to Question 2 is not within 180 days of the VPA Date. Please enter a valid date prior to saving the page.

Upon selecting the Refer/ Return to Supervisor hyperlink, if Yes is selected, the system will validate that a Legal Document has been linked. The following validation message will display if a Legal Document is not linked:

A Legal Document must be linked in relation to Question 2. Please make the necessary updates <Close>

Placements in Current Removal Episode: If documenting the IV-E FC Eligibility page and it is flagged as EFC OR it is an under 18 regular IV-E FC Redetermination, the Reimbursable flag is checked automatically IF the Service Category of the current placement is Independent Living AND the Placement Setting is Supervised Independent Living.


Upon completion of the Initial Eligibility, when a child moves from a licensed to a non-licensed placement or from a non-licensed to a licensed placement within the removal episode and that placement was approved, a Redetermination row will be auto-generated. FSFN will flag the row as "autogenerated" in the database. The approval process must occur before the Redetermination row is autogenerated. It will not autogenerate if the placement was submitted for approval. The Effective Date of the autogenerated Redetermination will equal the Placement Begin Date of new placement. There are two instances where no auto Redetermination row should be created:

o In scenarios when the License closes due to a new address. The provider is still licensed; however, the license needs to be associated with the new address; and

o If the most recent Eligibility Redetermination is INELIGIBLE (completed) and is NOT VOIDED.

If a placement change results in a Redetermination that is later Made in Error, FSFN will only void the Redetermination row that was generated as a result of the placement change made in error. Other Redetermination rows will not be voided.

When determining the Eligibility of the child once all the questions on the Redeterminations tab are answered, if the child is determined to be Eligible, regardless if based on the answers to all the questions the child is Eligible and Reimbursable, if the Placement in which the child is currently placed is not “Licensed”, the child will be Eligible, Not Reimbursable

Determining if the child is placed in a “Licensed” placement or not is based on the Provider with whom the child is placed AND looking at the Service Type and whether that Provider has a “License” for that specific Service Type that is “active” as of the Effective Date of the determination. This information is also contained in the Placements in Current Removal Episode group box. If the Provider is Licensed, the Licensed checkbox will be selected.

When the Title IV-E Foster Care Eligibility is created as a result of a Private Adoption, the Eligibility Determination is based solely on the responses to the questions on the


Initial Determination and Redeterminations tabs and the Private Adoption page does not make the child Non-Reimbursable. This is NOT changing. Therefore, if the child is Eligibility and Reimbursable based on the responses, the child will be Eligible and Reimbursable still, even if created as a result of Private Adoption.

Voluntary Redetermination statuses:

An Eligible, Reimbursable Determination status is obtained if the child meets the following criteria:

Question 1 = Yes;

Question 2 = Yes, Pending Judicial Finding or N/A;

Question 4 = No AND

The provider is licensed for service at the time of placement "as of" the Effective Date;

An Eligible, Non-Reimbursable Determination status is obtained if the child meets the following criteria:

Question 1 = Yes;



Provider is not licensed for service at the time of placement “as of " the Effective Date;










Upon selecting “No”, the user remains on the page and the Void Determination hyperlink displays

If a completed Initial Determination has Question 5B answered as Pending Judicial Finding and a completed Redetermination does not have Question 2 answered as yes, a daily batch running at 6AM EST will autogenerate an Ineligible Redetermination row on the 181st day from the VPA date. FSFN will then autocomplete this row as follows:


o Question 2 – No


For Redeterminations autogenerated by placement changes, the questions will auto populate as follows:


o Question 2 – Depending on which is present or more recent, will be prefilled as N/A if Question 5B on the Initial Determination is Yes, or Question 2 on the most recent Redetermination is either Yes or N/A. It will be prefilled as Pending Judicial Finding if either Question 5B on the Initial Determination or Question 2 on the most recent Redetermination is Pending Judicial Finding.



o You cannot approve your own work.



The ‘Effective From’ date is the only field required to initially save the page. Based on the responses for the questions on the ‘Redeterminations’ tab, various fields may also be required. If any of these fields are null, the user will receive an error validation stating, ‘Please enter data in the fields which are highlighted - <field name>’ upon attempting to submit the Redetermination for supervisor review.




If the redetermination is not completed, all placements that are marked ‘Applicable’ are saved in


the EPISODE.fl_applic field.



The Complete column is entered with ‘Yes’ (ELIG_REDET.fl_complt). The questions on the ‘Redeterminations’ tab is disabled for the redetermination instance.




2.6.5 CRUD Matrix

Table C R U D

ELIG_REDET X X X

EPISODE X

PROVIDER_ORG X

ELIG_EPISODE X X X



2.7 Tab – Redeterminations (Auto-generated and Completed by Question 4)

2.7.1 Tab Overview FSFN automatically creates and completes a Redetermination row based on the following scenarios:

A new row will be automatically created based off answers on a Court Ordered Initial Determination. If Question 4 on the Initial Determination is Yes and the child is Eligible and Not Reimbursable and the date is not in the same month and year as the Removal Begin Date, upon competition of the Initial Determination, FSFN will automatically create a Redetermination row and it will automatically be completed by FSFN.

A new row will be automatically created if another Redetermination has not been completed at the 14th month from the initial Effective From date or the most recent Redetermination Question 4 Date. The Effective Date of the auto-generated row will be equal to the 1st day of the 13th month, and Question 4 on the Initial Determination tab will be 'No'.

A Redetermination will not be autogenerated, however, if the most recent Eligibility Redetermination is completed as Ineligible and not voided.


2.7.2 Tab Information Group Box: Eligibility Information Fields: Eligibility Determination System-derived radio buttons with four selections:

Eligible and Reimbursable; Eligible, Not Reimbursable; Ineligible, and Pending; not user editable; The Eligibility Status that is determined in FSFN will be the Eligibility Status and once the “Complete Redetermination” process has been completed by FSFN, the fields associated with that specific Redetermination, when its associated radio button is selected, becomes frozen and no longer user modifiable; AFCARS value.

Effective From Defaults to the 1st of the month based on the month documented in the date field for Question 4 on the Initial Determination or defaults to the 1st date of the 13th month.

Entry Date The system date when the eligibility information is generated and completed by FSFN; not user editable; required.

Completed? Indicates that the eligibility redetermination is complete, and information cannot be modified; System derived to ‘Yes’ when the Complete Redetermination action has been processed by FSFN; not user editable; (OCA Reimbursement Allocation batch will only look at completed determinations. See FM04 Reimbursement and Claiming for Details).

Date Completed The system date when the Redetermination is auto-completed by FSFN; system derived from system date when ‘Complete Redetermination’ action is processed by FSFN.



Void Date The system date when the Redetermination is voided; system derived from the system date when ‘Void Redetermination’ is selected; Populates with the applicable date when one or more Redetermination


records are successfully voided; not user editable; defaults to 00/00/0000.


Buttons: Insert Conditionally enabled button that will insert a pending Redetermination row. Once a new row is inserted and saved, the Insert button will be disabled and only enabled once the Redetermination is completed. If the Initial Determination is Ineligible or a Redetermination is Ineligible, the Insert button will remain disabled. If the Ineligible Redetermination is subsequently voided, the Insert button becomes enabled. If a pending Redetermination is voided because of the placement being ended as made in error, the Insert button will be enabled if the most recent Redetermination or Initial Determination was completed and not Ineligible. Additionally, the Insert button is disabled once the associated Removal Episode is discharged. The insert button becomes enabled again if the discharged Removal is overridden and re-opened. Lastly, the Episode End Date on the IV-E Eligibility record is removed by the system if the Removal discharge is overridden and if any changes are made to a Placement Change.

Fields: Question 1 ‘Is the child under age 18? If No, Ineligible.’ System derived based on the child’s age at the Effective From Date; defaults to ‘Yes’ if child’s age is less than 18 at the time of the redetermination; defaults to ‘No’ if child’s age is greater than or equal to 18 as of the ‘Effective From’ date; required.

NOTE: Question 2 does not exist on the Redeterminations (Court Ordered) page. Question 2 only displays on the Redeterminations (Voluntary) page.

Question 3 ‘Does the Court Order indicate the Department has placement and care responsibility for the child? If No, Eligible, Non-Reimbursable.’ ‘Yes’ or ‘No’ will populate based off of the answer to Question 3C on the Initial Determination. If a Redetermination exists, the answer will copy from the most current Redetermination.


Question 4 ‘Is there a court order or Official Court Transcript containing a finding that reasonable efforts to finalize permanency plan (REPP) within the first 12 months from the child's removal and every 12 months from the Latest REPP finding? If No, Eligible, Not Reimbursable.’ Radio button defaults to N/A if the Redetermination is auto-generated and completed.

Date Date field is disabled and grayed out when the Redetermination has been auto-generated and completed.

Question 5 ‘As of the Redetermination Effective Date, is the child receiving SSI? If Yes, Eligible, Non-Reimbursable.’ System derived based on if the child has Assets & Employment with Unearned Income with a Type of "Supplemental Security Income (SSI)"; otherwise, no

SSI Begin Date The date the child began receiving SSI benefits. System derived based on the following: if the participant has an Assets & Employment record with Unearned Income of "Supplemental Security Income (SSI)", then populates with the Effective Date; otherwise null; disabled and grayed out.


This group table lists all placements in the current removal episode for the child based on the IV-E Effective From date; does not include placements ended for reason “Made in Error”; Placements added through Placement Correction will also display if made before the Redetermination is auto-generated and completed by FSFN.





Licensed System derived checkbox to show whether the


placement provider’s license is applicable to provide services for the child and shows the status. System pre-fills the license status from the Provider License page based on if the Provider has an active license for the specific Service Type the child is placed in as of the Effective Date; otherwise not checked. Not user editable.

License Effective The most current date of a valid Provider’s License; system derived from the Provider License page.

License End The date the Provider’s current license has/will expire; system derived from the Provider License page.


Eligibility Notes Text narrative field that displays ‘Reasonable Efforts to Prevent Removal from home obtained’;




When determining the Eligibility of the child once all the questions on the Redeterminations tab are answered, if the child is determined to be Eligible, regardless if based on the answers to all the questions, the child is Eligible and Reimbursable unless No is selected for Question 3 or Question 4, which makes the child Eligible, Not Reimbursable. If the Placement in which the child is currently placed is not “Licensed”, the child will be Eligible, Not Reimbursable.

o Determining if the child is placed in a “Licensed” placement or not is based on the Provider with whom the child is placed AND looking at the Service Type and whether that Provider has a “License” for that specific Service Type that is “active” as of the Effective Date of the determination. This information is also contained in the Placements in Current Removal Episode group box. If the Provider is Licensed, the Licensed checkbox will be selected.

Current functionality is such that when Title IV-E Foster Care Eligibility is created as a result of a Private Adoption, the Eligibility Determination is based solely on the responses to the questions on the Initial Determination and Redeterminations tabs and the Private Adoption page does not make the child Non-Reimbursable. Therefore, if the child is Eligibility and Reimbursable based on the responses, the child will be Eligible and Reimbursable still, even if created as a result of Private Adoption.














When the Complete Redetermination action is successfully processed by FSFN, the following processes occur:


The Complete column is entered with ‘Yes’ (ELIG_REDET.fl_complt) and a pending redetermination record is created.

The questions on the ‘Redeterminations’ tab are disabled for the redetermination instance.




2.7.5 Security





2.7.6 CRUD Matrix

Table C R U D

ELIG_REDET X X X

EPISODE X

PROVIDER_ORG X

ELIG_EPISODE X X X



2.8 Tab – Redeterminations (18+ in Independent Living Placement)

2.8.1 Tab Overview The Redeterminations tab displays the history of all Title IV-E Eligibility Redeterminations for the Child/Young Adult’s removal episode. Until a Redetermination row is inserted, the questions on the tab are disabled and grayed out. A pending Redetermination record is created by clicking the Insert button, entering the Effective Date and saving. The Eligibility Specialists can manually insert rows anywhere in the table on the Redeterminations tab under the following logic:


If a Redetermination is Ineligible, there should not be an additional Redetermination.


The rows in the table will automatically sort newest to oldest by the Effective From date column when a Redetermination row is inserted and saved.

Once a Redetermination row is inserted and saved, the Insert button is disabled and will be enabled again after the Redetermination is completed. If the Initial Determination is Ineligible or a Redetermination is Ineligible, the Insert button will remain disabled and grayed out. The Redetermination will refresh each time the page is launched while in pending. When documenting the IV-E Foster Care Eligibility page and it is an under 18 regular IV-E Foster Care Redetermination, but the child is 18 years of age or older and the Service Category of the current placement is Independent Living and the Placement Setting is Supervised Independent Living, the Redetermination will be an EFC IV-E Redetermination. The Redetermination tab will display EFC based on comparing the Young Adult’s Date of Birth to the Effective Date of the Redetermination. The first group box displays the determinations in reverse chronological order with corresponding radio buttons for selection and viewing. The group box includes a repeating table containing the following: Eligibility Determination, Effective From, Entry Date, Completed, Date Completed, Void Redetermination, Void Date, Status Change, and an Insert button. Below the group box are eligibility redetermination questions with a Placements in Current Removal Episode repeating table inside a group box that contains the following: From, To, Placement Name, Reimbursable, Licensed, Licensed Effective, Licensed End, and Service Type. Finally, there is an Eligibility Notes expando that displays a text narrative field once expanded. To review the answers to a specific set of redetermination questions, the worker selects the appropriate radio button to the left of the redetermination record in the top group box. The question and associated answers will pre-fill in the bottom group box. All completed redetermination records will be in view only mode. Once the Redetermination is completed, the associated Placements in Current Removal Episode table and related fields will freeze and no longer update. If the page is returned from the Eligibility Supervisor without approval, the table will become unfrozen again. 2.8.2 Tab Information Group Box: Eligibility Information Fields: Eligibility Determination System-derived radio buttons with four selections:





Completed? Indicates that the eligibility redetermination is complete, and information cannot be modified; system derived to ‘Yes’ if the Complete Redetermination action has been selected and processed; not user editable; defaults to blank. (OCA Reimbursement Allocation batch will only look at completed determinations. See FM04 Reimbursement and Claiming for Details).

Date Completed The system date when the Redetermination is completed; system derived from system date when ‘Complete Determination’ is selected from the Actions panel; not user editable; defaults to 00/00/0000.





Buttons: Insert Conditionally enabled button that will insert a pending Redetermination row. Once a new row is inserted and saved, the Insert button will be disabled and only enabled once the Redetermination is completed. If the Initial Determination is Ineligible or a Redetermination is


Ineligible, the Insert button will remain disabled. If the Ineligible Redetermination is subsequently voided, the Insert button becomes enabled. If a pending Redetermination is voided because of the placement being ended as made in error, the Insert button will be enabled if the most recent Redetermination or Initial Determination was completed and not Ineligible. Additionally, the Insert button is disabled once the associated Removal Episode is discharged. The insert button becomes enabled again if the discharged Removal is overridden and re-opened. Lastly, the Episode End Date on the IV-E Eligibility record is removed by the system if the Removal discharge is overridden and if any changes are made to a Placement Change.

Fields: Question 1 ‘Is the Young Adult under the age of 21? If No, Ineligible.’ System derived; defaults to ‘Yes’ if Young Adult’s age is less than 21 at the Effective Date of the redetermination; defaults to ‘No’ if Young Adult’s age is greater than or equal to 21 as of the ‘Effective From’ date; required.

Question 3 ‘Does the Court Order indicate the Department has placement and care responsibility for the young adult? If No, Eligible, Non-Reimbursable.’ User selected radio button with the options of ‘Yes’ or ‘No’; required.

Question 4 ‘Is there a court order or Official Court Transcript containing a finding that reasonable efforts to finalize permanency plan (REFPP) within the first 12 months from the young adult's removal and every 12 months from the Latest REFPP finding? If No, Eligible, Not Reimbursable.’ User selected radio button with the options of ‘Yes’, ‘No’ and N/A; NOTE: N/A is used when 12 months has not elapsed.

Question 5 ‘As of the Redetermination Effective Date, is the Young Adult receiving SSI? If Yes, Eligible, Non Reimbursable.’ System derived based on if the Young Adult has Assets & Employment with Unearned Income with a Type of "Supplemental Security Income (SSI)"; otherwise, no.

SSI Begin Date The date the Young Adult began receiving SSI benefits. System derived based on the following: if the participant has an Assets & Employment record with Unearned Income of "Supplemental Security Income (SSI)", then populates with the Effective Date; otherwise null; disabled and grayed out.



This table lists all placements in the current removal episode for the Young Adult based on the IV-E Effective From date while the Title IV-E is Pending; placements ended for the reason ‘Made in Error’ are not displayed; placements added through Placement Correction will also display if the Title IV-E is Pending.




Reimbursable System derived check box to show whether the placement is reimbursable or not. System derived based on the Provider being licensed for the associated Service Type when Title IV-E Foster Eligibility page is NOT flagged as EFC; when flagged as EFC, always system derived as Reimbursable.

Licensed System derived check box to show whether the placement provider’s license is applicable to provide services for the child and shows the status. System pre-fills the license status from the Provider License page. Not user editable.










The Redetermination will remain in Pending status until all questions on the tab have an answer and will refresh each time the page is launched while the Redetermination is Pending. If an Effective Date is entered that is prior to the IV-E Removal Date, upon attempting to save the following validation message displays:




The Redetermination will refresh with questions applicable to the young adult based on the age of the person as of the Effective From date.

If Question 4 is Yes and the user attempts to save without entering a date, the following validation message displays:

Please complete all required fields prior to saving the page.

The date field on the Redetermination tab next to Question 4 is conditionally enabled and required if ‘Yes’ is selected. This date must meet the following logic:

If ‘No’ is selected for any Redetermination, meaning that there is no court order nor an Official Court Transcript containing a REFPP finding, then no date validation is required. The date field will be disabled.

If ‘Yes’ is selected and it is the first Redetermination where there is a court order or an Official Court Transcript containing an REFPP finding, then the date must be within 13 months of the IV-E Rmvl Date. If the date is greater than 13 months from the IV-E Rmvl Date, the following validation message displays:

The response to Question 4 indicates a potential gap in Reimbursability. Please update responses.

If prior Redetermination does not have the date field for Question 4, it uses the Effective From date. If ‘Yes’ is selected and it is not the first Redetermination where there is a court order or an Official Court Transcript containing an REFPP finding, then the date must be within 13 months of the Effective From date documented on Question 4, of the last ‘Yes’ Redetermination where there was an REFPP finding. If the date is greater than 13 months from the Effective From date, the following validation message displays

“The response to Question 4 indicates a potential gap in Reimbursability. Please update responses.”

Upon selecting the Refer/ Return to Supervisor hyperlink, if Yes is selected for Question 4 the system will validate that a Legal Document has been linked. If a Legal Document has not been linked the following validation message is displayed:


If Question 4 on the Initial Determination is Yes and the child is Eligible and Not Reimbursable, and the date is not in the same month and year as the Removal Begin Date, upon competition of the Initial Determination, FSFN will automatically create a Redetermination row and will automatically be completed by FSFN. For more information see Section 2.7.

Court Ordered Redetermination statuses:


An Eligible, Reimbursable Determination status is obtained if the young adult meets the following criteria:

Questions 1 and 3 = Yes;

Question 4 = Yes or N/A AND

The provider is licensed for service at the time of placement “as of " the Effective Date OR

The placement has service category of Independent Living;

An Eligible, Non-Reimbursable Determination status is obtained if the young adult meets the following criteria:

Question 1 = Yes AND;

Question 3 = No OR

Question 4 = No OR

The provider is not licensed for service at the time of placement “as of " the Effective Date OR

The placement does not have service category of Independent Living;


IMPORTANT NOTE: Anything other than the above combinations in the previous two bullet points for Eligible, Reimbursable or Eligible, Not Reimbursable will make the young adult Ineligible.










For Redeterminations autogenerated by placement changes (from licensed placement to an unlicensed placement or from an unlicensed placement to a licensed placement), the questions will auto populate as follows:







The ‘Effective From’ date is required to refer the Redetermination to the Supervisor. Based on the responses for the questions on the ‘Redeterminations’ tab, various fields may also be required. If any of these fields are null, upon clicking the Refer/ Return to Supervisor hyperlink the user will receive an error validation stating, ‘Please enter data in the fields which are highlighted - <field name>’ upon attempting to submit the Redetermination for supervisor review.



If the ‘Effective From’ date value is prior to the Effective Date of the Initial Determination, the user will receive an error validation stating, ‘The Effective Date of the Redetermination cannot be prior to the Effective Date of the Initial Determination’.


2.9 Pop-up Page – Select Legal Document Pop-Up Page

2.9.1 Page Overview The Select Legal Document pop-up page provides the ability for the user to view all existing Legal Documentation pages associated with the FSFN Case and identify which one should be linked to the IV-E Foster Care Eligibility page for either Question 3A, Question 4, or Question 5B on an Initial Determination, Question 2, Question 3, or Question 4 on a Redetermination, or the Link Legal Document hyperlink in the Actions column. 2.9.2 Page Information Group Box: Case Information FSFN Case ID System derived; pre-fills with the Case ID for

the Case associated to the IV-E Foster Care Eligibility from which the Select Legal Document pop-up page was launched.

Case Name System derived; pre-fills with the Case Name for the Case associated to the IV-E Foster Care Eligibility from which the Select Legal Document pop-up page was launched.

Eligibility ID System derived; pre-fills with the Eligibility ID of the associated IV-E Foster Care Eligibility


page from which the Select Legal Document pop-up page was launched; this is the Eligibility ID captured in the Eligibility header group box of the IV-E Foster Care Eligibility record.

Group Box: Legal Documents Select Enabled; user selected; no default; single

selection ONLY. Legal Document Name List of the Legal Documents that were created

by a worker for the associated FSFN Case; system derived; not user modifiable; disabled; the list of Legal Documents is ALL Legal Documents created in the FSFN Case associated with the IV-E Foster Care Eligibility page from which the Select Legal Document pop-up page was launched.

Court Case Number System derived based on the Court Case Number selected on the associated Legal Documentation page; if no Court Case Number is selected, this column will accept a null value and will be blank; not user modifiable.

Date Created System derived; displays the date in MM/DD/YYYY format that the associated Legal Documentation page was created in the FSFN system; not user modifiable.

Action Always displays a view hyperlink for each Legal Document displayed; clicking the View hyperlink launches the associated Legal Documentation page in view only mode, providing the user the ability to view any images attached to that specific Legal Documentation page or access the associated template by clicking the Text hyperlink from the Legal Documentation page.

Buttons: Continue Conditionally enabled only once a radio button is selected for a Legal Document; if a Legal Document is selected, the user must click Continue to create the link between the selected Legal Document and the IV-E Foster Care Eligibility page; if Close is selected and user returns to the IV-E Foster Care Eligibility page, the link will not be created, and the Select Legal Document hyperlink will continue to display.

Close Upon clicking Close a validation message displays asking if the user is sure that s/he wishes to close without linking a Legal Document; selecting Yes returns the user to the IV-E Foster Care Eligibility page without linking a Legal Document; clicking No leaves

the user on the Select Legal Document page in order to select the applicable Legal Document to link.


The Select Legal Document pop-up page displays ALL Legal Documentation pages created for the associated FSFN Case and is regardless of the Legal Security Profile the user currently has. Meaning, if the user only has “Limited Legal” security that does not have a bearing on the Legal Documents displayed on this pop-up page for selection. This is because the user is not creating a Legal Document but is only “linking” the appropriate Legal Document to the IV-E Foster Care Eligibility page.

The View hyperlink is displayed for all Legal Documents displayed. The security to click the View hyperlink and view each Legal Documentation page is controlled by existing security to the Legal Documentation page.

The continue button is ONLY enabled once a Legal Document radio button is selected.

Upon clicking Continue the selected Legal Document is linked to the associated IV-E Foster Care Eligibility page.

Upon clicking Close the following validation prompt is displayed:

Are you sure you wish to close without linking a Legal Document? <Yes><No>

Upon selecting “Yes” the Select Legal Document pop-up page closes, the user is returned to the IV-E Foster Care Eligibility page and a Legal Document is NOT linked. Therefore, the IV-E Foster Care Eligibility page will continue to display only the Select Legal Document hyperlink.

Upon selecting “No” the user remains on the Select Legal Document pop-up page so s/he can select the appropriate Legal Document to link.


N/A

2.9.5 CRUD Matrix

Table C R U D

SELECT LEGAL DOCUMENT

X X


2.10 Pop-up Page – Eligibility Referral History

2.10.1 Pop-up Page Overview The Eligibility Referral History Pop-up page allows the user the ability to view information regarding the process and timeline of entered and completed eligibility Initial Determination and Redeterminations. The page is launched from an Initial Determination through the Actions panel and selecting the ‘Eligibility Referral History’ value or the page can be launched from a Redetermination through the Actions panel and selection the ‘Eligibility Referral History’ value. The type of determination can be inferred from the presence of either an Eligibility ID (for Initial Determination) or the Eligibility Redetermination ID (for Redeterminations). The page is view only and not modifiable. 2.10.2 Pop-up Page Information

Group Box:

Eligibility Referral Approval History

Fields: Child’s Name The name of the child to whom the eligibility record pertains.

Case Name The Name of the Case in which the child to whom the eligibility record pertains is a participant.

Effective Date The Effective Date from either the Initial Determination or Redetermination.


Status The current status of the eligibility record from which this page was launched.

Child ID The system generated unique ID of the child participant.

Case ID The system generated unique ID of the case. Eligibility ID The system generated number from

ELIGIBILITY.id_elig. Redetermination ID The system generated number from the

Redetermination ELIGIBILITY.id_elig. Group Box:

Eligibility Referral History Details

Fields: Action The specific Action selected from the Options dropdown on either the Eligibility Page Initial Determination tab or the Eligibility page ‘Redeterminations’ tab.

Date The date on which the Action was executed. Worker Name The name of the worker who selected and

executed the Action. Buttons: Close Standard Close Processing.

2.10.3 Background Processing The information items displayed on the page are retrieved as follows when the Eligibility Referral History page is launched from an Initial Determination record:

Action Date Worker Name

Referred to Supervisor ELIGIBILITY.dt_es_ta ELIGIBILITY.id_es

Returned to Supervisor ELIGIBILITY.dt_rtn_st ELIGIBILITY.id_rtn_st

Returned to Eligibility Specialist ELIGIBILITY.dt.rtn_max

ELIGIBILITY.id_rtn_max

The information items displayed on the page are retrieved as follows when the Eligibility Referral History page is launched from a Redetermination record:

Action Date Worker Name

Referred to Supervisor ELIG_REDET.dt_es_ta ELIG_REDET.id_es

Returned to Supervisor ELIG_REDET.dt_rtn_st ELIG_REDET.id_rtn_st

Returned to Eligibility Specialist ELIG_REDET.dt.rtn_max

ELIG_REDET.id_rtn_max

If any action was skipped in the overall workflow, the page will display a blank for that date and worker name. However, all Actions are always listed.


2.10.4 CRUD Matrix

Table C R U D

ELIGIBILITY X

ELIG_REDET X


2.11 Pop-up Page – Eligibility Status Change

2.11.1 Pop-up Page Overview The Eligibility Status Change Pop-up page displays all changes in the child’s status that affect this eligibility redetermination. This pop-up page is initially accessed by clicking on Eligibility Status Change under the Options dropdown on the ‘Redeterminations’ tab of the Eligibility page. Once this Eligibility Status Change Pop-up page has been created, it will be accessible from the ‘View’ hyperlink in the ‘Status Change’ column on the Redeterminations tab. The check boxes are selected by the user and can be updated at any time until the associated redetermination is completed. 2.11.2 Pop-up Page Information Group Box: Eligibility Status Change Fields: CTW not timely after VPA User-editable checkbox; defaults to unchecked. CTW missing after a VPA User-editable checkbox; defaults to unchecked. Child does not meet age User-editable checkbox; defaults to unchecked. Child not replaced in

reimbursable facility User-editable checkbox; defaults to unchecked.

Placed in reimbursable facility

User-editable checkbox; defaults to unchecked.

Child assets do not exceed limits


Exceeds limits User-editable checkbox; defaults to unchecked. Income does not exceed User-editable checkbox; defaults to unchecked. Income exceeds User-editable checkbox; defaults to unchecked.


Facility license has lapsed or ended


Facility license is in effect User-editable checkbox; defaults to unchecked. Legal responsibility began User-editable checkbox; defaults to unchecked. Legal ended User-editable checkbox; defaults to unchecked. Deprivation began User-editable checkbox; defaults to unchecked. Deprivation ended User-editable checkbox; defaults to unchecked. REPP ended (Absent) User-editable checkbox; defaults to unchecked. REPR begin (Present) User-editable checkbox; defaults to unchecked. SSI Began User-editable checkbox; defaults to unchecked. SSI Ended User-editable checkbox; defaults to unchecked. Buttons: Save Standard Save processing to return to

‘Redeterminations’ tab. Close Standard Close Processing.

2.11.3 Background Processing:

Eligibility Status Change Pop-up page opens when user selects Eligibility Status Change within the Actions panel on the Redeterminations tab.

Users will be able to select multiple reasons for status change.

Users will be able to edit reasons for status change while the redetermination is pending.

2.11.4 Save Processing:

Save processing for this page is conducted on the Eligibility page. After selecting reasons for Status Change and pressing the Continue button, the worker is navigated to the Eligibility page, ‘Redeterminations’ tab. On save processing on the Eligibility page, changes made on this page are committed to the database.

Once saved, the reasons for Eligibility Status Change for the particular redetermination can be viewed from the ‘Redeterminations’ tab. They can be edited if the Redetermination is pending.

2.11.5 CRUD Matrix

Table C R U D

ELIG_STATUS_CHANGE X


2.12 Pop-up Page – Income and Assets Select

2.12.1 Pop-up Page Overview The Income and Assets Select Pop-up page displays all Income and Assets Imaging pages associated to that specific FSFN Case, each displayed with a check box allowing for multi-selection. Images can be linked and delinked until the IV-E Eligibility determination is complete. When the IV-E Eligibility determination is complete, the page will be frozen, and images cannot be deleted.

This pop-up page is accessed from the Actions group box by clicking the Link Income/Assets Verification hyperlink.

2.12.2 Pop-up Page Information Group Box: Case Information Fields: FSFN Case Name The Case Name associated with child. System

derived (Last name, First name, Middle name) from the Case Management record associated with the Title IV-E Foster Care Eligibility Determination record selected from the Person Search or the desktop; displayed as a hyperlink which launches the Maintain Case page and continues to display in the current format which is Last name, First name, Middle name. If the IV-E Eligibility page is in "edit" mode, the Maintain Case page will be displayed in "edit" mode; otherwise, "view only". Not user editable.

FSFN Case ID The unique system generated ID that is associated with the Child’s case. System derived from the Title IV-E Foster Care Eligibility Determination record. Not user editable.

Eligibility ID This field pre-fills from the Title IV-E Foster Care Eligibility Determination record with the ID_ELIG; System derived (after search); Not user editable.

Group Box: Income and Assets Images Fields: Select User-editable checkbox; defaults to unchecked.

Participant Name The name(s) associated to Imaging page. Person ID The unique ID that the system generates to identify

the child. Not user editable File Name Displayed as a hyperlink; Upon selection the

document “attached” to the Imaging page will launch. Hyperlink displays as Image Category-Image Type and if “Other” will have a dash and then the text as the name.

Date Document Scanned Applicable date entered on the associated imaging page

Action Contains View hyperlink that will launch the Imaging page

Buttons: Continue Conditionally enabled only once a checkbox condition has changed. Once clicked, it will return the user to the Eligibility page.

Close Standard Close Processing. 2.12.3 Background Processing:

It is not required to link Income and Asset Verification to complete a Determination.

Images can be linked and delinked until the IV-E Eligibility determination is complete. When the IV-E Eligibility determination is complete, the page will be frozen, and images cannot be deleted.

The Income and Assets Select Pop-up page displays all Income and Assets Imaging pages associated to that specific FSFN Case, each displayed with a checkbox allowing for multi-selection.

Each file name is displayed as a hyperlink, and upon selection the document attached to the Imaging page will launch.

Continue button is conditionally enabled only once a check box condition has changed.

Upon clicking Continue the selected Income and Assets Imaging page(s) are linked to the associated IV-E Foster Care Eligibility page.

Upon clicking Close the following validation prompt is displayed:

Are you sure you wish to close without linking Income and Asset Verification? <Yes><No>

Upon selecting “Yes” the Income and Asset Verification Pop-up page closes, the user is returned to the IV-E Foster Care Eligibility page and an Income and Assets Imaging page(s) are not linked. Therefore, the IV-E Foster Care Eligibility page will continue to display only the Link Income/Assets Verification hyperlink.

Upon selecting “No” the user remains on the Income and Assets Select Pop-up page, so s/he can select the appropriate Legal Document to link.


N/A


2.12.5 CRUD Matrix

Table C R U D

ELIG_ASSESTS X X

ELIG_ASSCTD_IMG X X


2.13 Pop-up Page – Legal Select

2.13.1 Pop-up Page Overview The Legal Select Pop-up page displays specific Legal Actions or Legal Documents across all cases for the child for whom the Eligibility is being documented, not just the Case that the IV-E Foster Care Eligibility resides in. If it is a Legal Action, it will only display from the participant’s Legal Record; Legal Documentation will only display if the participant is selected in the group box at the bottom of the Legal Documentation. Only certain Legal Actions will display in the pop-up (see background processing for details) and the only Legal Document that will display is Sua Sponte Order. This pop-up page is accessed from the Legal Select hyperlink that displays in the Eligibility Information group box on a Court Ordered Initial Determination. Once a Legal Action or Legal Document is selected, the Date AFDC Applies field will be populated with the Order/Completed Date. 2.13.2 Pop-up Page Information Group Box: Case Information Fields: FSFN Case Name The Case Name associated with child.

System derived (Last name, First name, Middle name) from the Case Management record associated with the Title IV-E Foster


Care Eligibility Determination record selected from the Person Search or the desktop; displayed as a hyperlink which launches the Maintain Case page and continues to display in the current format which is Last name, First name, Middle name. If the IV-E Eligibility page is in "edit" mode, the Maintain Case page will be displayed in "edit" mode; otherwise, "view only". Not user editable.

FSFN Case ID The unique system generated ID that is associated with the Child’s case. System derived from the Title IV-E Foster Care Eligibility Determination record. Not user editable.

Eligibility ID This field pre-fills from the Title IV-E Foster Care Eligibility Determination record with the ID_ELIG; System derived (after search); Not user editable.

Group Box: Legal Actions/Documents Group box which displays Legal Actions or Legal Documents where the child for whom the Eligibility is being documented across all FSFN Cases, not just the Case that the IV-E Foster Care Eligibility resides in.

Fields: Select User-editable checkbox; single selection; defaults to unchecked.

Legal Action/Document Displays the Legal Action Initiated value or Legal Document name; system derived; not user modifiable.

Order/Completed Date Displays the Completed date for the associated Legal Action Initiated or Order Date for the associated Legal Document; system derived; not user modifiable.

Action Contains View hyperlink that will launch the Imaging page for the Legal Document or launch the Legal Page for Legal Action.

Buttons: Continue Conditionally enabled only once a radio button has been selected. Once clicked, it will return the user to the Eligibility page.

Close Standard Close Processing. 2.13.3 Background Processing:

The Legal Select Pop-up page displays specific the Legal Actions or Legal Documents across all cases for the child for whom the Eligibility is being documented, not just the Case that the IV-E Foster Care Eligibility resides in. If it is a Legal Action, it will only display from the participant’s Legal Record; Legal Documentation will only display if the participant is selected in the group box at the bottom of the Legal Documentation.


Only the following Legal selections will display if documented for the participant:

Legal Actions

Shelter Petition, if Result = Filed

Shelter Hearing – Initial, if Result = Continued

Shelter Hearing - Initial, if Result = Granted

Shelter Hearing – Subsequent, if Result = Continued

Shelter Hearing - Subsequent, if Result = Granted

Pickup Order – Take into Custody, if Result = Continued

Pickup Order – Take into Custody, if Result = Granted

Post Disposition – Change of Custody, if Result = Continued

Post Disposition – Change of Custody, if Result = Granted

Motion – Other, if Result = Filed

Motion – Other, if Result = Continued

Motion – Other, if Result = Granted

Modification of Placement, if Result = Continued

Modification of Placement, if Result = Approved

Termination of Parental Rights Petition – Private, if Result = Filed

Termination of Parental Rights – Private, if Result = Granted

Legal Documents

Sua Sponte Order

The continue button is only enabled once a Legal Action/ Document radio button is selected.

Upon clicking Continue the selected Legal Action/Document is linked to the associated IV-E Foster Care Eligibility page and populates the Date AFDC Applies field.

Once a Legal Action or Legal Document is selected, the Date AFDC Applies field will be populated with the Order/Completed Date.


N/A

2.13.5 CRUD Matrix

Table C R U D

ELIG_IVE_LGL_LINK X X


2.14 Page – Closed Cases Eligibility Search

2.14.1 Page Overview Navigation This page can be accessed through the Financial Work icon: selecting the Closed Case Eligibility Search value in the Eligibility dropdown and selecting Continue from the Create Financial Work page. Page Summary Authorized Eligibility Specialists, based on their security profile, will be able to search for closed cases and edit the last eligibility determination. Users will be allowed to search close cases with an open eligibility record. Users will search out the case by Case ID, Person ID or Name. 2.14.2 Page Information Group Box: Search Criteria Fields: First Name First name of the search participant; partial searches

supported using the * wildcard character; partial searches not supported with sounds like search; worker entered text box.

Last Name Last name of the search participant; partial searches


supported using the * wildcard character; partial searches not supported with sounds like search; can be used as the sole search criterion; worker entered text box.

Person ID Specifies a unique person ID (FSFN generated person ID); can be used as the sole search criterion.

Case ID Specifies a unique case ID (FSFN-generated number); can be used as the sole search criteria.

Search Precision Scope of search precision; Low to High settings indicate an expanded or refined search based on the information entered in the name fields where High = exact match; default to Medium setting; user modifiable.

Links: Eligibility Opens the eligibility record for the selected person and case returned in the search.

Buttons: Search This button will initiate a search based on the criteria entered in the search criteria structure; disabled until enough data is entered in the Search Criteria group box.

Close Closes the page and returns the user to the desktop. Clear Button will clear the entries on page since last save.


The user will be required to enter at least one of the following search criteria before the Search button is enabled:

Last Name

Person ID

Case ID

All results displayed are for cases where CASE.cd_case_stat = ‘C’.

Partial searches on names will be supported in the form ABC* where ABC corresponds to the first three letters of the name and the * is a wildcard character or AB*C*. A minimum of one character and one wildcard may be used. The wildcard character can be used in both Last and First Name fields in the same search.

A search is initiated for Last Name by clicking the Search button. Based on the number of records that are returned, the outliner will display only the eligibility data as sorted follows:

Case ID, Person ID, Eligibility (sorted by date). Reverse Chronological Order

The data is indented by person and case.

If a search is initiated by Person ID, all other fields are disabled and grayed out.

If a search is initiated by Person ID, all eligibility records associated with closed cases for the specified person will be displayed. Eligibility records associated with open cases will not be displayed. The data is displayed by Case.

If a search is initiated by Case ID, all other fields are disabled and grayed out.


If a search is initiated by Case ID, all eligibility records associated with the closed case will be displayed. The data is displayed by Person.

If a search fails, an informational message box stating, ‘No closed case found for criteria specified’.

The Eligibility hyperlink associated to the person in the search results will open the existing Eligibility page.

If the person has multiple eligibility records, the user will be able open every eligibility record using its associated Eligibility hyperlink.

2.14.4 CRUD Matrix

Table C R U D

ELIGIBILITY X X X

ELIG_REDET X X X

CASE X


2.15 Pop-up Page – Obligated Monies

2.15.1 Page Overview Navigation This page can be accessed through the Action column within the AFDC Information group box on the Eligibility page – Basic Tab. Page Summary The Obligated Monies pop-up page provides the ability to document any monetary obligations the Parent(s), Stepparent(s), Household Member(s)s, and/or Sponsor or Sponsor’s Spouse have relative to non-assistance group members. In addition, it provides the ability to indicate if the Parent(s), Stepparent(s), Household Member(s) and/or Sponsor or Sponsor’s Spouse have multiple children who s/he sponsor’s and indicate the associated number of dependent children. 2.15.2 Page Information

Group Box:

Obligated Monies Includes two dollar amount fields with labels; when the user enters an amount, the system will automatically format it to include the dollar sign, if not included by the user; if an even amount is entered without a decimal, the system will format the number to include the .00; if an amount is entered such as 10.4, the system will automatically format the amount to $10.40; tabbing away from the field or clicking into another field will trigger the auto formatting to occur; accepts dollars and cents up to $9,999.99; in addition, a user entered numeric field is available to indicate if multiple children are sponsored by the same participant.

Fields: Number of Dependent Children for the Participant numeric field

A user entered numeric field to indicate that the Parent(s), Stepparent(s), Household Member(s), Sponsor or Sponsor's Spouse’s multiple children, not only the child for whom the Eligibility, is currently being documented; No default value; always enabled.

Buttons: Save Standard Save Processing. Close Standard close processing; if the user

enters/updates the dollar amount fields and clicks close without saving, the system will display the message "Are you sure you wish to close without saving?" <Yes><No> and will follow the current process when answering yes or no.



The Obligated Monies hyperlink will display if the Role = Parent, Stepparent, Household Member, Sponsor or Sponsor’s Spouse.

The Obligated Monies hyperlink for Role = Household Member is available even if the person in the Assistance Group is not selected.

Upon attempting to refer the Initial Determination to the supervisor, upon clicking the Refer to Supervisor hyperlink if a participant has a Role = Sponsor on the Basic tab and there is not a documented "Number of Dependent Children for the Participant" on the associated Obligated Monies pop-up page, the following validation message is thrown: A sponsor has been identified. The number of sponsor's dependent children must be documented on Obligated Monies to refer to the supervisor. Please make the necessary updates and review the determination.


Standard save processing.


2.15.5 Security

A new Security Resource must be created for the Obligated Monies pop-up page.

The new Security Resource must have actions associated to it for Create, Update and View.

The new Security Resource with Create and Update associated will be added to all existing Security Profiles which can create and update the IV-E Foster Care Eligibility page.

The new Security Resource with View associated will be added to all existing Security Profiles which can view the IV-E Foster Care Eligibility page.


2.16 Pop-up Page – Care Expenses

2.16.1 Page Overview The Care Expenses Pop-up page is used to document the actual cost of Dependent Care or Incapacitated Adult Care Expenses for Assistance Group members and non-Assistance Group members who have the Role of ‘Dependent’, ‘Child’, or ‘Household Member’. This page can be accessed by clicking the Care Expenses hyperlink on the Basic tab under the AFDC Information group box. The Care Expenses hyperlink only displays for those participants who have the Role of ‘Parent’, ‘Stepparent’, or ‘Minor Parent’ selected. 2.16.2 Page Information Group Box: Case Information Fields: FSFN Case Name System derived; pre-fills with the Case Name for the

Case associated to the IV-E Foster Care Eligibility from which the Care Expenses pop-up page was launched.

FSFN Case ID Specifies a unique case ID (FSFN-generated number); can be used as the sole search criteria.

Eligibility ID This field pre-fills from the Title IV-E Foster Care Eligibility Determination record with the ID_ELIG; System derived (after search); not user editable.

Group Box Assistance and Non-Assistance Group Members

Select Enabled; user selected; no default; Participant Name System derived from the participant’s Person

Management page. Person ID System derived from the participant’s Person

Management page.


Date of Birth System derived from the participant’s Person Management page.

Age based on Date of Birth compared to Effective IV-E Date of Initial Determination - plain black text

Amount User entered and must be greater than 0; the Amount field is conditionally enabled and required if the associated participant's check box is selected; otherwise, disabled and grayed out, not required.

Buttons: Continue Conditionally enabled only once a radio button is selected; if a participant is selected, the user must click Continue to create the link between the selected Care Expense and the IV-E Foster Care Eligibility page; if Close is selected and user returns to the IV-E Foster Care Eligibility page, the link will not be created, and the Care Expenses hyperlink will continue to display. Upon clicking Continue FSFN must validate that an amount has been entered for any child where the check box has been selected; if not entered a validation message will display as follows: Please document the applicable care expenses for the selected participant(s).

Close Closes the page and returns the user to the desktop.


The Care Expenses Participant Selection pop-up page displays ONLY those persons whether in the Assistance Group or NOT that have a Role = Dependent, Child, Minor Parent, Step-parent, or Household Member.

The Amount field is conditionally enabled and required if the associated participant's check box is selected; otherwise, disabled and grayed out, not required.

Upon clicking Continue, FSFN must validate that an amount has been entered for any child where the check box has been selected. If not entered, a validation message will display as follows: Please document the applicable care expenses for the selected participant(s).

The following values will be saved and stored to the database for calculation purposes: o Person ID o Amount o The participant for whom the Care Expenses hyperlink was launched.


Standard Save processing

2.16.5 CRUD Matrix

Table C R U D

ELIG_CARE_EXPENSE X X


2.17 Pop-up Page – Eligibility Worksheet


2.17.1 Page Overview The Eligibility Worksheet Pop-up page is accessed from the Actions group box by clicking the Eligibility Worksheet hyperlink. The worksheet is a non-modifiable copy of the participant’s Title IV-E which displays questions associated based upon the removal type, whether Court-Ordered, Voluntary or EFC. The Eligibility Worksheet is utilized to verify the determination as it displays the background processing logic for several questions included in the determination. The prominent areas are related to determining the standard filing unit from the assistance group, Question 6 (AFDC deprivation for a two-parent household, Question 7 (AFDC two-step income), and Question 8 (AFDC asset limit). 2.17.2 Page Information

Group Box: Title IV-E Foster Care Eligibility Worksheet

Fields: Name Displays the name (Last name, First name, Middle name) from the Case Management record associated with the Title IV-E Foster Care Eligibility Determination record.

Person ID Displays the unique person ID (FSFN generated person ID).

Eligibility Determination Displays the Eligibility Determination status on the Initial Determination tab for the eligibility record


from which this page was launched.

IV-E Removal Date Displays the date documented in the IV-E Rmvl Dt field in the Eligibility group box for the eligibility record from which this page was launched.

Date AFDC Applies Displays the date documented in the Date AFDC Applies field in the Eligibility Information group box for the eligibility record from which this page was launched; displays as MM/DD/YYYY.

Effective From Displays the date documented in the Effective From field in the Eligibility Information group box for the eligibility record from which this page was launched; displays as MM/DD/YYYY.

Group Box: Court Ordered Removal The questions in this group box apply when the removal is Court Ordered. Please refer to section 2.3 - Initial Determination (Court Ordered) for more information.

Fields: Question 1:

Is the child under age 18? If Yes, go to question 2B. If No, Ineligible.

Displays the answer to Question 1 on the Initial Determination tab of the Title IV-E Foster Care page.

Question 2B:

Is the child a U.S. citizen or Qualified Non-Citizen? If Yes, go to question 3. If No, Ineligible.

Displays the answer to Question 2B on the Initial Determination tab of the Title IV-E Foster Care page.

Question 3A:

Does the removal order or Official Court Transcript contain a judicial finding that supports the concept that remaining in the home is contrary to the welfare of the child or that the removal is in the child's best interest? If No, Ineligible.

Displays the answer to Question 3A on the Initial Determination tab of the Title IV-E Foster Care page.

Question 3B:

Does the same order contain a judicial finding regarding reasonable efforts to prevent



the removal of the child from the home? If No, Ineligible, unless 4 is Yes.

Question 3C:

Does the Court Order indicate the Department has placement and care responsibility for the child? If No, Eligible Non-Reimbursable.

Displays the answer to Question 3C on the Initial Determination tab of the Title IV-E Foster Care page.

Question 4:

If the child entered out-of-home care via court order, does this court order or a subsequent order within 60 days of removal contain a judicial finding that the department made reasonable efforts to prevent removal or reasonable efforts to prevent removal were not required? If No, Ineligible.


Group Box: Voluntary Removal The questions in this group box apply when the removal is Extended Foster Care. Please refer to Section 2.4 Initial Determination (Voluntary) for more information.

Fields Question 1:

Is the child under age 18? If Yes, go to question 2B. If No, Ineligible.


Question 2B:

Is the child a U.S. citizen or Qualified Non Citizen? If Yes, go to question 3. If No, Ineligible


Question 5A:

Was the Voluntary Placement Agreement signed by the child's parents or legal guardian and a representative



of the Department?

Date of VPA: If Question 5A is ‘Yes’, the Date of VPA: is displayed with the associated date on the Title IV-E page; displays as MM/DD/YYYY.

Question 5B:

For the Voluntary removal, was a judicial finding made within 180 days of signing the VPA that it is in the child's best interest to remain in out of home care?


Group Box: Voluntary Removal – EFC The questions in this group box apply when the removal is for an EFC. Please refer to Section 4.3 for more information.

Fields Question 1:

Is the Young Adult under age 21? If Yes, go to question 2A. If No, Ineligible.

Displays the answer to Question 1 on the Initial Determination tab of the Title IV-E EFC Foster Care page.

Question 2A:

Does the Young Adult meet the EFC program requirements? If No, the Young Adult is Ineligible.

Displays the answer to Question 2A on the Initial Determination tab of the Title IV-E EFC Foster Care page.

Question 2B:

Is the Young Adult a U.S. citizen or Qualified Non Citizen? If Yes, go to question 5A. If No, Ineligible

Displays the answer to Question 2B on the Initial Determination tab of the Title IV-E EFC Foster Care page.

Question 5A:

Was the Voluntary Placement Agreement signed by the Young Adult or legal guardian, and a representative of the Department?

Displays the answer to Question 5A on the Initial Determination tab of the Title IV-E EFC Foster Care page.

Date of VPA: If Question 5A is ‘Yes’, the Date of VPA: will display with the associated date on the IV-E EFC page; displays as MM/DD/YYYY.


Question 5B:

For the Voluntary removal, was a judicial finding made within 180 days of signing the VPA that it is in the young adult’s best interest to remain in out of home care?

Displays the answer to Question 5B on the Initial Determination tab of the Title IV-E EFC Foster Care page.

Group Box: Question 6A – Removal Home (Court Ordered and Voluntary)

Fields: At the time of or within 6 calendar months of the initiation of court proceedings, was the child living with and removed from the home of the parent/specified relative? If Yes, complete when the child lived in such a home, name of parent/relative, relationship to child, and go to question 6B. If No, Ineligible.


Removed from Relative’s Name:

Displays the value selected for this field on the Title IV-E Foster Care page.

Relationship to Child: Displays the value selected for this field on the Title IV-E Foster Care page.

Date Last Lived with Parent/Specified Relative:

Displays the Date entered for this field on the Title IV-E Foster Care page; displays as MM/DD/YYYY.

Group Box: Question 6B – AFDC Deprivation (Court Ordered and Voluntary)

Fields: At the time of removal, was the child deprived of parental support? If Yes, indicate deprivation type. If No, Ineligible.

Displays the answer to Question 6B on the Initial Determination tab of the Title IV-E Foster Care page for the child.

Deprivation Type Displays the value selected for this field on the Title IV-E Foster Care page for the child.


Table Columns Two-Parent Household Displays a row for each parent selected in the AFDC Information group box on the Basic tab of the Title IV-E Foster Care page where the checkbox is checked AND Role=Parent; populates this column with the names of the selected parents.

Total Income for Past 24 Months

Displays total amount of earned income from all Employment records for the parent that was used in deriving the answer to Question 6B.

Principal Earner A checkmark displays in this column for the parent who is flagged as principal earner.

Six Quarters Worked or Unemployment Compensation

If principal earner meets the Sufficient Work History due to receiving worker’s compensation, “Unemployment Benefits” will display.

For Employment records, fills sequentially with the end date of each quarter the parent is considered to have worked and used towards to Sufficient Work History criteria; displays up to 6 dates.

Employed within 30 days of AFDC Date?

Displays ‘Yes’ if the Employment End Date is:

30 days less than or equal to the AFDC date, there is no End Date, or the End Date is after the AFDC date.

Displays ‘No’ if End Date is greater than 30 days prior AFDC Date.

Currently Employed? Displays ‘Yes’ if the parent has an Employment record that is current as of the AFDC Date. Otherwise displays ‘No’.

Number of Hours Worked Displays number of hours worked in the AFDC month if documented in the Number of Hours per Week field on the Employment page; otherwise, will display “Not Documented”.

Group Box: Question 6A – Removal Home (EFC)

Fields: The Living With and Removed From a Specified Relative criteria is met as a Young Adult is his/her own Specified Relative. Relationship to Child selection shall be Young

Displays the Yes/No answer to Question 6A on the Initial Determination tab of the Title IV-E EFC page.


Adult.

Relationship to Young Adult: Displays the value selected for this field on the Title IV-E EFC Page.

Group Box: Question 6B – AFDC Deprivation (EFC)

Fields: At the time of removal, was the young adult deprived of parental support? If Yes, indicate deprivation type. If No, Ineligible.

Displays the answer to Question 6B on the Initial Determination tab of the Title IV-E EFC page for the young adult.

Deprivation Type Displays the value selected for this field on the Title IV-E EFC page for the young adult.

Group Box: Determining the AFDC Standard Filing Unit (SFU)

Table Fields: SFU Total = Displays the total number of participants included in the SFU.

Name Displays a row for each person that is selected in the Assistance Group or not selected and have a role in the AFDC Information group box on the Basic Tab; Pre-fills with First Name, Last Name.

Role Displays the Role that is selected for each person in the AFDC Information group box on the Basic Tab of the Title IV-E Foster Care page.; This column will be blank if no role is selected.

If person meets criteria for Grandparent, “Grandparent” will display as the role. If the person meets criteria for Alien Parent, “Alien Parent” will display; If person meets criteria for Full time Student, “Full Time Student” will display; If person meets criteria for Part time Student, “Student and Employee” will display.

Included in SFU? Displays ‘Yes’ or ‘No’ indicating if the participant is included in the SFU

Exclusion Reason Displays the reason participant is excluded from SFU; Reasons that will display are “SSI Recipient”, “Adoption Recipient”, “Alien” or “Grandparent Income Included”.


Income Calculation Method Displays the Income Calculation method that is used for answering Question 7 and Question 8; Reasons that will display are “Standard Budget”, “Applied Income”, or “Not Included”.

Unable to Verify Income Displays a checkmark if the Unable to Obtain Income checkbox is checked on the Basic tab; otherwise, this column will be blank.

Group Box: Question 7 – AFDC Income Determination (Court Ordered and Voluntary)

Table Fields: Is the family’s income less than the Consolidated Need Standard for the Standard Filing Unit? If No, Ineligible.

Displays the answer to Question 7 on the Initial Determination tab of the Title IV-E Foster Care page for the child.

This is a two-step income test to establish whether the child would have been considered a “needy child” under the State’s plan in effect on July 16, 1996.

Text field.

Group Box: Question 7 – AFDC Income Determination (EFC)

Table Fields: Is the young adult’s income less than the Consolidated Need Standard for the Standard Filing Unit? If No, Ineligible.

Displays the answer to Question 7 on the Initial Determination tab of the Title IV-E EFC page for the young adult.

This is a two-step income test to establish whether the young adult would have been considered a “needy child” under the State’s plan in effect on July 16, 1996.

Text field.

Step 1. Determination if the SFU’s adjusted gross income, after applicable disregards, exceeds 185% of the AFDC need standard (CNS). If No, IV-E Ineligible. If Yes,

Text field that continuously displays.

process to Step 2.

Table: Step 1: Total SFU Income & Applied Income

Column label that will dynamically display if the persons included in the SFU do not have an active Employment record.

Amount Column label that will dynamically display if the persons included in the SFU do not have an active Employment record.

Table Column Headers:

Name (Role) Dynamically displays the name and role of the person whose income is calculated; displays as First Name Last Name with the person’s role displaying in parenthesis next to the name.

Monthly Amount Dynamic column label for the amount values that display for various income and asset records, disregards, or calculations; positive amounts display as ($0.00); negative amounts display as ($-0.00).

Employer Dynamically displays the name of the employer from the Employment record.

Effective From Dynamically displays the Effective From date of the Employment record; displays as MM/DD/YYYY.

Effective To Dynamically displays the Effective To date of the Employment record; displays as MM/DD/YYYY.

Type Dynamically displays the type (Full Time, Part Time, Seasonal, Training Program, Volunteer) from the Employment record.

Hours per week Dynamically displays the number of hours entered in the ‘Number of Hours Per Week’ field from the Employment record.

Gross Income:

< a > <(c )>

Dynamically displays if the persons included in the SFU have an active Employment record.

< a >: Displays the dollar amount from the Gross Income field of the Employment record.

: Displays the value selected in the Per field of the Employment record.

< c >: Displays the monthly conversion calculation which dynamically displays only when the conversion is used.

< d >: Dynamically displays “# of Pay Periods: ___”. Displays how many pay periods contributed to the Gross income only if it meets the proration.

Self Employed Operating Costs:

Dynamically displays the amount entered into the Operating Costs field from the Employment record, if applicable.

Bonus Amount: Dynamically displays the amount entered into the Bonus Amount field from the Employment record, if applicable.

Commission Amount: Dynamically displays the amount entered into the Commission Amount field from the Employment record, if applicable.

Gratuities Amount: Dynamically displays the amount entered into the Gratuity Amount field from the Employment record, if applicable.

Training Program Exclusion Dynamically displays the amount equal to the Gross Income for the Employment record as a negative value; displays only if “Training Program” is selected as Type on the Employment page.

Adjusted Monthly Amount (A):

Dynamically displays the adjusted amount of the monthly income for the Employment record after the amount from Gross Income, Self Employed Operating Costs, Bonus Amount, Commission Amount, Gratuities Amount, and Training Program Exclusion are calculated.

Gross Monthly Earned Income (B):

Dynamically appears as the last row after all Employment records for the SFU members; Displays the sum of the Adjusted Monthly Amount (A) fields. (A+A = B).

Unearned Income Type: Dynamically displays the type selected on the Unearned Income record.

Eff. Start Date: Dynamically displays the Eff. Start Date of the Unearned Income record; displays as MM/DD/YYYY.

Eff. End Date: Dynamically displays the Eff. End Date of the Unearned Income record; displays as MM/DD/YYYY.

Monthly Amount (A): Dynamically displays the value from the Monthly Amount field on the Unearned Income record.

Gross Monthly Unearned Income (B):

Dynamically appears as the last row after all Unearned Income records for the SFU member; Displays the sum of all Monthly Amount (A) fields.

Adjusted Gross Income (C): Dynamically appears as the last row after all Employment records and Unearned Income records for the SFU member; Displays the sum of all Gross Monthly Earned Income (B) and Gross Monthly Unearned Income (B) amounts. (B + B = C).

Obligated Monies Disregard: Dynamically displays the disregard amount from stored procedure.

Total Adjusted Gross Income (D):

Continuously displays the calculated amount resulting from the sum of all Adjusted Gross Income (C) amounts minus Obligated Monies Disregard, if applicable, for SFU members. (D = C+ C – Obligated Monies Disregard); displays $0.00 if no persons included in the SFU have an active Employment record or Unearned Income record.

Child Support Disregard (Up to $50):

Dynamically displays the amount to be disregarded for any applicable child support up to $50; displays as a negative value ($-0.00); if not applicable, this field will not display.

Total SFU Income & Applied Income (E):

Continuously displays the calculation of Total Adjusted Gross Income (D) minus Child Support Disregard, if applicable, plus all the Adjusted Applied Income (H) fields. (D - Child Support + Applied Income = E); displays $0.00 if no persons included in the SFU or Applied Income have an active Employment record or Unearned Income record.

Questions after Step 1 Totals table

Is Total SFU Income greater than 185% CNS Income Limit?

Continuously displayed text question and answer.

If total SFU & Applied Income is greater than the CNS amount at 185% (CNS size is based on SFU size), the answer will display as ‘Yes.’

If total SFU & Applied Income is less than or equal to the CNS amount at 185%, the answer will display as ‘No.’

185% CNS = < > Continuously displays the CNS value for the SFU


size at 185% after the equal sign.

Step 2. Determination if the SFU’s adjusted gross income, after applicable disregards, exceeds 100% of the AFDC need standard (CNS).

If No, IV-E Ineligible. If Yes, AFDC income test is met.

Text field that dynamically displays if total SFU & Applied Income is less than or equal to the CNS amount at 185% in Step 1.



Monthly Amount Dynamic column label for the amount values that display for various income and asset records, disregards, or calculations; positive amounts display as ($0.00); negative amounts display as ($-0.00).

Table Fields: Employer: Dynamically displays the name of the employer from the Employment record.

Effective From: Dynamically displays the Effective From date of the employment record; displays as MM/DD/YYYY.

Effective To: Conditionally displays the Effective To date of the employment record; displays as MM/DD/YYYY; if Eff. End Date does not exist, this field will be blank.

Type: Dynamically displays the type (Full Time, Part Time, Seasonal, Training Program, Volunteer) from the employment record.

Hours per week: Dynamically displays the number of hours entered in the ‘Number of Hours Worked’ field from the employment record.

Reduced Income Without Good Cause:

Conditionally displays only if the Reduced Income Without Good Cause checkbox is selected on the employment record; otherwise, this field does display.

Gross Income:

<a> <(c)>

Dynamically displays if the persons included in the SFU have an active Employment record.

<a> Displays dollar amount from the Gross Income field of the Employment record.

 Displays the value selected in the Per field of the Employment record.

<c> Displays the monthly conversion calculation and dynamically displays only when the conversion is used; displays in parenthesis and displays the amount from <a> followed by the applicable mathematical symbol followed by the conversion from the Standard Monthly Conversion Chart as follows:

Annually = ($0.00 ÷ 12)

Every 6 months = ($0.00 ÷ 6)

Quarterly = ($0.00 ÷ 3)

Twice Monthly = ($0.00 x 2)

Bi-Weekly = ($0.00 x 2.15)

Weekly = ($0.00 x 4.3)

Hourly = (($0.00 x #hours per week x 30.416) ÷ 7) *

*For Hourly conversion, the #hrs per week is from the ‘Number of Hours Per Week’ field on the Employment record.

<d> Display “# of Pay Period s ___” and how many pay periods contributed to the Gross income only if it meets the logic.


Dynamically displays the amount entered into the ‘Operating Costs’ field from the Employment page; if the Self Employed checkbox has not been selected on the Employment page and no amount is entered in the ‘Operating Costs’ field, this row will not display.

Training Program Exclusion Displays amount equal to the Gross Income for the Employment record as a negative value; dynamically displays only if ‘Training Program’ is selected as Type on the Employment page.

Bonus Amount: Dynamically displays the amount entered into the ‘Bonus Amount’ field from the Employment page;


if the Bonus Amount checkbox has not been selected on the Employment page and no amount entered in the ‘Bonus Amount’ field, this row will not display.

Commission Amount: Dynamically displays the amount entered into the ‘Commission Amount’ field from the Employment page; if the Commission checkbox has not been selected on the Employment page and no amount entered in the ‘Commission Amount’ field, this row will not display.

Gratuities Amount: Dynamically displays the amount entered into the ‘Gratuity Amount’ field from the Employment page; if the Gratuities Amount checkbox has not been selected on the Employment page and no amount is entered in the ‘Gratuity Amount’ field, this row will not display.


Dynamically displays the adjusted amount of the monthly income for the employment record after the amounts from Gross Income, Self Employed Operating Costs, Bonus Amount, Commission Amount, Gratuities Amount, and Training Program Exclusion are calculated.

Employment Disregard: Dynamically displays as a negative value up to $-90.00 if person has an active Employment record.

Care Expenses Disregard: Dynamically displays the applicable deduction amount; displays as a negative value ($-0.00)


Dynamically appears as the last row after all Employment records for the SFU member; Displays the sum of all Adjusted Monthly Amount (A) fields. (A + A = B).

Unearned Income Type: Dynamically displays the Type selected on the Unearned Income record.

Eff. Start Date: Dynamically displays the Effective Start Date of the Unearned Income record; displays as MM/DD/YYYY.

Eff. End Date Conditionally displays the Eff. End Date of the Unearned Income record; displays as MM/DD/YYYY; if Eff. End Date does not exist, this field will be blank.





Adjusted Gross Income (C): Dynamically displays the calculated amount resulting from calculating the sum of all Gross Monthly Earned Income and Gross Monthly Unearned Income Amounts. (B+B=C).


Table: Step 2: Total SFU Income & Applied Income

Column label that will dynamically display the Total SFU Income and Applied Income

Amount Column label that will dynamically display the calculated income amounts.

Total Adjusted Gross Income (D):

Continuously displays the calculated amount resulting from the sum of all Adjusted Gross Income (C) amounts minus Obligated Monies Disregard, if applicable, for SFU members. ( D= C + C - Obligated Monies Disregard); displays $0.00 if no persons included in the SFU have an active Employment record or Unearned Income record.

Child Support Disregard (Up to $50)

Dynamically displays the amount to be disregarded for any applicable child support up to $50; displays as a negative value ($-0.00); if not applicable, this field will not display.

Total SFU Income & Applied Income (E):

Continuously displays the calculation of Total Adjusted Gross Income (D) minus Child Support Disregard, if applicable, plus all the plus the Adjusted Applied Income (H) fields. (D) – Child Support H = E); displays $0.00 if no persons included in the SFU or Applied Income have an active Employment record or Unearned Income record.

Questions after the Step 2 Table

Is Total SFU Income greater than 100% CNS Income Limit

Continuously displays text question and answer.

If total SFU & Applied Income is greater than the CNS amount at 100% (CNS size is based on SFU size), the answer will display as ‘Yes.’

If total SFU & Applied Income is less than or equal to the CNS amount at 100%, the answer will display as ‘No.’

100% CNS = < > Continuously displays the CNS value for the SFU size at 100% after the equal sign.

Table Header: AFDC Applied Income Dynamically displayed table if the persons with Role = Alien Parent, Grandparent, Sponsor, Sponsor’s Spouse have an active Employment record or Unearned Income record.

Table Column Headers


Monthly Amount Dynamically displayed column label for the amount values that display for various income and asset records, disregards, or calculations; positive amounts display as ($0.00); negative amounts display as ($-0.00).

Table Fields: Employer: Dynamically displays the name of the employer from the employment record.

Effective From: Dynamically displays the Effective From date of the employment record; displays as MM/DD/YYYY.

Effective To: Conditionally displays the Effective To date of the employment record; displays as MM/DD/YYYY; if Eff. End Date does not exist, this field will be blank.

Type: Dynamically displays the type (Full Time, Part Time, Seasonal, Training Program, Volunteer) from the employment record.

Hours per week: Dynamically displays the number of hours entered in the ‘Number of Hours Worked’ field from the employment record.

Gross Income: <a> <(c)>

Dynamically displays if the persons have an active Employment record.

<a> Displays dollar amount from the Gross Income field of the employment record.

 Displays the value selected in the Per field of

the Employment record.

<c> Displays the monthly conversion calculation and dynamically displays only when the conversion is used; displays in parenthesis and displays the amount from <a> followed by the applicable mathematical symbol followed by the conversion from the Standard Monthly Conversion Chart as follows:

Annually = ($0.00 ÷ 12)

Every 6 months = ($0.00 ÷ 6)

Quarterly = ($0.00 ÷ 3)

Twice Monthly = ($0.00 x 2)

Bi-Weekly = ($0.00 x 2.15)

Weekly = ($0.00 x 4.3)

Hourly = (($0.00 x #hours per week x 30.416) ÷ 7) *

*For Hourly conversion, the #hrs per week is from the ‘Number of Hours Per Week’ field on the Employment record.

<d> Display “# of Pay Period s ___” and how many pay periods contributed to the Gross income only if it meets the logic.


Dynamically displays the amount entered into the ‘Operating Costs’ field from the Employment page; if the Self Employed checkbox has not been selected on the Employment page and no amount is entered in the ‘Operating Costs’ field, this row will not display.

Bonus Amount: Dynamically displays with the amount entered into the ‘Bonus Amount’ field from the Employment page; if the Bonus Amount checkbox has not been selected on the Employment page and no amount entered in the ‘Bonus Amount’ field, this row will not display.

Commission Amount: Dynamically displays with the amount entered into the ‘Commission Amount’ field from the Employment page; if the Commission checkbox has not been selected on the Employment page and no amount entered in the ‘Commission Amount’ field, this row will not display.


Gratuities Amount: Dynamically displays with the amount entered into the ‘Gratuity Amount’ field from the Employment page; if the Gratuities Amount checkbox has not been selected on the Employment page and no amount is entered in the ‘Gratuity Amount’ field, this row will not display.


Dynamically displays the adjusted amount of the monthly income for the Employment record after the amount from Gross Income, Self Employed Operating Costs, Bonus Amount, Commission Amount, Gratuities Amount, and Training Program Exclusion are calculated.

Employment Disregard: Dynamically displays as a negative value up to $-90.00 if person has an active Employment record.

Care Expenses Disregard: Dynamically displays the applicable deduction amount; displays as a negative value ($-0.00)


Dynamically appears as the last row after all Employment records for the SFU member; Displays the sum of all Adjusted Monthly Amount (A) fields. (A + A = B).

Unearned Income Type: Dynamically displays the Type selected on the Unearned Income record.

Eff. Start Date: Dynamically displays with the Effective Start Date of the Unearned Income record; displays as MM/DD/YYYY.

Eff. End Date Conditionally displays with the Eff. End Date of the Unearned Income record; displays as MM/DD/YYYY; if Eff. End Date does not exist, this field will be blank.




Adjusted Gross Income (F): Dynamically displays the calculated amount resulting from calculating the sum of all Gross Monthly Earned Income (B) and Gross Monthly Unearned Income Amounts (B).


(B + B = F)

Table Header: Applied Income Totals and Disregards (Role)

Column label that dynamically displays for persons with Applied Income. Each role with have its own separate table; Sponsor and Sponsor’s Spouse totals are included in a table together.

Amount Column label that dynamically displays for persons with Applied Income.

Table Fields: Total Gross Income (G): Dynamically displays the calculated amount resulting from calculating the sum of all Adjusted Gross Income (F) amounts; (F + F = G)

20% Disregard (up to $175) Dynamically displays a negative number equal to 20% of the Sponsor & Sponsor Spouse’s income up to $175; displays the disregard amount from stored procedure.

CNS Disregard: Dynamically displays the disregard amount from stored procedure.


Adjusted Applied Income (H):

Dynamically displays the calculated amount resulting from the following calculation:

Total Gross Income (G), minus applicable disregards (20% Disregard, CNS Disregard, and Obligated Monies Disregard);

(G – disregards = H)

Group Box: Question 8 – AFDC Asset Determination (Court Ordered and Voluntary)

Are the family’s total assets less than $10,000? If No, Ineligible.

Continuously displays ‘Yes’ or ‘No’ for Question 8 on the Initial Determination tab of the Title IV-E Foster Care page for the child or Title IV-E EFC page for the young adult.

Group Box: Question 8 – AFDC Asset Determination (EFC)

Is the young adult’s total assets less than $10,000? If No, Ineligible.

Continuously displays ‘Yes’ or ‘No’ for Question 8 on the Initial Determination tab of the Title IV-E Foster Care page for the child or Title IV-E EFC


page for the young adult.

Table Header Total Assets Column label that will dynamically display if the persons included in the SFU do not have an active Asset record.

Amount Column label that will dynamically display if the persons included in the SFU do not have an active Asset record.


Name (Role) Dynamically displays the name and role of the person whose income is calculated; displays as First Name Last Name; role displays in parenthesis next to name.

Monthly Amount Dynamically displayed column label for the amount values that display for various income and asset records, disregards, or calculations; positive amounts display as ($0.00); negative amounts display as ($-0.00).

Table Fields: Type: Dynamically displays the Type from the Asset record.

Eff. Start Date Dynamically displays the Effective Start Date of the Asset record; MM/DD/YYYY format.

Eff. End Date Conditionally displays the Eff. End Date of the asset record; MM/DD/YYYY format; If Eff. End Date does not existing, this displays as blank.

Amount (K)/ (I): Dynamically displays the value entered in the Amount field on the Assets page. Label will display if the Amount field is documented on the Asset page. Displays as (K) if Sponsor/Sponsor’s spouse; Displays as (I) if any other role.

Estimated Value: Dynamically displays the value entered in the Estimated Value field on the Assets page; if no Estimated Value amount is entered, this field will not display.

Amount Owed: Dynamically displays the value entered in the Amount Owed field on the Assets page; displays as a negative amount; if no Amount Owed amount is entered, this field will not display.

Equity Value: Dynamically displays the value from the Equity Value field on the Assets page; If no Estimated


Value or Amount Owed is entered, this field will not display.

Primary Homestead Disregard:

Dynamically displays the disregard amount from the stored procedure; displays as a negative amount; only displays the Max asset that qualifies for the disregard; if the Primary Homestead checkbox is not selected on the Assets page, this field will not display.

Good Faith Effort to Sell Disregard:

Dynamically displays the disregard amount from the stored procedure; displays as a negative amount; if the Good Faith Effort to Sell checkbox has not been selected on the Assets page, this field will not display.

Funeral Agreement Disregard:

Dynamically displays the disregard from the stored procedure; the amount of the asset up to $1500 is disregarded; displays as a negative amount; if Funeral Agreement has not been selected as Type on Assets page, this field will not display.

Burial Plot Disregard: Dynamically displays the disregard amount from the stored procedure; because the entire asset amount is disregarded, this value should match the Equity value; displays as a negative amount; if Burial Plot has not been selected as Type on Asset pages, this field will not display.

Vehicle Disregard: Dynamically displays the disregard from the stored procedure; displays as a negative amount; will only display for the Max asset that qualifies for the disregard; If a vehicle has not been selected as Type on the Assets page, this field will not display.

Adjusted Equity Value (K)/ (I)

Dynamically displays the calculated amount from the stored procedure resulting from calculating the Amount / Equity Value (K/I) minus applicable disregard.

Total Asset Value (J): Dynamically displays the calculated amount from the stored procedure for any role other than Sponsor/Sponsor’ Spouse resulting from the following calculation:

Sum of Adjusted Equity Value (I) for all SFU members and Alien Parent. (I + I = J)

Sponsor Total Asset Value Displays the calculated amount from the stored


(L): procedure for Sponsor/Sponsor’s Spouse resulting from calculating the sum of Adjusted Equity Value (K) for Sponsor and Sponsor Spouse. (K + K = L).


Total Assets Column label that continuously displays.

Amount Column label that continuously displays.

Total SFU Asset Value (M): Continuously displays the calculated amount from the stored procedure resulting from calculating the sum of all Total Asset Value (J) amounts. (J + J – M).

If no persons included in the SFU or Alien Parent have an active Asset record, this field will display $0.00.

Total Sponsor Asset Value (N):

Continuously displays the calculated amount from the stored procedure resulting from calculating the sum of all Total Asset Value (L) amounts for Sponsor and Sponsor’s Spouse. (L + L = N).

This field continuously displays even if there is no person with Role = Sponsor; if no active Asset record exists, this field will display $0.00.

Sponsor Disregard (O): Continuously displays as $-1500.00 for the standard disregard amount or $0.00 if there is no person with Role = Sponsor; should not display any other number/amount.

Adjusted Sponsor Asset Value (P):

Continuously displays the calculated amount from the stored procedure resulting from calculating Total Sponsor Asset Value (N) minus Sponsor Disregard ($1500); (N - $1500) = P.

This field continuously displays even if there is no person with Role = Sponsor; if no active Asset record exists, this field will display as $0.00. This number will not be a negative value. If the calculation is negative, $0.00 will display.

Total Adjusted Asset Value (Q):

Continuously displays the calculated amount from the stored procedure result from calculating Total SFU Asset Values (M) plus the Adjusted Sponsor Asset Value (P); (M + P = Q).

Group Box Key Continuously displayed group box that provides a shorthand code of Eligibility calculations based on


the outlined variables in the tables.

B = A + A – Disregards Text field.

C = B + B Text field.

D = C + C – Obligated Monies disregard

Text field.

E = D – Child Support + H Text field.

F = B + B Text field.

G = F + F Text field.

H = G – 20% – CNS – Obligated Monies

Text field.

J = I + I Text field.

L = K + K Text field.

M = J + J Text field.

N = L + L Text field.

P = N – O Text field.

Q = M + P Text field.

Group Box Question 9 (Court Ordered and Voluntary)

Fields Is the child receiving SSI? If Yes, Not Reimbursable.

Displays Question 9 on the Initial Determination tab of the Title IV-E Foster Care page for the child..

Group Box AFDC Criteria (Court Ordered and Voluntary)

Fields Does the child meet the AFDC criteria that were in effect as of July 16, 1996 at the time of the removal from home? If No, Ineligible.

Displays the AFDC Criteria question on the Initial Determination tab of the Title IV-E Foster Care page for the child.

Group Box Question 9 (EFC)

Fields Is the young adult receiving SSI? If Yes, Not

Displays Question 9 on the Initial Determination tab of the Title IV-E EFC page for the young adult.


Reimbursable.

Group Box AFDC Criteria (EFC)

Fields Does the young adult meet the AFDC criteria that were in effect as of July 16, 1996 at the time of the removal from home? If No, Ineligible.

Displays the AFDC Criteria question on the Initial Determination tab of the Title IV-E EFC page for the young adult.

Group Box Placements in Current Removal Episode

Table Fields From Displays the corresponding From date on the Initial Determination tab of the Title IV-E Foster Care page or Title IV-E EFC page; displays as MM/DD/YYYY.

To Displays with the corresponding To date on the Initial Determination tab of the Title IV-E Foster Care page or Title IV-E EFC page; displays as MM/DD/YYYY.

Placement Name Displays with the corresponding Placement Name on the Initial Determination tab of the Title IV-E Foster Care page or Title IV-E EFC page.

Reimbursable Displays with the corresponding Reimbursable data on the Initial Determination tab of the Title IV-E Foster Care page or Title IV-E EFC page.

Licensed Displays the corresponding Licensed data on the Initial Determination tab of the Title IV-E Foster Care page or Title IV-E EFC page.

License Effective Displays the corresponding License Effective on the Initial Determination tab of the Title IV-E Foster Care page or Title IV-E EFC page; displays as MM/DD/YYYY.

License End Displays the corresponding License End on the Initial Determination tab of the Title IV-E Foster Care page or Title IV-E EFC page; displays as MM/DD/YYYY.

Service Type Displays the corresponding Service Type on the Initial Determination tab of the Title IV-E Foster


Care page or Title IV-E EFC page.

Group Box Eligibility Notes

Text Field Displays the Eligibility Notes on the Initial Determination tab of the Title IV-E Foster Care page or Title IV-E EFC page.

Buttons: Close Closes the page and returns the user to the desktop.


All of the data included in the Title IV-E Foster Care Eligibility Worksheet group box is pre-filled from other fields and is not user modifiable.

Persons will display in the following order based on role selected: Parent, Step Parent, Minor Parent, Alien Parent, Household Member, Grandparent, Sponsor, Sponsor Spouse, Child, Dependent, Full Time Student, Student and Employee.

The Deprivation table displays only for Court Ordered and Voluntary IV-E’s where two persons are selected on the Basic tab and have a Role = Parent.

The Determining the AFDC Standard Filing Until (SFU) group box only displays when the Date AFDC Applied field has been populated.

The Exclusion Reason field in the Determining the AFDC Standard Filing Unit (SFU) group box will display the following reasons to document why the participant is excluded from the SFU: “Adoption Recipient”, “Alien”, “Grandparent Income Included”, or “SSI Recipient.”

The Exclusion reason will populate as “Adoption Recipient” if the person has an active Unearned Income Type of ‘Adoption Subsidy – Other State’ as of the AFDC Day, Month, and Year or if the person has a Service or Placement with Service Category of ‘Adoption’ as of the AFDC Day, Month, and Year.

The Exclusion reason will populate as “Alien” if a person meets “Alien” criteria (see section 5.2.2 for “Alien” logic).

The Exclusion reason will populate as “Grandparent Income Included” for a Minor Parent when a ‘Grandparent’ is included in the determination for Applied Income.

The Exclusion reason will populate as “SSI Recipient” if the person has an active Unearned Income Type of ‘SSI’ as of the AFDC Day, Month, and Year.

Question 7 and Question 8 tables only display for persons with income or resources considered in the determination.

When the following roles are selected (Alien Parent, Grandparent, Sponsor, Sponsor’s Spouse), each role will have their own Applied Income Totals and Disregard table. Sponsor and Sponsor’s Spouse will both be included in one Applied Income Totals and Disregards table.


The Eligibility Worksheet fields will update until the Initial Determination is completed; Once the Initial Determination has been completed, all fields will be frozen.


The Eligibility Worksheet will be available for the Title IV-E even then the IV-E is copied to another case such as Post Adoption.

2.17.5 CRUD Matrix

Table C R U D

ELIGIBILITY X


3 Introduction (Title IV-E Eligibility for EFC)

The Title IV-E FC Eligibility page, for Young Adults in the Extended Foster Care (EFC) Program, allows for the documentation and capturing of a Young Adult’s (18 years of age or older) eligibility for funding under Title IV-E. The Title IV-E Eligibility for EFC page is ONLY systematically generated if a Young Adult’s “removal” begins on or after their 18th birthday and is not able to be manually created. This is because the Title IV-E Foster Care Eligibility Initial Determination is based on the “removal”. Therefore, if the removal began while the child/young adult was under 18 and they continued into the EFC Program and did not opt out, the existing Title IV-E Foster Care Eligibility page applies. Furthermore, all manually created Title IV-E Foster Care Eligibility pages are Non-EFC. Once the EFC IV-E is auto-generated based on the Removal/Placement, it will remain was it was upon creation (EFC IV-E flag being checked), even if the date of birth is modified on Person Management. If the user made a mistake on the date of birth, they will have to end the placement as made in error or void the IV-E and recreate it.

4 Pages

4.1 Page – IV-E EFC Eligibility


4.1.1 Page Overview Page Navigation A Title IV-E Eligibility Determination for EFC will be auto-generated in a removal episode for a young adult who is 18 or older. A Title IV-E Eligibility for EFC page cannot be manually created in FSFN. It is auto-generated for all removals. An Eligibility Specialist with or without an assignment to the case can view or update the Eligibility page through either the Eligibility icon within a case record on his/her desktop OR by navigating through Financial Work. Eligibility pages are unique, such that they can be created, updated and completed without an assignment to the FSFN Case if the user has the applicable security. The one exclusion to this is the EFC Title IV-E FC Eligibility page, which can be updated and completed through Financial Work, but cannot be created through Financial Work. Non- Eligibility Specialists with assignment to a case can access the Eligibility page in view only mode on their desktops through the same manner. The Eligibility record will be listed as a hyperlink. Selecting the hyperlink will open the Eligibility page pre-filled with the existing Case, Young Adult, and Eligibility information. Users can also access the Eligibility page in view-only mode via search results on the Search page, Eligibility icon, and then selecting the Eligibility hyperlink. Once the IV-E EFC Eligibility record is generated, information will be pre-filled by the system as applicable. For Initial Determinations, the Eligibility group box and Demographic information will be pre-filled on the Basic tab. Once an Initial Determination has been completed for a Young Adult, the Redeterminations tab will be enabled. The Eligibility group box will be pre-filled with the Young Adult’s information along with both the Basic and Initial Determination tab being pre-filled, but not editable. From the Redeterminations tab, the user will need to select the radio button of the redetermination they wish to edit or view. Once the IV-E page is created and saved, it can be accessed via the Eligibility outliner in the case, or via the Eligibility drop down on Case Book. The hyperlink will display as Title IV-E Eligibility Determination (EFC). Page Summary The IV-E EFC Eligibility record is initially created upon the approval of the Young Adult’s first placement (SM10a: Out of Home Placements) where the Service Category is Independent Living. Once the Initial Determination has been completed as Eligible, the Insert button becomes enabled on the Redetermination tab. If the Initial Determination is completed as Ineligible, the Insert button on the Redetermination tab remains disabled and grayed out. If a placement is discharged with the reason "Permanent Guardianship" or "Placed with a Fit and Willing Relative" and a consecutive placement with the same Provider ID is made, no new Title IV-E EFC Eligibility will be generated. The IV-E EFC Eligibility page consists of an Eligibility header group box and three (Basic, Initial and Redetermination) tabs. The Eligibility group box consists of the Young Adult’s Name (hyperlink), Person ID, Eligibility ID, Episode End Date, Case Name (hyperlink), Case ID, along with the Title IV-E Removal Date, the Do Not Refer to Child Support Enforcement check box and the Reason dropdown. The phrase Eligibility – Extended Foster Care (EFC) will display in red bold lettering in the header beneath the Episode End Date, indicating it as an AFCARS value. The Young Adult’s Person Management page is launched upon clicking the Name hyperlink. The Maintain Case page is launched upon clicking the


Case Name hyperlink. Checking the ‘Do not refer to Child Support Enforcement’ check box and selecting one of four reasons from the reason dropdown manually prevents the referral of an otherwise eligible Young Adult for child support services, discontinuing any future exchange of updates with the child support program on a previously referred child. The Basic tab consists of four group boxes including Demographic Information, Removal from Home Information, Removal Home Address, and AFDC Information. The Demographic Information group box lists the Young Adult’s demographic information from the associated Person Management record. Thee Voluntary Placement Agreement - Removal from Home Information group box lists the type of removal, which will always be Voluntary for this IV-E EFC page. The other fields in this group box display, but do not pre-fill with any removal information and are disabled, grayed out and not required. The Removal Home Address group box also does not pre-fill with any address information and is disabled, grayed out and not required. Finally, there is an AFDC Information group box that is also disabled, grayed out, and not required. Clicking the name hyperlink in the AFDC Information group box will open the participant’s Assets and Employment page. The next tab, Initial Determination, is used by the Eligibility Specialist to complete the initial Title IV-E EFC Eligibility Determination for the Young Adult. This tab is only used for the Initial Determination. After the initial eligibility determination is screened, the Eligibility Specialist will use the Refer/Return to Supervisor option from the Actions group box to have the supervisor review the eligibility determination. The supervisor will receive an automated message when a Title IV-E EFC Eligibility has been referred. After the supervisor has reviewed and completed the Title IV-E EFC Eligibility from the Actions group box, the Initial Determination tab will be frozen except for the Episode End Date. This action will also enter the Date Completed field. The Eligibility Information group box includes the Eligibility Determination and Status. The Eligibility Determination field is Red to indicate that the result of the Eligibility Determination is an AFCAR value. Essential Eligibility dates such as Effective From date along with the Entry Date, Date AFDC Applies, Date Voided and Date Completed dates are listed for the initial Eligibility Determination. Below the Eligibility Information group box are the Eligibility Determination questions and an optional Eligibility Notes group box. When an Initial Determination is referred to the supervisor, a Medicaid eligibility record is automatically created unless a record already exists. The Redeterminations tab is used by the Eligibility Specialist to perform subsequent eligibility determinations once the Initial Determination has been completed and is Eligible. The status of an eligibility determination is pending until all questions are answered on the Redetermination tab. The Eligibility Supervisor completes the screening by selecting Complete Determination from the Actions group box and selects the Save button. On the Redeterminations tab, the first group box includes a repeating table containing the Redetermination information. Below are the questions and an optional Eligibility Notes narrative text field. In addition to the three tabs, the Eligibility page contains the EFC Program Eligibility Selection pop-up page. This pop-up page is used to select and associate the applicable EFC Program Eligibility page, with associated Program Eligibility Status, to the Title IV-E Foster Care Eligibility for EFC page. Eligibility Referral History Pop-up page, Income and Assets Select Pop-up page, and the Select Legal page can be launched from the Actions group box found on all three tabs at the top right corner of the page. The following hyperlinks only appear when accessed through Edit mode from the desktop or through Financial Work and hidden when accessed through Search function:


Refer/ Return to Supervisor; Return to Eligibility Specialist; Complete Determination;

Complete Redetermination; Submit Void Determination and Void Determination.

4.1.2 Page Information Group Box: Eligibility Fields: Young Adult Name Hyperlink The young adult’s name (Last name, First name, and

Middle name); pre-fills from the Person Management record of the Young Adult associated with the Title IV-E EFC Eligibility Determination record. Displayed as a hyperlink which launches the Person Management page, when clicked. If information is updated, the IV-E EFC Eligibility page will update the content automatically when the changes are made. Not user editable.

Person ID The unique ID that the system generates to identify the young adult. Not user editable.

Case Name Hyperlink The Case Name associated with Young Adult. System derived (Last name, First name, Middle name) from the Case Management record associated with the Title IV-E EFC Eligibility Determination record selected from the Person Search or the desktop; displayed as a hyperlink which launches the Maintain Case page and continues to display in the current format which is Last name, First name, Middle initial. If the IV-E EFC Eligibility page is in "edit" mode, the Maintain Case page will be displayed in "edit" mode; otherwise, "view only". Not user editable.

Case ID The unique system generated ID that is associated with the Young Adult’s case. System derived from the Title IV-E Foster Care Eligibility Determination record. Not user editable.

IV-E Removal Date The date the young adult was removed from home; Defaults to the Removal Date in the Out of Home Placement page when it creates the eligibility record; not user modifiable.

Episode End Date Episode End Date is the Date the Young Adult’s removal episode ends. Also, it is removed by the system if the Removal discharge is overridden and if any changes are made to a Placement Change. System derived, disabled, not user modifiable; not required.

Eligibility ID This field pre-fills from the Title IV-E EFC Eligibility Determination record with the ID_ELIG;


System derived upon creation; not user editable. Do not refer to Child Support

Enforcement Checkbox is always enabled. When check box is checked, the ‘Reason’ dropdown is enabled and required. User editable, not required.

Reason Enabled and required if the ‘Do not refer to child support enforcement’ check box is checked. User selects option “The child was conceived because of incest or forcible rape”, “Legal proceedings for the adoption of the child are pending before the court”, or “The parent or caretaker relative is considering relinquishing the child for adoption”.

Group Box: Actions Panel Fields: Refer/Return to Supervisor This hyperlink will be available and displayed for

selection upon creation of the IV-E EFC Eligibility page; upon clicking the hyperlink the system will process all field edits to ensure all required fields are documented; Hidden when accessed through Search function.

Eligibility Status Change Displays as a hyperlink in the Actions panel; launches the Eligibility Status Change pop-up page when clicked.

Eligibility Referral History Displays as a hyperlink in the Actions panel; launches the Eligibility Referral History pop-up page when clicked.

Complete Determination This hyperlink will only be available and displayed for selection once the Refer/Return to Supervisor action is completed; upon clicking the hyperlink, the system will process the following edits: Completed Date field is filled with the current system date, Complete Determination check box is checked, the questions on the Initial tab are disabled, and the current Worker ID and timestamp are saved to corresponding fields in the Eligibility table; Hidden when accessed through Search function.

Complete Redetermination This hyperlink will only be available and displayed for selection once the Refer/Return to Supervisor action is completed for a Redetermination; upon clicking the hyperlink, the system will process the following edits:: Date Completed field is filled with the current system date and is not linked to the entry date, Complete column is entered with “Yes”, questions on the Redetermination tab are disabled for the redetermination instance, and the current worker ID and timestamp are saved to the corresponding fields in the ELIG_REDET table; Hidden when accessed through Search function.

Submit Void Determination/ Void Determination

Voids the Initial Determination and all supplemental Redetermination records on the Redeterminations


Tab. Available only after the Initial Determination record has been completed and the worker accessing the page has the appropriate security. The Submit Void Determination, and then Void Determination steps must be completed before the Title IV-E Foster Care Eligibility page is successfully voided. This process requires two users to complete. This hyperlink does not display when viewing the Redetermination tab; Hidden when accessed through Search function.

Link Income/Assets Verification / View Income/Assets Verification

Displays as a hyperlink in the Actions panel; launches the Income and Assets Select Pop-up page when clicked. Once the Initial Determination is complete, the hyperlink dynamically changes to displays as View Linked Income/Assets Verification. Clicking the hyperlink will launch the pop-up page in view only mode and no changes can be made to it.

Eligibility Worksheet Displays as a hyperlink in the Actions panel; launches the Eligibility Worksheet Pop-up page when clicked.

Group Box: Text Panel Buttons: Save Standard Save Processing Close Standard Close Processing




The Episode End Date field will prefill with the date the young adult’s Removal is discharged, once that discharge is approved.

FSFN will not allow a FSFN Case to be closed if there is a “Pending” IV-E EFC Foster Care eligibility record or one without a close date.

For a young adult to appear on the Create Young Adult Case Selection pop-up page, they cannot have a “Pending” Title IV-E Foster Care Eligibility (Initial or Redetermination).



Save Processing is initiated by clicking on the ‘Save’ command button. Save processing is also initiated when selecting the Close button and then answering ‘Yes’ when the system asks the user if they would like to ‘Save changes before closing the page’.


If the IV-E Removal date is prior to the end date of a prior eligibility for the same person (irrespective of case), a message stating: ‘Title IV-E Foster Care Removal Date cannot be prior to the end date of a previous eligibility’ will be displayed.


If a user attempts to save the Title IV-E EFC Eligibility page and has checked the “Do not refer to Child Support Enforcement” checkbox but has not selected a Reason, message “Please enter data in the fields which are highlighted – Eligibility group box – Reason” will be received.

Upon clicking ‘Save’, the Effective Date is the only required field to initially save the IV-E EFC Eligibility page. All other field edits are enforced upon clicking the Approval hyperlink.

Upon attempting to save after removing the Date of Birth, the user will receive a validation message that the participant has been in at least 1 Removal Episode and therefore the Date of Birth cannot be removed, only modified. This edit must not consider Removals where all Placements within the Removal were ended as Made in Error. If a Removal is created and the page saved to the database, it is a "Removal" and therefore the user cannot delete the Date of Birth. only once the Placement is approved and only if all placements within the Removal are ended as Made in Error and there are no other Removals can the user delete the Date of Birth. This is a validation that checks the FSFN application across the board, not specific to a singular FSFN Case, based on the Person ID.

4.1.5 CRUD Matrix

Table C R U D

ELIGIBILITY X X

PERSON X

CASE X


4.2 Tab – Basic

4.2.1 Tab Overview The Basic tab displays demographic information about the Young Adult which is prefilled from Person Management when the page is generated. 4.2.2 Tab Information Group Box: Demographic Information Fields: DOB The date of birth of the Young Adult for whom the

eligibility is being determined; system derived from the Young Adult’s Person Management record; display as plain black text; not user editable.

Age The calculated age of the Young Adult. The calculation is done dynamically by the system based on the Eligibility creation date minus the Young Adult’s DOB; display as plain black text; not user editable.


SSN Social Security Number from the Young Adult’s Person Management record; system derived; display as plain black text; not required and not user editable.

Group Box: Voluntary Placement Agreement - Removal from Home Information

Fields: Removal from Home Was This field is Null, meaning it does not prefill with any information; Disabled and grayed out; Not user modifiable.

Child Removed from Home of

This field is Null, meaning it does not prefill with any information; Disabled and grayed out; Not user modifiable.

Primary Caregiver This field is Null, meaning it does not prefill with any information; Disabled and grayed out; Not user modifiable.

Relationship to Child This field is Null, meaning it does not prefill with any information; Disabled and grayed out; Not user modifiable.

Relationship to Child This field is Null, meaning it does not prefill with any information; Disabled and grayed out; Not user modifiable.

Group Box: Removal Home Address Fields: Street This field is Null, meaning it does not prefill with

any information; Disabled and grayed out; Not user modifiable.

Apt This field is Null, meaning it does not prefill with any information; Disabled and grayed out; Not user modifiable.

FL City This field is Null, meaning it does not prefill with any information; Disabled and grayed out; Not user modifiable.

City This field is Null, meaning it does not prefill with any information; Disabled and grayed out; Not user modifiable.

State This field is Null, meaning it does not prefill with any information; Disabled and grayed out; Not user modifiable.

Zip This field is Null, meaning it does not prefill with any information; Disabled and grayed out; Not user modifiable.

County This field is Null, meaning it does not prefill with any information; Disabled and grayed out; Not user modifiable.

Home Phone This field is Null, meaning it does not prefill with any information; Disabled and grayed out; Not user modifiable.

Work Phone This field is Null, meaning it does not prefill with any information; Disabled and grayed out; Not user

modifiable. Group Box: AFDC Information Fields: Assistance Group All checkboxes are disabled, grayed out and unable

to be selected. Only the person for whom Eligibility is being determined should be checked.

Participant Name This hyperlink will launch the Assets & Employment page; in addition, the page must be saved before being able to launch the Assets & Employment page.

Role Identifies the Role the participant plays relative to income calculations; drop down is disabled, grayed out, and not user selectable. Role for the person Eligibility is being determined for should default to Child.

Unable to Obtain Income/Asset Verification

User selected check box. Only enabled if the person is in the Assistance Group.

Action Buttons: Save Standard Save Processing. Close Standard Close Processing.




Upon clicking any of the hyperlinks to launch other FSFN pages, the IV-E EFC Eligibility page must be saved directly prior to clicking the hyperlink if a change has been made. If a change has been made but page not saved, the following validation message is displayed: “The IV-E Foster Care Eligibility page must be saved.” <Close>

Upon returning from making an update to another FSFN module, the system will automatically refresh the IV-E EFC Eligibility page to update any applicable information. Additionally, if the other FSFN pages were accessed external to the IV-E EFC Eligibility page, each time the IV-E EFC Eligibility page is launched, it will automatically refresh upon opening the page.

Upon selecting the Print Screen command button at the top of the IV-E EFC Eligibility page, the system will print all information currently displayed on the screen/tab, including any information under the scroll bar or within an expando.

If one or more individuals in the Assistance Group have “Unable to obtain income/asset verification” checked, the AFDC question will be set to No and the young adult will be Ineligible.


Standard Save Processing 4.2.5 CRUD Matrix

Table C R U D

ELIGIBILITY X X

PERSON X

ADDRESS X X

ELIG_REDET X

CODE_DESC X

WORKER X


4.3 Tab – Initial Determination for Extended Foster Care (EFC)

4.3.1 Tab Overview The first group box on the Initial Determination tab is labeled Eligibility Information. This group box contains the Eligibility Determination (Eligible and Reimbursable, Eligible, Not Reimbursable, Ineligible, Pending), a check box that shows if the determination has been completed, a check box that shows if the determination has been voided, and a user-entered field that shows if the determination is


not applicable along with a Reason text field, and five significant date fields (Effective From date, Entry Date, Date AFDC Applies, Date Voided, and Date Completed). The page also contains the Assistance Group/ Standard Filing Unit Information group box; which is included in the Questions 7-10 expando. It contains the fields Assistance Group, Standard Filing Unit, Step 1:, Step 2:, and Assets. Once an eligibility status has been determined and completed by the worker’s supervisor, the Initial Determination tab will freeze, and all fields will be grayed out, except the Episode End Date. Once the Initial Determination is completed, the associated Placements in Current Removal Episode table and related fields will freeze and no longer update. If the page is returned from the Eligibility Supervisor without approval, the table will become unfrozen again. 4.3.2 Tab Information Group Box: Eligibility Information Fields: Eligibility Determination System derived radio buttons with four selections:

Eligible and Reimbursable; Eligible, Not Reimbursable; Ineligible, and Pending; not user editable; defaults to ‘Pending’; The Eligibility Status that is determined in FSFN will be the Eligibility Status and once the “Complete Determination” process has been completed, the Initial Determination tab becomes frozen and no longer user modifiable; AFCARS value.

Effective From Begin Date from which the eligibility status is effective; system defaulted from the placement begin date of the first Independent Living placement; user editable; required.


Date AFDC Applies Pre-fills with the Date of Voluntary Placement Agreement documented on the Out of Home Placement associated with the beginning of the Removal Episode. Pre-fills with the Date of Voluntary Placement Agreement documented on the Out of Home Placement associated with the beginning of the Removal Episode. This field is not required, but the Eligibility Determination will automatically be Ineligible if this field is null.


Determination Complete Check box to indicate that the initial eligibility


determination is complete, and information cannot be changed; system derived when ‘Complete Determination’ is selected from the Actions panel. Not user editable; defaults to unchecked. (OCA Reimbursement Allocation batch will only look at completed determinations. See FM04 Reimbursement and Claiming for Details).

Determination Voided Check box to indicate that the initial eligibility determination and all subsequent redeterminations are voided; system derived when the ‘Void Determination’ process is completed; 2 steps are required to complete the ‘Void Determination’ process; Submit Void Determination is the first step and Void Determination is the second step; selections are made from the Actions panel. Not user editable; defaults to unchecked.




Fields: Question 1 ‘Is the Young Adult under the age of 21? If Yes, go to Question 2A. If No, Ineligible.’ Defaults to ‘Yes’ if Young Adult’s age is less than 21 at time of Eligibility record creation; defaults to ‘No’ if Young Adult’s age is greater than or equal to 21 at time of Eligibility record creation. Not user editable. Date AFDC Applies is compared to the participants DOB to autofill answer of ‘Yes’ or ‘No’. Date AFDC Applies must be populated for logic to default answer; otherwise, the answer will not populate.


Question 2A ‘Does the Young Adult meet the EFC program requirements? If no, the Young Adult is Ineligible.’; Yes and No radio button selection is system derived based on the selected EFC Eligibility; if EFC Eligible pre-fills Yes; if EFC Ineligible pre-fills No; if Pending, pre-fills No;

Link EFC Program Eligibility Hyperlink that displays to the right of the Yes/No radio buttons for Question 2A. Upon selecting the hyperlink, the EFC Program Eligibility Selection pop-up page will display.

EFC Program Eligibility Determination

Hyperlink; displays only after selecting an EFC Program Eligibility Determination from the EFC Program Eligibility Pop-up Page; launches the associated EFC Program Eligibility page

De-link EFC Program Eligibility

Hyperlink; displays only after selecting an EFC Program Eligibility Determination from the EFC Program Eligibility Pop-up Page; Upon selection, de-links the currently linked Program Eligibility and reverts the Hyperlink selection for question 2 back to Link EFC Program Eligibility.

Question 2B ‘Is the Young Adult a U.S. Citizen or a Qualified Non-Citizen?’ If ‘Yes’, go to question 5A. If No, Ineligible.’ System derived from Person Management; not user modifiable; The following radio buttons are selected based on Person Management: Yes, U.S. Citizen; Yes, Qualified Non-Citizen; or No; No displays if Person Management either doesn't have a Citizenship selected (null) or Non-Qualified, Non- Citizen is selected; if Qualified Non-Citizen is selected on Person Management, the ‘Non-Citizen ID’ field displays the associated Non-Citizen ID in plain black text.

Question 5A ‘Was the Voluntary Placement Agreement signed by the Young Adult or legal guardian, and a representative of the Department?’ If there is a Voluntary Placement Agreement Date documented on Out-of-Home Placement, derived as Yes; otherwise No; not user modifiable.

Date of VPA This field pre-fills with the Date of Voluntary Placement Agreement documented on the Out of Home Placement associated with the beginning of the removal episode; not user modifiable.

Question 5B ‘For the Voluntary removal, was a judicial finding made within 180 days of signing the VPA that it is in the Young Adult’s best interest to remain in out of home care?’ Yes, No, and Pending Judicial Finding user selected radio buttons;


If "Yes" is selected, o the Date field is enabled and required o the select legal document hyperlink is


If "No" is selected and the young adult has been in Out of Home care for more than 180 days, the young adult is Ineligible and the date field is disabled and grayed out and the select legal document hyperlink does not display.

If “Pending Judicial Finding” is selected, o the Eligibility Determination can be

completed o all other questions considered, will be

Eligible and Reimbursable. If the Eligibility Determination is completed with Pending Judicial Finding selected, then the Yes radio button and the Date field will be disabled.

Date Displayed next to the Yes radio button. MM/DD/YYYY format. Conditionally enabled and required if Yes is selected.

Select Legal Document Conditionally displayed hyperlink next to the Pending Judicial Finding radio button that only displays if Yes is selected. Otherwise, if a response is either No or Pending Judicial Finding, this hyperlink will not display. Upon selecting the hyperlink, the Select Legal Document pop-up page displays the Legal Documents across ALL FSFN cases that are associated with the young adult for whom the eligibility is being documented; once a Legal Document is selected and the user clicks Continue from the Select Legal Document pop-up, the Select Legal Document hyperlink will no longer display. If a legal document is later de-linked by selecting the De-Link Legal Document hyperlink, then the Select Legal Document hyperlink will display once again.

Legal Document Name Conditionally displayed hyperlink that only displays on the screen if a Legal Document is linked using the Select Legal Document hyperlink; Otherwise, this hyperlink is not displayed; Upon selecting the hyperlink, the appropriate Legal Documentation page displays; This hyperlink will continue to display even after the Initial Determination is complete; The hyperlink name is displayed as the Document Name that is selected


on the associated Legal Documentation page (i.e. Custody and Placement – Motion and Order; Shelter Order/ Order to Take into Custody, etc.). If the legal document is later de-linked by selecting the De-Link Legal Document hyperlink, then the Legal Document Name hyperlink will no longer display.

De-Link Legal Document Conditionally displayed hyperlink that only displays on the screen if a Legal Document has been linked using the Select Legal Document hyperlink; Otherwise this hyperlink is not displayed; Once the Initial Determination is referred to the supervisor, this hyperlink will no longer display; If the supervisor refers the Initial Determination back to the Eligibility Specialist, this hyperlink will display once again; Upon selecting the De-Link Legal Document hyperlink, a validation prompt will display, asking the user if he/she is sure they want to de-link the associated Legal Document.

Fields: Question 6A ‘The Living with and Removed from a Specified Relative criterion is met as a Young Adult is his/her own Specified Relative. Relationship to Child selection shall be Young Adult.’ User selected radio button;

Relationship to Young Adult User selected drop down; enabled and not required if the ‘Yes’ radio button is selected.


Null; disabled and grayed out; not user modifiable.

Question 6B ‘At the time of removal, was the Young Adult deprived of parental support? If Yes, indicate deprivation type. If No, Ineligible’; user selected radio button with the options of ‘Yes’ and ‘No’; if Yes is selected, Deprivation Type is required.

Deprivation Type The Deprivation Type is conditionally enabled and required if Yes is selected; otherwise disabled and grayed out; contains the following values: Absence of Mother; Absence of Father; Absence of Both Parents; Death; Documented disability or incapacity; Single Parent Adoption; Termination of Parental Rights; Unemployment parent; and Underemployment parent. The associated Reason for Mother and Reason for Father associated drop downs will dynamically display based on the selected Deprivation Type - therefore, only if Absence of Both Parents is selected will both drop downs with associated text fields be displayed; if


Absence of Mother is selected only the Reason for Mother drop down is displayed; if Absence of Father is selected only the Reason for Father drop down is displayed; if any other values are selected, neither drop down is displayed.

Reason for Mother Enabled and required Reason drop down when the user selects Deprivation Type: "Absence of Mother" "Absence of Father" or "Absence of Both Parents"; values include Death, Abandonment, Other, Incarceration, Paternity Not Established, Divorce and Other.


No Label System derived based on if Absence of Mother, Absence of Father or Absence of Both Parents is selected; if Absence of Both Parents is selected, both the Mother and Father will display; Mother and Father are system derived based on the Additional tab of the young adult's Person Management record; the Mother and Father labels will NOT display unless one of the 3 values identified is selected; likewise, if only one is identified as absent, only that applicable label will display.

Reason for Father Enabled and required Reason drop down when the user selects Deprivation Type: "Absence of Mother" "Absence of Father" or "Absence of Both Parents"; values include Death, Abandonment, Other, Incarceration, Paternity Not Established, Divorce and Other.


No Label System derived based on if Absence of Mother, Absence of Father or Absence of Both Parents is selected; if Absence of Both Parents is selected, both the Mother and Father will display; Mother and Father are system derived based on the Additional tab of the young adult's Person Management record; the Mother and Father labels will NOT display unless one of the 3 values identified is selected; likewise, if only one is identified as absent, only that applicable label will display.

Expando Questions 7 – 10 ** For more information on Assistance Group / Standard Filing Unit, please refer to the AFDC


Income Calculations section in this topic paper. Group Box: Assistance Group/Standard

Filing Unit Information

Fields: Assistance Group System derived based on the participants selected in Assistance Group on the Basic tab; disabled and grayed out; not user modifiable.

Standard Filing Unit (SFU) Field is system derived from stored SFU calculation procedure; family size based on participants in Assistance Group.

Step 1: System derived from the Assets and Employment page; This is the resulting amount that is compared to the CNS @ 185% and is the Total SFU Income & Applied Income Amount.

Step 2: System derived from the Assets and Employment page; This is the resulting amount that is compared to the CNS @ 100% and is the Total SFU Income & Applied Income Amount.

Assets System derived from the Assets and Employment page; Not user editable. The amount will determine the answer to Question 8. Default to ‘No’ if amount is greater than $10,000. Defaults to ‘Yes’ if amount is less than or equal to $10,000. For more information, please see Section 5 on AFDC Calculations in this topic paper.

Fields: Question 7 ‘Is the Young Adult’s income less than the Consolidated Need Standard for the Standard Filing Unit (SFU)? If No, Ineligible.’ System derived radio button of ‘Yes’ or ‘No’ calculated based on the amounts in Step 1 and Step 2. compared against the CNS guidelines; disabled and grayed out; not user modifiable.

Question 8 ‘Are the Young Adult's total assets less than $10,000? If No, Ineligible.’ System derived radio button of ‘Yes’ or ‘No’ calculated based on the Assets field; disabled and grayed out; not user modifiable.


This field lists all placements for the Young Adult in the current removal episode based on the IV-E Effective From date, except for placements ended for the reason ‘Made in Error’; Placements added through Placement Correction will also display if the Title IV-E is Pending.

From The beginning date of the placement; system derived from the placement begin date value on the Out of Home Placement page; not user editable.


To The end date of the placement; system derived from the placement end date value on the Out of Home Placement page; not user editable.


Reimbursable Checkbox; system derived; not user editable Licensed Checkbox identifies whether the placement

provider’s license is applicable to provide services for the Young Adult and shows the status. System pre-fills if the provider has an effective License page. Not user editable.

License Effective The License Begin Date of the license which appears in the Licensed column system derived from the Provider License page. Not user editable.

License End The License End Date of the license which appears in the Licensed column system derived from the Provider License page. Not user editable.


Question 9 ‘Is the Young Adult receiving SSI? If Yes, Not Reimbursable.’ System derived as Yes based on the Young Adult having Unearned Income documented on Assets & Employment with a Type of "Supplemental Security Income (SSI)" as of the Initial Determination Effective Date where the Effective End Date is "null" or has not passed; otherwise, system derived as No; not user modifiable.

SSI Begin Date System derived; if Yes was derived from Assets & Employment, derived where the Unearned Income "Type" is Supplemental Security Income (SSI) and populates with the Effective Start Date; not user modifiable.

AFDC Criteria 'Does the Young Adult meet the AFDC criteria that were in effect as of July 16, 1996 at the time of removal from the home? If No, Ineligible.’ System derived, disabled and grayed out based on the selections already made as follows: System derived as Yes if all of the following questions are Yes: Question 1 Question 2B, Question 6A, Question 6B, Question 7 and Question 8; Otherwise, system derived as No.

Expando: Eligibility Notes Fields: Eligibility Notes User editable until the Determination is completed;

1000-character limit; enabled, not required. Buttons: Save Standard Save Processing.


Close Standard Close Processing. 4.3.3 Background Processing

Please refer to the background processing identified for each of the fields within the Page Information table directly above. When the "Refer/ Return to Supervisor" hyperlink is selected, the system will compare the user’s worker ID to the Worker ID of the person selected to route for approval. If these worker IDs match, the following validation message will display:


When the “Complete Determination” hyperlink is selected, the system will compare the worker ID of the user who clicked the Complete Determination hyperlink to the worker ID of the user who did the Refer/Return to Supervisor process. If these worker IDs match, a validation message will be thrown indicating the worker completing the determination CANNOT be the same Worker ID of the worker who referred the eligibility for completion. NOTE: The worker who referred the eligibility determination CAN return it to themselves in order to make updates if necessary.

The IV-E Removal Date can be the same the same date as a previously discharged Episode Date.

After selecting the Link EFC Program Eligibility Determination hyperlink and selecting an EFC Program Eligibility Determination the user will be returned to the Initial Determination for Extended Foster Care (EFC) page and two new hyperlinks will be displayed to the right of Question 2A in the place of the Link EFC Program Eligibility hyperlink.

o Hyperlink labeled EFC Program Eligibility Determination, which launches the associated EFC Program Eligibility page.

o Hyperlink labeled De-link EFC Program Eligibility; upon clicking the De-link EFC Program Eligibility hyperlink FSFN will show a = validation prompt asking if the user is sure they wish to de-link the associated EFC Program Eligibility with a Yes/ No selection.

When determining the Eligibility of the Young Adult, once all the questions on the Initial Determination tab are answered, if the Young Adult is determined to be Eligible, regardless if the Placement in which the young adult is currently placed is not “Licensed”, the young adult will be Eligible, Reimbursable. This is ONLY if flagged for EFC and is because Independent Living “Service Category” Placements are always flagged as Reimbursable irrespective of being licensed or not.

For Question 1 on the IV-E, when flagged as EFC, the Date AFDC Applies is compared to DOB to determine if the participant is under 21 years old. If the Date AFDC Applies field is null, Question 1 answer will not populate.

If Yes is selected for Question 5B but no date is entered, upon attempting to save the following validation message displays:

o Please enter data on Initial Determination Tab – Question 5B Pending Judicial Date.

For Question 5B, the date entered should be within 180 days after the date of the VPA. If the date entered falls outside of the 180 days, the following validation displays:

o The response to Question 5B is not within 180 days of the VPA Date. Please enter a valid date prior to saving the page

Upon selecting the Refer/ Return to Supervisor hyperlink, if Yes is selected for Question 5B, the system will validate that a Legal Document has been linked. If a Legal Document has not been linked the following validation message is displayed:

o A Legal Document must be linked in relation to Question 5B. Please make the necessary updates. <Close>


o Please enter data on Initial Determination Tab – Deprivation Type.


o Please enter data on Initial Determination Tab – Reason for Mother. o Please enter data on Initial Determination Tab – Reason for Father.

If ‘Absence of Mother is selected for Question 6B and a user attempts to save, the following validation message will display:

o Please enter data on Initial Determination Tab – Reason for Mother.

If ‘Absence of Father is selected for Question 6B and a user attempts to save, the following validation message will display:

o Please enter data on Initial Determination Tab – Reason for Father.

The AFDC Information will automatically refresh each time the Title IV-E Extended Foster Care page is launched until the Initial Determination is completed. Once the Initial Determination is completed, the AFDC information becomes frozen and will not update. It will not refresh to display any new applicable participants who meet the determination criteria, nor will it refresh to display any participant who have been removed and no longer meet the determination criteria.


In the Placements in Current Removal Episode table, the current placement will be not checked as reimbursable if the provider with whom the young adult is placed has a CCA License Type with a Sub-Type of "Public Institution > 25 beds".

A young adult will appear on the Create Young Adult Selection pop-up page if they have a “Pending” EFC IV-E Eligibility Determination (Initial or Redetermination).

Voluntary Initial Determination statuses:

o An Eligible, Reimbursable Determination status is obtained if the young adult meets the following criteria:

Questions 1, 2A, 2B, 5A, 7, 8 and AFDC Criteria are system derived = Yes;


Questions 6A and 6B are user selected = Yes

Question 9 is system derived = No AND

Provider is licensed for the service at the time of placement “as of” the Effective Date OR

o An Eligible, Non-Reimbursable Determination status is obtained if the young adult meets the following criteria:

Questions 1, 2A, 2B, 5A, 7, 8 and AFDC Criteria are system derived = Yes;


Questions 6A and 6B are user selected = Yes

Question 9 is system derived = Yes OR

Provider is not licensed for the service at the time of placement “as of” the Effective Date OR

The placement does not have service category of Independent Living.

o The “Pending Judicial Finding” selection is explained further in Section 4.3.2 Question 5B.

o If the license is "on hold" as of the Effective Date of the Redetermination, FSFN will still treat it as reimbursable with all other questions considered.

o Anything other than the above combinations in the previous two bullet points for Eligible, Reimbursable or Eligible, Not Reimbursable will make the young adult Ineligible.



The Date AFDC Applies is not required when saving the EFC Title IV-E Foster Care Eligibility page. The Eligibility Determination will automatically be Ineligible if the Date AFDC Applies field is null.

The ‘Effective From’ date is required on the Initial Determination tab to initially save the page. Based on the responses for the questions on the ‘Initial Determination’ tab, various fields may also be required. If any of these fields are null, the user will receive an error validation stating, ‘Please enter data in the fields which are highlighted - <field name>.’ upon attempting to submit the Initial Determination for supervisor review.

If the ‘Effective From’ date value is prior to the ‘IV-E Removal Date’, on save processing the user will receive an error message stating, ‘Effective From date cannot be before the Title IV- E Foster Care Removal Date.’

The ‘Effective From’ date can equal the Episode End Date of a prior removal episode. Once the Determination is complete, the questions on the Initial Determination tab are disabled

and frozen. If Complete Determination action is selected by the supervisor and successfully processed, the

following processes occur: o The Date Completed field is filled with the current system date

(ELIGIBILITY.dt_sys_cmplt). o The questions on the Initial Determination tab are disabled. o The current worker ID is saved to the field ELIGIBILITY.id_st_apprval. o The timestamp is saved to the field ELIGIBILITY.dt_cmplt.


4.4 Tab – Redetermination for Extended Foster Care (EFC)

4.4.1 Tab Overview The Redeterminations tab displays the history of all Title IV-E EFC Eligibility Redeterminations for the Young Adult’s removal episode. Until a Redetermination row is inserted, the questions on the tab are disabled and grayed out. A pending Redetermination record is created by clicking the Insert button, entering the Effective Date, and saving. The Eligibility Specialists can manually insert rows anywhere in the table on the Redeterminations tab under the following logic:



when a Redetermination row is inserted and saved. Once a Redetermination row is inserted and saved, the Insert button is disabled and will be enabled again after the Redetermination is completed. If the Initial Determination is Ineligible or a Redetermination is Ineligible, the Insert button will remain disabled and grayed out. The Redetermination will remain in pending status until all questions on the tab have an answer and will refresh each time the page is launched while the Redetermination is pending.


The first group box displays the determinations in reverse chronological order with corresponding radio buttons for selection and viewing. The group box includes a repeating table containing the following: Eligibility Determination, Effective From, Entry Date, Completed, Date Completed, Void Redetermination, Void Date, Status Change, and an Insert button. Below the group box are eligibility redetermination questions with a Placements in Current Removal Episode repeating table inside a group box that contains the following: From, To, Placement Name, Reimbursable, Licensed, Licensed Effective, Licensed End, and Service Type. Finally, there is an Eligibility Notes expando that displays a text narrative field once expanded. To review the answers to a specific set of redetermination questions, the worker selects the appropriate radio button to the left of the redetermination record in the top group box. The question and associated answers will pre-fill in the bottom group box. All completed redetermination records will be in view only mode. This same functionality works when the Eligibility Specialist searches for a case as well. If the worker performs a search for a case and accesses the Title IV-E within that search, they can select the radio button for any of the listed Redeterminations and display its information. It is possible to select and display each Redeterminations row one at a time from Search. Once the Redetermination is completed, the associated Placements in Current Removal Episode table and related fields will freeze and no longer update. If the page is returned from the Eligibility Supervisor without approval, the table will become unfrozen again. 4.4.2 Tab Information Group Box: Eligibility Information Fields: Eligibility Determination System-derived radio buttons with four selections:




Completed? Indicates that the eligibility redetermination is complete, and information cannot be modified; system derived to ‘Yes’ if the Complete Redetermination action has been selected and processed; not user editable; defaults to blank. (OCA Reimbursement Allocation batch will only


look at completed determinations. See FM04 Reimbursement and Claiming for Details).

Date Completed The system date when the Redetermination is completed; system derived from system date when ‘Complete Determination’ is selected from the Actions panel; not user editable; defaults to 00/00/0000.





Buttons: Insert Conditionally enabled button that will insert a pending Redetermination row. Once a new row is inserted and saved, the Insert button will be disabled and only enabled once the Redetermination is completed. If the Initial Determination is Ineligible or a Redetermination is Ineligible, the Insert button will remain disabled. If the Ineligible Redetermination is subsequently voided, the Insert button becomes enabled. If a pending Redetermination is voided because of the placement being ended as made in error, the Insert button will be enabled if the most recent Redetermination or Initial Determination was completed and not Ineligible. Additionally, the Insert button is disabled once the associated Removal Episode is discharged. The


insert button becomes enabled again if the discharged Removal is overridden and re-opened. Lastly, the Episode End Date on the IV-E Eligibility record is removed by the system if the Removal discharge is overridden and if any changes are made to a Placement Change.

Fields: Question 1 ‘Is the Young Adult under the age of 21? If Yes, go to Question 2. If No, Ineligible.’ User selected radio buttons with the options of ‘Yes’ and ‘No’; defaults to ‘Yes’ if Young Adult’s age is less than 21 at the ‘Effective From’ date of the redetermination; defaults to ‘No’ if Young Adult’s age is greater than or equal to 21 as of the ‘Effective From’ date; required.

Question 2 ‘For the Voluntary removal, was a judicial finding made within 180 days of signing the VPA that it is in the young adult’s best interest to remain in out of home care? If no, Ineligible.’ ‘Yes,’ ‘No,’ and ‘Pending Judicial Finding’ are user selected radio buttons. ‘N/A’ radio button is system derived. If "Yes" is selected, the Date field is enabled and required the select legal document hyperlink is


If "No" is selected and the young adult has been in Out of Home care for more than 180 days, the young adult is Ineligible, and the date field is disabled and grayed out and the select legal document hyperlink does not display. If N/A is system derived, the background processing is the same as Yes, meaning N/A would NOT make the Young Adult ineligible. If “Pending Judicial Finding” is selected, the Eligibility Determination can be completed If the Eligibility Determination is completed with Pending Judicial Finding selected, then the Yes radio button and the Date field will be disabled. If “Yes” or “Pending Judicial Finding” is selected, all other questions considered, the young adult will be Eligible and Reimbursable. If the Redetermination is manually inserted and


Question 5B on the Initial Determination was ‘Yes’ or Question 2 on the previous Redetermination was ‘Yes’, this question is system derived as ‘N/A’ and will be disabled, grayed out, and not user modifiable. Furthermore, the logic no longer requires a judicial finding stating that it is in the Young Adult's best interest to remain in out of home care when referring to the supervisor, nor does it apply to the overall Eligibility Determination.

Date Displayed to the right of the Yes button. MM/DD/YYYY format. Conditionally enabled and required if Yes is selected; After entering the Date, in order to save, the user must also select the applicable Legal Document. If no Date is entered and the Redetermination is completed as Ineligible, the Date is disabled and grayed out.

Select Legal Document Conditionally displayed hyperlink next to the Pending Judicial Finding radio button that only displays if Yes is selected. Otherwise, if a response is either No or Pending Judicial Finding, this hyperlink will not display. Upon selecting the hyperlink, the Select Legal Document pop-up page displays the Legal Documents across ALL FSFN cases that are associated with the young adult for whom the eligibility is being documented; once a Legal Document is selected and the user clicks Continue from the Select Legal Document pop-up, the Select Legal Document hyperlink will no longer display. If a legal document is later de-linked by selecting the De-Link Legal Document hyperlink, then the Select Legal Document hyperlink will display once again. After entering the Date, in order to save, the user must select the applicable Legal Document. If no Date is entered and the Redetermination is created as Ineligible, the hyperlink no longer displays.

Legal Document Name Conditionally displayed hyperlink that only displays on the screen if a Legal Document is linked using the Select Legal Document hyperlink; Otherwise, this hyperlink is not displayed; Upon selecting the hyperlink, the appropriate Legal Documentation page displays; This hyperlink will continue to display even after the Redetermination is complete; The hyperlink name is displayed as


the Document Name that is selected on the associated Legal Documentation page (i.e. Custody and Placement – Motion and Order; Shelter Order/ Order to Take into Custody, etc.). If the legal document is later de-linked by selecting the De-Link Legal Document hyperlink, then the Legal Document Name hyperlink will no longer display.


Question 4 ‘As of the Redetermination Effective Date, is the Young Adult receiving SSI? If Yes, Eligible, Non-Reimbursable.’ System derived based on if the young adult has Assets & Employment with Unearned Income with a Type of "Supplemental Security Income (SSI)"; otherwise, no.

SSI Begin Date The date the Young Adult began receiving SSI benefits. System derived based on the following: if the participant has an Assets & Employment record with Unearned Income of "Supplemental Security Income (SSI)", then populates with the Effective Date; otherwise null; disabled and grayed out.


This table lists all placements in the current removal episode for the Young Adult based on the IV-E Effective From date while the EFC IV-E is Pending and is displayed in reverse chronological order; placements ended for the reason ‘Made in Error’ are not displayed; placements added through Placement Correction will also display if the EFC IV-E is Pending



Placement Name The name of the placement provider. System


derived from the provider name on the Out of Home Placement page; not user editable.

Reimbursable System derived check box to show whether the placement is reimbursable or not. System derived based on the Provider being licensed for the associated Service Type when Title IV-E Foster Eligibility page is NOT flagged as EFC; when flagged as EFC, always system derived as Reimbursable.

Licensed System derived check box to show whether the placement provider’s license is applicable to provide services for the young adult and shows the status. System pre-fills the license status from the Provider License page. Not user editable.










When determining the Eligibility of the Young Adult once all the questions on the Redeterminations tab are answered, if the Young Adult is determined to be Eligible, regardless if the Placement in which the young adult is currently placed is not “Licensed”, the young adult will be Eligible, Reimbursable. This is ONLY if flagged for EFC and is because Independent Living “Service Category” Placements are always flagged as Reimbursable irrespective of being licensed or not.


o Effective From Date cannot be before the Title IV-E Foster Care Removal Date.


o The Effective Date of the Redetermination cannot be prior to the Effective Date of the Initial Determination.

If the Date field under Question 2 is enabled and the user attempts to save without entering a date, the following validation message will appear:

Please enter date on Redeterminations Tab – Question 2 Pending Judicial Date. <Close>

For Question 2, the date entered should be within 180 days after the date of the VPA. If the date entered is greater than 180 days, the following validation message will display:

The response to Question 2 is not within 180 days of the VPA Date. Please enter a valid date prior to saving the page.

Upon selecting the Refer/ Return to Supervisor hyperlink, if Yes is selected, the system will validate that a Legal Document has been linked. The following validation message will display if a Legal Document is not linked:


In the Placements in Current Removal Episode table, the current placement will be not checked as reimbursable if the provider with whom the young adult AND

The provider is licensed for service at the time of placement "as of" the Effective Date OR


An Eligible, Non-Reimbursable Determination status is obtained if the young adult meets the following criteria:

Question 1 = Yes;



The provider is not licensed for service at the time of placement “as of " the Effective Date OR

The placement does not have service category of Independent Living;


In the Placements in Current Removal Episode table, the current placement will be not checked as reimbursable if the provider with whom the young adult is placed has a CCA License Type with a Sub-Type of "Public Institution > 25 beds.”

The autogenerated Redetermination should not check for the license of the provider for an EFC.

IMPORTANT NOTE: Anything other than the above combinations in the previous two bullet points for Eligible, Reimbursable or Eligible, Not Reimbursable will make the young adult Ineligible.








A young adult will appear on the Create Young Adult Selection pop-up page if they have a “Pending” EFC IV-E Eligibility Determination (Initial or Redetermination).

If either a completed Initial Determination has Question 5B answered as Pending Judicial Finding or a completed Redetermination does not have Question 2 answered as yes, a daily batch running at 6AM EST will autogenerate an Ineligible Redetermination row on the 181st day from the VPA date. FSFN will then autocomplete this row as follows:

o Question 1 – Young Adult’s age as of Effective From date.

o Question 2 – No


For Redeterminations autogenerated by placement changes (from a licensed to an unlicensed placement OR an unlicensed placement to a licensed placement), the questions will autopopulate as follows:

o Question 1 – Young Adult’s age as of Effective From date.

o Question 2 – Depending on which is present or more recent, will be prefilled as N/A if Question 5B on the Initial Determination is Yes, or Question 2 on the most recent Redetermination is either Yes or N/A. It will be prefilled as Pending Judicial Finding if either Question 5B on the Initial Determination or Question 2 on the most recent Redetermination is Pending Judicial Finding.





The ‘Effective From’ date is required to refer the Redetermination to the Supervisor. Based on the responses for the questions on the ‘Redeterminations’ tab, various fields may also be required. If

any of these fields are null, upon clicking the Refer/ Return to Supervisor hyperlink the user will receive an error validation stating, ‘Please enter data in the fields which are highlighted - <field name>’ upon attempting to submit the Redetermination for supervisor review.











For Question 2, upon entering the Date and linking the Legal Document and successfully saving, the user must refer the Eligibility Determination to the supervisor a second time.


4.5 EFC Program Eligibility Pop-up

4.5.1 Tab Overview The EFC Program Eligibility pop-up is accessed from the IV-E EFC Eligibility page, via a hyperlink next to Question 2A. This pop-up page allows the user to view and link applicable EFC program eligibility to the IV-E EFC Eligibility page. 4.5.2 Tab Information Group Box: Case Information Fields: FSFN Case Name Displays the Case Name of the associated case;

displays as Last name, First name, Middle name; system derived; plain black text

Case ID Displays the Case ID of the associated case; system derived; plain black text

Eligibility ID Displays the unique ID generated for the Title IV-E EFC Eligibility page from which the pop-up page was launched; system derived; plain black text

Group Box: EFC Program Eligibility Records

Select Displays a radio button for each record displayed.


Date Applied Pre-fills with the Date Applied captured on the associated EFC Program Eligibility page; displays as MM/DD/YYYY; plain black test; not user modifiable.

Effective/Enrolled Date Pre-fills with the Effective/ Enrolled Date captured on the associated EFC Program page; displays as MM/DD/YYYY; plain black text; not user modifiable.

EFC Eligibility Determination Pre-fills with the Eligibility Determination captured on the associated EFC Program Eligibility page; displays the value in plain black text exactly as it displays in the EFC page; not user modifiable.

Termination/ Redetermination Reason

Displays either the Termination Reason or Redetermination Reason selected on the associated EFC Program Eligibility page, whichever is applicable; displays as plain black text; not user modifiable; if not Terminated or Redetermined, this field will be null (empty).

Termination/ Redetermination Date

Displays either the Termination Date or Redetermination Date documented on the associated EFC Program Eligibility page, whichever is applicable; displays as MM/DD/YYYY; plain black text; not user modifiable; if not Terminated or Redetermined, this field will be null (empty).

Action Displays a View hyperlink to access and view the associated EFC Program Eligibility page; EFC page launches in VIEW ONLY mode.

Buttons: Continue Continue button is conditionally enabled ONLY once a radio button is selected; Continue has the "t" underlined as the shortcut key

Close Close button is always enabled whether a radio button is selected or not; Close has the C underlined as the shortcut key.

4.5.3 Background Processing 4.5.4 Save Processing


5 AFDC Income Calculations for Questions 7 and 8

5.1 Calculations Overview The purpose of this section is to provide an explanation of the AFDC Income Calculations used to determine the system derived answers to Questions 7 and 8 on the Title IV-E Foster Care and Title IV-E EFC Eligibility Initial Determination page. The steps in this process are:

1. Determine SFU members and SFU size from the Assistance Group members. 2. Determine the roles of the persons that display in the AFDC Information group box on the Basic

Tab of the Eligibility page. 3. Calculate Income for Step 1 of Standard Budget Process for all SFU Members 4. Calculate Applied Income for applicable participants (those with Role=Household Member that

are considered Grandparents, Stepparent (not part of assistance group), Alien Parent, Sponsor, Sponsor’s Spouse)

5. If Total SFU & Applied Income is greater than CNS @185%, then Question 7 = No, and child is Ineligible.

6. If Total SFU & Applied Income is less than or equal to CNS @185%, then calculate Income for Step 2 Standard Budget Process.

7. Calculate Income for Step 2 of Standard Budget Process for all SFU members. 8. If Total SFU & Applied Income is greater than CNS @100%, then Question 7 = No, and child is

Ineligible. 9. If Total SFU & Applied Income is less than or equal to CNS @100%, then Question 7 = Yes, and

child is Eligible. 10. Calculate Asset Totals for SFU Members, Alien Parents, Sponsors, and Sponsor’s Spouse. 11. If Asset Totals are less than or equal to $10,000, question 8 = Yes.

5.2 Determining Roles, Income Calculation Method, Income Conversions, and SFU Members

The logic in the following sections determines how FSFN assigns roles for the purpose of AFDC Income Calculations as well as what calculation method FSFN will use, how that income is converted for calculations and the logic for how members are included in the Standard Filing Unit (SFU). 5.2.1 Determine Roles – Grandparent Logic The following determines if a person is considered a Grandparent for the purpose of AFDC Income Calculations:

1. FSFN will determine if the person is selected as part of the Assistance Group. If they are selected, the person is not a Grandparent.

2. FSFN will determine the person’s Role selected in the AFDC Info group box on the Basic Tab of the Title IV-E. If the person’s Role equals anything other than ‘Household Member’, this person


is not a Grandparent. 3. If the person’s Role = Household Member, FSFN will determine if there is another person in the

Assistance Group with Role = Minor Parent. If there is not a Minor Parent in the Assistance Group, the ‘Household Member’ is not a Grandparent.

4. If there is a Minor Parent in the Assistance Group, FSFN will determine if the ‘Household Member’ is linked as the Mother or Father of the Minor Parent on the Minors Parent’s Person Management Page, Additional tab. If no, then the ‘Household Member’ is not a Grandparent. If yes, the ‘Household Member’ is a Grandparent.

5.2.1.1 Additional Information

When a ‘Grandparent’ is included in the determination for Applied Income, the income of the

Minor Parent is excluded in both Step 1 calculations and Step 2 calculations.

5.2.2 Determine Roles - “Alien” Logic The following determines if a person is considered an “Alien” for the purpose of AFDC Income Calculations:

1. FSFN will determine if the person is a Non-Qualified Non-Citizen. If yes, this person is considered an “Alien”.

2. If they are not a Non-Qualified Non-Citizen, FSFN will determine if the person is a Qualified Non-Citizen. If the person is a Qualified Non-Citizen, FSFN will verify the person’s Role selected in the AFDC Info group box on the Basic Tab of the Title IV-E. If the person’s Role = Child, then they are not considered an “Alien”.

3. If the person’s role does not equal Child, FSFN will determine if person is from Haiti or Cuba. If yes, then this person is not considered an “Alien”.

4. If the person is not from Haiti or Cuba, FSFN will determine if the person’s Entry Date on Person Management is less than 5 years prior to the AFDC Month. If yes, the person is an “Alien”. If no, the person is not an “Alien”.


If the person is an ‘Alien’ parent, their assets will be included for Question 8 calculations.

5.2.3 Determine Roles – Stepparent Logic The following determines if a person is considered a Stepparent for the purpose of AFDC Income Calculations:

1. FSFN will determine if the person has one of the following relationships on Maintain Case: Mother – Step or Father – Step.

2. Next, FSFN will verify the person’s Role selected in the AFDC Info group box on the Basic Tab of the Title IV-E. If the person’s Role = Stepparent, then they are considered a Stepparent.



The Assistance Group checkbox can be selected or unselected for the Role = Stepparent.

5.2.4 Determine Roles – Sponsor/Sponsor’s Spouse The following determines if a person is considered a Sponsor for the purpose of AFDC Income Calculations:

1. FSFN will determine if there is a person in the case with Role = Parent, Minor Parent, or Stepparent.

2. FSFN will verify that the person with Role = Parent, Minor Parent, or Stepparent is considered an “Alien” (see section 5.2.2) and the “Alien’s” Entry Date on Person Management is less than 3 years as of the AFDC Month.

3. FSFN will verify that the potential Sponsor is not selected in the Assistance Group in the AFDC Info group box on the Basic Tab of the Title IV-E. If they are selected, FSFN will not allow the Role = Sponsor.

4. If the person is not selected in the Assistance Group and their Role = Sponsor, they are considered a Sponsor.

The following determines if a person is considered a Sponsor’s Spouse for the purpose of AFDC Income Calculations:

1. FSFN will verify that there is a person in the case with Role = Sponsor. If there is no person with Role = Sponsor, FSFN will not allow a person to have the Role = Sponsor’s Spouse.

2. Next, FSFN will verify that the person is not selected in the Assistance Group. If they are selected, FSFN will not allow the Role = Sponsor’s Spouse.

3. If the person is not selected in the Assistance Group and their Role = Sponsor’s Spouse, they are considered a Sponsor’s Spouse.

5.2.5 Determine Roles – Full Time Student Logic The following determines if a person is considered a Full Time Student for the purpose of AFDC Income Calculations:

1. FSFN will determine if the person has the Current Grade Level on their Education Record documented as: Kindergarten-Twelfth, Special Education, Non-graded, Some College, College Degree, Post Graduate Degree, Post Graduate Work, Vocational/Technical, or Associates Degree. If the person does not have any of the Current Grade Levels listed that are current as of the AFDC Date, FSFN will not considered this person a Full Time Student.

2. If the person meets Current Grade Level criteria, FSFN will verify that the person’s Education Record has at least 9 hours documented for that educational program. If yes, then the person is considered a Full Time Student.

3. If the person does not have 9 hours documents on their Education Record, FSFN will determine if their Current Grade Level documented on the Education Record is Kindergarten-Twelfth, Special Education, or Non-graded. If yes, then that person is considered a Full Time Student.


4. If the person does not meet the above criteria, FSFN will determine if the person has multiple Education program records with documented hours that total 9 hours or more. If they do not, FSFN does not consider this person a Full Time Student. If yes, then the person is considered a Full Time Student.

5.2.6 Determine Income Calculation Logic There are two different types of income calculations that are used - Standard Budget Process and Applied Income Calculations. The following logic determines what calculation method FSFN will use:

1. FSFN will determine if the person is selected in the Assistance Group on the Basic Tab of the Title IV-E. If the person is not selected, FSFN will verify the person’s Role = Stepparent, Household Member (Grandparent), Sponsor, or Sponsor’s Spouse. If yes, FSFN will use Applied Income Calculations. If the person’s role does not equal one of the previous roles, FSFN will not calculate income for this person.

2. If the person is selected in the Assistance Group on the Basic Tab of the Title IV-E and their Role = Child, FSFN will use Standard Budget Process; however, if that child is receiving SSI, FSFN will not calculate income for any person. Income and Assets will equal $0.00 and FSFN will populate Question 7 and Question 8 as ‘Yes’.

3. If the person is selected in the Assistance Group on the Basic Tab of the Title IV-E and their Role = Parent or Minor Parent and the person is an “Alien”, FSFN will use Applied Income Calculations.

4. If the person is selected in the Assistance Group on the Basic Tab of the Title IV-E and their Role = Parent and the person is not an “Alien”, FSFN will use Standard Budget Process.


If the person whose income is being calculated is receiving SSI or Adoption Subsidy as of the

AFDC Day, Month, and Year (including if SSI/Adoption Subsidy begins on the AFDC Date), neither their income nor their assets are counted.

For Assets and Unearned Income, the Income amount is included in calculations only if the “Use in Eligibility Calculations” flag is checked.

5.2.6.2 Standard Monthly Income Conversion FSFN will use the following methods when converting Standard Monthly Income for calculations:

1. For income that is documented as being received ‘Annually’, FSFN will take the Gross Income and divide it by 12.

Annually = Gross Income ÷ 12 2. For income that is documented as being received ‘Every Six Months’, FSFN will use the Gross

Income and divide it by 6. Every Six Months = Gross Income ÷ 6

3. For income that is documented as being received ‘Quarterly’, FSFN will use the Gross Income and divide it by 3.

Quarterly = Gross Income ÷ 3 4. For income that is documented as being received ‘Twice Monthly’, FSFN will use the Gross

Income and multiply it by 2. Twice Monthly = Gross Income × 2

5. For income that is documented as being received ‘Bi-Weekly’, FSFN will use the Gross Income and multiply it by 2.15.

Bi-Weekly = Gross Income × 2.15 6. For income that is documented as being received ‘Weekly’, FSFN will use the Gross Income and

multiply it by 4.3. Weekly = Gross Income × 4.3

7. For income that is documented as being received ‘Hourly’, FSFN will multiply the Gross Income by the Hours per Week and 30.416. FSFN will use that total and divide it by 7.

Hourly = (Gross Income × Hours per Week × 30.416) ÷ 7

5.2.6.3 Monthly Income vs. Weekly Calculation

1. FSFN will determine if the Earned Income is received ‘Weekly’, ‘Bi-Weekly’, or ‘Twice

Monthly’. If the income does not meet that criteria, FSFN will use Standard Monthly Conversions (see section 5.2.6.2).

2. If the Eff. From Date of the Earned Income Record is prior to or equal to the AFDC date and in the AFDC Month, FSFN will then determine if the Eff. To Date of Earned Income Record is after the AFDC Date or is Null. If yes, FSFN will use the following logic:

If Eff. From Date < (First Day of AFDC Month + 7 day), use Standard Monthly Conversion, else use calculation based on # of weeks (see ‘From Date’ calculations)

3. If the Eff. To Date of the Earned Income Record is not after the AFDC Date and it not Null, FSFN will determine if the Eff To. Date of the Earned Income Record is prior or equal to the AFDC date and in the AFDC month. If Yes, FSFN will use the following logic:

If Eff. To Date > (Last Day of AFDC Month – 7 Days), use Standard Monthly Conversion, else use calculation based on # of weeks. (see ‘To Date’ Calculations)

4. If the Eff. To Date is prior to the AFDC date and in a prior month, FSFN will not use this income for calculations.

5. If the Eff. From Date is in a prior month, FSFN will determine if the Eff. To Date of the Earned Income Record is after the AFDC Date or is Null. If yes, FSFN will use Standard Monthly Conversions (see section 5.2.6.2).

6. If the Eff. From Date is in a prior month and the Eff. To Date of Earned Income Record is not after the AFDC Date or is not Null, FSFN will then determine if the Eff. To Date of Earned Income Record is prior to or equal to the AFDC date and in the AFDC Month. If yes, the following logic applies:

If Eff. To Date > (Last Day of AFDC Month – 7 Days), use Standard Monthly Conversion, else use calculation based on # of weeks (see ‘To Date’ Calculations).

7. If the Eff. To Date is prior to AFDC Date and in a prior month, FSFN will not use this income for calculations.

8. If the Eff. From Date is after the AFDC Date, FSFN will not use this income for calculations. If the Income is Weekly:

From Date Calculations: FSFN will determine the last day of the month and set a counter to count the number of times 7 is added to the Eff. From Date until:

o The number is less than or equal to the last day of the month o The number is less than or equal to the Eff. To Date


FSFN uses this count to determine the number of weeks paid (Weekly amount x Number of paid weeks = Income for the AFDC Month). The Eff. From Date counts as 1 in the count.

To Date Calculations: FSFN will determine the first day of the month and set a counter to count the number of times 7 is subtracted from the Eff. To Date until:

o The number is greater than or equal to the first day of the month o The number is greater than or equal to the Eff. From Date

FSFN uses this count to determine the number of weeks paid (Weekly amount x Number of paid weeks = Income for the AFDC Month). The Eff. To date counts as 1 in the count.

If the Income is Bi-Weekly: From Date Calculations:

FSFN will determine the last day of the month and set a counter to count the number of times 14 is added to the Eff. From Date until:

o The number is less than or equal to the last day of the month o The number is less than or equal to the Eff. To Date

FSFN uses this count to determine the number of weeks paid (Bi-Weekly amount x Number of paid weeks = Income for the AFDC Month). The Eff. From Date counts as 1 in the count

To Date Calculations: FSFN will determine the first day of the month and set a counter to count the number of times 14 is subtracted from the Eff. To Date until:

o The number is greater than or equal to the first day of the month o The number is greater than or equal to the Eff. From Date

FSFN uses this count to determine the number of weeks paid (Bi-Weekly amount x Number of paid weeks = Income for the AFDC Month). The Eff. To Date counts as 1 in the count

If the Income is Twice Monthly: From Date Calculations:

If the Eff. From Date is the end of the month, and there is no End Date, FSFN will count only 1 payment for the AFDC month.

To Date Calculations: If Eff. From Date is prior to Eff. To Date, and Eff. To Date is the 1st to 14th on the month, FSFN will count only 1 payment for the AFDC Month. If Eff. From Date = Eff. To Date, FSFN will count only 1 payment for the AFDC Month.

All other scenarios use Standard Monthly Conversion (see section 5.2.6.2). 5.3 Calculations Logic Information – Question 7

The logic outlined in the following sections determines how FSFN will populate the following fields in the Assistance Group/Standard Filing Unit group box under the Question 7-10 expando on the Initial Determination: Standard Filing Unit (SFU), Step 1, and Step 2. This logic will also determine how FSFN populates Question 7 as ‘Yes’ or ‘No’.


5.3.1 Standard Filing Unit (SFU) Participants Logic

1. FSFN will determine if the person is selected in the Assistance Group on the Basic Tab of the Title IV-E. If the person is not selected, FSFN will not include the person in the Standard Filing Unit (SFU).

2. If the person is selected, FSFN will then determine if the person is receiving SSI and/or Adoption Subsidy as of the AFDC Day, Month, and Year. If yes, FSFN will not include the person in the SFU.

3. If the person is not receiving SSI and/or Adoption Subsidy as of the AFDC Day, Month, and Year, FSFN will then verify if the person is a US Citizen based on the selection for the Citizenship field on their Person Management page. If the Citizenship field on Person Management is Null, FSFN will not include the person in the SFU. If the person is a US Citizen, FSFN will include this person in the SFU.

4. If the person is not a US Citizen and Citizenship is not Null, FSFN will then determine if the person is a Non-Qualified Non-Citizen (“Alien”). If the person is a Non-Qualified Non-Citizen, FSFN will not include this person in the SFU.

5. If the person is not a Non-Qualified Non-Citizen, FSFN will determine if the person is a Qualified Non-Citizen from Haiti or Cuba. If the person is from Haiti or Cuba, FSFN will include this person in the SFU.

6. FSFN will determine if the person is a Qualified Non-Citizen from a country other than Haiti or Cuba. If yes, FSFN will then verify if the person’s Role = Child. If the person’s Role = Child, FSFN will include the person in the SFU.

7. If the person’s Role does not equal Child, FSFN will determine if the Entry Date on Person Management is greater than 5 years from the AFDC Month. If the Entry Date is greater than or equal to 5 years, FSFN will include this person in the SFU. If the Entry Date is less than 5 years, FSFN will not include this person in the SFU.


FSFN determines if a person is receiving SSI by looking at the person’s Assets & Income page. If

the person has an active Unearned Income Type of ‘SSI’ as of the AFDC Day, Month, and Year, then FSFN considers this person to be receiving SSI.

FSFN determines if a person is an Adoption Subsidy recipient by looking at the person’s Assets & Income page or at Services/Placements. If the person has an active Unearned Income Type of ‘Adoption Subsidy – Other State’ as of the AFDC Day, Month, and Year, then FSFN considers this person an Adoption Subsidy recipient. If the person has a Service or Placement with Service Category of ‘Adoption’ as of the AFDC Day, Month, and Year, then FSFN considers this person an Adoption Subsidy recipient.

If SFU = 0, income calculations still apply, as there may be members who are not part of the SFU that will go through Applied Income calculations.

The Assistance Group is derived based on the total number of persons selected on the Basic Tab.

The Standard Filling Unit is derived based on if a person is selected as part of the Assistance Group and is a US Citizen, Qualified Non-Citizens with an Entry Date greater than 5 years from the AFDC Month, Qualified Non-Citizens from Haiti or Cuba, or Qualified Non-Citizens with Role = Child. If a person is selected as part of the Assistance Group, but meets the following conditions, they are not included as part of the SFU: persons “currently” receiving SSI “as of” the


AFDC Day, Month, and Year, persons “currently” receiving Adoption Subsidy “as of” the AFDC Day, Month, and Year.

For ‘Alien’ logic related to the SFU, see section 5.2.2

5.3.2 Step 1 of Budget Process for Earned Income (185% Comparison) Logic

1. FSFN will determine if the person is part of the Standard Filing Unit (SFU). If they are not part of the SFU, FSFN will not calculate income for this person.

2. If the person has Earned Income, FSFN will determine if the person is a Full Time Student as of Date of AFDC Applies and has a Role = Child or Dependent. If yes, FSFN will disregard all Earned Income for that person.

Gross Monthly Earned Income = $0. 3. If the person has Earned income but is not a Full Time Student and does not have a Role = Child

or Dependent, FSFN will calculate the Adjusted Monthly Amount for each Employment record by adding the Gross Income (with monthly conversion) plus any Gratuities/Commission/Bonuses minus Operating Costs.

Adjusted Monthly Amount (A) = Gross Income (with monthly conversion) + Gratuities/Commission/Bonuses – Operating Costs.

4. After calculating the Adjusted Monthly Amount for each Employment record, FSFN will determine if the person has an Employment Type equal to Training Program and has a Role = Child or Dependent. If yes, FSFN will disregard the Income for the Training Program.

Adjusted Monthly Amount = $0.00 for this Employment record only. 5. If the Employment Type does not equal Training Program and the person’s Role does not equal

Child or Dependent, FSFN will calculate the Gross Monthly Earned Income. The Gross Monthly Earned Income is calculated by adding each Adjusted Monthly Amount.

Gross Monthly Earned Income (B) = Adjusted Monthly Amount (A) + Adjusted Monthly Amount (A) + Adjusted Monthly Amount (A).

5.3.3 Step 1 of Budget Process for Unearned Income (185% Comparison) Logic

1. FSFN will determine if the person is part of the Standard Filling Unit (SFU). If the person is not part of the SFU, FSFN will not calculate income for this person. If they are part of the SFU, FSFN will identify the Unearned Income amounts.

2. FSFN will determine if the Unearned Income = Family Gift or Gift. If yes, FSFN will determine if the Family Gift or Gift is less than $30 for the entire quarter. If yes, FSFN will disregard the family gift or gift amount, making the Monthly Amount = $0.00 for this Unearned Income record only. If the Family Gift or Gift is over $30, FSFN will include this income as a Monthly Amount.

3. FSFN will determine if the person has Unearned Income = Child Support. If yes and the child support is less than $50 per month, FSFN will deduct that amount from the entire SFU’s Income. If the Child Support is more than $50 per month, FSFN will deduct $50 from the entire SFU’s income. If more than one person in the SFU has Unearned Income = Child Support, FSFN will take the sum of those totals and deduct up to $50.

4. Next, FSFN will calculate the Gross Monthly Unearned Income. This is the sum of all Monthly


Amounts.

Gross Monthly Unearned Income (B) = Monthly Amount (A) + Monthly Amount (A) + Monthly Amount (A).


Standard Quarters are used based on the quarter in which the AFDC Date falls: January – March,

April – June, July – September, October – December.

Unearned Income = Gift and Unearned Income = Family Gift should be treated the same. If more than one gift record, the sum of all gift amounts should be used.

5.3.4 Applied Income Logic – Grandparent

1. FSFN will determine if the person meets the criteria to be a Grandparent and the criteria to use Applied Income Calculations. If they do not meet the criteria, use Standard Budget Process.

2. FSFN will verify that the Grandparent has Earned Income. If the Grandparent does not have any Earned income, FSFN will verify the Grandparent has Unearned Income. If the Grandparent has neither, FSFN will calculate the Applied Income Amount as $0.00.

3. If the Grandparent has Earned Income, FSFN will calculate the Adjusted Monthly Amount for each Employment Record by adding the Gross Income (with monthly conversion) with any Gratuities/Commission/Bonuses minus any Operating Costs.

Adjusted Monthly Amount (A) = Gross Income (with monthly conversion) + Gratuities/Commission/Bonuses – Operating Costs

4. Next, FSFN will calculate the Gross Monthly Earned Income for the Grandparent. The Gross Monthly Earned Income equals the sum of Adjusted Monthly Amount minus the $90 Employment Disregard.

Gross Monthly Earned Income (B) = Adjusted Monthly Amount (A) + Adjusted Monthly Amount (A) -$90 Employment Disregard

5. FSFN will determine if the Grandparent has any Unearned Income. If the Grandparent has Unearned Income, FSFN will calculate the Gross Monthly Unearned Income by totaling the Monthly Amount of each Unearned Income. If the Grandparent does not have any Unearned Income, FSFN will calculate their Gross Monthly Unearned Income as $0.00.

Gross Monthly Unearned Income (B) = Monthly Amount (A) + Monthly Amount (A) + Monthly Amount (A)

6. Next, FSFN will calculate the Adjusted Gross Income for the Grandparent by adding the Gross Monthly Earned Income with the Gross Monthly Unearned Income.

Adjusted Gross Income (F) = Gross Monthly Earned Income (B) + Gross Monthly Unearned Income (B)

7. FSFN will calculate the Total Gross Income for the Grandparent by taking the sum of the Adjusted Gross Income and adding it to the Adjusted Gross Income.

Total Gross Income (G) = sum of Adjusted Gross Income (F) + Adjusted Gross Income (F)


8. FSFN will calculate the Adjusted Applied Income for the Grandparent by taking the Total Gross Income minus the CNS Amount @ 100 (see section 5.6) and minus the Sum of Amounts from Obligated Monies.

Adjusted Applied Income (H) = Total Gross Income (G) - CNS Amount @ 100% - Sum of Amounts from Obligated Monies


See section 5.2.1 for Grandparent criteria.

If there is more than one Grandparent, when calculating Applied Income, FSFN will add the Adjusted Gross Income for all Grandparents to determine the Total Gross Income (G), then subtract out the CNS Amount.

For CNS Family Size, FSFN will count all Grandparents plus the number documented on the Obligated Monies page. If a Grandparent’s income is excluded due to SSI/Adoption, FSFN will exclude that Grandparent from the CNS size.

When a ‘Grandparent’ is included in the determination for Applied Income, the income of the Minor Parent is excluded in both Step 1 calculations and Step 2 calculations.

5.3.5 Applied Income Logic – “Alien” Parent

1. FSFN will determine if the person meets the criteria to be an “Alien” Parent and the criteria to use Applied Income Calculations. If they do not meet the criteria, use Standard Budget Process.

2. FSFN will verify that the “Alien” Parent has Earned Income. If the “Alien” Parent does not have any Earned income, FSFN will verify the “Alien” Parent has Unearned Income. If the “Alien” Parent has neither, FSFN will calculate the Applied Income Amount as $0.00.

3. If the “Alien” Parent has Earned Income, FSFN will calculate the Adjusted Monthly Amount for each Employment Record by adding the Gross Income (with monthly conversion) with any Gratuities/Commission/Bonuses minus any Operating Costs.


4. Next, FSFN will calculate the Gross Monthly Earned Income for the “Alien” Parent. The Gross Monthly Earned Income equals the sum of Adjusted Monthly Amount minus the $90 Employment Disregard.

Gross Monthly Earned Income (B) = Adjusted Monthly Amount (A) + Adjusted Monthly Amount (A) - $90 Employment Disregard

5. FSFN will determine if the “Alien” Parent has any Unearned Income. If the “Alien” Parent has Unearned Income, FSFN will calculate the Gross Monthly Unearned Income by totaling the Monthly Amount of each Unearned Income. If the “Alien” Parent does not have any Unearned Income, FSFN will calculate their Gross Monthly Unearned Income as $0.00.


6. Next, FSFN will calculate the Adjusted Gross Income for the “Alien” Parent by adding the Gross Monthly Earned Income with the Gross Monthly Unearned Income.



7. FSFN will calculate the Total Gross Income for the “Alien” Parent by taking the sum of the Adjusted Gross Income and adding it to the Adjusted Gross Income.


8. FSFN will calculate the Adjusted Applied Income for the “Alien” Parent by taking the Total Gross Income minus the CNS Amount @ 100 (see section 5.6) and minus the Sum of Amounts from Obligated Monies.

Adjusted Applied Income (H) = Total Gross Income (G) – CNS Amount @ 100% - Sum of Amounts from Obligated Monies


See section 5.2.2 for “Alien” criteria.

If there is more than one “Alien” Parent, when calculating Applied Income, FSFN will add the Adjusted Gross Income for all “Alien” Parents to determine the Total Gross Income (G), then subtract out the CNS Amount.

For CNS Family Size, FSFN will count all “Alien” Parents plus the number documented on the Obligated Monies page. If an “Alien” Parent’s income is excluded due to SSI/Adoption, FSFN will exclude that “Alien” Parent from the CNS size.

If a Minor Parent is also an “Alien”, this income calculation applies to the Minor Parent. 5.3.6 Applied Income Logic – Stepparent

1. FSFN will determine if the person meets the criteria to be a Stepparent and the criteria to use Applied Income Calculations. If they do not meet the criteria, use Standard Budget Process.

2. FSFN will verify that the Stepparent has Earned Income. If the Stepparent does not have any Earned income, FSFN will verify the Stepparent has Unearned Income. If the Stepparent has neither, FSFN will calculate the Applied Income Amount as $0.00.

3. If the Stepparent has Earned Income, FSFN will calculate the Adjusted Monthly Amount for each Employment Record by adding the Gross Income (with monthly conversion) with any Gratuities/Commission/Bonuses minus any Operating Costs.


4. Next, FSFN will calculate the Gross Monthly Earned Income for the Stepparent. The Gross Monthly Earned Income equals the sum of Adjusted Monthly Amount minus the $90 Employment Disregard.

Gross Monthly Earned Income (B) = Adjusted Monthly Amount (A) + Adjusted Monthly Amount (A) - $90 Employment Disregard

5. FSFN will determine if the Stepparent has any Unearned Income. If the Stepparent has Unearned Income, FSFN will calculate the Gross Monthly Unearned Income by totaling the Monthly


Amount of each Unearned Income. If the Stepparent does not have any Unearned Income, FSFN will calculate their Gross Monthly Unearned Income as $0.00.


6. Next, FSFN will calculate the Adjusted Gross Income for the Stepparent by adding the Gross Monthly Earned Income with the Gross Monthly Unearned Income.


7. FSFN will calculate the Total Gross Income for the Stepparent by taking the sum of the Adjusted Gross Income and adding it to the Adjusted Gross Income.


8. FSFN will calculate the Adjusted Applied Income for the Stepparent by taking the Total gross Income minus the CNS Amount @ 100 (see section 5.6) and minus the Sum of Amounts from Obligated Monies.

Adjusted Applied Income (H) = Total Gross Income (G) – CNS Amount @ 100% - Sum of Amounts from Obligated Monies.


See section 5.2.3 for Stepparent criteria. Criteria is met when Person has a Role = Stepparent and their Assistance Group checkbox is not

selected. If there is more than one Stepparent, when calculating Applied Income, FSFN will add the

Adjusted Gross Income for all Stepparents to determine the Total Gross Income (G), then subtract the CNS amount.

For CNS Family Size, FSFN will count all Stepparents plus the number documented on the Obligated Monies page. If a Stepparent’s income is excluded due to SSI/Adoption, FSFN will exclude that Stepparent from the CNS size.

5.3.7 Applied Income Logic – Sponsor/Sponsor’s Spouse

1. FSFN will determine if the person meets the criteria to be a Sponsor/Sponsor’s Spouse and the criteria to use Applied Income Calculations. If they do not meet the criteria, use Standard Budget Process.

2. FSFN will verify that the Sponsor/Sponsor’s Spouse has Earned Income. If the Sponsor/Sponsor’s Spouse does not have any Earned income, FSFN will verify the Sponsor/Sponsor’s Spouse has Unearned Income. If the Sponsor/Sponsor’s Spouse has neither, FSFN will calculate the Applied Income Amount as $0.00.

3. If the Sponsor/Sponsor’s Spouse has Earned Income, FSFN will calculate the Adjusted Monthly Amount for each Employment Record by adding the Gross Income (with monthly conversion) with any Gratuities/Commission/Bonuses minus any Operating Costs.

Adjusted Monthly Amount (A) = Gross Income (with monthly conversion) +


Gratuities/Commission/Bonuses – Operating Costs 4. Next, FSFN will determine if the Sponsor/Sponsor’s Spouse has any Unearned Income. If the

Sponsor/Sponsor’s Spouse has Unearned Income, FSFN will calculate the Gross Monthly Unearned Income by totaling the Monthly Amount of each Unearned Income. If the Sponsor/Sponsor’s Spouse does not have any Unearned Income, FSFN will calculate their Gross Monthly Unearned Income as $0.00.


5. Next, FSFN will calculate the Adjusted Gross Income for the Sponsor and Sponsor’s Spouse separately by adding the Gross Monthly Earned Income with the Gross Monthly Unearned Income.

Adjusted Gross Income (F) = Adjusted Monthly Earned Income (B) + Monthly Unearned Incomes (B)

6. FSFN will calculate the Total Gross Income for the Sponsor/Sponsor’s Spouse by taking the sum of the Adjusted Gross Income and adding it to the Adjusted Gross Income.


7. FSFN will calculate the Adjusted Applied Income for the Sponsor/Sponsor’s Spouse by taking the Total Gross Income minus 20% of the Total Gross Income minus the CNS Amount @ 100 (see section 5.6) and minus the Sum of Amounts from Obligated Monies.

Adjusted Applied Income (H) = Total Gross Income (G) – 20% of Total Gross Income – CNS Amount @ 100% - Sum of Amounts from Obligated Monies


See section 5.2.4 for Sponsor and Sponsor’s Spouse criteria.

The maximum deduction for 20% of Total Gross Income is $175. If 20% of the income is greater than $175, FSFN will deduct $175. If 20% of the income is less than $175, FSFN will deduct that amount.

For CNS Family Size, FSFN looks at the Number of Dependents on the Obligated Monies page for both the Sponsor and Sponsor’s Spouse. FSFN will use that total plus the Sponsor and Sponsor’s Spouse to determine the CNS family size and amount.

5.3.8 Step 1 – 185% Comparison Logic

1. FSFN will calculate the Adjusted Gross Income for each person in the Standard Filing Unit (SFU). The Adjusted Gross Income equals the Gross Monthly Earned Income plus the Gross Monthly Unearned Income.

Adjusted Gross Income (C) = Gross Monthly Earned Income (B) + Gross Monthly Unearned Income (B).

2. Once the Adjusted Gross Income has been calculated for all SFU members, FSFN will calculate the Total Adjusted Gross Income by adding the sum of all Adjusted Gross Income from Step 1 for all SFU members minus Obligated Monies.


Total Adjusted Gross Income (D) = Sum of all Adjusted Gross Income (C) + Adjusted Gross Income (C) – Obligated Monies.

3. Next, FSFN will calculate the Total SFU Income & Applied Income. FSFN will add the Total Adjusted Gross Income minus the Child Support Disregard, if applicable, plus the Adjusted Applied Income. FSFN will round down the amount to a whole dollar.

Total SFU Income & Applied Income (E) = Total Adjusted Gross Income (D) + Child Support disregard (up to $50) + Total Adjusted Applied Income (H).

4. FSFN will then find the CNS Amount @ 185% based on SFU Size (see section 5.6) and compare the Total SFU Income & Applied Income amount to the CNS Amount. If the Total SFU Income & Applied Income amount is greater than CNS @ 185%, the child is Ineligible, and FSFN will populate Question 7 as ‘No’. If the Total SFU Income & Applied Income amount is less than or equal to CNS @ 185%, FSFN will continue to CNS @ 100% comparison (Step 2).

5.3.9 Step 2 of Budget Process for Earned Income (100% Comparison)

1. FSFN will determine if the person is part of the Standard Filing Unit (SFU). If they are not part of the SFU, FSFN will not calculate income for this person.

2. If the person has Earned Income, FSFN will determine if the person is a Full Time Student and has a Role = Child or Dependent. If yes, FSFN will disregard all Earned Income for that person.

Gross Monthly Earned Income = $0. 3. FSFN will determine if the person meets the criteria of a part time student and employee. FSFN

determines if the person has 4.5 or more but less than 9 hours of school and works less than 30 hours per week and has the Role = Child or Dependent. If yes, FSFN will disregard all Earned Income for that person.

Gross Monthly Earned Income = $0. 4. Next, FSFN will calculate the Adjusted Monthly Amount for each Employment record by adding

the Gross Income (with monthly conversion) plus any Gratuities/Commission/Bonuses minus Operating Costs.

Adjusted Monthly Amount (A) = Gross Income (with monthly conversion) + Gratuities/Commission/Bonuses – Operating Costs.

5. After calculating the Adjusted Monthly Amount for each Employment record, FSFN will determine if the person has an Employment Type equal to Training Program and has a Role = Child or Dependent. If yes, FSFN will disregard the Income for the Training Program.

Adjusted Monthly Amount = $0.00 for this Employment record only. 6. FSFN will determine if the person has any Care Expenses. If so, FSFN will deduct the Care

Expenses when calculating the Gross Monthly Earned Income. FSFN will deduct up to $175 per child if the Role = Parent, Parent is employed as of the Date AFDC Applies, and the person checked on Care Expenses pop up page is age 2 or older (turned 2 prior to AFDC Month). FSFN will deduct up to $200 per child if the Role = Parent, Parent is employed as of the Date AFDC Applies, and the person checked on Care Expenses pop up page is under age 2 or turns 2 in the AFDC Month.

7. FSFN will calculate the Gross Monthly Earned Income is calculated by adding each Adjusted


Monthly Amount and subtracting the $90 Employment Disregard and Care Expenses, if applicable.

Gross Monthly Earned Income (B) = Adjusted Monthly Amount (A) + Adjusted Monthly Amount (A) + Adjusted Monthly Amount (A) - $90 Employment Disregard – Care Expenses.


If the person has null for number of hours worked, then the above condition is not met and FSFN

will count the income.

If any Earned Income has the “Reduced Income Without Good Cause” flag checked and the Date associated with the flag is in the month of the AFDC Month or within 30 days prior to the 1st day of the AFDC Month, the FSFN will not deduct the $90 Employment disregard from the SFU member’s Earned Income.

5.3.10 Step 2 of Budget Process for Unearned Income (100% Comparison)

1. FSFN will determine if the person is part of the Standard Filling Unit (SFU). If the person is not part of the SFU, FSFN will not calculate income for this person. If they are part of the SFU, FSFN will identify the Unearned Income amounts.

2. FSFN will determine if the Unearned Income =Family Gift or Gift. If yes, FSFN will determine if the Family Gift or Gift is less than $30 for the entire quarter. If yes, FSFN will disregard the family gift or gift amount, making the Monthly Amount = $0.00 for this Unearned Income record only. If the Family Gift or Gift is over $30, FSFN will include this income as a Monthly Amount.

3. FSFN will determine if the person has Unearned Income = Child Support. If yes and the child support is less than $50 per month, FSFN will deduct that amount from the entire SFU’s Income. If the Child Support is more than $50 per month, FSFN will deduct $50 from the entire SFU’s income. If more than one person in the SFU has Unearned Income = Child Support, FSFN will take the sum of those totals and deduct up to $50.

4. Next, FSFN will calculate the Gross Monthly Unearned Income. This is the sum of all Monthly Amounts.

Gross Monthly Unearned Income (B) = Monthly Amount (A) + Monthly Amount (A) + Monthly Amount (A).


Standard Quarters are used based on the quarter in which the AFDC Date falls: January – March,

April – June, July – September, October – December.

Unearned Income = Gift and Unearned Income = Family Gift should be treated the same. If more than one gift record, the sum of all gift amounts should be used.


5.3.11 Step 2 – 100% Comparison

1. FSFN will calculate the Adjusted Gross Income for each person in the SFU. The Adjusted Gross Income equals the Gross Monthly Earned Income plus the Gross Monthly Unearned Income.

Adjusted Gross Income (C) = Gross Monthly Earned Income (B) + Gross Monthly Unearned Income (B).

2. Once the Adjusted Gross Income has been calculated for all SFU members, FSFN will calculate the Total Adjusted Gross Income by adding the sum of all Adjusted Gross Income amounts from Step 2 for all SFU members minus Obligated Monies.

Total Adjusted Gross Income (D) = Sum of all Adjusted Gross Income (C) + Adjusted Gross Income (C) – Obligated Monies.

3. Next, FSFN will calculate the Total SFU Income & Applied Income. FSFN will add the Total Adjusted Gross Income minus the Child Support Disregard, if applicable, plus the Adjusted Applied Income. FSFN will round down the amount to a whole dollar.

Total SFU Income & Applied Income (E) = Total Adjusted Gross Income (D) - Child Support disregard (up to $50) + Total Adjusted Applied Income (H).

4. FSFN will then find the CNS Amount @ 100% based on SFU Size (see section 5.6) and compare the Total SFU Income & Applied Income amount to the CNS Amount. If the Total SFU Income & Applied Income amount is greater than CNS @ 100%, the child is Ineligible, and FSFN will populate Question 7 as ‘No’. If the Total SFU Income & Applied Income amount is less than or equal to CNS @ 100%, the child is Eligible and FSFN will populate Question 7 as ‘Yes’.

5.4 Calculation Logic Information – Question 8

The logic outlined in the following sections determine how FSFN will populate the Assets field in the Assistance Group/Standard Filing Unit group box under the Question 7-10 expando on the Initial Determination. This logic will also determine how FSFN populates Question 8 as ‘Yes’ or ‘No’.

5.4.1 Non-Vehicle Type Assets

1. FSFN will determine if the person is part of the Standard Filing Unit (SFU). If the person is not part of the SFU, FSFN will determine if the person’s Role = Sponsor or Sponsor’s Spouse. If the person’s Role does not equal Sponsor or Sponsor’s Spouse, FSFN does not calculate Assets for that person.

2. If the person is part of the SFU or if they are not part of the SFU but have a Role = Sponsor or Sponsor’s Spouse or ‘Alien’ Parent, FSFN will verify that the Asset is current as of the AFDC Day/Month/Year. If the Asset is not current, FSFN will not calculate the Asset for the person.

3. If the Asset is current as of the AFDC Day/Month/Year, FSFN will verify what type of Asset is it and apply any applicable disregards:

a. If the Asset is a Funeral Agreement, FSFN will disregard up to $1500. FSFN calculates the Adjusted Equity Value by taking the Equity Value and subtracting up to $1500 for the Funeral Agreement Disregard. Adjusted Equity Value = Equity Value – Funeral Agreement Disregard

b. If the Asset is a Burial Plot, FSFN disregards the entire amount of the Asset. Adjusted Equity Value = $0.00


c. If the Asset has the Primary Homestead checkbox selected on the Assets & Income page,FSFN will verify that it qualifies for the Primary Homestead disregard. QualifyingVehicle types include Automobile, Motorcycle, Marine Vessel, Truck, and Motorhome.If more than one person is in the SFU and has a Primary Homestead documented, FSFNwill exclude the MAX Adjusted Equity Value for Primary Homestead. Adjusted Equity Value = $0.00 for the MAX Asset that has Primary Homestead

selectedd. If the Asset is Real Estate or Real Property, FSFN will determine if the Good Faith Effort

to Sell checkbox has been selected on the Assets & Income page. If the Eff. Start Date ismore than 9 months from the AFDC Month or the End Date is before the AFDC Month,FSFN will not apply any disregard to this Asset. If the Eff. Start Date is less than or equalto 9 months from the AFDC Month and the End Date is null or after the AFDC Month,FSFN disregards the entire amount of the Asset. Adjusted Equity Value = $0.00

e. If the Asset is Real Estate, FSFN will determine if both the Primary Homestead checkboxand the Good Faith Effort to Sell checkbox is selected on the Assets & Income page. IfYes, FSFN will then use the logic for the Primary Homestead checkbox above. If theAsset is the MAX asset that has Primary Homestead selected, the Asset will receive thePrimary Homestead disregard regardless of the Good Faith Effort to Sell date.

4. For current Assets without any disregards, FSFN will calculate the Adjusted Equity Value bytaking the Asset Amount and subtracting the Equity Value. The Non-Vehicle Type Assetsinclude: Bonds, Business Inventory, Cash, Certificate of Deposit, Checking Account,Convenience Bank Accounts, Inheritance (A), IRAs, Keogh Plans, Life Insurance (Cash Value),Mutual Fund Shares, Promissory Notes (Loans), Savings Account, Savings Bonds, Stocks, andTrust Accounts.

Adjusted Equity Value = Amount - Equity Value

5.4.2 Vehicle Type Assets

1. FSFN will determine if the person who has the Asset is part of the Standard Filing Unit (SFU).2. If the person is not part of the SFU, FSFN will then determine if their Role = Sponsor or

Sponsor’s Spouse or ‘Alien’ Parent. If their Role does not equal Sponsor or Sponsor’s Spouse,FSFN will not calculate Assets for this person.

3. If the person is part of the SFU, FSFN will determine if the Asset is current as of the AFDCDay/Month/Year. If that Asset is not current, FSFN will not calculate the Asset for this person.

4. If the person is part of the SFU and the Asset is current as of the AFDC Day/Month/Year, FSFNwill verify that the Asset is a Vehicle. Qualifying assets include: Aircraft, Automobile, Campers,Marine Vessel, Motorcycles, Motor Home, Truck, and Travel Trailers. If the Asset is not aVehicle, FSFN will calculate the Asset as a Non-Vehicle Type Asset (see section 5.4.1).

5. If the Asset is a Vehicle, FSFN will look at the Vehicle Type Assets of all members of the SFU’sto determine which Vehicle Type Asset will receive the Vehicle Disregard of up to $1500. Sincethis only occurs for one Vehicle Type Asset per SFU, the automobile with the largest EquityValue receives the Vehicle Disregard. If the Vehicle is flagged as Primary Homestead, it does notqualify for the Vehicle Disregard.

6. FSFN will then calculate the Adjusted Equity Value. The Adjusted Equity Value is the EquityValue minus up to $1500 for the Vehicle Disregard.

Adjusted Equity Value = Equity Value – Vehicle Disregard


5.4.3 Asset Totals and Question 8 Answer Logic

1. FSFN will calculate the Total Asset Value for each SFU member and ‘Alien’ Parent by totalingall of the Asset Amounts and Adjusted Equity Values. For Sponsor/Sponsor’s Spouse, calculatethe Adjusted Sponsor Asset Value. This is the Total Sponsor Asset Value for the Sponsor minusthe $1500 disregard.

Total Asset Value (J) = Asset Amount (I) + Adjusted Equity Value (I). Total Sponsor Asset Value (N) = Total Asset Value of Sponsor (L) + Total Asset

Value of Sponsor’s Spouse (L). Adjusted Sponsor Asset Value (P) = Total Sponsor Asset Value (N) - $1500 Sponsor

Disregard (O).2. Next FSFN will calculate the Total Adjusted Asset Value. The Total Adjusted Asset Value is the

Total SFU Asset Value plus the Adjusted Sponsor Asset Value. Total Adjusted Asset Value (Q) = Total SFU Asset Value (M) + Adjusted Sponsor

Asset Value (P).3. After FSFN calculates the Total Adjusted Asset Value, if the Total Adjusted Asset Value is less

than or equal to $10,000, FSFN will populate Question 8 as ‘Yes’. If the Total Adjusted AssetValue is greater than $10,000, FSFN will populate Question 8 as ‘No’.

5.5 Calculations Flowchart

This file has been added as an attachment to this document.

AFDC Calculation Flowcharts 05.20.pdf

5.6 SFU Size CNS @185% and CNS @100% Chart

SFU Size 1 2 3 4 5 6 7 8 9 10 185% CNS $1194 $1598 $2002 $2405 $2809 $3213 $3617 $4021 $4425 $4829 100% CNS $645 $864 $1082 $1300 $1519 $1737 $1955 $2174 $2392 $2610

If the SFU is greater than 10, for each SFU size over 10: o CNS @ 185% - add $404.o CNS @ 100% - add $219.


6 Inventories

6.1 Table Descriptions

Table Name Description

ADDRESS This table maintains all ADDRESS information pertaining to a PERSON, except Intake Report (Report and Referral). Address detail consists of home, business and any other address that is identified as required for FSFN processing. Processes of CM01 (Manage Person) build and maintain this information.

CASE A CASE is the focus of every human services business activity. A case is created as a result of intake work and can be one of three types: individual (which includes TPR and Adoption cases), family, and DCF/SHERIFF’S OFFICE/COMMUNITY-BASED CARE PARTNERS provider or another provider. The CASE table contains case relations, address and review information. Processes of SM04 (Maintain Case) and SM05 (Close Case) create and maintain case records.

ELIGIBILITY The ELIGIBILITY table maintains information pertaining to a foster child's initial Title IV-E Foster Care Eligibility determination. Once the determination is complete, the child will be assigned an eligibility status. Processes of FM03 (Eligibility) build and maintain this information.

ELIGIBILITY STATUS CHANGE

The ELIGIBILITY STATUS CHANGE table stores changed information about the fields on ELIGIBILITY that affect reimbursement. Processes of FM03 (Collect/Determine Eligibility) build and maintain this information.

ELIGIBILITY EPISODE The ELIG_EPISODE table stores point-in-time placement information for the corresponding eligibility record. Processes within FM03 (Eligibility) maintain this information.

ELIGIBILITYREDET The ELIG_Redeterminations table maintains information pertaining to a foster child's Title IV-E Foster Care Eligibility re-determinations. Once the re-determination is complete, the child will be assigned an eligibility status. Processes of FM03 (Eligibility) build and maintain this information.


EPISODE The EPISODE table maintains information pertaining to the occurrence of the delivery of one or more Out of Home SERVICEs involving one PROVIDER and one or more CASE PARTICIPANTs. Placement out of home and removal from home are other types of Episodes stored in this table. Processes of SM10a (Out of Home Placement) build and maintain this information.

PERSON This PERSON table maintains information that identifies an individual known to DCF/SHERIFF’S OFFICE/COMMUNITY-BASED CARE PARTNERS or the county child welfare division such as name, date of birth, social security number, race, sex, etc. A PERSON can be a WORKER, REPORT PART, REFERRAL PART, CASE PART or PROVIDER PART. Primary search processing is centered around this data. Processes of CM01 (Manage Person) build and maintain this information.

PROVIDER_ORG This table maintains information pertaining to a PROVIDER ORG, facility or vendor. Data includes name and address information, placement preferences and home condition description. Records in PROVIDER ORG table are created in PM02a/b (Maintain Person/Organizational Provider) and updated in PM04a (Licensing Person Provider).

WORKER The WORKER table maintains information pertaining to an individual (PERSON) who is employed by DCF/SHERIFF’S OFFICE/COMMUNITY-BASED CARE PARTNERS and is in a job class that provides services and/or receives FSFN - defined work assignments. The information is created in CM18 (Manage Worker).


6.2 Reference Data 6.2.1 Drop downs

Tab: NA Field Name: Reason Table Name: CODE_DECODE Group ID: RSNNOCSE

Tab: Basic Field Name: Relationship to Child Table Name: CODE_DESC Group ID: PRSNRLTN

Tab: Basic Field Name: City Table Name: ZIP_CODE Group ID: N/A

Tab: Basic Field Name: State Table Name: STATE_CODE_DESC Group ID: N/A

Tab: Basic Field Name: County Table Name: CODE_DESC Group ID: COUNTY

Tab: Initial Determination Field Name: Deprivation Type Table Name: CODE_DESC_STATIC Group ID: ELIGDRPV

Field Name: Reason Table Name: CODE_DESC Group ID: MDCDCNCL

6.2.2 Drop downs

None

6.3 Checklists

None

6.4 Tasks Due

None


6.5 Notifications

None

6.6 Text Templates

None

6.7 Reports

6.7.1 Determinations Due Report 6.7.2 Change in Placement Report

6.8 Triggers 6.8.1 Online Trigger Code cd_txn = 7000

Description: Completion of Initial Determination. Created when an initial determination is completed. The effective date is date from ELIGIBILITY.dt_bgn. The effective date is stored in TS_EFFCT_FRM. Description: Completion of Redetermination. Created when a redetermination is completed. The effective date is the date from ELIG_REDET.dt_eff. Description: Voiding an Eligibility Determination. This is created when a completed determination is voided through the Eligibility page and ELIGILITY.fl_void is flipped from ‘N’ to ‘Y’. The effective date is the ELIGIBIILTY.dt_bgn of the voided eligibility. The effective date is stored in TS_EFFCT_FRM. Description: Adding, removing, changing End Date to the IV-E Eligibility. Created if end date of initial determination is updated or changed in any manner. The effective date is the ELIGIBILITY.dt_bgn. If the end date is changed, the earlier end date is inserted. If the end date is removed, the date on which it was removed is inserted. The effective date is stored in TS_EFFCT_FRM. Description: FLORIDA Update of Initial Determination. Created when an initial determination updated due to difference in FLORIDA. The effective date is date from ELIGIBILITY.dt_bgn. The effective date is stored in TS_EFFCT_FRM. Description: FLORIDA Update of Redetermination. Created when a redetermination is updated due to the difference in FLORIDA. The effective date is the date from ELIG_REDET.dt_eff.


7 Requirements Included:

NOTE: The requirements listed in this section are a compilation of requirements from previous enhancement efforts and may not reflect current functionality of these pages.

Requirement Number Requirement Description Requirement Type

REQT5.4.5

FSFN must generate an automated message to the user who submitted the IV-E Eligibility Determination, when the following events occur: - At 12 months from date of eligibility - Child turns 18 years old - Address changes to out of state address Modified Requirement Language as follows: Group agreed this should be a report. The existing IV-E Eligibility Determinations Due Report must be modified to include the following criteria: - At 12 months from date of eligibility - Child turns 18 years old - Address changes to out of state address NOTE: This report is only for those children who were originally deemed "eligible" and then one of the criteria applies. This doesn't include "ineligible" children.

Modified

New Requirement #1 FSFN must pre-fill the IV-E Eligibility Redeterminations tab with all information and the user will "complete" the Determination.

New

REQT5.5 FSFN must be modified to allow users to indicate which parent is absent on the IV-E Foster Care eligibility page.

Keep

REQT5.5.1 FSFN must modify Title IV-E Foster Care Eligibility page to ask if each parent was absent, and if yes, then select reason (e.g., death)

Keep

REQT5.5.1.1 FSFN must include field of parents’ name when the deprivation reason involving parents (absence or death). The field will be system derived.

Keep

New Requirement #1 FSFN must provide the ability for all fields to pre-fill from one IV-E FC Eligibility page to the next when the IV-E FC Eligibility page is voided.

New

New Requirement #2 FSFN must provide the ability for the user to generate the IV-E FC Eligibility page for a child in either a paid or unpaid placement.

New


New Requirement #3 FSFN must provide the ability for the user to indicate that they have "verified" the family's income.

New

New Requirement #4

FSFN must provide the ability for the user to identify when "deeming" calculations must be applied to the household members included in the IV-E Eligibility and TANF Determinations for purposes of calculating income. FSFN must perform the calculations if deeming is identified.

New

New Requirement #5

FSFN must be modified to calculate income for IV-E FC Eligibility based on the applicable number of household members and applicable income amounts that should be included in the calculation.

New

New Requirement #6

FSFN must no longer provide the “option” for Refer to CIC in the options dropdown in the IVE Adoptions and FC eligibility pages. The requirement language has been modified to state the following: FSFN must no longer provide the option for Refer to CIC in the Options drop down on the IV-E FC and Adoption Eligibility pages.

Modified

New Requirement #7 Modify the values in the Type drop down on the Assets Pop-Up Page

New

New Requirement #8 Modify the Adoption Information page to capture that efforts to place without subsidy have been made.

New

New Requirement #9 The Assets & Employment page must provide the ability to delete an Asset/Unearned Income row inserted.

New

New Requirement CR570

INITIAL DETERMINATION 1. If the target child has “current” Assets &

Employment Income of SSI, whether additional participants are selected or not within Assistance Group 1 or 2, the target child will NOT be included in the Household Size for purposes of calculating income.

a. For example, the target child IS receiving SSI, the Parent IS receiving SSI and the Sibling is NOT receiving SSI, the household size used to determine the Income threshold will be 1.

2. Additionally, if the target child is the only participant selected between both Assistance Groups when documenting the Initial

New


Determination tab, the child will NOT be Ineligible due to the Family Size. Instead, the Eligibility Determination will be based on all other questions.

3. If the target child has “current” Assets & Employment Income of SSI, whether additional participants are selected or not within Assistance Group 1 or 2, the target child’s Income AND Assets will NOT be included in any calculation.

4. Any participant that is included in Assistance Group 1 or 2, other than the target child, for whom there is “current” SSI Income on Assets & Employment, they will NOT be included in the Household Size for purposes of calculating income.

a. For example, the target child is NOT receiving SSI, the Parent IS receiving SSI and the Sibling IS receiving SSI, the household size used to determine the Income threshold will be 1.

5. Any participant that is included in Assistance Group 1 or 2, other than the target child, for whom there is “current” SSI Income on Assets & Employment, their Income AND Assets will NOT be included in any calculation.


Deeming: a. As identified in #1 and #4 above, those

participants who are receiving “current” Assets & Employment Income of SSI will NOT be counted within the Family Size. i. This also means that if the target child is a

Teen Parent, even if there are additional Teen Parents that are selected in Assistance Group 2, the Deeming Group to be used would NOT be Multiple Teen Parent because the target child is NOT counted. As a result, unless another Deeming Group would apply, Income and Assets would be just calculated regularly and only for those participants NOT receiving “current” SSI.

b. If the target child has “current” Assets & Employment Income of SSI, their Income and Assets will NOT be included when performing Deeming. i. This also means that if the “deemed”

participant results in a monetary amount remaining that would normally be added as

New


“unearned income” to the target child, in this scenario it will NOT be. Deeming calculations would still be performed but the resulting amount would NOT be counted towards the child.

c. If the target child does NOT have “current” Assets & Employment Income of SSI, BUT the “Deemed” participant DOES have “current” Assets & Employment Income of SSI, the participant will NOT be deemed. As a result, the applicable Deeming Group must be used which would have been resulted if the “deemed” participant was NOT selected to begin with. i. Example 1: If there is a Stepparent in

Assistance Group 1 and Stepparent in Assistance Group 2, but one of the Stepparents in either Assistance Group 1 or 2 has “current” Assets & Employment Income of SSI, the Deeming Group that would be used will be Stepparent. If both Stepparents have “current” Assets & Employment Income of SSI, there would no longer be a “Deeming Group” to apply and the Income and Assets would just be calculated regularly and only for those participants selected who are NOT receiving “current” SSI.

ii. Example 2: If the target child is a Teen Parent but the Stepparent IS receiving “current” Assets & Employment Income of SSI, the Teen Parent Deeming Group would apply instead of Teen Parent Living with Stepparent.

iii. Example 3: If the target child is a Teen Parent but all additional Teen Parents have “current” Assets & Employment Income of SSI, the Teen Parent Deeming Group would apply instead of Multiple Teen Parent.

iv. Example 4: If the target child is a Child but the Parent IS receiving “current” Assets & Employment Income of SSI, there would no longer be a “Deeming Group” to apply and the Income and Assets would just be calculated regularly and only for those participants selected who are NOT receiving “current” SSI.

v. Example 5: If the target child is a Child but the Sponsor IS receiving “current” Assets & Employment Income of SSI, there would no longer be a “Deeming Group” to apply and


the Income and Assets would just be calculated regularly and only for those participants selected who are NOT receiving “current” SSI. This is because regardless if the Sponsor’s Spouse is NOT receiving SSI, because the Sponsor’s Spouse can only be identified if there is a Sponsor, and the Sponsor IS receiving SSI, the Sponsor is not counted. As a result, the Sponsor’s Spouse would not have been available to identify. The Sponsor’s Spouse’s Income and Assets would ONLY be counted for regular calculations, not for Deeming purposes.


RE-DETERMINATION 1. If the target child has “current” Assets &

Employment Income of SSI, whether additional participants are selected or not within Assistance Group 1 or 2, the target child will NOT be included in the Household Size for purposes of calculating income. a. For example, the target child IS receiving

SSI, the Parent IS receiving SSI and the Sibling is NOT receiving SSI, the household size used to determine the Income threshold will be 1.

2. Additionally, if the target child is the only participant selected between both Assistance Groups when documenting the Initial Determination tab, the child will NOT be Ineligible due to the Family Size. Instead, the Eligibility Determination will be based on all other questions.

3. If the target child has “current” Assets & Employment Income of SSI, whether additional participants are selected or not within Assistance Group 1 or 2, the target child’s Income AND Assets will NOT be included in any calculation.

4. Any participant that is included in Assistance Group1 or 2, other than the target child, for whom there is “current” SSI Income on Assets & Employment, they will NOT be included in the Household Size for purposes of calculating income.

a. For example, the target child is NOT receiving SSI, the Parent IS receiving SSI and the Sibling IS receiving SSI, the household size used to determine the Income threshold will be 1.

New


5. Any participant that is included in Assistance Group 1 or 2, other than the target child, for whom there is “current” SSI Income on Assets & Employment, their Income AND Assets will NOT be included in any calculation.


IV-E Foster Care Eligibility page, overall Eligibility logic will have to be changed in the following manner:

o Once the questions for Initial Determination are answered, if the child is determined to be Eligible, regardless if based on the answers to all the questions the child is Eligible and Reimbursable; if the Placement in which the child is currently placed is not “Licensed”, the child will be Eligible, Not Reimbursable.

o This same logic must be applied to the Redeterminations tab as well.

o If the child is initially placed in a licensed Placement and determined Eligible, Reimbursable for the Initial Determination, but upon doing a Redetermination the child’s placement has changed and is currently in a non-licensed Placement upon documenting the Redetermination, FSFN must make the child Non-Reimbursable if determined Eligible regardless if based on the answers to the questions the child is Eligible and Reimbursable. The same logic applies vice versa in the event the child is initially Eligible and Non-Reimbursable because of being in a non-licensed Placement, but upon documenting the Redetermination the child is currently in a licensed Placement. The child would then be Eligible, Reimbursable for the Redetermination, if the questions answered result in Eligible, and Reimbursable.

o Determining if the child is placed in a “Licensed” placement or not is based on the Provider with whom the child is placed AND looking at the Service Type and if that Provider has a “License” for that specific Service Type that is “active” as of the Effective Date of the determination.

o

New



Provide the ability to link the associated Legal Document, specifically related to Court Orders, to IV-E Foster Care Initial Determinations and Redeterminations

New

STARTIs the Person selected

as part of the Assistance Group?

Is the Person’s Role = Household Member?

Is there another person in the Assistance Group with Role =

Minor Parent?

Determine – Is the person a Grandparent?

Page 1

Person is NOT a Grandparent



Person is considered a Grandparent

END

Yes

No

Yes Yes

No

No

Is the Household Member listed as Mother or Father of the Minor Parent

on the Minor Parent’s Person Management page – Additional Tab?

Yes


No

START Is the Person a Non-Qualified Non-Citizen?

Is the Person a Qualified Non-Citizen?

Does Role in AFDC Information Group box =

Child?

Is the Person from Haiti or Cuba?

Is the Entry Date on Person Management Less than 5 years

Prior to the AFDC Month?

No

Yes

No

No

Yes

YesNo

Determine – Is the person an “Alien”?

Page 2

Person is an “Alien”

Person is NOT an “Alien”

Person is Not an “Alien”

Person is an “Alien”

Person is NOT an “Alien”Yes

END

Yes

No

START Person is NOT part of SFU

Is the person selected on the Basic Tab?

Person is NOT part of SFU

Is Person a US Citizen? Person is part of SFU

Is Person a Non-Qualified Non-Citizen (“Alien”)?

Person is NOT part of FSU

Is Person a Qualified Non-Citizen from Haiti or Cuba? Person is part of SFU

Does Role = Child Person is part of SFU

END

No

No

No

Yes

Yes

Is the person Receiving SSI and/or Adoption Subsidy as of the AFDC Day, Month and Year?Yes Yes

No

Is Entry Date greater than or equal to 5 years from the AFDC Month?

Person is part of SFU

Person is NOT part of SFU

Decide – Is the person part of the Standard Filing Unit (SFU)?

Is Person a Qualified Non-Citizen from a country other than Haiti or

Cuba?

Page 3

No

Yes

Yes Yes

No

NoNo

Yes

START

Does the person have a current grade level documented as Kindergarten-Twelfth, Special Education, Non-graded, Some College, College Degree, Post Graduate Degree, Post Graduate

Work, Vocational/Technical, or Associates Degree?

Does the person’s Education Record have at least 9 hours documented for that educational

program AND current as of the AFDC Date?

Person is NOT a Full Time Student

Person is a Full time StudentYes

Is the person’s Current Grade Level documented as Kindergarten-Twelfth, Special Education, or Non-graded AND

current as of the AFDC Date?

Does the person have multiple Education program records with documented hours that

total 9 or more hours AND current as of the AFDC Date?

Person is a Full Time Student

Person is a Full Time Student

Is the person a Full Time Student?

END

Page 4

No

No

No

Yes

Yes

Yes

Person is NOT a Full Time Student

No

START

Does the Person’s Role = Stepparent, Household

Member – “Grandparent,” Sponsor, or Sponsor’s

Spouse?

Is the Person checked in the

Assistance Group on the Basic Tab?

Does the Person’s Role = Parent or Minor

Parent?

Stop – No income is calculated for this

person

Use Applied Income Calculations

Does the Person’s Role =

Child

Use Standard Budget Process

Is child receiving SSI?

STOP ALL CALCULATIONS: No income is calculated

for any person. Income and Assets = $0.00 and Questions

7 and 8 should be YES


Determine Income Calculation Method

END


Page 5

Yes Yes

No

No

No

Yes

No

Yes

No

Yes

Is the parent an Alien?

Is there a Grandparent in the household?

STOP – Minor Parent income is

excluded

Yes

Yes

No

Use Applied Income

Calculations

Does the role = minor parent? Yes

No

No

START Is the income type frequency “Annually” on the Employment Record? Gross Income ÷ 12

Is the income type frequency “Every six Months” on the Employment Record? Gross Income ÷ 6

Is the income type frequency “Quarterly” on the Employment Record? Gross Income ÷ 3

Is the income type frequency “Twice Monthly” on the Employment Record? Gross Income × 2

Is the income type frequency every two weeks or “Bi-Weekly” on the Employment Record? Gross Income × 2.15

Is the income type frequency “Weekly” on the Employment Record? Gross Income × 4.3

No

No

No

No

No

Yes

Yes

Yes

Yes

Yes

END

Standard Monthly Income Conversion

Page 6

Yes

Is the income type frequency “Hourly” on the Employment Record? (Gross Income × hours per Week × 30.416) ÷ 7

No

Yes

No

START

Is Eff. From Date of Earned Income Record prior or equal to AFDC date and in the AFDC

month?

Is Eff. To Date of Earned Income

Record AFTER AFDC Date or is Null?

The following logic applies:

If Eff. From Date < (First Day of AFDC Month + 7

days), use standard Monthly Conversion ELSE Use calculations based on

# of weeks

See “From Date” Calculations on the next page.

Is Eff. From Date in a Prior Month?

Is Eff. To Date of Earned Income Record PRIOR or

equal to AFDC date and in the AFDC Month?

The following logic applies:

If Eff.To Date > (Last Day of AFDC Month - 7

days), use standard Monthly Converssion ELSE Use calculations based on

# of weeks

See “To Date” Calculations on the next page.

Yes Yes Yes

Yes Yes

If Eff. To Date is Prior to AFDC date

and in a prior month, this income is not applicable for

calculations.

No

No

Is Eff. To Date of Earned Income

Record AFTER AFDC Date or is Null?

Yes

If Eff. From Date is Prior to AFDC date

and in a prior month, AND Eff. To Date is AFTER AFDC Date or is Null, use standard monthly

conversions.

Yes

No

Monthly Income Conversion vs. Calculation Based On Number Of Weeks

Page 7

YesIs Earned Income

Weekly, Bi-Weekly, or Twice Monthly?

Use standard monthly conversion.

No

No

If Eff. From Date is after AFDC date

income not included in calculations.

No

START Is Person part of SFU?

Does Person have Earned

Income?

Is the Person a Full Time Student AND Role = Child or Dependent as of Date AFDC

Applies?

Disregard ALL Earned Income

STOPGross Monthly

Earned Income = $0.00

STOP No income is

calculated for this person

Yes Yes Yes Yes

No

No

Calculate Adjusted Monthly Amount for

each Employment Record

Gratuities/Commision/

Bonuses

Operating Costs

No

Gross Income (with monthly

conversion)

Does the person have an Employment Type = Training Program AND Role = Child or

Dependent?

Disregard the Income for the

Training Program

Adjusted Monthly Amount = $0.00 for

this Employment Record Only

Yes

Calculate Gross Monthly Earned

Income

No

Adjusted Monthly Amount



END

Step 1 of Budget Process for EARNED Income (185% Comparison)

Page 8

Sum of Amount

of Obligated

Monies



person

Identify Unearned Income Amount

Does Person have Unearned Income = Gift or Family Gift?

Is Gift/Family Gift combined amount under

$30 for the entire quarter?

Disregard the gift amount

Monthly Amount = $0.00

for this Unearned

Income Record Only

Yes Yes Yes

No

Does Person have Unearned Income = Child

Support?

Calculate Gross Monthly Unearned

Income

No

Yes

Monthly Amount

Monthly Amount

Monthly Amount

Deduct that amount from the Entire SFU’s

income (pg. 15). If more than one person

in SFU has child support unearned income, the

sum of those totals should be the deduction

up to $50

YesIs child support less than $50?

Is child support more than $50 ?

Deduct only $50 from entire SFU’s income (pg . 15). If more than one person in SFU has child

support unearned income, the sum of

those totals should be the deduction up to $50

Yes

No

END

Include the Gift Income for the

Unearned Income Record

No

Page 9

Step 1 of Budget Process for UNEARNED Income (185% Comparison)*

*Important Note: Standard Quarters are used based on the quarter in which the AFDC Date falls: Jan-March, April-June, July-Sept, Oct-Dec.

No

No

START

Does the person meet criteria for Applied

Income Calculations as a Grandparent?


Does the person have earned

income?



Does the person have Unearned

income?


Income

Applied Income Amount = $0.00


Income

Calculate Adjusted Gross Income

Calculate Applied Adjusted Income

Gross Income

(with monthly

conversion)

Gratuities/Commission/

Bonuses

Operating Costs



$90 Disregard

Monthly Amount

Monthly Amount

Monthly Amount

Gross Monthly Earned

Gross Monthly Unearned

Adjusted Gross

Income

Adjusted Gross Income (if multiple

grandparents)

CNS Amount @ 100%

Sum of Amounts

from Obligated

Monies

CNS Amount - Count all Grandparents plus the number documented on the Obligated Monies page

to get the CNS Family Size. If a Grandparent’s income is excluded due to SSI/Adoption, they

are also excluded from the CNS size

Yes Yes

No

Yes

No

No

END

Page 10

Applied Income CalculationsApplied Income for Grandparents


income?

Yes

No

START

Does the person meet criteria for Applied Income Calculations as a

Stepparent?



income?




income?


Income


Calculate Adjusted Gross Monthly

Unearned Income



Gross Income

(with monthly

conversion)


Bonuses

Operating Costs



$90 Disregard

Monthly Amount

Monthly Amount

Monthly Amount



Adjusted Gross

Income

Adjusted Gross Income (if

multiple persons)

CNS Amount @ 100%

Sum of Amounts

from Obligated

Monies

CNS Amount - Count all Stepparents plus the number documented on the Obligated Monies page to get the CNS Family Size. If a Stepparent’s

income is excluded due to SSI/Adoption, they are also excluded from the CNS size

Yes Yes

No

Yes

No

No

END

Page 11

Applied Income CalculationsApplied Income for Stepparent


income?

Yes

No

START

Does the person meet criteria for Applied

Income Calculations as an Alien Parent?



income?




income?


Income



Income



Gross Income

(with monthly

conversion)


Bonuses

Operating Costs



$90 Disregard

Monthly Amount

Monthly Amount

Monthly Amount



Adjusted Gross

Income

Adjusted Gross Income (if

multiple persons)

CNS Amount @ 100%

Sum of Amounts

from Obligated

Monies

CNS Amount - Count all Alien Parents plus the number documented on the Obligated Monies page to get the CNS Family Size. If a Alien Parent’s income is excluded due to SSI/Adoption, they

are also excluded from the CNS size

Yes Yes

No

Yes

No

No

END

Page 12

Applied Income CalculationsApplied Income for Alien Parent


income?

Yes

No

START

Does the person meet criteria for Applied Income

Calculations?



income?




income?


Income



Income


Calculate Adjusted Applied Income

Gross Income

(with monthly

conversion)


Bonuses

Operating Costs



$90 Disregard

Monthly Amount

Monthly Amount

Monthly Amount



Adjusted Gross

Income

20% of Total Gross

Income Up to $175

CNSAmount @

100%

Sum of Amounts

from Obligated

Monies

Yes Yes

No

Yes

No

No

END

Page 13

Applied Income CalculationsApplied Income for Sponsor/Sponsor’s Spouse


income?

Yes

No

CNS Amount – Look at Number of Dependents on Obligated Monies Page for Sponsor or Sponsor’s

Spouse. Use that count plus Sponsor and Sponsor’s Spouse to find the CNS (100%) family size and amount

Sum of Gross Monthly Earned Income from

Step 1 for all SFU members

Plus Sum of Gross Monthly Unearned

Income from Step 1 for all SFU members

Minus Child Support (see pg. 10) (if

applicable)

Equals Total Adjusted Gross Income

Total Adjusted Gross Income

Plus Total of Adjusted Applied Incomes

Equals Total SFU Income & Applied

Income Round Down by dropping cents

Find CNS Amount @ 185% based on SFU size

Compare Total SFU Income to CNS @ 185%

If Total SFU Income and Applied Income is

greater than CNS @ 185%

Child is ineligibleQuestion 7= NO

If Total SFU Income and Applied Income is less

than or equal to CNS @ 185%, continue to Step

2.

1

2

3

Step 1- 185% Comparison*

Page 14

*Important Note:If the SFU is greater than 10, for each SFU size over 10, for 100% CNS, $219 should be added; for 185% CNS, $404 should be added.

START

END

START

Identify Unearned

Income Amounts

Is Person Part of SFU?


person

Does Person have Unearned Income = Gift or Family Gift?

Does Person Have Unearned Income =

Child Support?

Is Gift/Family Gift combined amount under

$30 for the entire quarter?

Disregard the gift amount

Monthly Amount = $0.00 for this

Unearned Income Record Only


Income

Is Child Support less than $50?

Is Child Support more than $50?

Yes Yes Yes

No

END

Yes

Page 16

Monthly Amount

Monthly Amount

Monthly Amount

Step 2 of Budget Process for UNEARNED Income (100% Comparison)*

No

No

Deduct that amount from the Entire SFU’s

income (pg. 15). If more than one person

in SFU has child support unearned income, the

sum of those totals should be the deduction

up to $50

Deduct only $50 from entire SFU’s income (pg . 15). If more than one person in SFU has child

support unearned income, the sum of

those totals should be the deduction up to $50

Yes

Yes

No

No

*Important Note: Standard Quarters are used based on the quarter in which the AFDC Date falls: Jan-March, April-June, July-Sept, Oct-Dec.

No

Sum of Gross Monthly Earned Income from

Step 2 for all SFU members

Plus Sum of Gross Monthly Unearned

Income from Step 2 for all SFU members

Minus Child Support (see pg. 17) (if

applicable)

Equals Total Adjusted Gross Income

Total Adjusted Gross Income

Plus Total of Adjusted Applied Incomes

Equals Total SFU Income & Applied

Income Round Down by dropping cents

Find CNS Amount @ 100% based on SFU size

Compare Total SFU Income to CNS @ 100%

If Total SFU Income and Applied Income is

greater than CNS @ 100%

child is Ineligible.Question 7= NO

If Total SFU Income and Applied Income is less

than or equal to CNS @ 100%, child is Eligible.

Question 7 = YES

1

2

3

Step 2 - 100% Comparison*

Page 17

*Important Note:If the SFU is greater than 10, for each SFU size over 10, for 100% CNS, $219 should be added; for 185% CNS, $404 should be added.

START

END


Is the Asset current as of the

AFDC Day/ Month/Year?

Is the Asset a Vehicle?

Stop – Assets are not calculated for

this person

Does Role = Sponsor, Sponsor’s

Spouse or Alien Parent?

Stop – See Vehicle Disregards

Is Asset = Funeral

Agreement?

Disregard Asset Amount UP TO

$1500

Calculate Adjusted Equity

Value/Asset Amount

Equity Value

UP TO $1500

Is Asset = Burial Plot?

Is Primary Homestead selected for

Asset?*

Disregard Entire Asset Amount

Adjusted Equity Value/Asset Amount =

$0.00

Adjusted Equity Value/Asset Amount

= $0.00 only for MAX asset = Primary

Homestead

Is Good Faith Effort to Sell selected for Asset?

Is the Eff. Start Date Less than or Equal to 9 months from the AFDC

Month?

Is the End Date null or After the AFDC Month?

Disregard Entire Asset

Amount

A

B C

ENDPage 18

No

No

Yes Yes

No

No

No

No

Yes

Yes

Yes

Yes Yes Yes

Asset Amount = $0.00

Non-vehicle Type Assets

Yes

Yes

No

A B C

No Disregard applies for this Asset

START

END

Page 18.1

No

No

Non-vehicle type Assets con’t

Calculate Asset

Amount =Amount/

Equity Value

No


Is the Asset Current as of the AFDC Day/Month/Year?

Does Role = Sponsor,

Sponsor’s Spouse or Alien Parent?

Is the asset a Vehicle?

Stop – Assets are not calculated for

this person

Stop – Asset is not calculated for this

person

Stop – See Non-Vehicle Disregards

Calculate Total Asset Value

Equity Value

UP TO $1500

Yes Yes Yes

No

No

YesNo

No

END

Vehicle Type Assets

Page 19

START

Does Role = Sponsor, Sponsor’s Spouse?

Calculate Total Asset Value for each SFU Member and Alien

Parent

Total Sponsor, Sponsor Spouse

Asset Value

Question 8 = YES

Asset Totals and Question 8 Answer

Is the Total Adjusted Asset Value less than or equal to

$10,000?”

Question 8 = NO

Adjusted Equity Value/

Amount


Amount


Amount

END


Amount for Sponsor or

Alien Parent

$1500 Disregard

Calculate Total Adjusted Asset

Value

Yes

No

Total SFU Asset Value

Adjusted Sponsor or

Alien Parent Asset Value

Page 20

No

Adjusted Equity Value/Amount For Sponsor’s Spouse

or Alien Parent

Yes