Allocating the Payment to Funding Sources


“Calculate” will allocate the payment automatically according to a three-level hierarchy.

Use the Child's Resources First

The program will apply the amounts shown as Child's Resources on the Eligibility window to the full payment - - prior and current month. It will apply the Child's Resources to the prior months first, then the current month. Up to four Fund Source codes and amounts may be used for Child's Resources. The amounts will be applied in the order in which they are listed on the Eligibility window screen.

Within prior or current months the Child's Resources are applied as follows: 
1. If Fund Source '4E' is checked on the Eligibility Screen.

a. Board Amount
b. Supplemental Payments
c. Clothing Allowance (current month only)

2. If Fund Source '4E' was not checked on the Eligibility Screen.

a. Clothing Allowance (current month only)
b. Supplemental Payments
c. Board Amount

If the child has been in more than one home during the month, the program funds payments to each home from the Child's Resources until all payment fees are satisfied or the Child's Resource amount is zero.

Next, use one of the State Funding Sources

If the Child's Resources are not enough to fully fund the payment(s), "Calculate" will apply any unapplied portion of the current month payment to the Funding Source checked on the Eligibility Screen - - up to the limit that the state will pay. The limit is the 'B' Rate in the Rate Table for home '99999'.

You may change the Funding Source at any time. Once changed, payments will be allocated to that source the next time you run the calculate and voucher procedures. Changing the value does not affect prior payments.

County Funds or Maximization - 4E eligible children

If the Child's Resources plus the standard state reimbursement are not enough to fund the payment(s) fully, the program will apply the remainder to County Funds -- unless you have indicated that 'Maximization' applies to the placement. If 'Maximization' applies and the Funding Source Code is not 'IL' (Independent Living), the program allocates the unfunded payment to the 'Maximization' funding source (4M).

You indicate that 'Maximization' is in effect for a placement by changing the 'Maximization?' field from the default value 'N' to 'Y'. You may change the 'Maximization' flag at any time. Once changed, payments will be allocated to that source the next time you run the calculate and voucher procedures.

Changing the flag does not affect prior payments

County Funds or Specialized Care Funds - ST eligible children.

If the Child's Resources plus the standard state reimbursement are not enough to fund the payment(s) fully, the program will apply the remainder to County Funds -- unless you have indicated that 'Specialized Care' applies to the placement. If 'Specialized Care' applies, the program allocates the unfunded payment to the 'Specialized Care' funding source (SC).

You indicate that 'Specialized Care' is in effect for a placement by changing the 'Specialized Care ?' field from the default value 'N' to 'Y'. You may change the 'Specialized Care' flag at any time. Once changed, payments will be allocated to that source the next time you run the calculate and voucher procedures. Changing the flag does not affect prior payments.

Maintaining the Child's Resources Amount field

"Calculate" reduces the Child's Resources by the amount that it applies to each payment. If the Child's Resources are depleted during a given month, the value in the field will be zero until you change it. "Calculate" will use whatever value is in the field when you run the procedure. You must rerun the "Calculate" procedure before you run the "Voucher" procedure if you want to change the value.

Note: The value in Child's Resources is not actually changed until you run the "Voucher" procedure. If you look at the amount after you "Calculate" and before you "Voucher", it will not appear to have changed. "Calculate" does not change the value -- "Voucher" does. Do not change the Child's Resources after you "Calculate" the final time before you "Voucher".

Calculate retroactive payments but does NOT request reimbursement

"Calculate" always recalculates the placement fee in prior months. However, since the state system handles reimbursement requests only for the 'current' month, the program will not claim reimbursement from the state for fees prior to the current month.

WARNING: If you underpay a home in the current month, you can correct the error in the next month, but the system will not request reimbursement from the state. It will pay for the error by depleting the Child's Resources first, then will allocate the rest of the retroactive payment to county funds.