DHS 1.06(3)(a)(a) Records.
Clear, exact and auditable records shall be established and maintained for each client regardless of the client's financial status or services involved. Such information shall include:
The nature of the contact (professional service or paraprofessional service).
In the case of residential services, the actual days of care must be documentable.
DHS 1.06 Note
Note: This does not mean that all of these records must be reported to the agency's billing unit; but, if necessary, the provider's records should include or allow for each client, the potential for reporting to the billing unit enough information to prepare a billing statement that establishes liability for and by each calendar month during which services are provided.
(b) Individual account control record.
Each billing and collection unit has broad flexibility to design a system that best fits the agency's needs and also satisfies the requirements of the uniform fee system. A record system is required that brings together all units of services provided for those clients whose accounts must be set up for billing a responsible party or third-party under the uniform fee system. For such cases, financial information forms and other information to prepare billings must be reported to the billing unit. The billing and collection unit is responsible for posting data to individual account control records from information received as soon as possible, including services provided and payments made as well as dates of service and dates of payments.
(c) Client collection file.
There shall be a client collection file for every account billed. The file shall include:
Copies of financial information forms for all responsible parties who elect to be billed according to their ability to pay.
Updated information after each year (6 months for social service clients) concerning the family's ability to pay when billing extends for more than one year (6 months for social service clients).
Closing client records; record retention period.
Client records may be closed after the department or payment approval authority determines that any one of the conditions listed under s. DHS 1.03 (20) (a)
applies. Closed client records shall be maintained for at least 5 years.
(4) Agency records.
Each agency or facility covered by these rules shall keep complete, clear, and exact records of allocation of staff time, service units delivered, and all revenues and gross expenditures.
(5) Required reports.
Each facility or agency covered by these rules shall submit to the department such reports on client liability, billings, and collections as the department may require.
DHS 1.06 History
Cr. Register, August, 1978, No. 272
, eff. 9-1-78; am. (1), r. and recr. (2) (a) and (b), cr. (2) (c) to (e), r. and recr. (3) (a), renum. (3) (b) and (c) to be (3) (d) and (e), cr. (3) (b) and (c), Register, November, 1979, No. 287
, eff. 1-1-80; correction in (2) (d) 5. made under s. 13.92 (4) (b) 7.
, Stats., Register June 2008 No. 630
; CR 10-146
: r. and recr. (3) (d), r. (3) (e) Register May 2011 No. 665
, eff. 6-1-11.
DHS 1.065 Children's long-term support parental payment limits. DHS 1.065(1)(a)(a)
This section establishes a parental payment limit for certain children's long-term support services identified in this subsection. These provisions apply to all county administrative agencies that administer the services to which this section applies.
This section applies to children's services of a type that may be reimbursed under a waiver under the disabled children's long-term support program as defined in s. 46.011 (1g)
, Stats., regardless of whether those services are actually reimbursed under that program, under the community integration program waivers under s. 46.275
, Stats., under the community options program waiver under s. 46.27 (11)
, Stats., or otherwise with federal, state or county funds.
This section applies to services for children under the family support program under s. 46.985
“County administrative agency" means the county department designated to administer and provide or contract for children's services covered by this section in that county.
“Service plan" means a written plan for providing services covered by this section.
(3) Determining parental payment limits.
The county administrative agency shall determine the parental payment limit for each child receiving services covered by this section. Notwithstanding s. DHS 1.03 (12) (c)
, the county administrative agency shall determine the parental payment limit for services covered by this section in the following manner:
Determine the annual parental income. If the parents live in separate households and the child receiving services covered by this section resides in both households, determine a separate parental payment limit for each household.
Allowable medical or dental expenses claimed for the child on schedule A of the parent's most recent internal revenue service tax form 1040 that was filed with the internal revenue service.
DHS 1.065 Note
The Internal Revenue Service (IRS) has a web-based guide to assist in identifying which expenses may be claimed to Schedule A of the 1040 form for allowable medical and dental expenses that would qualify as itemized deductions. Please see IRS Publication 502 at the following address http:www.irs.gov/publications/p502/index.html
Determine the federal poverty level based on current federal poverty guidelines for the family size. If the parents live in separate households and the child resides in both households, determine the family size and federal poverty level for each household.
Determine whether the income, adjusted as provided in under par. (b)
is at or above 330% of the federal poverty level and identify the percentage of the annual service plan costs owed based on the most current Children's Long-term Support Parental Payment Limit Worksheet provided by the department. Use Table DHS 1.065 to determine the percentage of service plan costs for which the parents may be liable.
DHS 1.065 Note
The federal poverty guidelines are adjusted yearly by the federal Office of Management and Budget under 42 USC § 9902 (2) and are published annually in the Federal Register. The federal poverty guidelines and the CLTS Parental Payment Limit Worksheet are distributed annually by the Department to counties for use in calculating the parental payment limit. To receive the current federal poverty guidelines and the CLTS Parental Payment Limit Worksheet, contact the Children's Services Section, at the Division of Long Term Care, P.O. Box 7851, Madison, WI 53707-7851, or fax at 608-223-7703 or visit the Department's website at http://www.dhs.wisconsin.gov/children/clts/ppl/index.htm
Compute the annual cost of the child's service plan. Subtract administrative and support and service coordination functions.
For families with an income over 330% of the federal poverty level, multiply the percentage established in par. (d)
by the amount established in par. (e)
If a parent refuses to provide financial information to the administering agency, then their parental payment limit shall be 41% of the annual cost of the child's service plan.
A county may consider a family's financial hardship when determining the parental payment limit.
(4) Notification of parental financial obligation.
The county administrative agency shall provide written notice to the parents of the amount of annual parental financial obligation due before the service plan is implemented, or as soon thereafter as administratively possible, that includes all of the following:
The date of the implementation of the parental financial obligation, which is the start date on the service plan.
The annual amount due, with a breakdown of monthly minimum requirements.
Procedures offered by the county administrative agency for reconsideration of the parental financial obligation.
DHS 1.065 History
History: CR 08-017
: cr. Register June 2008 No. 630
, eff. 7-1-08.
DHS 1.07 Parental support for court-ordered substitute care. DHS 1.07(1)(1)
Authority, purpose and scope.
This section is promulgated under the authority of ss. 46.10 (14) (e) 5.
and 49.345 (14) (g)
, Stats., to implement ss. 46.10 (14) (b)
and 49.345 (14) (g)
, Stats., and provisions in chs. 48
, Stats., relating to parental support for children in court-ordered substitute care. This section standardizes procedures for agencies that make recommendations to the court for parental support liability when a child is placed outside of his or her home pursuant to an order of the court under s. 48.355
, 938.183 (1m) (c) 3.
, Stats. These provisions apply to all agencies which make parental support recommendations to the court, including the Wisconsin department of corrections, a county department of social services under s. 46.215
, Stats., a county department of human services under s. 46.23
, Stats., or a county child support agency designated under s. 59.53 (5)
“Agency" means the Wisconsin department of health services, the Wisconsin department of corrections or a county agency.
“Child support worksheet" means the child support percentage worksheet included as appendix B to ch. DCF 150
“County agency" means a county social services department under s. 46.215
, Stats., a county human services department under s. 46.23
, Stats., or a county child support agency designated under s. 59.53 (5)
“Deviation factors" means the factors in s. DHS 1.07 (8)
to be considered by a county agency or a court in making a finding that the use of the percentage standard is unfair to a child or to either of the child's parents.
“Financial statement" means a parent's statement of income, assets, debts and living expenses as required under s. 48.30 (6)
, 48.31 (7)
, 48.357 (5m)
, 48.36 (1) (b)
, 48.363 (1)
, 938.30 (6)
, 938.31 (7)
, 938.357 (5m)
, 938.36 (1) (b)
or 938.363 (1)
, Stats., or ch. 767, Stats.
, relating to any deviation factor.
“Former custodial parent" means the parent who had custody of the child at the time physical or legal custody was changed by court order or voluntary placement.
“Full sibling" means a child who has the same father and mother by birth or adoption as the child in care.
“Substitute care" means a court-ordered out-of-home placement of a child under ch. 48
, Stats., in a residential, non-medical facility such as a foster home, treatment foster home, group home, child-caring institution or juvenile correctional facility.
(3) Parents already subject to a support order for the child.
If the parent of a child in substitute care is already required by a court order to pay support for the child, the agency responsible to recommend support shall notify the clerk of the court to redirect the child's share of support to the department of corrections or county agency responsible for the child's legal or physical custody. Each child subject to the prior order is entitled to an equal share of previously ordered support unless otherwise ordered by the court.
(4) Parents not already subject to a support order for the child. DHS 1.07(4)(a)(a)
If the parent of a child in substitute care is not already required by a court order to pay support for the child, the agency responsible to recommend support shall seek information to determine a support amount. That information shall include all information contained in a financial statement. The agency shall offer assistance to parents to ensure that information provided to the agency is adequate to recommend or determine a support amount which considers the needs of children in care, the parents and other persons whom the parents are required to support.
If the agency responsible to recommend support has sufficient information to determine support from sources other than a parent's financial statement, the agency may proceed to recommend a support amount to the court.
If the agency responsible to recommend support does not have sufficient information to determine support from sources other than a parent's financial statement or if the parent has not provided a financial statement within the past 6 months, the agency shall request the parent to provide a financial statement or shall apply to the court to require that the parent submit the financial statement to the agency within a reasonable period of time as determined by the court.
For court-ordered substitute care, if a parent does not comply with an agency request to provide a financial statement or cooperate with the agency to produce the statement, the agency shall apply to the court to require that the parent submit the financial statement to the agency within 10 days or within a period to be determined by the court.
(5) Information for parents.
When placement of a child is by order of a court, the agency shall cooperate with the clerk of court to ensure that parents receive support-related information as required in s. 48.357 (5m)
(6) Application of percentage standard.
The agency shall compute a parental support amount for a child in substitute care in accordance with ch. DCF 150
, with the modifications and clarifications included in this subsection and subject to the exceptions under sub. (7) (b)
. The agency shall do all of the following:
Using section I of the child support worksheet, determine the parent's gross income for child support, as defined in s. DCF 150.02 (13)
, plus imputed income for child support, as defined in s. DCF 150.02 (15)
, and calculate the parent's total annual income and the monthly base for computing child support. Adoption assistance under s. 48.975
, Stats., shall be counted as public assistance for the parent in the determination of gross income.
Determine the appropriate percentage of the monthly base in section I.C. of the child support worksheet by counting the child in substitute care along with the child's full siblings as a single group of children who constitute one legal support obligation. Full siblings include children who remain in the home and any full siblings who may themselves be in substitute care.
Multiply the parent's monthly base by the appropriate percentage under par. (b)
for the number of children determined in par. (b)
. However, if the parent is a serial family payer, as defined in s. DCF 150.02 (24)
, determine the parent's adjusted base under section II of the child support worksheet, and multiply the parent's adjusted base by the appropriate percentage under par. (b)
for the number of children determined in par. (b)
Divide the result found in par. (c)
by the number of children in the group as determined in par. (b)
to find the support amount for each child in the group, including the child or children in substitute care.
(7) Amount of Support.
The amount of required parental support for a child in substitute care shall not exceed the lesser of the following:
(b) Adoption assistance.
If the parent has entered into an agreement under s. 48.975 (4)
, Stats., to receive adoption assistance for maintenance for the child under s. 48.975
, Stats., the amount of monthly adoption assistance for maintenance provided for the child under s. 48.975 (3) (a)
, Stats. If the agreement does not provide for monthly adoption assistance for maintenance for the child under s. 48.975 (3) (a)
, Stats., no parental support may be recommended.
DHS 1.07 Note
For support ordered by a court under s. 46.10 (14) (b)
, Stats., s. 46.10 (14) (cm) 2.
, Stats., provides a standard by which the court may disregard limiting the amount of child support to the amount of adoption assistance when the court finds that the limit is unfair to the child or the parents.
To prevent family impoverishment, the amount of support determined using the schedule in subd. 2.
if all of the following conditions are met:
The parent is over age 19, or over age 18 but no longer in secondary school.
The parent is dependent on no one other than a spouse for support including but not limited to housing and meals.
The parent provides full financial information for all family members.
The department's division of management and technology shall annually issue a maximum monthly support schedule for court-ordered substitute care which shall be constructed to show amounts of parental support corresponding to family income and family size. When annual gross income as computed according to s. DHS 1.03 (11) (a)
to (b) 3.
is less than the federal poverty level for a family of the same size, the schedule will indicate a parental support amount of zero. However, an agency may institute a minimum charge rate, not to exceed 3% of annual gross income, for all families in similar circumstances.
DHS 1.07 Note
Note: At family income amounts greater than the poverty level, the schedule will show a support amount calculated to be 35% of the portion of income which exceeds the poverty level. At a certain level of income, the schedule will yield a higher support amount than that computed using the percentage of income standard and when that happens the percentage of income standard will apply.
(8) Possible modification by court of agency-computed support amount.
A court may consider and an agency responsible to recommend support shall consider the factors in s. 46.10 (14) (c)
, Stats., to determine if it is appropriate in a particular case for the court to modify the amount of parental support under sub. (7)
. Except as provided in par. (b)
, when an agency recommends modification of the computed support amount to the court the agency shall prepare a budget for the parent showing projected income and expenses including the support amount. The factors in s. 46.10 (14) (c)
, Stats., are as follows with requirements and clarifications which affect how they are taken into account:
The physical, mental and emotional health needs of the child, including any costs for the child's health insurance provided by a parent. If this is the only modification factor considered relevant to the support amount, extraordinary health insurance costs and other costs relating to the child's needs may be deducted from the amount computed in sub. (7)
without the development of a total budget.
The standard of living and circumstances of the parents, including the needs of each parent to support himself or herself at a level equal to or greater than that established under the federal poverty level.