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_____________________________________________________________________________________ IV-E Foster Care Eligibility April 02, 2021
Topic Paper Page 1 of 228
IV-E Foster Care Eligibility
April 02, 2021
_____________________________________________________________________________________ IV-E Foster Care Eligibility April 02, 2021
Topic Paper Page 2 of 228
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
_____________________________________________________________________________________ IV-E Foster Care Eligibility April 02, 2021
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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
02/5/2019 Eligibility Sprint 4 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
Nicole Balanoff Throughout
02/12/2019 Eligibility Sprint 4 updates: Question Mitzi Werner 2.3.2, page 34
_____________________________________________________________________________________ IV-E Foster Care Eligibility April 02, 2021
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6A wording
2/20/2019 Eligibility Sprint 5 updates Gail Wilson Throughout
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
Nicole Balanoff Throughout
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
Nicole Balanoff Throughout
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
_____________________________________________________________________________________ IV-E Foster Care Eligibility April 02, 2021
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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
Nicole Balanoff Throughout
08/27/2019 Eligibility Updates to incorporate
DCF comments from
Sprint 14
Nicole Balanoff Throughout
08/28/2019 Eligibility Updates to incorporate
DCF comments from
Sprint 14
Melissa Daniel Throughout
09/18/2019 Eligibility Updates per DCF Not
Resolved Comments
Melissa Daniel Throughout
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 Throughout
11/12/2019 Eligibility Updates per DCF
Unresolved Comments for
Eligibility Release 1.5 &
1.75
Melissa Daniel 2.3.2, 2.7.2, 2.8.2
11/22/2019 Eligibility Updates per DCF
Unresolved Comments for
Melissa Daniel 2.7.2
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Eligibility Release 1.5 &
1.75
11/25/2019 Eligibility Finalized and accepted
changes for Eligibility
Release 1, 1.5, & 1.75
Melissa Daniel Throughout
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
Melissa Daniel 2.17.2; 2.17.3
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 Melissa Daniel 2.3.2; 2.4.2; 2.17.2; 2.17.3;
_____________________________________________________________________________________ IV-E Foster Care Eligibility April 02, 2021
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Resolved and Final Review
comments
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
Melissa Daniel 2.17.2; 5.3.11
05/18/2020 ENHQ4 Accepted changes and
finalized for Q419-20
Enhancement
Melissa Daniel Throughout
05/18/2020 ENHQ4 Updates for Q419-20
Phase II
Laurie Webber 2.3.2, 2.17.1
06/24/2020 ENHQ4 Phase 2 Accepted changes and
finalized for Q419-20
Phase 2 Enhancement
Melissa Daniel Throughout
12/21/2020 Q3 20-21
Enhancement
Sprint 1 Updates Melissa Daniel 2.5.3; 2.6.3; 4.4.3
01/12/2021 Q3 20-21
Enhancement
Sprint 2 Updates Melissa Daniel 2.5.3; 2.6.3; 4.4.3
02/16/2021 Q3 30-31
Enhancement
Updates per OCW
correction comments for
Sprint 2
Melissa Daniel 2.3.2; 2.3.3; 2.4.2; 2.4.3;
2.5.2; 2.5.3; 2.6.2; 2.6.3;
2.7.2; 2.7.3; 2.8.3; 4.3.3;
4.4.3
03/05/2021 Q3 20-21
Enhancement
Updates per OCW
comment corrections for
Sprint 3
Melissa Daniel 2.5.3; 2.6.3; 4.4.3
03/22/20201 Q3 20-21
Enhancement
Updates per OCW
comment corrections for
Final Review 1
Melissa Daniel
2.5.3; 2.6.3; 4.4.3
03/30/2021 Q3 20-21
Enhancement
Updates per OCW
comment corrections for
Final Review 2
Melissa Daniel 2.5.3; 2.6.3; 4.4.3
04/02/2021 Q3 20-21
Enhancement
Finalized and accepted
changes for Q3 20-21
Enhancement
Melissa Daniel Throughout
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Table of Contents
1 Introduction ....................................................................................................................................... 12 2 Pages ................................................................................................................................................... 14 2.1 Page – Eligibility ................................................................................................................................. 14
2.1.1 Page Overview ........................................................................................................................ 14 2.1.2 Page Information ..................................................................................................................... 17 2.1.3 Background Processing ........................................................................................................... 20 2.1.4 Save Processing ...................................................................................................................... 21 2.1.5 CRUD Matrix .......................................................................................................................... 22
2.2 Tab – Basic .......................................................................................................................................... 23 2.2.1 Tab Overview .......................................................................................................................... 23 2.2.2 Tab Information ...................................................................................................................... 23 2.2.3 Background Processing ........................................................................................................... 29 2.2.4 Save Processing ...................................................................................................................... 30 2.2.5 CRUD Matrix .......................................................................................................................... 31
2.3 Tab – Initial Determination (Court Ordered) ...................................................................................... 32 2.3.1 Tab Overview .......................................................................................................................... 33 2.3.2 Tab Information ...................................................................................................................... 33 2.3.3 Background Processing ........................................................................................................... 47 2.3.4 Save Processing ...................................................................................................................... 52 2.3.5 Security ................................................................................................................................... 53 2.3.6 CRUD Matrix .......................................................................................................................... 54
2.4 Tab – Initial Determination (Voluntary) ............................................................................................. 55 2.4.1 Tab Overview .......................................................................................................................... 55 2.4.2 Tab Information ...................................................................................................................... 56 2.4.3 Background Processing ........................................................................................................... 65 2.4.4 Save Processing ...................................................................................................................... 68 2.4.5 CRUD Matrix .......................................................................................................................... 69
2.5 Tab – Redeterminations (Court Ordered) ............................................................................................ 71 2.5.1 Tab Overview .......................................................................................................................... 71 2.5.2 Tab Information ...................................................................................................................... 72 2.5.3 Background Processing ........................................................................................................... 78 2.5.4 Save Processing ...................................................................................................................... 84 2.5.5 Security ................................................................................................................................... 85 2.5.6 CRUD Matrix .......................................................................................................................... 85
2.6 Tab – Redeterminations (Voluntary)................................................................................................... 86 2.6.1 Tab Overview .......................................................................................................................... 86 2.6.2 Tab Information ...................................................................................................................... 87 2.6.3 Background Processing ........................................................................................................... 92 2.6.4 Save Processing ...................................................................................................................... 97 2.6.5 CRUD Matrix .......................................................................................................................... 98
2.7 Tab – Redeterminations (Auto-generated and Completed by Question 4) ......................................... 99 2.7.1 Tab Overview .......................................................................................................................... 99 2.7.2 Tab Information .................................................................................................................... 100 2.7.3 Background Processing ......................................................................................................... 103 2.7.4 Save Processing .................................................................................................................... 104 2.7.5 Security ................................................................................................................................. 104
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2.7.6 CRUD Matrix ........................................................................................................................ 104 2.8 Tab – Redeterminations (18+ in Independent Living Placement) .................................................... 106
2.8.1 Tab Overview ........................................................................................................................ 106 2.8.2 Tab Information .................................................................................................................... 107 2.8.3 Background Processing ......................................................................................................... 110 2.8.4 Save Processing .................................................................................................................... 113
2.9 Pop-up Page – Select Legal Document Pop-Up Page ....................................................................... 114 2.9.1 Page Overview ...................................................................................................................... 114 2.9.2 Page Information ................................................................................................................... 114 2.9.3 Background Processing ......................................................................................................... 116 2.9.4 Save Processing .................................................................................................................... 116 2.9.5 CRUD Matrix ........................................................................................................................ 116
2.10 Pop-up Page – Eligibility Referral History ....................................................................................... 117 2.10.1 Pop-up Page Overview ...................................................................................................... 117 2.10.2 Pop-up Page Information .................................................................................................. 117 2.10.3 Background Processing ..................................................................................................... 118 2.10.4 CRUD Matrix .................................................................................................................... 118
2.11 Pop-up Page – Eligibility Status Change .......................................................................................... 120 2.11.1 Pop-up Page Overview ...................................................................................................... 120 2.11.2 Pop-up Page Information .................................................................................................. 120 2.11.3 Background Processing: .................................................................................................... 121 2.11.4 Save Processing: ............................................................................................................... 121 2.11.5 CRUD Matrix .................................................................................................................... 121
2.12 Pop-up Page – Income and Assets Select.......................................................................................... 122 2.12.1 Pop-up Page Overview ...................................................................................................... 122 2.12.2 Pop-up Page Information .................................................................................................. 122 2.12.3 Background Processing: .................................................................................................... 123 2.12.4 Save Processing: ............................................................................................................... 123 2.12.5 CRUD Matrix .................................................................................................................... 124
2.13 Pop-up Page – Legal Select ............................................................................................................... 125 2.13.1 Pop-up Page Overview ...................................................................................................... 125 2.13.2 Pop-up Page Information .................................................................................................. 125 2.13.3 Background Processing: .................................................................................................... 126 2.13.4 Save Processing: ............................................................................................................... 127 2.13.5 CRUD Matrix .................................................................................................................... 127
2.14 Page – Closed Cases Eligibility Search............................................................................................. 128 2.14.1 Page Overview .................................................................................................................. 128 2.14.2 Page Information ............................................................................................................... 128 2.14.3 Background Processing: .................................................................................................... 129 2.14.4 CRUD Matrix .................................................................................................................... 130
2.15 Pop-up Page – Obligated Monies ...................................................................................................... 131 2.15.1 Page Overview .................................................................................................................. 131 2.15.2 Page Information ............................................................................................................... 131 2.15.3 Background Processing: .................................................................................................... 132 2.15.4 Save Processing................................................................................................................. 132 2.15.5 Security ............................................................................................................................. 132
2.16 Pop-up Page – Care Expenses ........................................................................................................... 134
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2.16.1 Page Overview .................................................................................................................. 134 2.16.2 Page Information ............................................................................................................... 134 2.16.3 Background Processing ..................................................................................................... 135 2.16.4 Save Processing................................................................................................................. 135 2.16.5 CRUD Matrix .................................................................................................................... 135
2.17 Pop-up Page – Eligibility Worksheet ................................................................................................ 136 2.17.1 Page Overview .................................................................................................................. 138 2.17.2 Page Information ............................................................................................................... 138 2.17.3 Background Processing ..................................................................................................... 162 2.17.4 Save Processing................................................................................................................. 163 2.17.5 CRUD Matrix .................................................................................................................... 163
3 Introduction (Title IV-E Eligibility for EFC) ............................................................................... 163 4 Pages ................................................................................................................................................. 164 4.1 Page – IV-E EFC Eligibility ............................................................................................................. 164
4.1.1 Page Overview ...................................................................................................................... 164 4.1.2 Page Information ................................................................................................................... 166 4.1.3 Background Processing ......................................................................................................... 169 4.1.4 Save Processing .................................................................................................................... 169 4.1.5 CRUD Matrix ........................................................................................................................ 169
4.2 Tab – Basic ........................................................................................................................................ 171 4.2.1 Tab Overview ........................................................................................................................ 171 4.2.2 Tab Information .................................................................................................................... 171 4.2.3 Background Processing ......................................................................................................... 173 4.2.4 Save Processing .................................................................................................................... 173 4.2.5 CRUD Matrix ........................................................................................................................ 174
4.3 Tab – Initial Determination for Extended Foster Care (EFC) ........................................................... 175 4.3.1 Tab Overview ........................................................................................................................ 175 4.3.2 Tab Information .................................................................................................................... 176 4.3.3 Background Processing ......................................................................................................... 184 4.3.4 Save Processing .................................................................................................................... 186
4.4 Tab – Redetermination for Extended Foster Care (EFC) .................................................................. 187 4.4.1 Tab Overview ........................................................................................................................ 187 4.4.2 Tab Information .................................................................................................................... 188 4.4.3 Background Processing ......................................................................................................... 193 4.4.4 Save Processing .................................................................................................................... 197
4.5 EFC Program Eligibility Pop-up ....................................................................................................... 199 4.5.1 Tab Overview ........................................................................................................................ 199 4.5.2 Tab Information .................................................................................................................... 199 4.5.3 Background Processing ......................................................................................................... 200 4.5.4 Save Processing .................................................................................................................... 200
5 AFDC Income Calculations for Questions 7 and 8 ...................................................................... 201 5.1 Calculations Overview ...................................................................................................................... 201 5.2 Determining Roles, Income Calculation Method, Income Conversions, and SFU Members ........... 201
5.2.1 Determine Roles – Grandparent Logic ................................................................................. 201 5.2.2 Determine Roles - “Alien” Logic .......................................................................................... 202 5.2.3 Determine Roles – Stepparent Logic .................................................................................... 202 5.2.4 Determine Roles – Sponsor/Sponsor’s Spouse ..................................................................... 202
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5.2.5 Determine Roles – Full Time Student Logic ........................................................................ 203 5.2.6 Determine Income Calculation Logic ................................................................................... 203
5.3 Calculations Logic Information – Question 7 ................................................................................... 206 5.3.1 Standard Filing Unit (SFU) Participants Logic ..................................................................... 206 5.3.2 Step 1 of Budget Process for Earned Income (185% Comparison) Logic ............................ 207 5.3.3 Step 1 of Budget Process for Unearned Income (185% Comparison) Logic ........................ 208 5.3.4 Applied Income Logic – Grandparent................................................................................... 208 5.3.5 Applied Income Logic – “Alien” Parent ............................................................................... 210 5.3.6 Applied Income Logic – Stepparent ..................................................................................... 211 5.3.7 Applied Income Logic – Sponsor/Sponsor’s Spouse ............................................................ 212 5.3.8 Step 1 – 185% Comparison Logic ........................................................................................ 213 5.3.9 Step 2 of Budget Process for Earned Income (100% Comparison) ...................................... 213 5.3.10 Step 2 of Budget Process for Unearned Income (100% Comparison) .............................. 214 5.3.11 Step 2 – 100% Comparison ............................................................................................... 215
5.4 Calculation Logic Information – Question 8 ..................................................................................... 215 5.4.1 Non-Vehicle Type Assets ..................................................................................................... 215 5.4.2 Vehicle Type Assets ............................................................................................................. 216 5.4.3 Asset Totals and Question 8 Answer Logic .......................................................................... 217
5.5 Calculations Flowchart ...................................................................................................................... 217 5.6 SFU Size CNS @185% and CNS @100% Chart ............................................................................. 217 6 Inventories ....................................................................................................................................... 218 6.1 Table Descriptions ............................................................................................................................ 218 6.2 Reference Data .................................................................................................................................. 220
6.2.1 Drop downs ........................................................................................................................... 220 6.2.2 Drop downs ........................................................................................................................... 220
6.3 Checklists .......................................................................................................................................... 220 6.4 Tasks Due .......................................................................................................................................... 220 6.5 Notifications ...................................................................................................................................... 221 6.6 Text Templates .................................................................................................................................. 221 6.7 Reports .............................................................................................................................................. 221
6.7.1 Determinations Due Report .................................................................................................. 221 6.7.2 Change in Placement Report ................................................................................................. 221
6.8 Triggers ............................................................................................................................................. 221 6.8.1 Online Trigger Code cd_txn = 7000 ..................................................................................... 221
7 Requirements Included: ................................................................................................................. 222
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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
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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).
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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
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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.
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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.
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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,
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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
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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 Launches the IV-E Eligibility Verification template
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Verification 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
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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.
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• 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
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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
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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)
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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
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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
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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
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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 User selected check box. Only enabled if the person
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Income/Asset Verification 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.
2.2.3 Background Processing
• Please refer to the background processing identified for each of the fields within the Page
Information table directly above.
• 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
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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.
2.2.4 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 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.
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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
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2.3 Tab – Initial Determination (Court Ordered)
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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.
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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
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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.
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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.
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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
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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, Not-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’
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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.).
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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
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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
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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 will first
look at the prior 13 quarters, not
including the quarter the AFDC month
falls in, and determines if the PE meets 6
of 13 quarters (must make at least $50 in
a quarter, to count a quarter). If the PE
does not meet this, the 13-quarter block
will shift an additional quarter back. The
loop will continue until the logichitssa
13-quarter cycle that meets the 6 quarter
criteria or, if the 6 quarter criteria is not
met after going through 4 loops in total.
If the principal earner meets the above
criteria and they have not worked for the
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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,
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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.
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
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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.
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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 Not-
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.
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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.
2.3.3 Background Processing
• Please refer to the background processing identified for each of the fields within the Page
Information table directly above.
• 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
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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
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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, Not-
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 and
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
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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.
• As the number of hours worked are documented on the Employment record as per week,
the formula used to convert the hours worked in a month is the following: (Number of
hours worked * 4.3) * (Days Employed in month/Totals Days in month).Based on the
AFDC date, FSFN will first looks at the prior 13 quarters, not including the quarter in
which the AFDC date falls, and determine if the PE meets 6 of 13 quarters (must make
at least $50 earned in a quarter, to count a quarter). If the PE does not meet this, the 13-
quarter block will shift an additional quarter back. The loop will continue until the logic
hits a 13-quarter cycle that meets the 6 quarter criteria or, if the 6 quarter criteria is not
met after going through 4 loops total.
• 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
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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 and 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, Not-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 Eligibleand 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
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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 Not-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).
2.3.4 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.’
• 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.’
• The ‘Effective From’ date can equal the Episode End Date of a prior removal episode.
• 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.
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• 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
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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
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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.
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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.
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 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
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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.
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.
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
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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,
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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
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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.
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
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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
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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.
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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.
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
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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.
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 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 Not-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
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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.
2.4.3 Background Processing
• Please refer to the background processing identified for each of the fields within the Page
Information table directly above.
• 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:
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• 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.
• 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 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
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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.
• Refer to Section 5 for background processing of Question 7 and Question 8 logic.
• 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 and 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, Not-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;
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• Question 5B is user selected as = Yes or Pending Judicial Finding;
• 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
and Reimbursable or Eligible, Not Reimbursable will make the child 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.
• 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).
2.4.4 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.’
• 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.’
• The ‘Effective From’ date can equal the Episode End Date of a prior removal episode.
• 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
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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
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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
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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.
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.
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
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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
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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
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(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
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= 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
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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.
Placements in Current
Removal Episode
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
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 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 Not-Reimbursable.
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.
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License End The date the Provider’s current license has/will expire;
system derived from the Provider License page.
Service Type Displays the Service Type of the placement listed.
System derived from the Out of Home Placement
page; not user editable.
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
Buttons: Save Standard Save Processing.
Close Standard Close Processing.
2.5.3 Background Processing
• Please refer to the background processing identified for each of the fields within the Page
Information table directly above.
• 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.
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• 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:
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• 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.
• 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".
• 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 and 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 Not-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 Not-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 and 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 Not-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
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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, Not-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.
• For a child placed with a provider who has a documented history of non-compliance with
Background Screening Safety Requirements for a full calendar month, FSFN enters a Title IV-E
Redetermination entry.
• Step 1: FSFN determines if the provider is out of compliance for a full calendar month
based on the Start Date and End Date of entries on the Person Provider Compliance
History page or the Organization Provider Compliance History page. This can occur
across multiple compliance history entries with an end date. If yes, continue to Step 2.
• Step 2: FSFN then looks at completed, non-voided determinations and determines if any
‘Eligible’ children were placed with this provider in a service type that requires a license
during the non-compliance month. FSFN determines if a Service Type requires a license
by looking at the License Required field on the Maintain Service page. If yes, continue to
Step 3.
• Step 3: FSFN inserts a completed and approved Title IV-E redetermination row with the
following:
▪ Eligibility Determination: ‘Eligible, Not-Reimbursable’
▪ Effective From: Start date of the placement. If placed at the start of the non-
compliance month, use first day of such month.
▪ Entry Date: Date system entered redetermination row
▪ Completed?: Yes
▪ Date Completed: Date system entered redetermination row
▪ Status Change: ‘Child not placed in reimbursable facility’
▪ Question 1: Answered based on DOB as of Effective From date
▪ Question 3: If a previous non-voided Redetermination exists based on Effective
From date, then Question 3 from the most current, prior Redetermination row
will copy to Question 3 of the new Redetermination row. Otherwise, it will copy
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from Question 3C on the Initial Determination tab
▪ Question 4: N/A
▪ Question 5: System-derived as ‘Yes’ if the child has Assets & Employment with
Unearned Income with a Type of "Supplemental Security Income (SSI)" as of the
Effective From date; otherwise, no.
▪ Placement in Current Removal Episode: For the Provider with the non-
compliance history, Reimbursable checkbox is not selected
▪ Eligibility Notes: ‘System generated due to the provider’s non-compliance with
background screening safety requirements.’
• Step 4: At the end of the Provider’s non-compliance month, FSFN inserts a completed,
approved Redetermination entry for any IV-E Eligible child that was placed during the
non-compliant month. The following logic is used for the Redetermination:
▪ Eligibility Determination: ‘Eligible and Reimbursable’ (if all questions meet
criteria)
▪ Effective From: First date of the month after the full month of non-compliance or
the last day the child was placed with the Provider during the non-compliant
month
▪ Entry Date: Date system entered redetermination row
▪ Completed?: Yes
▪ Date Completed: Date system entered redetermination row
▪ Status Change: ‘Placed in a Reimbursable facility’
▪ Question 1: Answered based on DOB as of Effective From date
▪ Question 3: If a previous non-voided Redetermination exists based on Effective
From date, then Question 3 from the most current, prior Redetermination row
will copy to Question 3 of the new Redetermination row. Otherwise, it will copy
from Question 3C on the Initial Determination tab
▪ Question 4: N/A
▪ Question 5: System-derived as ‘Yes’ if the child has Assets & Employment with
Unearned Income with a Type of "Supplemental Security Income (SSI)" as of the
Effective From date; otherwise, no.
▪ Placement in Current Removal Episode: For the Provider that is compliant and
meets criteria, Reimbursable checkbox is selected
▪ Eligibility Notes: ‘System generated due to the provider’s compliance with
background screening safety requirements’
• Upon entering a manual Redetermination that is Title IV-E Eligible and Reimbursable based on
the eligibility status of the redetermination that is being completed, FSFN determines if the
child’s placement provider on the Effective Date has an open compliance entry. If the Provider
has an open non-compliance entry after the Effective From date of the Redetermination being
entered (meaning no End Date for the non-compliance row), the following validation message
displays when clicking the Refer/Return to Supervisor or Complete Redetermination hyperlink:
• “The child’s current provider is out of compliance for background screening safety
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requirements. Do you want to proceed with the redetermination entry at this time?”
<Yes> <No>
If Yes is selected, the Title IV-E Redetermination is either referred to the supervisor or completed
based on the hyperlink selected. If No is selected, the user is returned to the Title IV-E page.
• Upon entering a manual Redetermination, FSFN compares the ‘Effective From’ date to the
child’s placement provider’s background screening compliance history page. If the provider was
not in compliance for the entire month in which the ‘Effective From’ date occurs, the Eligibility
determination status will be ‘Not Reimbursable’. FSFN also selects the check box for ‘Child not
placed in reimbursable facility’ on the Eligibility Status Change page and will not check the
Reimbursable flag on the provider row in the Placements in Current Removal Episode table.
• Court Ordered Redetermination statuses:
• An Eligible and 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, Not-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; OR
▪ A manual Redetermination is inserted, and the provider the child is placed with
as of the ‘Effective From’ date has a non-compliance period documented with a
Start and End Date on the Organization Provider Compliance History page or
Person Provider Compliance History page for the entire month in which the
‘Effective From’ date occurs.
• 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.
• IMPORTANT NOTE: Anything other than the above combinations in the previous two
bullet points for Eligible and Reimbursable or Eligible, Not Reimbursable will make the
child Ineligible.
• 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.
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• 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:
• You cannot approve your own work.
2.5.4 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.’
• 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.’
• The ‘Effective From’ date can equal the Episode End Date of a prior removal episode.
• 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’.
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• 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
• 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.
2.5.6 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
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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:
• 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.
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
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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.
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.
Completed? Indicates that the eligibility redetermination is
complete, and information cannot be modified;
system derived to ‘Yes’ if the Complete
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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 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.
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.
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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
displayed, and the user is required to attach
the associated legal document.
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.
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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
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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 ‘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
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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 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
Not-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.
Service Type Displays the Service Type of the placement listed.
System derived from the Out of Home Placement
page; not user editable.
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.
Buttons: Save Standard Save Processing.
Close Standard Close Processing.
2.6.3 Background Processing
• Please refer to the background processing identified for each of the fields within the Page
Information table directly above.
• The Redetermination will refresh each time the page is launched while in 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:
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• The Effective Date of the Redetermination cannot be prior to the Effective Date of the
Initial Determination.
• 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.
• 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".
• 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 Not-Reimbursable. This is NOT changing. Therefore, if the child is
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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 and 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, Not-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 = Yes; OR
▪ Provider is not licensed for service at the time of placement “as of " the Effective
Date; OR
▪ A manual Redetermination is inserted, and the provider the child is placed with
as of the ‘Effective From’ date has a non-compliance period documented with a
Start Date and End Date on the Organization Provider Compliance History page
or Person Provider Compliance History page for the entire month in which the
‘Effective From’ date occurs.
• 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.
• IMPORTANT NOTE: Anything other than the above combinations in the previous two
bullet points for Eligible and Reimbursable or Eligible, Not Reimbursable will make the
child Ineligible.
• 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
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• 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 Case Selection pop-up page, they cannot
have a “Pending” Title IV-E Foster Care Eligibility Determination (Initial or Redetermination).
• 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 1 – Child’s age as of Effective From date.
o Question 2 – No
o Question 4 – Maintain system logic.
• For Redeterminations autogenerated by placement changes, the questions will auto populate as
follows:
o Question 1 – Child’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.
o Question 4 – Maintain system logic.
• For a child placed with a provider who is Out of Compliance with Background Screening
Requirements for a full calendar month, FSFN enters a Title IV-E Redetermination entry.
o Step 1: FSFN determines if the provider is out of compliance for a full calendar month
based on the Start Date and End Date of entries on the Person Provider Compliance
History page or the Organization Provider Compliance History page. This can occur
across multiple compliance history entries with an end date. If yes, continue to Step 2.
o Step 2: FSFN then looks at completed, non-voided determinations and determines if any
‘Eligible’ children were placed with this provider in a service type that requires a license
during the non-compliance month. FSFN determines if a Service Type requires a license
by looking at the License Required field on the Maintain Service page. If yes, continue to
Step 3.
o Step 3: FSFN inserts a completed and approved Title IV-E redetermination row with the
following:
▪ Eligibility Determination: ‘Eligible, Not-Reimbursable’
▪ Effective From: Start date of the placement. If placed at the start of the non-
compliance month, use first day of the month.
▪ Entry Date: Date system entered redetermination row
▪ Completed?: Yes
▪ Date Completed: Date system entered redetermination row
▪ Status Change: ‘Child not placed in reimbursable facility’
▪ Question 1: Answered based on DOB as of the Effective From date
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▪ 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
▪ Question 4: System-derived as ‘Yes’ if the child has Assets & Employment with
Unearned Income with a Type of "Supplemental Security Income (SSI)";
otherwise, no.
▪ Placement in Current Removal Episode: Reimbursable checkbox is not selected
▪ Eligibility Notes: ‘System generated due to the provider’s non-compliance with
background screening safety requirements.
o Step 4: At the end of the Provider’s non-compliance month, FSFN inserts a completed,
approved Redetermination entry for any IV-E Eligible child that was placed during the
non-compliant month. The following logic is used for the Redetermination:
▪ Eligibility Determination: ‘Eligible, Reimbursable’ (if all questions meet criteria)
▪ Effective From: First date of the month after the full month of non-compliance or
the last day the child was placed with the Provider during the non-compliant
month
▪ Entry Date: Date system entered redetermination row
▪ Completed?: Yes
▪ Date Completed: Date system entered redetermination row
▪ Status Change: ‘Placed in Reimbursable facility’
▪ Question 1: Answered based on DOB as of the Effective From date
▪ 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
▪ Question 4: System-derived as ‘Yes’ if the child has Assets & Employment with
Unearned Income with a Type of "Supplemental Security Income (SSI)";
otherwise, no.
▪ Placement in Current Removal Episode: For the provider that is compliant and
meets criteria, Reimbursable checkbox is selected
▪ Eligibility Notes: ‘System generated due to the provider’s compliance with
background screening safety requirements.
• Upon entering a manual Redetermination that is Title IV-E Eligible and Reimbursable based on
the eligibility status of the redetermination that is being completed, FSFN determines if the
child’s placement provider on the Effective Date has an open compliance entry. If the Provider
has an open non-compliance entry after the Effective From date of the Redetermination being
entered (meaning no End Date for the non-compliance row), the following validation message
displays when clicking the Refer/Return to Supervisor or Complete Redetermination hyperlink:
o “The child’s current provider is out of compliance for background screening safety
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requirements. Do you want to proceed with the redetermination entry at this time?”
<Yes> <No>
If Yes, is selected, the Title IV-E Redetermination is either referred to the supervisor or
completed based on the hyperlink selected. If No is selected, the user is returned to the Title IV-E
page.
• Upon entering a manual Redetermination, FSFN compares the ‘Effective From’ date to the
child’s placement provider’s background screening compliance history page. If the provider was
not in compliance for the entire month in which the ‘Effective From’ date occurs, the Eligibility
determination status will be ‘Not Reimbursable’. FSFN also selects the check box for ‘Child not
placed in reimbursable facility’ on the Eligibility Status Change page and will not check the
Reimbursable flag on the provider row in the Placements in Current Removal Episode table.
• 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:
o You cannot approve your own work.
2.6.4 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.’
• 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.’
• The ‘Effective From’ date can equal the Episode End Date of a prior removal episode.
• 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 is 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
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editable.
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
ELIG_STATUS_CHANGE X X X
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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.
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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.
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;
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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 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.
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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.
Placements in Current
Removal Episode
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.
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 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 Not-Reimbursable.
Licensed System derived checkbox to show whether the
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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.
Service Type Displays the Service Type of the placement listed.
System derived from the Out of Home Placement
page; not user editable.
Eligibility Notes Text narrative field that displays ‘Reasonable Efforts
to Prevent Removal from home obtained’;
Buttons: Save Standard Save Processing.
Close Standard Close Processing.
2.7.3 Background Processing
• Please refer to the background processing identified for each of the fields within the Page
Information table directly above.
• 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 Not-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.
• 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".
• 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>
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• 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
• 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.
2.7.4 Save Processing
• When the Complete Redetermination action is successfully processed by FSFN, 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) and a pending
redetermination record is created.
• 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.
2.7.5 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.
2.7.6 CRUD Matrix
Table C R U D
ELIG_REDET X X X
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EPISODE X
PROVIDER_ORG X
ELIG_EPISODE X X X
ELIG_STATUS_CHANGE X X X
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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:
• 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.
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• 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:
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.
Entry Date The system date when the eligibility information is
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initially entered; system derived from current
system date when the ‘Save’ button is first
selected; not user editable; required; defaults to
00/00/0000.
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.
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
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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.
Placements in Current This table lists all placements in the current
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Removal Episode 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.
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 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.
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.
Service Type Displays the Service Type of the placement listed.
System derived from the Out of Home Placement
page; not user editable.
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.
Buttons: Save Standard Save Processing.
Close Standard Close Processing.
2.8.3 Background Processing
• Please refer to the background processing identified for each of the fields within the Page
Information table directly above.
• 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
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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.
• 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:
• 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.
• Court Ordered Redetermination statuses:
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• An Eligible and 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, Not-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;
• 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.
• IMPORTANT NOTE: Anything other than the above combinations in the previous two
bullet points for Eligible and Reimbursable or Eligible, Not Reimbursable will make the
young adult Ineligible.
• 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".
• 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
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• 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).
• 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:
o Question 1 – Child’s age as of Effective From date.
o Question 4 – Maintain system logic.
• 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:
o You cannot approve your own work.
2.8.4 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.’
• 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 ‘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.
• 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’.
• 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 is 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.
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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
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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.
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2.9.3 Background Processing
• 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.
2.9.4 Save Processing
• N/A
2.9.5 CRUD Matrix
Table C R U D
SELECT LEGAL
DOCUMENT
X X
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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.
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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
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ELIG_REDET X
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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
User-editable checkbox; defaults to unchecked.
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
User-editable checkbox; defaults to unchecked.
Facility license is in effect User-editable checkbox; defaults to unchecked.
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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
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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
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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.
2.12.4 Save Processing:
• N/A
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2.12.5 CRUD Matrix
Table C R U D
ELIG_ASSESTS X X
ELIG_ASSCTD_IMG X X
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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
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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
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▪ 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.
2.13.4 Save Processing:
• N/A
2.13.5 CRUD Matrix
Table C R U D
ELIG_IVE_LGL_LINK X X
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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
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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.
2.14.3 Background Processing:
• 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.
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• 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
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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
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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.
Fields: Number of Dependent Children for
the Participant
A user entered numeric field to indicate the
number of dependent children of Parent(s) whom
met alien parent criteria, Stepparent(s), Household
Member(s) whom met the grandparent criteria,
Sponsor or Sponsor's Spouse; 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.
2.15.3 Background Processing:
• Please refer to the background processing identified for each of the fields within the Page
Information table directly above.
• 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.
2.15.4 Save Processing
• 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.
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• 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.
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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
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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.
2.16.3 Background Processing
• 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.
2.16.4 Save Processing
• Standard Save processing
2.16.5 CRUD Matrix
Table C R U D
ELIG_CARE_EXPENSE X X
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2.17 Pop-up Page – Eligibility Worksheet
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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.
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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
Displays the answer to Question 3B on the Initial
Determination tab of the Title IV-E Foster Care
page.
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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.
Displays the answer to Question 4 on the Initial
Determination tab of the Title IV-E Foster Care
page.
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.
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 5A:
Was the Voluntary Placement
Agreement signed by the
child's parents 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 Foster Care
page.
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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?
Displays the answer to Question 5B on the Initial
Determination tab of the Title IV-E Foster Care
page.
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: Displays the answer to Question 5B on the Initial
Determination tab of the Title IV-E EFC Foster
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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?
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.
Displays the answer to Question 6A on the Initial
Determination tab of the Title IV-E Foster Care
page.
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
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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 PE is considered to
have worked and used towards to Sufficient Work
History criteria starting with the earliest quarter in
the 13 quarter block in which criteria is met. If six
quarter criteria is not met, the dates which met the
criteria, if any, will display from the first loop;
displays up to 6 dates.
Based on the AFDC date, FSFN will first look at
the prior 13 quarters, not including the quarter the
AFDC month falls in, and determine if the PE
meets 6 of 13 quarters (must make at least $50 in a
quarter, to count a quarter). If the PE does not meet
this, the 13-quarter block will shift an additional
quarter back. The loop will continue until the logic
hits a 13-quarter cycle that meets the 6 quarter
criteria or, if the 6 quarter criteria is not met after
going through 4 loops in total.
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 As the number of hours worked are documented on
the Employment record as per week, the formula
used to convert the hours worked in a month is the
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following: (Number of hours worked * 4.3 ) *
(Days Employed in month/Totals Days in month).
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
Adult.
Displays the Yes/No answer to Question 6A on the
Initial Determination tab of the Title IV-E EFC
page.
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
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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.
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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,
process to Step 2.
Text field that continuously displays.
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
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in the ‘Number of Hours Per Week’ field from the
Employment record.
Gross Income:
< a > < b > <(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.
< b >: 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
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(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
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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.
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).
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.
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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><b> <(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.
<b> 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.
Self Employed Operating Dynamically displays the amount entered into the
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Costs: ‘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.
Adjusted Monthly Amount
(A):
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)
Gross Monthly Earned
Income (B):
Dynamically appears as the last row after all
Employment records for the SFU member; Displays
the sum of all Adjusted Monthly Amount (A) fields.
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(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.
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 displays the calculated amount
resulting from calculating the sum of all Gross
Monthly Earned Income and Gross Monthly
Unearned Income Amounts. (B+B=C).
Obligated Monies Disregard: Dynamically displays the disregard amount from
stored procedure.
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.
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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
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 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.
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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><b>
<(c)>
Dynamically displays if the persons have an active
Employment record.
<a> Displays dollar amount from the Gross Income
field of the employment record.
<b> 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.
Self Employed Operating
Costs:
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.
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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.
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.
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)
Gross Monthly Earned
Income (B):
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
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MM/DD/YYYY; if Eff. End Date does not exist,
this field will be blank.
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 (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.
Obligated Monies 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
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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.
Table Column
Headers:
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;
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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.
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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
(L):
Displays the calculated amount from the stored
procedure for Sponsor/Sponsor’s Spouse resulting
from calculating the sum of Adjusted Equity Value
(K) for Sponsor and Sponsor Spouse. (K + K = L).
Table Column
Headers:
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.
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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..
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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
Reimbursable.
Displays Question 9 on the Initial Determination
tab of the Title IV-E EFC page for the young adult.
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.
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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.
2.17.3 Background Processing
• 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
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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.
2.17.4 Save Processing
• 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.
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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
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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.
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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.
4.1.1 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
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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 Adults’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
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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
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4.1.2 Background Processing
• Please refer to the background processing identified for each of the fields within the Page
Information table directly above.
• The IV-E Removal Date can be the same date as a previously discharged Episode End Date.
• 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).
• 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.
4.1.3 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’.
• 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 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.
4.1.4 CRUD Matrix
Table C R U D
ELIGIBILITY X X
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PERSON X
CASE X
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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
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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
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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.
4.2.3 Background Processing
• Please refer to the background processing identified for each of the fields within the Page
Information table directly above.
• The IV-E Removal Date can be the same date as a previously discharged Episode End Date.
• 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.
• 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:
o You cannot approve your own work.
4.2.4 Save Processing
• Standard Save Processing
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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
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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
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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.
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 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.
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
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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.
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
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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
displayed, and the user is required to attach
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the associated legal document.
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.).
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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.
Removed from Relative’s
Name
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,
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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 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 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 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 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
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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.
Placements in Current
Removal Episode
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.
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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 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.
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 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.
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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:
o You cannot approve your own work.
• 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 and 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
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• 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 Question 6B is Yes, but no deprivation type has been selected and the user attempts to save, the
following validation message displays:
o 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:
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.
• Refer to Section 5 for background processing of Question 7 and Question 8 logic.
• 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 and 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;
▪ Question 5B is user selected as = Yes or Pending Judicial Finding;
▪ 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
▪ The placement has service category of Independent Living;
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o An Eligible, Not-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;
▪ Question 5B is user selected as = Yes or Pending Judicial Finding;
▪ 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
and Reimbursable or Eligible, Not Reimbursable will make the young adult Ineligible.
4.3.4 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.’
• 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.
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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:
• 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.
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
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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:
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.
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.
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).
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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.
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.
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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
displayed, and the user is required to attach the
associated legal document.
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
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‘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
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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 ‘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.
Placements in Current
Removal Episode
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
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.
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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.
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.
Service Type Displays the Service Type of the placement listed.
System derived from the Out of Home Placement
page; not user editable.
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.
Buttons: Save Standard Save Processing.
Close Standard Close Processing.
4.4.3 Background Processing
• Please refer to the background processing identified for each of the fields within the Page
Information table directly above.
• The IV-E Removal Date can be the same date as a previously discharged Episode End Date.
• 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 and 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.
• If an Effective Date is entered that is prior to the IV-E Removal Date, upon attempting to save the
following validation message displays:
o 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:
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,
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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:
• A Legal Document must be linked in relation to Question 2. Please make the necessary
updates. <Close>
▪ 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
▪ The placement has service category of Independent Living;
• An Eligible, Not-Reimbursable Determination status is obtained if the young adult meets the
following criteria:
▪ Question 1 = Yes;
▪ Question 2 = Yes, Pending Judicial Finding or N/A;
▪ Question 4 = Yes; 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; OR
▪ A manual Redetermination is inserted, and the provider the young adult is placed
with as of the ‘Effective From’ date has a non-compliance period documented
with a Start Date and End Date on the Organization Provider Compliance History
page or Person Provider Compliance History page for the entire month in which
the ‘Effective From’ date occurs.
• 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.
• 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 and Reimbursable or Eligible, Not Reimbursable will make the young adult
Ineligible.
• Upon clicking the Submit Void hyperlink, the following validation prompt is displayed:
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• 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
• 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
o Question 4 – Maintain system logic.
• 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 – 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.
o Question 4 – Maintain system logic.
• For a young adult placed with a provider who is Out of Compliance with Background Screening
Requirements for a full calendar month, FSFN enters a EFC Title IV-E Redetermination entry.
o Step 1: FSFN determines if the provider is out of compliance for a full calendar month
based on the Start Date and End Date of entries on the Person Provider Compliance
History page or the Organization Provider Compliance History page. This can occur
across multiple compliance history entries with an end date. If yes, continue to Step 2.
o Step 2: FSFN then looks at completed, non-voided determinations and determines if any
‘Eligible’ young adults were placed with this provider in a service type that requires a
license during the non-compliance month. FSFN determines if a Service Type requires a
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license by looking at the License Required field on the Maintain Service page. If yes,
continue to Step 3.
o Step 3: FSFN inserts a completed and approved EFC Title IV-E redetermination row with
the following:
▪ Eligibility Determination: ‘Eligible, Not-Reimbursable’
▪ Effective From: Start date of the placement. If placed at the start of the non-
compliance month, use first day of the month.
▪ Entry Date: Date system entered redetermination row
▪ Completed?: Yes
▪ Date Completed: Date system entered redetermination row
▪ Status Change: ‘Child not placed in reimbursable facility’
▪ Question 1: Answer based on DOB as of Effective From date
▪ 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
▪ Question 4: System-derived as ‘Yes’ if the young adult has Assets &
Employment with Unearned Income with a Type of "Supplemental Security
Income (SSI)"; otherwise, no.
▪ Placement in Current Removal Episode: For the Provider with the non-
compliance history, Reimbursable checkbox is not selected
▪ Eligibility Notes: ‘System generated due to the provider’s non-compliance with
background screening safety requirements.
o Step 4: At the end of the Provider’s non-compliance month, FSFN inserts a completed,
approved Redetermination entry for any IV-E Eligible young adult that was placed during
the non-compliant month. The following logic is used for the Redetermination:
▪ Eligibility Determination: ‘Eligible and Reimbursable’ (if all questions meet
criteria)
▪ Effective From: First date of the month after the full month of non-compliance or
the last day the young adult was placed with the Provider during the non-
compliant month
▪ Entry Date: Date system entered redetermination row
▪ Completed?: Yes
▪ Date Completed: Date system entered redetermination row
▪ Status Change: ‘Placed in a Reimbursable facility’
▪ Question 1: Answer based on DOB as of Effective From date
▪ 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
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on the most recent Redetermination is Pending Judicial Finding
▪ Question 4: System-derived as ‘Yes’ if the young adult has Assets &
Employment with Unearned Income with a Type of "Supplemental Security
Income (SSI)"; otherwise, no.
▪ Placement in Current Removal Episode: For the Provider that is compliant and
meets criteria, Reimbursable checkbox is selected
▪ Eligibility Notes: ‘System generated due to the provider’s compliance with
background screening safety requirements.
• Upon entering a manual Redetermination that is EFC Title IV-E Eligible and Reimbursable based
on the eligibility status of the redetermination that is being completed, FSFN determines if the
young adult’s placement provider on the Effective Date has an open compliance entry. If the
Provider has an open non-compliance entry after the Effective From date of the Redetermination
being entered (meaning no End Date for the non-compliance row), the following validation
message displays when clicking the Refer/Return to Supervisor or Complete Redetermination
hyperlink:
o “The child’s current provider is out of compliance for background screening safety
requirements. Do you want to proceed with the redetermination entry at this time?”
<Yes> <No>
If Yes is selected, the EFC Title IV-E Redetermination is either referred to the supervisor or
completed based on the hyperlink selected. If No is selected, the user is returned to the EFC Title
IV-E page.
• Upon entering a manual Redetermination, FSFN compares the ‘Effective From’ date to the young
adult’s placement provider’s background screening compliance history page. If the provider was
not in compliance for the entire month in which the ‘Effective From’ date occurs, the Eligibility
determination status will be ‘Not Reimbursable’. FSFN also selects the check box for ‘Child not
placed in reimbursable facility’ on the Eligibility Status Change page and will not check the
Reimbursable flag on the provider row in the Placements in Current Removal Episode table.
• 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.
4.4.4 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.’
• 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 ‘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.
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• 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 is 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.
• 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.
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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
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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
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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
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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”.
5.2.2.1 Additional Information
• 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.
5.2.3.1 Additional Information
• 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
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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,
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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.
5.2.6.1 Additional Information
• 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
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(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:
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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.
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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.
5.3.1.1 Additional Information
• 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.
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• 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).
5.3.3.1 Additional Information
• 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.
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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
5.3.4.1 Additional Information
• 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.
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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.
• 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 “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.
• 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 “Alien” Parent 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 “Alien” Parent 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 “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
5.3.5.1 Additional Information
• 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
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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.
• 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 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.
• 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 Stepparent 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 Stepparent 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 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.
5.3.6.1 Additional Information
• See section 5.2.3 for Stepparent criteria.
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• 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.
• Gross Monthly Unearned Income (B) = Monthly Amount (A) + Monthly Amount (A)
+ Monthly Amount (A)
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.
• Total Gross Income (G) = sum of Adjusted Gross Income (F) + Adjusted Gross
Income (F)
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
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5.3.7.1 Additional Information
• 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.
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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.
5.3.9.1 Additional Information
• 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
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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).
5.3.10.1 Additional Information
• 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.
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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. Qualifying
Vehicle types include Automobile, Motorcycle, Marine Vessel, Truck, and Motorhome.
If more than one person is in the SFU and has a Primary Homestead documented, FSFN
will exclude the MAX Adjusted Equity Value for Primary Homestead.
• Adjusted Equity Value = $0.00 for the MAX Asset that has Primary Homestead
selected
d. 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 is
more 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 equal
to 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 checkbox
and the Good Faith Effort to Sell checkbox is selected on the Assets & Income page. If
Yes, FSFN will then use the logic for the Primary Homestead checkbox above. If the
Asset is the MAX asset that has Primary Homestead selected, the Asset will receive the
Primary 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 by
taking the Asset Amount and subtracting the Equity Value. The Non-Vehicle Type Assets
include: 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, and
Trust 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 AFDC
Day/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, FSFN
will 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 a
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Vehicle, 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’s
to determine which Vehicle Type Asset will receive the Vehicle Disregard of up to $1500. Since
this only occurs for one Vehicle Type Asset per SFU, the automobile with the largest Equity
Value receives the Vehicle Disregard. If the Vehicle is flagged as Primary Homestead, it does not
qualify for the Vehicle Disregard.
6. FSFN will then calculate the Adjusted Equity Value. The Adjusted Equity Value is the Equity
Value 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 totaling
all of the Asset Amounts and Adjusted Equity Values. For Sponsor/Sponsor’s Spouse, calculate
the Adjusted Sponsor Asset Value. This is the Total Sponsor Asset Value for the Sponsor minus
the $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 Asset
Value is greater than $10,000, FSFN will populate Question 8 as ‘No’.
5.5 Calculations Flowchart
Double-click on the icon below to open the flowchart for a detailed view of this process.
AFDC Calculation
Flowchart 05.18.20.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.
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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.
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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).
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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
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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.
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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
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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
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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.
New Requirement
CR570
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
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“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
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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.
New Requirement
CR570
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
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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.
New Requirement
CR569
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 and
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 Not-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 Not-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 and 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
_____________________________________________________________________________________________
IV-E Foster Care Eligibility April 02, 2021
Topic Paper Page 228 of 228
New Requirement
CR595
Provide the ability to link the associated Legal
Document, specifically related to Court
Orders, to IV-E Foster Care Initial
Determinations and Redeterminations
New
top related