Foster Care Rate Setting

Obtaining a Rate

Residential Treatment / Foster Care Cost Report 

• Schedule A- Signature Certification of demographic information (original signature page required)
• Schedule A-1 - Group Home Facility Physical Locations
• Schedule B - Revenues
• Schedule C - Expenses

Documentation of Child Care Days

All submitted documentation must be totalled. Please attach a calculator tape if log is created manually.

• Agencies must submit documentation of childcare days from their data collection system (e.g. KIDS, KaleidaCare) for the time period that coincides with the financial audit submitted.
• Emergency Shelters may submit a Shelter Log.
• All other agencies must submit a list of children for the designated FY that verifies the number of childcare days by category of funding and legal custodian.
• The Executive Director must certify that the number of childcare days provided are true and correct and that childcare records at the agency document the number of days listed for the fiscal year specified.

Audits

Agency's financial audit with the required level of specificity delineating allowable foster care costs is required.

• Audits must show both revenues and expenditures.
• Revenues must be broken out by fund type.
• Expenditures must show a separation between administrative costs and program costs.
• Administrative costs must also delineate between management and fund-raising costs.
• Program costs must be delineated by type (family foster, group/program setting residential foster care, and non-residential functions (day care or day treatment, for example) as well as identify specific allowable foster care costs (care and supervision cost/childcare staff salaries, food, rent, etc.) within each type.
• Supplemental reports and schedules may be required where audit detail is not clear. Providers, whose financial audit does not have separate cost centers detailing mental health treatment expenses and the staff salaries/benefits prorated to coincide time spent providing these services, (Including therapy and counseling) must separate and report, by service, showing the mental health treatment expenses.
• The agency's Executive Director must attest (on Schedule A) to the breakdown of expenditures
• from the audit to the foster care cost repor

Cost Report Forms and Instructions

Cost reports and supporting documentation are due:
March 15, 2021 for new participants OR March 15, 2022 for agencies qualified as of July 1, 2020.

• Schedule A - General information and signature certification
• Schedule A-1 - Group Home Facility Physical Locations
• Schedule B - Revenue schedule
• Schedule C - Expense schedule
  • Foster Care Cost Report  
  • IV-E Foster Care Rate Setting User Manual

Training

Training Dates

One on one training available by request. To request training, please contact Susan Kesler at susan.kesler@dhhs.nc.gov or call 919-855-3680.

Registration Instructions

Click the link below "Registration Form" to register for training. Enter your contact information, choose the date and time you desire, answer an easy math problem, then click submit. All training offered will be on-line. Registration will end the day before each session at 2 p.m. That will allow time for an email to be sent to those registered as a reminder, the link for the on-line session and conference line number to call into.

Participants should be knowledgeable in his or her agency's financial and cost reporting practices as they relate to services for which cost reimbursement is claimed.

Materials to be covered include all schedules and forms on the Residential Treatment and Foster Care Cost Report and any changes from prior-year report forms, instructions or processes.

Registration Form

Download the PowerPoint Presentation Used During Training

Compliance Information

IV-E Foster Care Rate Setting Manual

Child Welfare Policy Manual - published by the US Department of Health and Human Services, Administration for Children & Family Services.

Compliance Requirements for Title IV-E Maximization Program including Federal and State authorization (93.658-2-STATE FUNDS AND TITLE IV-E MAXIMIZATION PROGRAM)

NC Administrative Code - Children's Services - Chapter 70, Subchapter B lists the code relavent to foster care services.

Frequently Asked Questions

Q: Does the cost report suspension announced on Feb. 3, 2010 apply to the foster care rate setting cost report?

No. The cost report suspension announcement does not apply to the foster care cost report. If your agency provides or will provide non-treatment residential or family foster care services, you will need to complete the foster care reporting requirements if you wish to receive anything other than the standard board rate.

Q: Is the time study required to be completed this year?

No. The Administration for Children and Families (ACF) has permitted us to discontinue the time study requirement for the foster care cost report.

Contact Us

For questions regarding the foster care program, contract requirements or payments, please contact:

Tina Bumgarner, DSS
828-397-3901         
Tina.Bumgarner@dhhs.nc.gov

Foster Care Policy, DSS         
919-733-9464         
 
For questions regarding the IV-E foster care cost report please contact:
 
Susan Kesler, OOC         
919-855-3680          
susan.kesler@dhhs.nc.gov
Fax: 919-715-3095        

Documents can be submitted electronically or in hard copy to:

DHHS Foster Care Rate Setting
Office of the Controller
(Spruill Annex on Dix Campus)
1050 Umstead Drive
Raleigh, NC, 27603