Revised 7-1-11

1.   Intent and establishment of contingency fund.

(1) The contingency fund accounts provide families, involved in open child protective services (CPS), family-centered service (FCS), permanency planning, or aftercare permanency planning cases, with support services necessary to provide for and protect their children.

(2) The contingency fund is not used for families that are referred to Comprehensive Home-Based Services (CHBS), as CHBS offers another source of discretionary funds for families.  Contingency fund determinations are made on a case-by-case basis.

(3) Payment for services through the contingency fund cannot be assured.

(4) Contingency fund accounts are established for each of the six Oklahoma Department of Human Services (OKDHS) custody of the Field Operations Division (FOD) areas, and staff from each county office are designated to access the respective area fund.

(5) The contingency fund, used in conjunction with safety and service planning, as described in OAC 340:75-3-10.1, is used for a one-time purchase of goods, services, or both, needed to maintain the child safely in the home or return the child safely to the home.  The contingency fund may also be utilized for purchased services for children in OKDHS custody.

2.   Contingency fund authorization procedures.  The county director designates specific county staff with authority to access funds from the area Child Welfare (CW) contingency fund accounts and establishes procedures for the county office.  County procedures include:

(1) the specific method for CW workers to make written contingency fund requests and for written approvals to be given;

(2) a means to track the county's issuance of contingency fund authorizations;

(3) staff responsible for, and the location of, the fiscal year contingency fund files for the county office;

(4) procedures for regular monitoring of contingency fund authorizations;

(5) a plan to ensure staff involved in the contingency fund process are properly informed regarding requirements contained in this Section; and

(7) procedures and a plan to conduct annual service utilization reviews.

3.         Monitoring contingency funds.

(1) To maintain appropriate internal controls and the segregation of financial duties, the county director assigns staff who do not have direct case responsibility to issue contingency fund authorizations on the Finance system.  Contingency fund authorizations may be assigned to area staff by the area director.

(2) Contingency fund overrides are issued by area staff designated by the area director.

(3) To ensure OKDHS rules are followed, CW supervisors regularly review contingency fund authorizations requested by staff.

(4) Area directors, county directors, or designees are responsible for periodically monitoring contingency fund expenditures.

4.   Determining need for contingency funds.  The CW worker responsible for the client receiving the goods or services:

(1) determines the need for the goods or services;

(2) determines that the goods or services are not available elsewhere for free;

(3) locates a service providers;

(4) makes a written request for approval of the contingency funds, according to area-established protocol.  CW supervisors, county directors, CW field liaisons, and other staff designated by the county or area director approve contingency fund authorization requests in writing;

(5) when the family receives Temporary Assistance for Needy Families (TANF), contacts the Family Support Services (FSS) worker to determine whether flexible funds have been utilized.  When available, TANF flexible funds are utilized in lieu of the CW contingency fund; and

(6) documents the contingency fund request in KIDS Contacts screen:

(A) according to area-established protocol; or

(B) no later than the fourth day of the month following authorization.

5.   (a) Allowable services.

(1) Allowable services are those required to maintain the child in the home, return the child to the home, or to maintain the well-being of CW families.  The contingency fund is used to pay vendors for goods and services that are properly authorized and provided to the client.  The contingency fund is not used to reimburse clients, staff, or others for purchases made on the client's behalf.

(2) Ongoing maintenance or installment payments are not allowed.  Cost limits for contingency fund object codes are not exceeded except when an override is approved by specifically designated staff in a FOD area office.  Account limits are listed on OKDHS Appendix C-19, Child Welfare Contingency Fund Accounts.

(3) The issuance of more than one contingency fund authorization to purchase the same goods or services is not permitted.

(b) Examples of allowable goods or services.

(1) Food.  This includes a one-time purchase of food for the household not available through Women, Infants, and Children (WIC) or another program, including infant formula and baby food, sufficient to supply the family for a period of time, until the family receives some type of income or Supplemental Nutrition Assistance Program benefits.

(2) Clothing.  This includes an emergency supply of clothing, shoes, or both, appropriate for weather conditions for infants and children in the household and adequate clothing for children to attend school.  In addition, this may include work clothing for the person responsible for the child (PRFC) when the PRFC is actively involved in a job search, training, or has been guaranteed a job and demonstrated the need for such clothing.

(3) Rent deposit or monthly payment.  When adequate housing is needed to prevent the removal of the child, documented rental deposits and the first month's rent are paid or a single month's rent is paid to avoid eviction.

(4) Utility deposits or monthly payment.  If the lack of utilities in the home may result in the removal of the child, required utility deposits or overdue payments for gas, electricity, and water are covered.  This does not include telephone deposits or overdue telephone bills.

(5) Home repairs.  When the condition of the home may result in the removal of the child, home repairs may include plumbing, painting, repair of broken windows, doors, steps, and stairs, purchase of screens and door locks, and rodent or insect fumigation.

(6) Furniture and appliances.  This includes adequate beds and bedding for infants, children, and the PRFC, as well as basic necessities, such as a dining table and chairs.

(7) Car repairs.  To be eligible for car repairs, the PRFC must need the car for transportation to obtain or maintain employment or to ensure adequate medical or behavioral health care for the child to prevent removal from the home.  When available, public transportation is used in lieu of car repair payments.

(8) Public transportation vouchers or tokens.  When the PRFC requires public transportation to obtain or maintain employment or to ensure adequate medical or behavioral health care for the child, a three month supply of public transportation vouchers or tokens is provided.

(9) Miscellaneous.  This includes goods and services that are required, but not specifically covered by other object codes.

(10) Purchased services.  This includes specific services designed to meet the identified needs of a child in OKDHS custody or those of a PRFC as part of an individualized service plan.  Examples include tutoring, mentoring, group and family counseling, job placement, therapeutic or recreational services, and educational or vocational advocacy services that are not available through other sources or from volunteers.

(11) Automobile.  This includes payments for the purchase of an automobile, down payment for the purchase of an automobile, assistance with making a monthly payment, payment of tag, title, and tax for an automobile, or payment of automobile insurance.  The payment of any automobile related costs through the use of the contingency fund is required to obtain or maintain employment or to ensure adequate medical or behavioral health care for the child.  When available, public transportation is used in lieu of payment for automobile related expenses from this object code.

(12) Attorney fees for Temporary Assistance for Needy Families (TANF) Supported Permanency program.  This a one-time authorization for the payment of attorney fees for relatives who are referred to the TANF Supported Permanency program to obtain guardianship of the child placed in their home, per OAC 340:75-6-31.4.

6.   Authorizing payments and services.  Payments and services are pre-determined by the CW worker.  All services are obtained at the lowest possible cost or best value to the state.  Only staff specifically designated by the county or area director are authorized to issue contingency fund authorizations via the Finance system.

(1) The CW worker responsible for the client receiving the goods or services:

(A) refers to OKDHS Appendix C-19, Child Welfare Contingency Fund Accounts, for the list of services, cost limits, and object codes;

(B) negotiates for the goods or services for the client at the least possible cost or best value and determines whether the cost of labor can be reduced or donated.

(i) When requesting the contingency fund for rent deposits or monthly payment, the CW worker verifies the client's address and obtains a copy of the rent, lease, or mortgage agreement prior to requesting a contingency fund authorization.

(ii) Prior to requesting the contingency fund for utility deposits or monthly payments, the CW worker verifies the utility service is for the client's residence.  The name of the utility service customer, account number, and address of the utility service are included in the description of services on the contingency fund authorization form;

(C) requests designated staff access the authorization screen through the Finance system to enter the provider information, including the:

(i) family's case number;

(ii) cost of the goods or services;

(iii) object code; and

(iv) specific description of the goods or services provided to safeguard against the purchase of unauthorized goods or services; and

(D) after receiving written approval of the contingency fund request and obtaining the contingency fund authorization, signs and delivers the authorization form to the client to provide to the vendor.

(2) Upon receipt of the goods or services, the client provides the CW worker with a copy of the receipt or invoice from the vendor.  The CW worker and CW supervisor review the receipt or invoice to verify the goods or services received were those authorized according to the description on the authorization form.

(3) The CW worker or CW supervisor files the receipt or invoice, the contingency fund request, and a copy of the contingency fund authorization form in the county's contingency fund file for the fiscal year in which the purchase was made.

(4) After the goods or services are delivered, the vendor submits the contingency fund authorization form and the invoice to services Finance Division.  Payment is made no later than five business days from the date the invoice is received.

(A) Clients are not entitled to receive refunds from vendors for contingency fund purchases.  Refunds from a vendor for goods or services are made directly to the OKDHS Finance Division.

(B) When clients receive refunds from the vendor they must reimburse OKDHS for the amount of the refund.  The CW worker coordinates with the OKDHS Finance Division and follows OKDHS Finance Division procedures for refunds and reimbursements for refunds.

7.   (a) Service utilization.  The CW worker enters the goods or services, payment, or both, in KIDS Service Log by accessing the Services/Serv Logs/Select Client/Services screen.

(b) Service outcomes.  The county director or designee annually reviews the county's utilization of the area's CW contingency fund accounts on the Service Utilization Report and determines outcomes for those families who utilized the contingency fund service.  The outcomes information is used by the Field Operations Division to allocate future funds.