CARE PER DIEM RATES
The foster care rate structure is designed to give
foster parents flexibility and autonomy to decide how to spend money for
the children in their home. Social worker approval will not be necessary
for services included in the per diem. The foster parent will not need to
submit receipts or other documentation except for clothing documentation.
PER DIEM RATE SCHEDULE
Regular Foster Care
Birth – 11
Emergency Shelter Home
Family Treatment Home
Also, we have available a further Breakdown
of Rates in MS Excel format.
COVERAGE OF RATE
These foster care rates include the costs of housing,
food, clothing, incidentals, personal allowances, haircuts, respite care,
routine babysitting, non-medical transportation, sports/activities, and
The following chart shows the minimum to be spent on a
monthly basis for clothing/ diapers, incidentals and allowance.
When a child remains in a foster home less than thirty
(30) days, the breakdown of the rate amount for per diem, clothing,
incidentals and allowance, is prorated for the number of days the child
was in the home.
This includes such costs as shelter (mortgage interest,
property taxes, or rent; maintenance and repairs; and insurance),
utilities (gas, electricity, fuel, telephone, and water), and house
furnishings and equipment (furniture, floor coverings, major appliances,
and small appliances), and children’s incidentals.
PLEASE NOTE: Incidentals
include medicine chest supplies, baby oil and powder, deodorants, sanitary
napkins, and other personal toiletries.
Includes food and nonalcoholic beverages purchased at
grocery, convenience, and specialty stores; dining at restaurants; and
household expenditures on school meals.
Clothing expenses include children’s apparel such as
diapers, shirts, pants, dresses, and suits; footwear; and clothing
services such as dry cleaning, alterations and repair, and storage.
Foster parents maintain records on clothing expenditures. Workers are
responsible for reviewing foster parent records on clothing. When a
child leaves his placement, the worker obtains the child’s clothing.
Unspent money is transmitted to the next placement or returned by a
check made payable to the child and mailed to the Child Placement
Support Section. The use of cash in these transactions shall be avoided.
Please refer to previous chart
Routine hair care is included in the per diem at an
average of $12 per month. Special hair care costs should be reviewed for
approval by the Service Region Administrator.
This reimbursement includes 1 respite day per month
per child. NOTE: Medically Fragile and Family Treatment Home foster
parents will receive an additional 2 days respite per month for each
child placed in that home leveled as medically fragile or family
treatment. That reimbursement will be processed monthly by the Regional
Routine babysitting refers to babysitting needs for
one or more foster children while the foster parent is providing a
required service for another foster child(ren) in the home.
Non-Medical Transportation: This
reimbursement provides for mileage expenses for transportation not
related to medical services i.e., school related functions, sport
functions, etc. An average cost per child across all ages is $103.75 or
346 miles per month per child. This rate is reduced with the 11 and
under population and is increased with the 12 and over population.
Please Note: Service Region
Administrators may approve travel reimbursement to foster parents for
family and sibling visitation and to attend case conference. Mileage
records verifying other types of transportation are not necessary for
approval of transportation for family and sibling visitation and
attendance at case conferences.
Medical Transportation: For all
children receiving Medicaid, the cost of non-emergency medical
transportation is supported by the Department for Medicaid Services
either through the regional transportation broker or managed care
This reimbursement relates to the
purchase of school supplies, school fees, etc. For those pre-school age
children, these dollars can be used to assist in meeting other needs of
This reimbursement relates to all
social, and/or school activity expenses i.e. clubs, ballgames,
participation in dance class, gymnastics, karate, church, team sports,
etc. This allows all foster children to participate in normal activities
and empowers the foster parent to make these decisions.
BASIC REGULAR RATE
Two basic rates are established according to the age of
the child (0 – 11 and 12 +). The basic rate is applicable to all
children in DCBS foster homes that do not meet the criteria for emergency
shelter, medically fragile, or family treatment home placement.
BASIC ADVANCED RATE
The Basic Advanced rate is paid to foster parents who
have completed twenty-four (24) hours of initial Advanced Foster Parent
training and who complete 12 hours ongoing training each year. The R&C
Family Service’s Office Supervisor authorizes payment of the Basic
Advanced rate by their signature on the OOHC-111A until such time that the
approval is recorded in TWIST.
EMERGENCY SHELTER RATE
The emergency shelter rate is a flat rate that may be
paid to foster families approved by the Service Region Administrator as
Emergency Shelter foster homes for children age 12 and above who are in
need of immediate, unplanned placement for less than thirty (30) days and
for whom no other appropriate resources are available. The rate for
Emergency Shelter is $30.00 and requires prior approval of the foster
family’s eligibility for the rate in addition to approval for placement
of the child. There is no Basic Advanced Rate for emergency shelter foster
homes. One thirty (30 )day extension may be approved by the Service Region
Administrator when all other placement resources have been exhausted. In
no instance may a child be moved from one emergency shelter home to
another emergency shelter home unless that move is determined to be
necessary because of circumstances related to the child or the placement.
A letter of approval as an Emergency Shelter home shall
accompany the first Foster Parent Invoice/ Billing Statement requesting
payment of those rates with OOHC-111A’s approving rates for individual
The Basic Medically Fragile rate may be paid to foster
parents approved to care for children who are identified as medically
fragile. The rate for medically fragile is $37.00 and requires prior
approval of the foster family’s eligibility for the rate in addition to
approval for the specific placement of the child by the Quality Central
Medical Staff. Approval of the Service Region Administrator is required
for placement of each child and is available only to foster homes approved
as medically fragile. This rate is available only while the child meets
the agency’s definition of medically fragile. A letter of approval as a
medically fragile child and as a medically fragile foster home shall
accompany the first Foster Parent Invoice/Billing Statement.
MEDICALLY FRAGILE RATE
The Advanced Medically Fragile rate of $42.00 per day
may be paid for those children who meet the definition of specialized
medically fragile, require physician or licensed nurse supervision, 24
hour monitoring, and close proximity to a regional medical center. The
$42.00 per diem rate covers the following services:
|Care supervision by a licensed nurse;|
|24 hr/day staffing, including night time monitoring;|
|Medication administration and medical care as ordered
by the physician;|
|Care of medical equipment needs.|
MEDICALLY FRAGILE RATE
The Degreed Medically Fragile rate of $45.00 per diem, based on the
child’s medical acuity level, may be paid for those children who meet
the definition of specialized medically fragile, require physician or R.N.
supervision, 24 hour awake monitoring, and close proximity to a regional
medical center. This per diem rate includes any services and procedures
listed in the $42 per diem rate as required by the child.
MEDICALLY FRAGILE RATE
Quality Central Medical Staff may recommend specialized medically
fragile rates based on the medical acuity of a child. Dependent on the
acuity level, the rate may be $55.00, $70.95, or $88.55. All requests for
these rates shall be reviewed by the Quality Central Medical Staff.
Approval by the Service Region Administrator is required following
recommendation of Quality Central.
The Basic, Advance, Degree, and Specialized Medically Fragile rates
also cover all basic services/expenditures as identified in the
"Coverage of Rate".
The Family Treatment Home Rate is a flat rate that is
paid to foster parents who have completed the twenty four (24) hour
initial Family Treatment Home training and who complete twenty four (24)
hours ongoing training each year and who provide care for a Family
Treatment Home child. The rate for family treatment homes is $37.00 during
the first year’s participation. Upon completion of a positive annual
re-evaluation, the per diem shall be increased to $42.00 The rate shall
remain $42.00 contingent on a positive annual re-evaluation henceforth.
The rate for family treatment homes requires approval of the foster family’s
eligibility in addition to approval for placement of the child.
Payments are made by check from the Office of the
Finance Cabinet to the foster parents following submission of the Foster
Parent Invoice/Billing Statement.
Payment is made for the first day of placement but is
not paid on the day the child leaves, except for emergency shelter homes
which are paid for the first day of placement as well as the day the child
When a child’s age qualifies him for a higher rate,
the foster care rate is increased on the first day of the child’s birth
month. Section A of the OOHC-111A is completed at this time with the new
Foster parents are paid the usual foster care payment
when the child is temporarily away from home for a period not to exceed
fourteen (14) days, and the plan is for the child’s return to the same
foster home. Service Region Administrators may approve continued payments
when foster parents are staying with a hospitalized child.
REIMBURSEMENTS TO MEET CHILDREN’S NEEDS
The Kentucky Tax Exempt Number for the cabinet CANNOT be
used by foster parents or agency staff to purchase items or services on
behalf of families served by the cabinet.
Foster children will continue to receive
services with separate reimbursement for the following categories:
AND SPECIAL CLOTHING ALLOWANCES
An initial clothing allowance may be provided to
children for whom the Cabinet is legally responsible and who are being
placed in any out of home care setting. The initial clothing allowance
shall not exceed the following amounts:
Birth to l year
1 through 2 years
3 through 4 years
5 through 11 years
12 years and over
Special purchases above and beyond the per diem and
initial clothing allowance may be authorized up to $100.00 by the Family
Service’s Office Supervisor or up to $250.00 by the Service Region
SUPPLEMENTAL SCHOOL CLOTHING ALLOWANCE
An annual supplemental school clothing allowance may be
provided to children ages 3 and above who have been in care more than six
months, have used the amount allotted for initial clothing allowance and
are enrolled in school. The allowance for children ages 3 - 10 is $50 and
for children ages 11 and above is $100. The allotment is to assist in the
purchase of clothing necessary for school.
All foster children are eligible for free lunch programs
and may participate upon completion of appropriate school forms.
Private child care agencies may be reimbursed for
ordinary school supplies at a maximum of $35 per school year for the child
5 to 10 years old and $60 for the child age 11+. Receipts are not required
for school expenses.
Bus fares for school transportation may be reimbursed
upon the approval of the Family Service’s Office Supervisor.
Note: School expenses are included in the foster care
An amount not to exceed $500 may be reimbursed without
prior approval for the senior class ring, cap and gown rental, senior
pictures, yearbook, prom ticket, graduation invitations and name cards.
Other items require prior written approval. Total reimbursable graduation
expenses may not exceed $500, but the $60 school expense allowance could
be used in addition to the $500.
Some of these expenses could actually be incurred during
the child’s Junior year.
Financial assistance is available, for children for whom
the Cabinet is legally responsible, who plan to attend post-high school
educational institutions. Enrollment in a state supported school is
encouraged; however, private school enrollments may be considered,
provided the cost to the Department is not greater than the cost at the
most expensive state supported school. Tuition assistance is not approved
for students in out-of-state schools unless extenuating circumstances
To be eligible for tuition assistance for college or
post-secondary educational or vocational expenses, a child shall:
Obtain summer employment or participate in
work-study programs when possible.
- Maintain at least a 2.0 grade point, on a 4.0
- Utilize all available financial aid resources to
meet educational costs; House
Bill 62 (LRC Site)
A child 18 or over shall have extended his commitment to
be eligible for Tuition Assistance.
The worker assists the child in applying for all
financial assistance for which he may be eligible. The worker shall insure
that this is done prior to approval of tuition assistance. However,
requests for tuition assistance are not held until grant awards or other
similar information is received.
The worker completes and submits through supervisory
channels, the OOHC-103, Application for Tuition Assistance, at least four
weeks before any funds are needed. Requests for tuition assistance are
made each semester.
Tuition assistance for direct school expenses, tuition,
room, books, fees, etc., not covered by other resources is paid through
TWIST. Expenses are itemized and submitted to the regional billing clerk
with a copy of the OOHC-103 showing the SRA’s approval.
All other approved expenses, i.e., clothing and
incidentals, may be divided into a number of payments to be made during
the semester. These payments may be made to the foster child or foster
parents and are submitted with attached OOHC-103 showing the SRA’s
When the approved tuition assistance is less than
$150.00 it may be given to the student in one lump sum. The payments may
be made payable to the student or the foster parents, dependent upon the
student’s maturity, as determined by the caseworker.
When the student is planning to attend school outside
his home county, the worker is responsible for referring the student to
the Family Service’s Office Supervisor for the county in which the
student is attending school. A copy of the approved OOHC-103 is attached
to the referral. This notice may be referred to the district Independent
Living Coordinator by the Service Region Administrator.
When a child lives on campus and returns to the foster
parent(s) home for weekend and holiday visits, the foster parent may be
reimbursed at the basic or advanced per diem rate. This must be reimbursed
through TWIST – Special- Board.
Specific items needed in a classroom to enable a child
to benefit from a free appropriate public education are the responsibility
of the school. Such things may include, large print textbooks, teacher’s
aides, or special transportation to and from school. The Director of
Protection and Permanency shall be notified within three (3) working days
of any request by a school for the Department to pay for such expenses.
Those items that a child needs in other areas of life,
such as glasses, wheelchairs, hearing aides, etc., are the responsibility
of Medicaid if the child is Medicaid eligible with the Department for
Community Based Services being the last alternative for payment.
Foster parents may be reimbursed $60.00 for Christmas
gifts for a child. Private child care facilities may request reimbursement
when the child resides in the facility over the Christmas holidays. Foster
parents may also request reimbursement of $25.00 for birthday gifts for a
child. Private child care facilities may request reimbursement when the
child resides in the facility over their birthday. Receipts are not
required for Christmas and birthday gifts.
Medical bills for $100.00 or less do not require special
approval. Medical bills over $100.00 shall be itemized and require the
appropriate level of supervisory approval. All bills for medical expenses
shall state whether the child was ineligible for or the service was not
covered by medical assistance. Bills for over-the-counter drugs commonly
maintained in households with children are not suitable for reimbursement.
The approval level for medical-related expenses (i.e.,
dental, office visits, laboratory tests or other expenses for children not
covered by the medical card) is as follows:
- Amounts $100.00 - $500.00- Family Service’s
Office Supervisor Approval
- Amounts above $500.00 – Service Region
The full cost of child care services may be paid by the
A copy of the approval memo from the SRA indicates the
amount being paid for child care services and must be reviewed and
re-approved every six (6) months.
For non-working Foster Parents requesting child care, a
special review and approval must be conducted by Service Region
Administrator every three (3) months.
It is the responsibility of the SRA to approve the total
Respite care is available for every
child in foster family care. The purpose of respite care is to provide
relief to foster parents who are meeting the extraordinary demands of
children in out-of-home care. Foster parents are eligible for one day of
respite care per month per child. This day is included in the per diem.
Foster parents of medically fragile and family treatment home children are
eligible for two additional days of respite care per month per child.
For those high medical acuity leveled children for whom
the cabinet is paying Specialized Medically Fragile rates, the foster
parent is entitled to 3 days of respite per month. These days are NOT
rolled into the per diem and shall be paid in addition to the per diem.
The respite care reimbursement rate for
each child may not exceed the per diem of the child. Foster parents are
encouraged to use respite care on a monthly basis. With the written
approval of the Service Region Administrator, extended respite care for up
to 14 additional days may be given when there is a family need or other
Foster parents are responsible for
selecting and initially screening their respite care provider to determine
that the provider is appropriate to meet the individual child’s needs,
i.e., knowledgeable of the particular care needs of the child. When
respite care is to be provided within the foster home, the worker shall
meet the potential respite provider and document their appropriateness to
provide care for the child. When respite care is to be provided outside
the foster home, the worker shall meet the potential provider and visit
the respite site and document their appropriateness to provide care for
the child. The name, address, and telephone number shall be included in
the case record. Respite care providers may include other approved
resource families, extended family members or neighbors, babysitters and
trained respite care providers. A criminal records check shall be
completed on persons who are providing respite care. A records check is
not required when the respite provider is another foster parent or a
relative of the foster parent. When respite care is purchased from a
licensed agency authorized to provide respite services, an evaluation,
home visit and records checks are not required.
Medically fragile children may qualify
for some Medicaid waiver services through local Home Health agencies which
are contacted to determine eligibility criteria and procedures. Respite
providers for the medically fragile child are also required to be trained
in the specific care needs of the child and be currently certified in CPR
and First Aid.
Family Treatment Home respite providers
shall complete the Family Treatment Home training and any child-specific
training that the Family Treatment Home foster family receives.
The Recruitment and Certification
Supervisor shall maintain a central listing of approved respite care
providers in the district.
The family, with the worker’s
assistance, determines the most appropriate use of respite time which may
include in home or out-of-home activities.
The provision for respite care may be
included on all Case Plans.
OTHER SPECIAL EXPENSES
The Service Region Administrator may, in their
discretion, authorize special expenses not already specified in policy.
Such requests must support the child’s goal toward permanency.
Staff of the Department shall not sign applications for
driver’s license for children in out-of-home care, Staff shall inform
all care providers of children in out-of-home care of their legal
liability if they sign this application.
Foster parents may be reimbursed mileage, babysitting
for foster children, and tuition or fees to assist foster parents in
complying with the on-going training requirements. The amount for tuition
or fees is $50 per person per year for Basic Regular and emergency shelter
foster homes and $100 per person per year for Regular Advanced, Medically
Fragile foster homes. costs related to attendance at DCBS approved
conferences and training sessions.
Foster parents may be reimbursed mileage and babysitting
for foster children for attendance in local and state foster care
PARENT PROPERTY DAMAGE CLAIMS
The Department for Community Based Services shall carry
liability insurance on approved foster parents. Claims for property damage
perpetrated by foster children shall be submitted to the insurance company
Damages disallowed under the liability insurance policy
shall be submitted to the Service Region Administrator for approval.
Documentation submitted to the Service Region
Administrator to support the claim shall consist of the following:
- Notarized affidavit of foster parent verifying
- Witness statements, if possible;
- Statement from Family Services Worker regarding
incident, including the response of the child to the claim and
denial of the claim by the liability insurer or other statement that
the claim is not otherwise covered by insurance;
- Relevant police reports;
- Two estimates of the cost to repair damage or
replacement costs if property is totally destroyed; and,
- Current book value of vehicle, for damage to
automobile may be required.
FOSTER PARENT RECRUITMENT BONUS
When applicants who are approved as foster parents have
named a current foster parent as their referral source, the referring
foster parent may be paid a bonus. The referring foster parent shall
receive a $100.00 bonus for each family that is approved for the first two
new foster families, a $150.00 bonus for the third and fourth new family,
and $200.00 for the fifth and sixth new foster family. After the sixth
family, the bonus shall be $250.00 for each newly approved family.
Families studied for a child already in their home shall not be eligible.
Payment is made by submission of a separate P&P-110
approved by the worker and Family Services Office Supervisor and signed
by the foster parent receiving the bonus. The P&P-110 contains no
child specific information, the "physical description"
indicates "recruitment bonus" and is coded "29"
Attached to the P&P-110 is a copy of the Foster and
Adoptive Parent Intake Form showing the referring foster parent as
referral source; and a copy of the approval letter sent to the new
P&P-110’s, attachments and copies are submitted to
the Region’s billing clerk.
FOSTER PARENT TUITION ASSISTANCE AND PAYMENT FOR GPS
Cabinet for Families and Children will provide tuition
assistance for DCBS foster parents who enroll in certain classes. CFC will
pay tuition costs directly to the educational institution after the foster
parent has received approval from DCBS for the course(s). A foster parent
must have served as a foster parent for 5 years, have a foster child
currently in the home, and is working on an undergraduate degree. The
degree programs must have a clear and direct relationship to the work of
the agency and to the improvement of the foster parent’s effectiveness.
Contact R & C staff for further details.
A procedural manual is being developed to assist CFC R
& C staff in arranging for foster parents to co-lead GPS/MAPP groups
for potential foster and adoptive parents. Payment of the co-leaders
utilizes funds available through the Eastern Kentucky University Families
and Children Training Project contract.
Questions may be addressed to Margaret Wahrer
@502-564-9932 or via e-mail at Margaret.Wahrer@mail.state.ky.us.
The fax number is (502) 564-9940, and the address is Families and Children
Training Project, 592 E. Main Street, Frankfort, KY 40601.
OWNERSHIP OF EQUIPMENT
Purchases especially adapted for a specific child or
purchased from a child’s trust fund shall remain with the child. Generic
equipment no longer used by the child, and purchased by the Department, is
the property of the Department and each Service region is responsible for
maintaining a list of this equipment. When the equipment is not being used
within the Service region , Quality Central is notified to enable
statewide availability. Attached adaptive equipment such as air
conditioners may be removed and stored in Frankfort. Consideration is
given to expense when requesting removal of attached equipment.
DOCUMENTATION AND MONITORING FOR PROTECTION
AND PERMANENCY SERVICES, P&P -110.
Foster parents shall not be required to submit receipts
for reimbursement for expenses that are $10.00 and less. Receipts for
expenses over $10.00 submitted by foster parents to justify expenses shall
be preprinted and be written and signed by the vendor. When unusual
situations require use of a receipt that is not preprinted, it shall be
clear that the vendor has been paid for the service specified. Workers and
foster parents are to instruct stores to submit bills to the appropriate
local office, not Quality Central.