11 12_32 12 PL 32

User Manual: 12 PL 32

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December 14, 2011

COUNTY FISCAL LETTER (CFL) NO. 11/12-32

TO:

COUNTY FISCAL OFFICERS
COUNTY WELFARE DIRECTORS
CHIEF PROBATION OFFICERS
COUNTY AUDITOR CONTROLLERS

SUBJECT:

COUNTY ASSISTANCE (CA 800) CLAIM AND COUNTY EXPENSE
CLAIM (CEC) PRELIMINARY CLAIMING AND TIME STUDY
INSTRUCTIONS FOR THE IMPLEMENTATION OF THE EXTENSION
OF FOSTER CARE (FC) BEYOND AGE 18

REFERENCE: ASSEMBLY BILL (AB) 12 (CHAPTER 559, STATUTES OF 2010);
WELFARE AND INSTITUTIONS CODE (W&IC) SECTION 11403(G);
ALL COUNTY LETTER (ACL) NO. 11-78, DATED
NOVEMBER 30, 2011; ACL NO. 11-77, DATED NOVEMBER 18, 2011;
ACL NO. 11-61, DATED NOVEMBER 4, 2011; ACL NO. 11-69, DATED
OCTOBER 13, 2011; CFL NO. 11/12-18, DATED
SEPTEMBER 16, 2011; ALL COUNTY INFORMATION NOTICE (ACIN)
NO. I-40-11, DATED JULY 1, 2011; CFL NO. 10/11-64, DATED
MAY 2, 2011
This CFL provides preliminary claiming instructions for the CEC and CA 800 related to
AB 12 Extended Foster Care (EFC) program. These instructions will assist counties in
tracking expenditures and activities that are eligible for reimbursement under AB 12
upon final federal approval of the Title IV-E State Plan Amendment. A subsequent CFL
will be issued with instructions for reimbursement of the federal match, once federal
approval is received.
AB 12 allows California to implement provisions of Public Law (PL) 110-351, the
Fostering Connections to Success and Increasing Adoptions Act of 2008. This law
provides states the option to fund the federal Kinship Guardianship Assistance Payment
(Kin-GAP) program through the Title IV-E option of the Social Security Act for relatives
who assume legal guardianship of foster youth. AB 12 also allows the extension of FC,
federal Kin-GAP, Kin-GAP, and Adoptions Assistance Program (AAP) benefits to
eligible youth up to age 21 on a staggered schedule. The extension of benefits up to
age 19 will implement on January 1, 2012. On January 1, 2013, the extension of
benefits will increase to age 20. On January 1, 2014, if the California Department of

CFL-11/12-32
Page 2

Social Services (CDSS) determines that there are sufficient funds available, benefits
may be extended up to age 21.
Pursuant to AB 12, W&IC Section 11403(g)(3) provides that a county’s total contribution
for EFC shall not exceed the county savings in Kin-GAP assistance grant expenditures
realized by the county from the receipt of federal funds due to the implementation of the
federal Kin-GAP program. This code section also requires CDSS to work with the
County Welfare Directors Association to determine a methodology for calculating each
county’s costs and savings.
Below is a list of attachments included with this CFL to be utilized for claiming EFC
expenditures:
Attachment I:
Attachment I-A:
Attachment II:

Attachment II-A:
Attachment II-B:

Extended Foster Care Aid Codes and CA 800 Claiming
Instructions
Cross Reference List of Under 18 Aid Codes and New
Extended Foster Care Over 18 Aid Codes
Extended Foster Care County Expense Claim (CEC)
Program, Time Study, and Direct-to-Program Codes
and Claiming Instructions
Extended Foster Care Program Code/Time Study Code
Descriptions
Cross Reference Listing of Program Codes (PC)
for the Under Age 18 Population and the Non-Minor
Dependents Over Age 18 Population

AB 118 (Chapter 40, Statutes of 2011) and ABX1 16 (Chapter 13, First Extraordinary
Session, Statutes of 2011) realigned the state funding for AB 12. As stated in CFL
No. 11/12-18, dated September 16, 2011, the claiming process for assistance and
administrative costs of AB 118 programs will remain the same as in Fiscal Year (FY)
2010-11, with some minor changes. Please refer to CFL No. 11/12-18 for more
information regarding realignment.
If you have any questions regarding claiming instructions for the CA 800, please direct
them to assistance.claims@dss.ca.gov. If you have any questions regarding claiming
instructions for the CEC, please direct them to the Fiscal Systems Bureau at

CFL-11/12-32
Page 3

fiscal.systems@dss.ca.gov. Please indicate in the subject line of the e-mail that the
questions are related to this CFL. If you have any questions regarding Realignment,
please direct them to CDSSAB118@dss.ca.gov.
Sincerely,
Original Document Signed By:
FRAN MUELLER
Deputy Director
Administration Division
Attachments

Attachment I
EXTENDED FOSTER CARE AID CODES
AND CA 800 CLAIMING INSTRUCTIONS
For the CA 800, counties will be required to claim the costs expended for each of the
realigned programs to the appropriate aid codes which allows the California Department
of Social Services (CDSS) to monitor the expenditures for reporting purposes and to
continue calculating the Realignment 1991 Growth calculation. The state share for the
impacted aid codes has been re-titled to “County 2011” effective with the
September 2011 claim. Please refer to County Fiscal Letter (CFL) No. 11/12-18 for
additional information.
The following aid codes have been established, effective January 1, 2012, to capture
the Non-Minor Dependent (NMD) population participating in Assembly Bill (AB) 12
Extended Foster Care (EFC). The following aid codes will be effective January 1, 2012.
However, due to system complications, the new aid codes identified for tracking this
population within the Medi-Cal Eligibility Data System (MEDS) are not anticipated to be
operable until February 2012. Until aid codes are created in the MEDS system and
available for use, counties must manually track cases utilizing these aid codes.
Note: The aid codes below are impacted by AB 118 and the state share will be
adjusted as described in CFL No. 11/12-18.
A. Aid Code 43 - EFC Aid to Families with Dependent Children-Foster Care
(AFDC-FC) Non-federal
• Captures non-federal, NMDs in FC, age 18 but under age 21, under AB 12
on whose behalf financial assistance is provided for by state only FC.
• Sharing ratio is 00/40/00/60 (Federal/State/Health/County).
• Implementation date for this new aid code is January 1, 2012.
B. Aid Code 49 - EFC AFDC-FC Federal
• Captures NMDs, age 18 but under age 21, under AB 12 on whose behalf
financial assistance is provided for federal FC placement.
• Sharing ratio is 50/20/00/30 (Federal/State/Health/County).
• Implementation date for this new aid code is January 1, 2012.
C. Aid Code 07 - EFC Adoptions Assistance Program (AAP) Federal
• Captures ongoing adoptive placement of hard-to-place non-minors, whose
initial AAP payment occurred on or after age 16 and are over the age 18 but
under age 21, and participating in one of five conditions who would require
permanent placement without such assistance.
• Sharing ratio is 50/37.5/00/12.5 (Federal/State/Health/County).
• Implementation date for this new aid code is January 1, 2012.

Attachment I
D. Aid Code 4S - EFC Kinship Guardianship Assistance Payment (Kin-GAP)
Federal
• Captures Kin-GAP Title IV-E eligible cases. Serves former and current
foster youth over age 18 but under age 21, by moving them from FC
placements into more permanent placement options through the
establishment of a relative guardianship that occurred on or after age 16
and the youth is participating in one of five conditions.
• Sharing ratio is 50/39.5/00/10.5 (Federal/State/Health/County).
• Implementation date for this new aid code is January 1, 2012.
Note: The aid codes below are not affected by AB 118 and the state share remains as
described below.
E.

Aid Code 4W - EFC Kin-GAP Non-federal
• Captures Kin-GAP cases that are not Title IV-E eligible. Covers non-minors
age 18 but under age 21, eligible for extended Kin-GAP assistance based
on a disability or based on the establishment of the guardianship that
occurred on or after age 16 and youth is participating in one of the five
conditions. Non-minors are subject to a full Medi-Cal eligibility review.
• Sharing ratio is 00/79/00/21 (Federal/State/Health/County).
• Implementation date for this new aid code is January 1, 2012.

Aid Code 4N - State California Work Opportunity and Responsibility to Kids
(CalWORKs) NMD
• Captures NMDs eligible to receive extended CalWORKs benefits. A NMD is
defined as a current dependent child or ward of the juvenile court who is 18,
but less than 21 years of age; is in FC under the responsibility of the county
welfare department or county probation department; and is participating in a
transitional independent living case plan.
• Sharing Ratio is 00/100/00/00 (Federal/State/Health/County).
• Implementation date for this new aid code is January 1, 2012.

Attachment I-A
CROSS REFERENCE LIST OF UNDER 18 AID CODES
AND NEW EXTENDED FOSTER CARE OVER 18 AID CODES
NOTE: The Extended Foster Care (EFC) codes are to be used for Non-Minor
Dependents (NMDs), age 18 but under 21, participating in the EFC program
enacted by Assembly Bill (AB) 12 (Chapter 559, Statutes of 2010).
Under
18 Aid
Code
40

Current Description

EFC
EFC Aid Code Description
Over 18
Aid
Code
Aid to Families with
43
EFC AFDC-FC Non-Federal: Covers
Dependent Childrennon-minor dependents, age 18 but
Foster Care (AFDC-FC)
under age 21, under AB 12 on whose
State: Covers children on
behalf financial assistance is
whose behalf financial
provided for state only foster care
assistance is provided
placement.
for state only foster care
placement.
AFDC-FC Federal:
49
EFC AFDC-FC Federal: Covers nonCovers children on
minor dependents, age 18 but under
whose behalf financial
age 21, under AB 12 on whose
assistance is provided
behalf financial assistance is
for federal foster care
provided for federal foster care
placement.
placement.
Adoption Assistance
07
EFC (AAP) Federal: A cash grant
Program (AAP) Federal:
program to facilitate the ongoing
A cash grant program to
adoptive placement of hard-to-place
facilitate the adoption of
non-minors, whose initial AAP
hard-to-place children
payment occurred on or after age 16
under age 18 and those
and are over age 18 but under age
up to age 21 based on a
21, and participating in one of five
disability who would
conditions who would require
require permanent foster
permanent foster care placement
care placement without
without such assistance.
such assistance.

Attachment I-A
Under
18 Aid
Code

Current Description

EFC
Over
18 Aid
Code
4S

Kinship Guardianship
Assistance Payment (KinGAP) Program Federal:
Serves former and current
foster youth by moving them
from foster care placements
to more permanent
placement options through
the establishment of a
relative guardianship.

N/A

Kin-GAP Cash Assistance:
Covers non-Title IV-E
children/non-Temporary
Assistance for Needy
Families (TANF)
Maintenance of Effort
(MOE) countable in the
state program for children in
relative guardian placement
receiving cash assistance.
[Delete extended to age 21
due to disability]

EFC Aid Code Description

EFC Kin-GAP Federal: Serves
former and current foster care nonminors over age 18 but under age
21, by moving them from foster care
placements to more permanent
placement options through the
establishment of a relative
guardianship that occurred on or
after age 16 and the youth is
participating in one of five
conditions. (After checking with
Region IX that there is no need to
break out the over age 21, also
“includes youth age 18 but under
age 21 based on a disability”).
State California Work Opportunity
and Responsibility to Kids
(CalWORKs) NMD: Provides full
scope, no share of cost Medi-Cal
benefits and state assistance
payment to non-minor dependents
over 18 but less than 21 years of
age; living with an approved
CalWORKs relative who is not
eligible for Kin-GAP or foster care.
EFC Kin-GAP Non-Federal: Covers
non-minors age 18 but under age
21, eligible for extended Kin-GAP
assistance based on a disability or
based on the establishment of the
guardianship that occurred on or
after age 16 and youth is
participating in one of five
conditions.

Attachment II
EXTENDED FOSTER CARE COUNTY EXPENSE CLAIM (CEC)
PROGRAM, TIME STUDY, AND DIRECT-TO-PROGRAM CODES
AND CLAIMING INSTRUCTIONS
For the CEC process, counties will still be required to claim the costs expended for each
of the realigned programs to the appropriate program codes which allows the California
Department of Social Services (CDSS) to monitor the expenditures for reporting
purposes and to continue calculating the Realignment 1991 Growth calculation.
Effective with the September 2011 quarter claim, all General Fund (GF) costs for the
Program Codes (PCs) associated with realigned programs will be covered by the county
with realignment funding using the State Use Only (SUO) overmatch codes. This will be
accomplished by setting the affected allocation’s ledger to zero for realigned program
ledgers. Please refer to County Fiscal Letter (CFL) No. 11/12-18 for more information.
Effective with the March 2012 quarter, the following new PCs, Time Study Codes (TSC),
and program identifier numbers (PINs) are available for claiming administrative costs for
activities related to Assembly Bill (AB) 12 Extended Foster Care (EFC). The program
code descriptions (PCD) can be found in Attachment II-A.
Note: The PCs described below are impacted by AB 118 and the state share will be
adjusted as described in CFL No. 11/12-18.
Child Welfare Services Basic
A. PC 837 EFC Eligibility Determination
Effective with the March 2012 quarter, PC 837 and its associated PINs are available for
claiming administrative costs related to allowable EFC eligibility determination activities
for Non-Minor Dependents (NMDs).
Program
Supportive Transition

PC
PIN

837
837092

PIN
PIN
PIN

837093
837094
837088-91

EFC Eligibility Determination
Casework Overtime/ Compensating
Time Off (OT/CTO) Costs
Support Staff OT/CTO Costs
Start Up/Nonrecurring Costs
Support Operating

PC 837 costs will be funded at 50/35/00/15 (Federal/State/Health/County).
Note: Per CFL 11/12-18, Section E, all GF expenditures will be transferred to countyonly share via SUO code 166.

Attachment II
Time Study Instructions
Effective with the March 2012 quarter, TSC 8371 will be available to capture social work
activities related to the implementation of the AB 12 EFC program (refer to Attachment
II-A).
B. PC 838 EFC Health Related Services
Effective with the March 2012 quarter, PC 838 and its associated PINs are available for
claiming administrative costs related to allowable EFC health related activities for
NMDs.
Program
Supportive Transition

PC
PIN
PIN
PIN
PIN
PIN
PIN

838
838031
838003
838092
838093
838094
838088-91

EFC Health Related Services
Contracted Services-Unemployed
Transportation-Assistance
Casework OT/CTO Costs
Support Staff OT/CTO Costs
Start Up/Nonrecurring Costs
Support Operating

PC 838 costs will be funded at 00/35/50/15 (Federal/State/Health/County).
Note: Per CFL 11/12-18, Section E, all GF expenditures will be transferred to countyonly share via SUO code 166.
Time Study Instructions
Effective with the March 2012 quarter, TSC 8381 will be available to capture health
related activities related to the implementation of the AB 12 EFC program (refer to
Attachment II-A).
C. PC 839 EFC Training
Effective with the March 2012 quarter, PC 839 and its associated PINs are available for
claiming administrative costs related to allowable EFC training activities for NMDs.
PC
PIN
PIN
PIN
PIN

839
839092
839093
839094
839088-91

EFC Training
Casework OT/CTO Costs
Support Staff OT/CTO Costs
Start Up/Nonrecurring Costs
Support Operating

PC 839 costs will be funded at 75/17.5/00/7.5 (Federal/State/Health/County).
2

Attachment II

Note: Per CFL 11/12-18, Section E, all GF expenditures will be transferred to countyonly share via SUO code 166.
Time Study Instructions
Effective with the March 2012 quarter, TSC 8391 will be available to capture training
activities related to the implementation of the AB 12 EFC program (refer to
Attachment II-A).
D. PC 840 EFC Services/Non-Federal
Effective with the March 2012 quarter, PC 840 and its associated PINs are available for
claiming administrative costs related to allowable EFC services/non-federal activities for
NMDs.
Program
EFC Services Non-Federal

PC
PIN
PIN
PIN
PIN
PIN
PIN
PIN
PIN

840
840031
840066
840067
840068
840092
840093
840094
840088-91

EFC Services/Non-Federal
Contracted Activities-Unemployed
Personal SVCS ESC -County op
Operating Costs ESC -County op
Direct Costs
Casework OT/CTO Costs
Support Staff OT/CTO Costs
Start Up/Nonrecurring Costs
Support Operating

PC 840 costs will be funded at 00/70/00/30 (Federal/State/Health/County).
Note: Per CFL 11/12-18, Section E, all GF expenditures will be transferred to countyonly share via SUO code 166.
Time Study Instructions
Effective with the March 2012 quarter, TSC 8401 will be available to capture
services/non-federal activities related to the implementation of the AB 12 EFC program
(refer to Attachment II-A).
E. PC 841 EFC Court Related Activities
Effective with the March 2012 quarter, PC 841 and its associated PINs are available for
claiming administrative costs related to allowable EFC court related activities for NMDs.

Attachment II
Program
Supportive Transition

PC
PIN
PIN
PIN
PIN
PIN

841
841003
841092
841093
841094
841088-91

EFC Court Related Activities
Transportation -Assistance
Casework OT/CTO Costs
Support Staff OT/CTO Costs
Start Up/Nonrecurring Costs
Support Operating

PC 841 costs will be funded at 50/35/00/15 (Federal/State/Health/County).
Note: Per CFL 11/12-18, Section E, all GF expenditures will be transferred to countyonly share via SUO code 166.
Time Study Instructions
Effective with the March 2012 quarter, TSC 8411 will be available to capture court
related activities related to the implementation of the AB 12 EFC program (refer to
Attachment II-A).
F. PC 842 EFC Case Management
Effective with the March 2012 quarter, PC 842 and its associated PINs are available for
claiming administrative costs related to allowable EFC case management activities for
NMDs.
Program
Supportive Transition

PC
PIN
PIN
PIN
PIN
PIN

842
842003
842092
842093
842094
842088-91

EFC Case Management
Transportation -Assistance
Casework OT/CTO Costs
Support Staff OT/CTO Costs
Start Up/Nonrecurring Costs
Support Operating

PC 842 costs will be funded at 50/35/00/15 (Federal/State/Health/County).
Note: Per CFL 11/12-18, Section E, all GF expenditures will be transferred to countyonly share via SUO code 166.
Time Study Instructions
Effective with the March 2012 quarter, TSC 8421 will be available to capture social work
activities related to the implementation of the AB 12 EFC program (refer to Attachment
II-A).

Attachment II
Group Home Monthly Visits
G. PC 843 EFC Group Home Monthly Visits (CWD)
Effective with the March 2012 quarter, PC 843 and its associated PINs are available for
claiming administrative costs related to allowable EFC group home monthly visits
County Welfare Departments (CWD) for activities for NMDs.
PC
PIN
PIN
PIN
PIN
PIN

843
843003
843092
843093
843094
843088-91

EFC MO VISITS/ GROUP HOMES/CWD
Transportation-Assistance
Casework OT/CTO Costs
Support Staff OT/CTO Costs
Start Up/Nonrecurring Costs
Support Operating

PC 843 costs will be funded at 50/50/00/00 (Federal/State/Health/County).
Note: Per CFL 11/12-18, Section E, all GF expenditures will be transferred to countyonly share via SUO code 045 and 051.
Time Study Instructions
Effective with the March 2012 quarter, TSC 8431 will be available to capture group
home monthly visits (CWD) related to the implementation of the AB 12 EFC program
(refer to Attachment II-A).
H. PC 844 EFC Group Home Monthly Visits (Probation)
Effective with the March 2012 quarter, PC 844 and its associated PINs are available for
claiming administrative costs related to allowable EFC group home monthly visits
(Probation) activities for NMDs.
PC
PIN

844
844059

EFC MO VISITS/ GROUP HOME/PROBATION
Probation Expenses

PC 844 costs will be funded at 50/50/00/00 (Federal/State/Health/County).
Note: Per CFL 11/12-18, Section E, all GF expenditures will be transferred to countyonly share via SUO code 329.
Probation
Note: The PCs below are not affected by AB 118 and the sharing ratio remains as
described below.
5

Attachment II

I. PC 845 EFC Public Agency IV-E Pass-Through (Probation)
Effective with the March 2012 quarter, PC 845 and its associated PINs are available for
claiming administrative costs related to allowable EFC Public Agency IV-E PassThrough activities for NMDs.
PC
PIN

845
845069

EFC Public Agency IV-E Pass-Through
Federal Pass-Through

PC 845 costs will be funded at 50/00/00/50 (Federal/State/Health/County).
Foster Care
Note: The PCs described below are impacted by AB 118 and the state share will be
adjusted as described in CFL No. 11/12-18.
J. PC 846 EFC Aid to Families with Dependent Children-Foster Care (AFDC-FC)
Eligibility
Effective with the March 2012 quarter, PC 846 and its associated PINs are available for
claiming administrative costs related to allowable EFC AFDC-FC eligibility activities for
NMDs.
PC
PIN
PIN
PIN
PIN

846
846092
846093
846094
846088-91

EFC AFDC-FC Eligibility
Casework OT/CTO Costs
Support Staff OT/CTO Costs
Start Up/Nonrecurring Costs
Support Operating

PC 846 costs will be funded at 50/35/00/15 (Federal/State/Health/County).
Note: CFL 11/12-18, Section F, all GF expenditures will be transferred to county-only
share via SUO code 612.
Time Study Instructions
Effective with the March 2012 quarter, TSC 8461 will be available to capture social work
activities related to the implementation of the AB 12 EFC program (refer to
Attachment II-A).

Attachment II
State Kinship-Guardianship Assistance Payment (Kin-GAP) Program
Note: The PCs below are not affected by AB 118 and the sharing ratio remains as
described below.
K. PC 847 EFC Kin-GAP Non-Federally Eligible
Effective with the March 2012 quarter, PC 847 and its associated PINs are available for
claiming administrative costs related to allowable EFC Kin-GAP non-federal activities for
non-minor former dependents.
PC
PIN
PIN
PIN
PIN

847
847092
847093
847094
847088-91

EFC Kin-GAP Non-Federally Eligible
Casework OT/CTO Costs
Support Staff OT/CTO Costs
Start Up/Nonrecurring Costs
Support Operating

PC 847 costs will be funded at 00/50/00/50 (Federal/State/Health/County).
Time Study Instructions
Effective with the March 2012 quarter, TSC 8471 will be available to capture Kin-GAP
non-federally eligible activities related to the implementation of the AB 12 EFC program
(refer to Attachment II-A).
Federal Kin-GAP
Note: The PCs described below are impacted by AB 118 and the state share will be
adjusted as described in CFL No. 11/12-18.
L. PC 848 EFC Kin-GAP IV-E Eligible
Effective with the March 2012 quarter, PC 848 and its associated PINs are available for
claiming administrative costs related to allowable EFC Kin-GAP Title IV-E Eligible
activities for non-minor former dependents.
PC
PIN
PIN
PIN

848
848092
848093
848088-91

EFC Kin-GAP IV-E Eligible
Casework OT/CTO Costs
Support Staff OT/CTO Costs
Support Operating

PC 848 costs will be funded at 50/50/00/00 (Federal/State/Health/County).

Attachment II
Note: Per CFL 11/12-18, Section F, all GF expenditures will be transferred to countyonly share via SUO code 815. A new ledger will be established to track Title IV-E
eligible Kin-GAP administrative expenditures charged to PC 815.
Time Study Instructions
Effective with the March 2012 quarter, TSC 8481 will be available to capture Title IV-E
eligible Kin-GAP activities related to the implementation of the AB 12 EFC program
(refer to Attachment II-A).
Direct-to-Program Codes
Support staff performing direct-to-program activities associated with the AB 12 EFC, will
time study to any of the following direct-to-program codes:
A6
A6
A6
A6
A6
A6
C16
C53
A57

EFC Eligibility Determination
EFC Health Related
EFC Training
EFC Services Non-Federal
EFC Court Related Activities
EFC Case Management
EFC AFDC-FC Eligibility
EFC Kin-GAP Non-Federally Eligible
EFC Kin-GAP IV-E Eligible

Attachment II-A
EXTENDED FOSTER CARE (EFC) PROGRAM CODE (PC) /
TIME STUDY CODE (TSC) DESCRIPTIONS
The following list contains the PC/TSC descriptions for activities eligible for
reimbursement for implementation of the Assembly Bill (AB) 12 EFC program. Please
note that activities for EFC are the same as activities described in the codes noted
below, except they are provided to Non-Minor Dependents (NMDs), age 18-21.
CHILD WELFARE SERVICES (CWS) – PREPARATION FOR ELIGIBILITY
DETERMINATION:
1434 CWS - PERMANENT PLACEMENT PROGRAM
Includes activities related to preparing for determination of a child's eligibility for Foster
Care (FC) or Adoption Assistance Program (AAP); not actual eligibility determination.
For example:
•
•
•
•
•

Gathering and verifying information used by the Eligibility Worker in regard to
income, parental deprivation, resources, social security numbers, birth certificates,
and child support.
Filling out and processing necessary forms.
Querying systems, records, and other staff for current Aid to Families with
Dependent Children (AFDC) status.
Preparing and conducting Title IV-E eligibility reviews.
Travel time associated with any of the above activities.

For activities pertaining to NMDs, age 18-21, participating in EFC, please use:
PC 837 EFC Eligibility Determination
TSC 8371 EFC Supportive Transition
CWS – HEALTH RELATED FOR MEDI-CAL ELIGIBLE CHILDREN:
1444 CWS - PERMANENT PLACEMENT PROGRAM
Any activity to help children who are Medi-Cal eligible, or potentially eligible, including
all foster children, gain access to services covered by the Medi-Cal state plan in order to
attain or maintain a favorable physical or mental health condition. These activities will
not duplicate Targeted Case Management activities provided through the State Plan.
Such activities include, but are not limited to:

Attachment II-A
•
•

•
•
•
•
•

Assisting Medi-Cal eligible children in identifying and understanding their health
needs in order to secure and utilize treatment and health maintenance services
covered by Medi-Cal.
Facilitating the Medi-Cal eligibility application, by explaining the Medi-Cal eligibility
rules and the eligibility process to parents/guardian of prospectively eligible children;
assisting such applicants to fill out the eligibility applications; gathering information
related to the application and eligibility determination or redetermination from the
client, including resource information and third party liability information, as a prelude
to submitting a formal Medi-Cal application to the county welfare department or
providing necessary forms and packaging all forms in preparation for the Medi-Cal
eligibility determination.
Development, implementation, and management of care plans for Medi-Cal eligible
children for their health-related needs covered by Medi-Cal.
Referrals to other agencies and programs in order to meet the Medi-Cal covered
health care needs of Medi-Cal eligible clients.
Statistical reporting.
Outreach activities to Medi-Cal eligibles or potential eligibles to communicate about
available Medi-Cal services and programs.
Liaison activities with Medi-Cal providers to facilitate case planning.

For activities pertaining to NMDs, age 18-21, participating in EFC, please use:
PC 838 EFC Health Related Services
TSC 8381 EFC Supportive Transition
1456 CWS - TRAINING
This PC for CWS training, at the enhanced rate of 75 percent, is for people employed or
preparing for employment in all classes of positions by the state or local agency
administering the program. Training is limited to topics necessary for performing the
following specific FC program administrative functions:
•
•
•
•
•
•
•
•

Referral to services.
Case plan development.
Case management and supervision.
Preparation for and participation in judicial determinations.
Placement of the child.
Case reviews.
Recruitment and licensing of foster homes and institutions.
Eligibility determination.

Attachment II-A
For activities pertaining to NMDs, age 18-21, participating in EFC, please use:
PC 839 EFC Training
TSC 8391 EFC Training
1465 CWS - SERVICES
The individual child's case plan shall be the basic guideline for the provision of CWS.
Services include, but are not limited to, the following:
•
•
•

Providing counseling or other therapeutic services to a child or to the child's family in
order to ameliorate or remedy personal problems, behaviors, or home conditions, as
referenced.
Providing homemaking instruction, through discussion and example when
parent/guardian functioning can be improved by teaching more effective child care
skills and home maintenance. Manual of Policies and Procedures 31-002(t)(1).
Parenting training.

For activities pertaining to NMDs, age 18-21, participating in EFC, please use:
PC 840 EFC Services/Non-federal
TSC 8401 EFC Supportive Transition
CWS - COURT-RELATED ACTIVITIES:
1474 CWS - PERMANENT PLACEMENT PROGRAM
Any court-related activity directed to-foster care child-who remains in out-of-home
placement. Includes, but not limited to the following:
•
•
•
•
•
•
•
•
•

Preparing for and/or participating in any judicial determination regarding a child.
Preparing or filing court documents including petitions, motion for extension,
termination of dependencies or a custodial order.
Any court appearance where the local agency is seeking custody of a child, or the
status of a child in the county's custody, which is being reviewed.
Paperwork and contacts related to judicial activity.
Working with foster parents to prepare them to receive a child.
Assessing child's/family's needs and developing a case plan as indicated in
regulations.
Evaluation or assessment of the child and family’s condition.
Arranging for provisions of protective services when necessary.
All planning, assessments, and paperwork which contribute to the above activities.
3

Attachment II-A
•
•
•

Case management and supervision.
Recruitment activities, finding and developing resources, coordinating and consulting
with service providers and community groups, distributing resource materials.
Travel time associated with the above activities.

For activities pertaining to NMDs, age 18-21, participating in EFC, please use:
PC 841 EFC Court Related Activities
TSC 8411 EFC Supportive Transition
1484 CWS - PERMANENT PLACEMENT PROGRAM
Includes activities directed to a specific child when the child is in out-of-home
placement, including relative placements and emergency shelter care. Included is the
development of the case plan, which indicates specific services necessary to meet the
protective needs of the child. The following are allowable activities:
•
•
•
•
•
•
•
•
•
•

Assessing the child’s/family’s needs and developing a case plan as indicated in
regulations.
Referrals to services when necessary.
Arranging for pre-placement visits.
Working with foster parents to prepare them to receive a child.
Monitoring progress in meeting case plan objectives and updating the case plan.
Management and supervision of the case, participation in case conferences,
permanency planning meetings, and administrative review.
Recruitment activities, developing and distributing resource materials, consulting and
coordinating with service providers and community based organization.
Visits for non-group home FC placements (i.e., relatives and foster family homes).
See TSC 5771 for visits related to children in group home placements.
Travel time associated with any of the above activities.
Do not include court document preparation or petition filing. These are Code 147
(CWS-Court Related Activities).

For activities pertaining to NMDs, age 18-21, participating in EFC, please use:
PC 842 EFC Case Management
TSC 8421 EFC Supportive Transition

Attachment II-A
5771 MONTHLY VISITS/GROUP HOMES/CWD
Includes those activities performed by County Welfare Department (CWD) social
workers when providing monthly visits to all children placed in-group homes (in-and outof-state).
For activities pertaining to NMDs, age 18-21, participating in EFC, please use:
PC 843 EFC Group Home Monthly Visits (CWD)
TSC 8431 EFC Supportive Transition
3451 AFDC-FC ELIGIBILITY
Includes the following activities performed on behalf of FC cases: conducting eligibility
determinations and benefit payment functions; various intake activities, such as
screening, approvals, denials, and other dispositions of requests for aid, including
restorations; budget computations and authorizing actions; referrals to other public
assistance programs; inter-county transfers; and program status changes.
For activities pertaining to NMDs, age 18-21, participating in EFC, please use:
PC 846 EFC AFDC Foster Care Eligibility
TSC 8461 EFC AFDC Foster Care Eligibility
0311 ENHANCED KIN-GAP NON-FED ELIGIBLE
Includes the following activities performed on behalf of Kinship Guardianship Assistance
Payment (Kin-GAP) cases: Conducting program eligibility
determinations/redeterminations, and benefit payment functions; reassessment
activities; various intake activities such as screening, approvals and denials; written
agreement activities; other dispositions of requests for aid, including restorations;
budget computations and authorizing actions; child support referrals; home visits;
intercounty/interstate transfers; and program status changes.
For activities pertaining to NMDs, age 18-21, participating in EFC, please use:
PC 847 EFC Kin-GAP Non-federally Eligible
TSC 8471 EFC Kin-GAP Non-federally Eligible
CODE 7471 Kin-GAP TITLE IV-E ELIGIBLE
Includes the following activities performed on behalf of Kin-GAP cases: Conducting
program eligibility determinations/redeterminations, Title IV-E
5

Attachment II-A
determinations/redeterminations and benefit payment functions; reassessment
activities; various intake activities such as screening, approvals, denials; written
agreement activities; other dispositions of requests for aid, including restorations;
budget computations and authorizing actions; child support referrals; home visits;
intercounty/interstate transfers; and program status changes.
For activities pertaining to NMDs, age 18-21, participating in EFC, please use:
PC 848 EFC Kin-GAP IV-E Eligible
TSC 8481 EFC Kin-GAP Title IV-E Eligible
Probation Claiming
Because county Probation offices receive funding through a pass-through of Title IV-E
funds, time study hours are not reported to the California Department of Social Services
(CDSS). However, activities for probation claiming codes for EFC are described below:
5791 MONTHLY VISITS/GROUP HOMES/PROBATION
Includes those activities performed by probation officers when providing monthly visits
to all children placed in-group homes (in-and out-of-state).
For activities pertaining to NMDs, age 18-21, participating in EFC, please use:
PC 844 EFC Group Home Monthly Visits (Probation)
PIN 844059 EFC Probation Expenses
119 PUBLIC AGENCY IV-E PASS-THROUGH
As outlined in All County Letter No. 04-32, dated September 7, 2004, in addition to
normal case management activities for children already in the CWS system, the federal
government allows Title IV-E reimbursement for administrative activities associated with
pre-placement prevention for cases that absent the referral to services would go into
out-of home care. The CDSS now allows counties to pass on Title IV-E funds to other
county public agencies, such as Probation and mental health that perform eligible
administrative activities for children at risk of or currently placed in FC. This pass-on
provision does not apply to similar activities performed by private non-profit
organizations.
For activities pertaining to NMDs, age 18-21, participating in EFC, please use:
PC 845 EFC Public Agency IV-E Pass-Through (Probation)

Attachment II-B
CROSS REFERENCE LISTING OF PROGRAM CODES (PC)
FOR THE UNDER AGE 18 POPULATION AND THE NON-MINOR DEPENDENTS
OVER AGE 18 POPULATION

Program
Child Welfare
Services
(CWS)
CWS

Under
18 PC
143

144

CWS
CWS

145
146

CWS

147

CWS

148

Foster Care
(FC)

577

579

119

345

Kinship
Guardianship
Assistance
Payment
(Kin-GAP)

031

EFC
Direct to
Program
A6

State
Use
Only
(SUO)
code
166

EFC Health
Related
EFC Training
EFC Services
Non-Federal

166

A6
A6

166
166

EFC Court
Related Activities
EFC Case
Management
EFC Group
Home Monthly
Visits (CWD)

166

612

N/A

045,
051

N/A

329

N/A

C16

612

C53

N/A

EFC
Over
Extended Foster
18
PC
Care (EFC) Title
837 EFC Eligibility
Determination

PC Title
CWS - Eligibility
Determination
CWS - Health
Related
CWS Training
CWS Services/NonFederal
CWS - Court
Related Activities
CWS - Case
Management
Group Home
Monthly Visits
(County Welfare
Department [CWD])
Group Home
Monthly Visits
(Probation)
Public Agency IV-E
Pass-Through
(Probation)

838

Aid for Families with
Dependent Children
(AFDC)-FC Eligibility
Kin-GAP NonFederally Eligible

846

839
840

841
842
843

844

845

847

EFC Group
Home Monthly
Visits (Probation)
EFC Public
Agency IV-E
Pass-Through
(Probation)
EFC AFDC-FC
Eligibility
EFC Kin-GAP
Non-Federally
Eligible

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