reglab/statecodes huggingface dataset:
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-7 - Costs and Financial Reporting and Reimbursement › Section 5101:9-7-01 - Public children services agency (PCSA) financing

Current
			 through all regulations passed and filed through July 1,
			 2024
The following accounting procedures are necessary for state and
				local accountability in the allocation of state and federal funds.
(A) Financing
(1) Each county shall create and maintain a
			 single PCSA fund into which funds shall be deposited monthly for the operation
			 of children services programs.
(2)
			 Available funds are limited by state appropriation and federal award.
(3) The Ohio department of job and family
			 services (ODJFS) notifies the PCSA on an annual basis, of the amount of the
			 state child protective allocation (SCPA) advance the agency will receive for
			 each quarter.
(4) ODJFS reimburses
			 the county for allowable expenditures when the quarterly reconciliation is
			 finalized.
(5) Advances and
			 reimbursements through the county finance information system (CFIS) are issued
			 via electronic fund transfer (EFT).
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-7 - Costs and Financial Reporting and Reimbursement › Section 5101:9-7-01.1 - Public children services agency (PCSA) quarterly reconciliation

Current through all regulations passed and filed through July 1,
			 2024
The following accounting procedures are necessary for local
				accountability in the reconciliation of state and federal funds.
(A) Quarter-end reporting
(1) The public children services agency
			 (PCSA) is accountable for the children services fund as reconciled each quarter
			 and shall review reports and make adjustments and/or corrections prior to the
			 final approval and submission of financial data to the Ohio administrative
			 knowledge system (OAKS) for the closing quarter. The PCSA has access to system
			 reporting throughout the quarter in order to make ongoing
			 adjustments/corrections.
(2) The
			 PCSA has access to reports based on financial data submitted in county finance
			 information system (CFIS) in accordance with rule
			 5101:9-7-29
			 of the Administrative Code.
(a) Each quarter's
			 over/under report is cumulative over the lifetime of the funding
			 source.
(b) The PCSA is given five
			 business days after the eighteenth day of the month following the last month of
			 the quarter to review the reports for accuracy.
(3) No later than five business days after
			 the eighteenth day of the month following the last month of the quarter, the
			 PCSA shall submit any final adjustments and/ or revisions to OAKS.
When the eighteenth day of the month falls on a weekend or
				state recognized holiday, the PCSA shall submit on the first business day
				following the weekend or recognized holiday.
(a) Once the five-day review period is
			 complete, the Ohio department of job and family services (ODJFS) suspends
			 reporting access to OAKS for the closing quarter in order to begin the quarter
			 reconciliation process.
(b) The
			 PCSA shall make any allowable changes that arise after the five-day review
			 period to open grants in the current quarter.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-7 - Costs and Financial Reporting and Reimbursement › Section 5101:9-7-02 - Child support enforcement agency (CSEA) financing and cash management

Current through all regulations passed and filed through July 1,
			 2024
The following accounting procedures are necessary for local
				accountability in the allocation of federal and state funds.
(A) Financing.
The total cash payments made by the Ohio department of job and
				family services (ODJFS) to the CSEA administrative fund are disbursed weekly
				upon receipt of the CSEA cash draw request for funds. Available funds are
				limited by the state appropriations and federal grant awards. All payments are
				issued via electronic funds transfer (EFT).
(B) Cash management.
When a CSEA is funded on a reimbursement basis, program costs
				are paid by local funds before reimbursement is requested. When funds are drawn
				in advance, the CSEA shall follow procedures to minimize the time elapsing
				between the transfer of funds from the state and local disbursement.
				Disbursements to a CSEA administering federal programs shall cover allowable
				expenditures consistent with federal and state regulation.
(1) Requests for cash draws may be submitted
			 weekly and are normally processed by ODJFS in six business days. In accordance
			 with 
									
										2 C.F.R.
			 200.305(b) (1), as in effect
			 on November 1, 2019, cash drawn in advance must be limited to the minimum
			 amount needed for actual, immediate requirements. The CSEA shall have cash
			 management procedures in place to ensure the time elapsing between the receipt
			 of funds and the disbursement of funds does not exceed a ten-day average for
			 all federal funding.
(2) Cash drawn
			 shall be traceable to a level of program expenditures adequate to establish
			 that such funds have not been used in violation of the restrictions and
			 prohibitions of applicable rules and regulations. The accounting systems of the
			 CSEA shall support internal controls necessary to insure federal grants and
			 state funds remain separated on a grant, program, or project basis
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-7 - Costs and Financial Reporting and Reimbursement › Section 5101:9-7-02.1 - Child support enforcement agency (CSEA) quarterly reconciliation

Current through all regulations passed and filed through July 1,
			 2024
The following accounting procedures are necessary for state and
				local accountability in the reconciliation of federal and state funds.
(A) Quarter-end reporting.
(1) The CSEA is accountable for the child
			 support fund as reconciled each quarter and shall review reports and make
			 adjustments and/or corrections prior to the final approval and submission of
			 financial data to the Ohio administrative knowledge system (OAKS) for the
			 closing quarter. The CSEA has access to system reporting throughout the quarter
			 in order to make ongoing adjustments/ corrections.
(2) The CSEA will have access to reports
			 based on financial data submitted in the county finance information system
			 (CFIS) in accordance with rule
			 5101:9-7-29
			 of the Administrative Code.
(a) Each
			 quarter's over/under report is cumulative over the lifetime of the funding
			 source.
(b) The CSEA is given five
			 business days after the eighteenth day of the month following the last month of
			 the quarter to review the reports for accuracy.
(3) No later than five business days after
			 the eighteenth day of the month following the last month of the quarter, the
			 CSEA shall submit any final adjustments and/ or revisions to OAKS.
(a) Once the five-day review period is
			 complete, the Ohio department of job and family services (ODJFS) suspends
			 reporting access to CFIS for the closing quarter in order to begin the quarter
			 reconciliation process.
(b) The
			 CSEA shall make any allowable changes that arise after the five-day review
			 period to open grants in the current quarter.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-7 - Costs and Financial Reporting and Reimbursement › Section 5101:9-7-03 - Public assistance (PA) financing and cash management

Current
			 through all regulations passed and filed through July 1,
			 2024
The following accounting procedures are necessary for state and
				local accountability in the allocation of federal and state funds.
(A) Financing
The total cash payments to the public assistance (PA) fund are
				disbursed weekly to the county department of job and family services (CDJFS),
				upon receipt of the CDJFS draw request for funds. Available funds are limited
				by state appropriations and federal grant awards. All payments are issued via
				electronic funds transfer (EFT).
(B) Cash management
When a CDJFS is funded on a reimbursement basis, program costs
				are paid by local funds before reimbursement is requested. When funds are drawn
				in advance, the CDJFS shall follow procedures to minimize the time elapsing
				between the transfer of funds from the state and local disbursement.
				Disbursements to a CDJFS administering federal programs shall cover allowable
				expenditures consistent with federal and state regulations.
(1) Requests for cash draws may be submitted
			 weekly and are processed by the Ohio department of job and family services
			 (ODJFS) in six working days. In accordance with 45 C.F.R. part 75
			 subpart D, section 75.305, cash drawn in advance must
			 be limited to the minimum amount needed for actual, immediate requirements. The
			 CDJFS shall have cash management procedures in place to ensure the time
			 elapsing between the receipt of funds and the disbursement of funds does not
			 exceed a ten day average for all federal funding.
(2) Cash drawn shall be traceable to
			  program expenditures
			 sufficient to establish  such funds have not been used in violation of
			 the restrictions and prohibitions of applicable rules and regulations. The
			 accounting systems of the CDJFS shall support internal controls necessary to
			 insure federal grants and state funds remain separated on a grant, program, or
			 project basis.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-7 - Costs and Financial Reporting and Reimbursement › Section 5101:9-7-03.1 - Public assistance (PA) quarterly reconciliation

Current
			 through all regulations passed and filed through July 1,
			 2024
The following accounting procedures are necessary for state and
				local accountability in the reconciliation of federal and state funds.
(A) Quarter-end reporting
(1) The county department of job and family
			 services (CDJFS) is accountable for the PA fund as reconciled each quarter. The
			 CDJFS shall review reports and make adjustments and/or corrections prior
			 submitting any quarterly report to the Ohio department of job and family
			 services (ODJFS). The CDJFS shall submit all quarterly reports to ODJFS through
			 the Ohio administrative knowledge system (OAKS).
(2) The CDJFS has access to reports based on
			 financial data submitted in county finance information system (CFIS) in
			 accordance with rule
			 5101:9-7-29
			 of the Administrative Code.
(a) Each
			 quarter's over/under report is cumulative over the lifetime of the funding
			 source.
(b) The CDJFS is given five
			 business days after the eighteenth day of the month following the last month of
			 the quarter to review reports for accuracy.
(3) No later than five business days after
			 the eighteenth day of the month following the last month of the quarter, the
			 CDJFS shall submit any fiscal adjustments and/or revisions to OAKS.
When the eighteenth day of the month falls on a weekend or
				state recognized holiday, the CDJFS shall submit on the first business day
				following the weekend or recognized holiday.
(a) Once the five-day review period is
			 complete, ODJFS suspends reporting access in OAKS for the closing quarter in
			 order to begin the quarter reconciliation process.
(b) The CDJFS shall make any allowable fiscal
			 changes that arise after the five-day review period to open grants in the
			 current quarter.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-7 - Costs and Financial Reporting and Reimbursement › Section 5101:9-7-04 - Workforce Innovation and Opportunity Act (WIOA) local area financing and cash management

Current through all regulations passed and
			 filed through July 1, 2024
The following accounting procedures are necessary for local
				accountability in the financing and cash management of federal and state
				funds.
(A) Financing.
The total cash payments to the WIOA local area are disbursed
				weekly to the area's designated fiscal agent, upon receipt of the draw request
				for funds. Each WIOA local area and subrecipients
				of the WIOA local area shall establish and
				maintain a workforce development fund to be used for all deposits and
				disbursements of funds for all WIOA activities. Available funds are limited by
				state appropriation and federal award. All payments are issued via electronic
				funds transfer (EFT) to the fiscal agent.
(B) Cash management.
When a WIOA local area is funded
				on a reimbursement basis, program costs are paid with local funds before
				reimbursement is requested. When funds are drawn in advance, the
				WIOA local area shall follow procedures to
				minimize the time elapsing between the transfer of funds from the state and
				local disbursement. Disbursements to a WIOA local
				area administering federal programs shall cover allowable expenditures
				consistent with federal and state regulations.
(1) A WIOA
			 local area may submit requests for cash draws weekly. Requests are processed by
			 ODJFS within six business days. In accordance with the Cash Management
			 Improvement Act and Title
			 29 C.F.R.
			 97.20, cash drawn in advance must be limited
			 to the minimum amount needed for actual, immediate requirements. The
			 WIOA local area shall have written cash
			 management procedures in place to ensure the time elapsing between the receipt
			 of funds and the disbursement of funds does not exceed a ten-day average for
			 all federal funding.
(2) Cash drawn
			 shall be traceable to a level of program expenditures adequate to establish
			  such funds have not been used in
			 violation of the restrictions and prohibitions of applicable rules and
			 regulations. The accounting systems of the WIOA
			 local area shall support internal controls necessary to
			 ensure
			 the reporting of activity affiliated with federal grants and state funds remain
			 separated on a grant, program, or project basis.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-7 - Costs and Financial Reporting and Reimbursement › Section 5101:9-7-04.1 - Workforce Innovation and Opportunity Act (WIOA) local area quarterly reconciliation

Current through all regulations passed
			 and filed through July 1, 2024
The following accounting procedures are necessary for local
				accountability in the reconciliation of federal and state funds.
(A) Quarter-end reporting.
(1) The WIOA
			 local area is accountable for the workforce development fund as reconciled each
			 quarter and shall review reports and make adjustments and/or corrections prior
			 to the final approval and submission of financial data to the Ohio
			 administrative knowledge system (OAKS) for the closing quarter. The
			 WIOA local area has access to system reporting
			 throughout the quarter in order to make ongoing
			 adjustments/corrections.
(2) The
			 WIOA local area has access to reports based on
			 financial data submitted in the county finance information system (CFIS) as
			 described in rule
			 5101:9-7-29
			 of the Administrative Code.
(a) Each
			 quarter's over/under report is cumulative over the lifetime of the funding
			 source.
(b) The
			 WIOA local area is given five business days after
			 the eighteenth day of the month following the last month of the quarter to
			 review reports for accuracy.
(3) No later than five business days after
			 the eighteenth day of the month following the last month of the quarter, the
			 local area shall submit any final adjustments and/or revisions to OAKS.
(a) Once the five-day review period is
			 complete, the Ohio department of job and family services (ODJFS) suspends
			 reporting access to CFIS for the closing quarter in order to begin the quarter
			 reconciliation process.
(b) The
			 WIOA local area should complete closeout draws
			 for the quarter during the five-day review period.
(c) The WIOA
			 local area shall make any allowable changes that arise after the five-day
			 review period to open grants in the current quarter.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-7 - Costs and Financial Reporting and Reimbursement › Section 5101:9-7-05 - Responsibilities of Workforce Innovation and Opportunity Act (WIOA) fiscal agents

Current through all regulations passed and
			 filed through July 1, 2024
(A) A "WIOA Fiscal Agent" is an entity
			 designated by the chief elected official in accordance with section
			 107(d)(12)(B)(i)(II) of WIOA to assist in the administration of WIOA grant
			 funds under the direction of the local workforce development board. The WIOA
			 fiscal agent must receive and manage all formula WIOA funds for the
			 area and other federal, state, or local funds allocated to the local workforce
			 area.
(B) The WIOA fiscal agent is
			 responsible for the receipt, disbursement, accounting and reporting of all
			 funds related to WIOA program operations including collection and disposition
			 of program income generated by WIOA program activities pursuant to federal
			 regulations.
(1) Subaward notification and
			 advances
WIOA fiscal agents are responsible for notifying local WIOA
				sub-areas of subgrant awards, the catalogue of federal domestic assistance
				(CFDA) number of the subgrant, and the respective
				grant period of availability. WIOA fiscal agents
				are also responsible for ensuring processes are in place to minimize the time
				elapsing between receipt of WIOA funds and disbursement in order to maintain
				cash balance.
(a) WIOA fiscal agents
			 must
			 maintain adequate systems of internal control over cash to ensure compliance
			 with rules and regulations set forth in rule
			 5101:9-7-04
			 of the Administrative Code.
(b)
			 WIOA fiscal agents must ensure processes are in place to approve draw
			 requests from and issue funding to local sub-areas.
(c) WIOA fiscal agents
			 must
			 ensure processes are in place to amend budgets if necessary and
			 must
			 communicate amendments to local sub-areas.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-7 - Costs and Financial Reporting and Reimbursement › Section 5101:9-7-06 - Reporting collections and earnings on erroneous payment recoveries

Current through all regulations passed and filed through July 1,
			 2024
(A) An erroneous
			 payment is a benefit payment or portion of a payment that was issued in error
			 to an assistance group. When it has been determined that an erroneous payment
			 has occurred, the county department of job and family services (CDJFS)
			 attempts to recover the funds. The CDJFS may recover
			 erroneous payments through benefit reduction or through cash collections.
			 Erroneous payments collected by the CDJFS may qualify for additional earnings
			 on the payments. Earnings for recovery of erroneous payments do not apply to
			 participant expense allowances or other support service cash
			 benefits.
(B) The CDJFS reports
			 erroneous payment collections that qualify for earnings and the Ohio department
			 of job and family services (ODJFS) issues earnings as follows:
(1) Disability financial assistance (DFA):
(a) The CDJFS deposits
			 DFA cash collections in the public assistance (PA) fund and
			 reports
			 the collections on the JFS 02827 "CFIS Local Agency Quarterly Financial
			 Statement" as outlined in rule
			 5101:9-7-29 of the
			 Administrative Code.
(b) After the
			 close of each quarter, ODJFS multiplies the reported amount by twenty-five per
			 cent.
(c) ODJFS issues the
			 calculated amount as an electronic funds transfer (EFT) to the
			 county.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-7 - Costs and Financial Reporting and Reimbursement › Section 5101:9-7-08 - Title IV-E agreements between the Ohio department of job and family services (ODJFS) and county juvenile courts

Current through all regulations
			 passed and filed through July 1, 2024
(A) The county juvenile court and the board
			 of county commissioners may enter into a subgrant agreement with ODJFS to
			 administer Title IV-E of the Social Security Act, which allows the juvenile
			 court to assume full responsibility for the placement and care of adjudicated
			 unruly and delinquent children. The subgrant agreement enables these courts to
			 receive Title IV-E reimbursement for allowable foster care maintenance (FCM)
			 costs, associated
			 administration, and training costs and prevention
			 services costs under the Family First Prevention Services Act,
			 Public Law
			 115-123
								 as outlined in this rule.
(B)
								Court
			 reimbursement for children in custody as described in section
			 2151.152
			 of the Revised Code include:
(1)
									Prevention services costs under the federal Family
			 First Prevention Services Act and the catalog of federal domestic assistance
			 (CFDA) number 93.472 to allowable costs for which a juvenile court may receive
			 reimbursement upon agreement with the department of job and family services on
			 behalf of a child in certain circumstances; and
(2)
									A child who is at
			 the imminent risk of removal from the home and is a sibling of a child in the
			 temporary or permanent custody of the court to the list of circumstances of a
			 child on whose behalf reimbursement may be sought.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-7 - Costs and Financial Reporting and Reimbursement › Section 5101:9-7-10 - Title XX social services block grant (SSBG) quarterly reporting

Current through all regulations passed and filed through July 1,
			 2024
(A) In accordance
			 with Chapter 5101:2-25 of the Administrative Code, ODJFS issues federal and
			 state social services funding to county department of
			 job and
			 family services (CDJFS) to assist in the delivery of social services directed
			 toward the needs of children and adults.
(B) Pursuant to 45 C.F.R. part 96 , states
			 are required to report services provided by the CDJFS, using federal, state or
			 local social services funds. The CDJFS may provide services through compact
			 services, direct services, purchased services or grant agreements as defined in rule
			 5101:2-25-02
			 of the Administrative Code. The purpose of the SSBG quarterly summary reporting
			 system is to collect social services expenditure data by county each quarter in
			 order to complete annual federal reporting as mandated in
			 42 U.S.C.
			 1397e.
(C) Each CDJFS shall enter required service
			 and expenditure data in the SSBG reporting system no later than the thirtieth
			 day of the month following the last month of the quarter; e.g., October
			 thirtieth for the July through September time period. The CDJFS shall submit a
			 Title XX SSBG quarterly report even if SSBG direct services were not provided
			 or purchased service expenditures were not made during the quarter.
Non-compliance with ODJFS reporting requirements may result in
				a delay of a county's draw request.
(D) SSBG quarterly reporting includes
			 information from the following social services allocations:
(1) Title XX federal social services as
			 described in rule
			 5101:9-6-12
			 of the Administrative Code;
(2)
			 Title XX temporary assistance for needy families (TANF) transfer as described
			 in rule 5101:9-6-12.1 of the Administrative Code;
(3) Adult protective services (APS) as
			 described in rule
			 5101:9-6-14
			 of the Administrative Code.
(4)
			 Social services operating (SSO) as described in rule
			 5101:9-6-10
			 of the Administrative Code; and
(5)
			 Adult services and family services training as described in rule 5101:9-6-14.1
			 of the Administrative Code.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-7 - Costs and Financial Reporting and Reimbursement › Section 5101:9-7-20 - Income maintenance, workforce, social services, and child welfare random moment sample (RMS) time studies

Current through all regulations
			 passed and filed through July 1, 2024
(A) The income maintenance random moment
			 sample (IMRMS), workforce random moment sample (WFRMS), social services random
			 moment sample (SSRMS), and child welfare random moment sample (CWRMS) time
			 studies are designed to measure activity regarding various programs. The child
			 support random moment sample (CSRMS) is described in rule
			 5101:9-7-23
			 of the Administrative Code.
(1) Data collected
			 from these time studies are used to calculate allocation statistics used to
			 distribute cost pool expenditures to the appropriate programs. The percentages
			 are used by the county family services agencies (CFSA) and
			 Workforce Innovation and Opportunity Act (WIOA) local
			 areas to distribute administrative funds reported in accordance with rule
			 5101:9-7-29
			 of the Administrative Code.
(2) The
			 RMS sampling period offsets the financial reporting quarter by one month as
			 follows:
(a) First period: December, January,
			 February for the January through March reporting quarter;
(b) Second period: March, April, May for the
			 April through June reporting quarter;
(c) Third period: June, July, August for the
			 July through September reporting quarter; and
(d) Fourth period: September, October,
			 November for the October through December reporting quarter.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-7 - Costs and Financial Reporting and Reimbursement › Section 5101:9-7-21 - Title IV-E county juvenile court random moment sample time studies.[Rescinded]

Current through all regulations
			 passed and filed through July 1, 2024
Rescinded eff 6-19-09
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-7 - Costs and Financial Reporting and Reimbursement › Section 5101:9-7-22 - Ohio department of job and family services (ODJFS) random moment sample (RMS) review. [Rescinded]

Current through all regulations
			 passed and filed through July 1, 2024
Rescinded eff 7-15-07
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-7 - Costs and Financial Reporting and Reimbursement › Section 5101:9-7-23 - Child support random moment sample time study

Current
			 through all regulations passed and filed through July 1,
			 2024
(A) The child
			 support random moment sample (CSRMS) time study is designed to measure the
			 activity of county child support enforcement agency (CSEA) staff related to
			 child support program activities.
(1) Data
			 collected from the time study are used to calculate allocation statistics used
			 to distribute cost pool expenditures to the appropriate programs. The
			 percentages are used by the CSEA to distribute administrative funds reported in
			 accordance with rule
			 5101:9-7-29
			 of the Administrative Code.
(2) The
			 CSRMS sampling period offsets the financial reporting quarter by one month as
			 follows:
(a) First period: December, January,
			 February for the January through March reporting quarter;
(b) Second period: March, April, May for the
			 April through June reporting quarter;
(c) Third period: June, July, August for the
			 July through September reporting quarter; and
(d) Fourth period: September, October,
			 November for the October through December reporting quarter.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-7 - Costs and Financial Reporting and Reimbursement › Section 5101:9-7-29 - Financial reporting requirements for county family services agencies (CFSAs) and Workforce Innovation and Opportunity Act (WIOA) local areas

Current through all regulations passed and filed through July 1,
			 2024
(A) Financial data
			 reporting.
CFSA, as defined in section
				307.981
				of the Revised Code, and WIOA local area, as defined in section
				6301.01
				of the Revised Code, report actual expenditures and revenues through a
				submission of financial data from the CFSA or WIOA local area's financial
				reporting system into the county finance information system (CFIS). The CFSA
				and the WIOA local area shall use financial codes established by the Ohio
				department of job and family services (ODJFS) bureau of county finance and
				technical assistance (BCFTA) to report these expenditures and revenues.
(1) The CFSA and WIOA local area shall enter
			 monthly financial data in CFIS no later than the eighteenth day of the month
			 following the month of the transaction.
(2) Financial data includes expenditures,
			 revenues, adjustments and/or corrections.
(3) BCFTA utilizes submitted financial data
			 to complete all of the following:
(a)
			 Establish claims to applicable allocations;
(b) Identify expenditures eligible for
			 quarterly reimbursement to the public children services agencies
			 (PCSAs);
(c) Reconcile and monitor
			 expenditures against draws; and
(d)
			 Report expenditures, accruals and obligations to the federal
			 government.
(4) The CFSA
			 and WIOA local area shall allocate all reported expenditures in accordance with
			 the federally approved ODJFS cost allocation plan.
(5) The CFSA and WIOA local area shall upload
			 final quarterly expenditures, and adjustments and/or corrections at the end of
			 each quarter into CFIS by the eighteenth day of the month following the last
			 month of the quarter; e.g., July eighteenth for the April through June time
			 period.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-7 - Costs and Financial Reporting and Reimbursement › Section 5101:9-7-29.1 - Public children services agency (PCSA) local contributions

Current through all regulations passed and filed
			 through July 1, 2024
(A)
								Each biennium the Ohio general assembly requires that
			 if the funds available for distribution by the Ohio department of job and
			 family services (ODJFS) under section
			 5101.14 of the Revised Code are
			 greater in the current state biennial budget cycle than the amount appropriated
			 in SFY 2019, each county must make a minimum contribution to the children
			 services fund, as described in section
			 5101.144 of the Revised
			 Code.
(1)
									Each
			 county that made local contributions in county fiscal year (CFY) 2019, as
			 certified by the PCSA director and the county auditor shall continue to
			 contribute to the children services fund as described in paragraph (B) of this
			 rule.
(2)
									Each county that did not make local county
			 contributions in CFY 2019, as certified by the PCSA director and county auditor
			 does not have a minimum obligation to contribute to the children services fund
			 as described in paragraph (B) of this rule.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-7 - Costs and Financial Reporting and Reimbursement › Section 5101:9-7-50 - Federal financial participation (FFP) and the nonfederal matching share

Current through all regulations passed and filed
			 through July 1, 2024
(A)
			 Administration of the various family services programs is the joint financial
			 responsibility of federal, state, and local governments. The percentage of
			 federal financial participation (FFP) varies by program and is subject to
			 change each federal fiscal year. State and local funds, known as the nonfederal
			 share, shall be used to supply the difference between the percentage of FFP and
			 one hundred per cent. When there is no FFP available, the state and county
			 supplies the total funds. When there are no state
			 funds involved, the county supplies the entire nonfederal share.
(B) The percentage of participation at the
			 federal and state level is applicable only to allowable costs, up to the
			 maximum amount of funds available. Nonallowable costs or nonreimbursable costs
			 are not eligible for federal or state participation. These costs
			 are
			 met through one hundred per cent local funds.
(C) FFP is available to the county family
			 services agencies (CFSAs) and workforce innovation and opportunity act (WIOA)
			 local areas for allowable/reimbursable costs. Any funds comprising the
			 nonfederal share that originate from sources other than state or county funds
			 need to
			 meet the requirements set for in paragraphs (D) to (I) of this rule.
(D) Donated funds originating from public
			 sources may comprise the nonfederal share in claiming FFP under the following
			 conditions:
(1) Funds
			 will be:
(a) Appropriated directly to the local
			 agency, or
(b) Transferred from
			 another public agency to the local agency and under the local agency's
			 administrative control, or
(c)
			 Certified by the contributing public agency as representing expenditures
			 eligible for FFP;
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-8 - Incentive Awards - Reporting Requirements › Section 5101:9-8-03 - Federal fiscal year (FFY) 2004 temporary assistance for needy families (TANF) high performance bonus incentive.[Rescinded]

Current
			 through all regulations passed and filed through July 1,
			 2024
Rescinded eff 4-19-09
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-8 - Incentive Awards - Reporting Requirements › Section 5101:9-8-04 - Federal fiscal year (FFY) 2005 temporary assistance for needy families (TANF) high performance bonus incentive.[Rescinded]

Current
			 through all regulations passed and filed through July 1,
			 2024
Rescinded eff 4-19-09
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-9 - Federal Tax Return Information Safeguarding Procedures › Section 5101:9-9-15 - Master service agreement (MSA)

Current through all
			 regulations passed and filed through July 1, 2024
(A) The MSA is a document
			 of understanding provided by the Ohio department of job and family services
			 (ODJFS) office of information services (OIS). ODJFS requires county agencies to
			 enter into an MSA to delineate responsibilities for day-today
			 information technology (IT) operations between the county agency and OIS to
			 provide quality service to end users and to maintain the health and integrity
			 of the ODJFS network.
(B) The
			 MSA
			 outlines expectations between the county agencies and OIS including the IT
			 resources supply and management, standards, support efforts, information
			 security, and service provider alignment. A county agency shall elect a service
			 level as part of the MSA program. All ODJFS commitments are subject to the
			 availability of state and federal funds.
(C) The technology and service support policy
			 (TSSP) also details the delineation of responsibilities, including financial
			 responsibilities as shown in rule
			 5101:9-9-17 of the
			 Administrative Code.
(D) The county agency
			 director and the deputy director of OIS shall utilize the
			 MSA
			 signature document to show acceptance of the MSA, and all
			 related levels and support documentation. Due to the ever- changing nature of
			 the IT environment, OIS may update the supporting documentation as
			 needed.
(E) In the event of a
			 disagreement regarding provisions of the executed MSA between OIS
			 and the county agency, the initial attempt at resolution will commence at the
			 county agency technical point of contact (TPOC) and OIS liaison level. If
			 resolution is not possible at that level, the deputy director of OIS and the
			 director of the county agency, or their designees, will work to resolve such
			 issues and may utilize the methodology contained in the fiscal agreements if
			 necessary.
(F) The most current
			 version of the MSA is available on the county operations user experience (UX)
			 sharepoint portal.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-9 - Federal Tax Return Information Safeguarding Procedures › Section 5101:9-9-20 - Treatment of Health Insurance Portability and Accountability Act (HIPAA) inquiries to a county agency

Current through all regulations passed
			 and filed through July 1, 2024
(A) HIPAA is a federal law
			 requiring the protection of confidentiality and
			 security of health data including the safeguarding, privacy, and release of
			 protected health information (PHI).
(B) PHI includes, but is not limited to, the
			 following individually identifiable health information of public assistance
			 applicants, recipients, and former recipients:
(1) Information relating to past, present, or
			 future physical or mental health or condition of an individual;
(2) Provision of health care to an
			 individual;
(3) Past, present, or
			 future payment for health care to an individual; and
(4) Eligibility information of an individual
			 for the medicaid, disability medical assistance, or refugee medical assistance
			 program, or any other plan or program that provides medical assistance or pays
			 the cost of medical care.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-9 - Federal Tax Return Information Safeguarding Procedures › Section 5101:9-9-21 - County agency records retention, access, and destruction

Current through all regulations passed and filed through July 1,
			 2024
(A) The following
			 definitions are applicable to this rule:
(1)
			 "County family services agency" has the same meaning as defined in section
			 307.981 of the Revised
			 Code.
(2) "Grant" means an award
			 for one or more family services duties or workforce development duties of
			 federal financial assistance that a federal agency provides in the form of
			 money, or property in lieu of money, to the Ohio department of job and family
			 services (ODJFS) and that ODJFS awards to a county family services agency or
			 local area. Grant may include state funds ODJFS awards to a county family
			 services agency or local area to match the federal financial assistance. Grant
			 does not mean technical assistance that provides services instead of money and
			 does not mean other assistance provided in the form of revenue sharing, loans,
			 loan guarantees, interest subsidies, or insurance.
(3) "Inactive records" refers to closed case
			 files and those records that are no longer used on a regular basis.
(4) "Local area," has the same meaning as
			 defined in section 6301.01 of the Revised
			 Code.
(5) "Pass-through entity"
			 means a non-federal entity that provides a federal award and/or state funds to
			 a subrecipient to carry out a federal and/or state program, function, or
			 activity.
(6) "Record" has the same
			 meaning as defined in section
			 149.011 of the Revised
			 Code.
(7) "Record series" means
			 records that are filed together or maintained as a unit because they relate to
			 a particular subject or function, result from the same activity, have a
			 particular form, or have some other relationship arising from their creation,
			 receipt, or use.
(8) "Retention
			 schedule" means a document that assigns a required retention period to a record
			 series based on its fiscal, legal, historical or administrative
			 value.
(9) "Subrecipient" means a
			 non-federal entity that expends federal awards and/or state funds received from
			 a pass-through entity but does not include an individual that is a beneficiary
			 of such program, function, or activity.
(10) "Workforce development agency" has the
			 same meaning as defined in section
			 5116.01 of the Revised
			 Code.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-9 - Federal Tax Return Information Safeguarding Procedures › Section 5101:9-9-21.1 - Public assistance records: retention periods

Current through
			 all regulations passed and filed through July 1, 2024
(A) The following definitions are applicable
			 to this rule:
(1) "Inactive records" means
			 closed case files, where the assistance group (AG):
(a) Is no longer receiving
			 benefits;
(b) Has no pending
			 administrative action, hearing or appeal; and
(c) The county agency no longer has a legal
			 duty to act on the case.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-9 - Federal Tax Return Information Safeguarding Procedures › Section 5101:9-9-25 - Federal tax information safeguarding procedures

Current through
			 all regulations passed and filed through July 1, 2024
(A) Federal tax information (FTI):
			 definition, usage limitations and notification, and nondisclosure.
(1) FTI is any return or return information
			 received from the internal revenue service (IRS) or secondary source, such as
			 the social security administration (SSA), federal office of child support
			 enforcement, or U.S. department of the treasury - bureau of the fiscal service,
			 and also includes any information created and/ or maintained by the Ohio
			 department of job and family services (ODJFS) or a county agency that is
			 derived from these sources.
(2) FTI
			 is provided to federal, state, and local agencies by the IRS or the SSA for use
			 in the cash assistance, food assistance, unemployment compensation, and child
			 support programs as authorized by the Internal Revenue Code, and is provided
			 solely for the purpose of performing the responsibilities of each
			 program.
(3)
									26
			 U.S.C. 6103 (section 6103 of the Internal
			 Revenue Code) limits the usage of FTI to only those purposes explicitly
			 defined. The IRS office of safeguards requires advance notification (at least
			 forty-five days) prior to implementing certain operations or technological
			 capabilities that require additional uses of the FTI, such as:
(a) Contractor access;
(b) Cloud computing;
(c) Consolidated data center;
(d) Data warehouse processing;
(e) Non-agency-owned information
			 systems;
(f) Tax
			 modeling;
(g) Test environment;
			 and
(h) Virtualization of IT
			 systems.
(4) Disclosure
			 of FTI to any contractor is not permitted unless the agency notifies the IRS
			 office of safeguards, in writing, per the IRS forty-five day notification
			 reporting requirements and obtains approval prior to re-disclosing FTI to a
			 specifically noted contractor.
(5)
			 FTI associated with the treasury offset program (TOP) may not be disclosed to
			 any contractor for any purpose, except for limited child support enforcement
			 purposes, as specified in IRS publication 1075,"Tax Information Security
			 Guidelines for Federal, State, and Local Agencies."
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-9 - Federal Tax Return Information Safeguarding Procedures › Section 5101:9-9-29 - Ohio department of job and family services (ODJFS) audit function

Current through all regulations passed and filed through July 1,
			 2024
(A) "Auditing" is
			 the systematic application of procedures to compare historical data to
			 established criteria to prepare an attestation as to the degree of
			 correspondence between the two.
(B)
			 "Historical data" consists of management representations, either explicit or
			 implicit. Management representations include, but are not limited to:
(1)
									Representations
			 as to characteristics of information such as completeness or
			 accuracy.
(2)
									The occurrence or non-occurrence of transactions or
			 events.
(3)
									The existence or non-existence of tangibles,
			 intangibles, rights and obligations.
(4)
									The valuation or
			 allocation of tangibles and intangibles.
(5)
									Rights and
			 obligations.
(6)
									Compliance or non-compliance with laws or
			 regulations.
(7)
									Operational characteristics.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-9 - Federal Tax Return Information Safeguarding Procedures › Section 5101:9-9-37 - Data system security

Current through all regulations passed and
			 filed through July 1, 2024
The following requirements ensure the security of departmental
				data and must be followed by all county and state employees (hereafter referred
				to as 'user' or 'users') who access data systems maintained by the office of
				information services (OIS) and the Ohio department of job and family services
				(ODJFS) via the private or public network.
(A) Users are responsible for system
			 inquiries and activities executed with their system user identification
			 (USER-ID, also know as an Ohio ID, or
			 OH|ID.)
(B)
								Users shall
			 follow DAS password standards found at
https://das.ohio.gov/portals/0/dasdivisions/employeeservices/pdf/das-its-2100-01-a
			 das password standard organizational users.pdf
.
(C) A terminal or
			 personal computer must never be left unattended or unsecured when logged onto
			 the ODJFS network or
			 device.
(D) Only the files or
			 information that are required to perform one's own job duties, shall be
			 accessed.
(E) Users must comply
			 with all items included on the user attestation,
			 JFS 07078 " Code of Responsibility"
			 form, and review and sign, electronically, on an annual
			 basis.
(F) An original signed
			 (physical or electronic) JFS 07078 hardcopy form, or
			 digital JFS 07078 submission must be submitted to ODJFS with every county
			 request for a USER-ID or user access to the OIS and ODJFS networks.
(G)
			 The JFS 07078 (paper or digital form) is required
			 for every new user accessing the system, and for making changes to an existing
			 user's access.
(H) Counties must not
			 modify the JFS 07078 form.
(I)
								County users
			 shall also abide by the data security provisions contained in IPP 3001 found at
			 ipp.odjfs.state.oh.us/IPP03000/.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-9 - Federal Tax Return Information Safeguarding Procedures › Section 5101:9-9-39 - ODJFS systems access and disclosures

Current through all regulations
			 passed and filed through July 1, 2024
(A)
								Pursuant to
			 federal and state law, and subject to rules
			 5101:9-22-15
			 and
			 5101:9-22-16
			 of the Administrative Code, the Ohio department of job and family services
			 (ODJFS) may access and disclose information contained in systems controlled or
			 maintained by the department, or controlled and maintained for the benefit of
			 the department.
(B)
								The department's access and disclosure shall be in
			 furtherance of ODJFS program administration, and such disclosure may be subject
			 to a written agreement.
(C)
								Program administration includes, but is not limited to,
			 ODJFS federal reporting and oversight requirements.
(D)
								Any release of
			 information shall preserve the confidential nature of the
			 information.
Ohio Administrative Code › Title 5101:9 - ODJFS Practices › Chapter 5101:9-10 - Public Assistance Programs › Section 5101:9-10-01 - County department of job and family services performance measures, standards and goals

Current through all regulations passed and filed
			 through July 1, 2024
(A)
			 Pursuant to section 5101.22 of the Revised Code, the
			 Ohio department of job and family services (ODJFS) office of
			 
								families and children
								(OFC) has established county department
			 of job and family services (CDJFS) performance measures, standards, goals, and
			 continuous improvement methodologies to improve the administration of OFS
			 OFC programs delivered by a CDJFS. The OFS
			 OFC programs include Ohio works first (OWF), and
			 prevention, retention and contingency (PRC) authorized by temporary assistance
			 for needy families (TANF), disability financial assistance (DFA) and food
			  assistance. Each county will be
			 measured using the same data sets or calculations.
(B) Performance standards define and specify
			 a minimum level of performance that all CDJFS must meet or be subject to
			 paragraph (D) of rule
			 5101:9-10-02
			 of the Administrative Code.
(C)
			 Performance goals specify a desired level ofCDJFS performance.
(D) ODJFS will use the data published
			 quarterly in the outcome management section
(OMS) performance management report to
			 determine CDJFS progress toward meeting annual goals and standards.