ACYF-CB-IM-01-11 - Title IV-E Foster Care Eligibility Review Guide

Appendix X

Timeframes for Title IV-E Foster Care Eligibility Review Activities

A subsequent primary review must be conducted within 3 months of the anniversary date on which the previous on-site review was completed. A secondary review must be conducted during the second AFCARS reporting period that follows the completion date of the State PIP.

Timeframe and Activity

6 months before on-site review:

ACF Regional Office and State Agency representative determine the dates for the on-site review
ACF Regional Office provides the review date and site location to the ACF Central Office Team Leader for Eligibility Monitoring
ACF Central Office Team Leader for Eligibility Monitoring develops a national review schedule based on information provided by the ACF Regional Office and transmits the schedule to the Federal contractor to post on the Internet Web site for the Children's Bureau

120 calendar days before on-site review:

ACF Regional Office sends the State agency written confirmation of the scheduled date for the on-site review
ACF Regional Office requests a copy of the State's payment histories and policies relevant to the review
ACF identifies Federal members of the review team
State agency identifies State members of the review team

90 calendar days before on-site review:

State agency transmits to ACF Regional Office the requested policies
ACF Regional Office transmits to ACF Central Office the requested State policies
ACF Regional Office and Central Office review the State's policies as well as the title IV-E and title IV-A State plans to prepare for the pre-review conference call with the State agency
ACF Regional Office and Central Office collaborate with the State agency to plan logistical arrangements for the on-site review, including hotel accommodations and transportation for review team members

45 - 60 calendar days before on-site review:

ACF Central Office selects sample of cases from the State's AFCARS data for the period under review
ACF Central Office transmits sample listing to State agency and ACF Regional Office
State agency transmits payment histories for sample cases to ACF Regional Office and obtains ACF Regional Office concurrence on case substitutions with oversample cases
State agency begins organizing case records to make sure case material and documentation relevant to the on-site review are available
ACF Regional Office schedules and convenes conference call with State agency and ACF Central Office to provide an overview of the review procedures; to discuss review activities, and to discuss State agency material. State agency arranges space for meetings and review activities conducted on site during the review week

30 calendar days before on-site review:

State agency submits to ACF additional information and policy material, if requested
ACF Regional Office finalizes agenda of activities for the on-site review and transmits to State agency and ACF Central Office, including any additional State agency material

On-Site Review

30 calendar days following on-site review:

ACF Regional Office transmits to the State agency the final report of compliance and notifies the State agency of payment disallowances
ACF Regional Office transmits to the Central Office an electronic copy of the final report and disallowance notice

60 calendar days following on-site review:

State agency submits payment adjustments via the Quarterly Report of Expenditures (Form ACF-IV-E-1)
State agency submits to the Departmental Appeals Board a written notice to appeal the review findings, at State agency option, within 30 calendar days following receipt of disallowance letter
ACF Regional Office sends to the ACF Central Office, Associate Commissioner, a copy of the State appeal

90 calendar days following receipt of noncompliance notice by State agency

State agency submits completed Program Improvement Plan (PIP) to ACF Regional Office following written receipt of notification of noncompliance. If necessary, ACF Regional Office may grant a 30-day extension for State agency to submit additional case documentation.

30 calendar days following receipt of PIP from State agency:

ACF Regional Office reviews completed PIP for approval or disapproval
ACF Regional Office reviews additional case documentation submitted by State agency and notifies State of approval or disapproval
ACF Regional Office notifies State of approval or disapproval of PIP
ACF Regional Office transmits to ACF Central Office Team Leader for Eligibility Monitoring an electronic copy of the approved PIP and approval letter including PIP approval date

30 calendar days following notification of PIP disapproval by ACF Regional Office

State agency submits revised PIP to ACF Regional Office

2-3 Weeks following receipt of revised PIP from State agency:

ACF Regional Office reviews completed PIP for approval or disapproval
ACF Regional Office notifies State agency of approval or disapproval of PIP and, if disapproved, notifies State agency of immediate scheduling of secondary review