The Department shall provide discretionary/flexible funds to obtain needed services and/or goods. 

These exceptional services

·          are intended to enhance family preservation and reunification 

·          are individualized

·          are time limited, and

·          cannot be used to supplant existing services (see cross-reference below).

Cross-Reference:

Existing family preservation and reunification services are detailed in the following sections of the policy manual

·          “Services to Prevent Out-of-Home Placement and Facilitate Reunification,” 34-9 and
 36-30-1.

·          “Reasonable Efforts Before Filing a Petition,” 46-3-6.

Population Served by Discretionary/
Flexible Funds

When to Use Discretionary/
Flexible Funds for Services

Discretionary/flexible funds may be utilized in the following circumstances:

·          to reduce risk factors and permit children to remain in their own homes

·          to delay entry of children into out-of-home care.  The need for an emergency removal is reduced, thereby allowing time for a more planful placement

·          to reduce the length of stay in out-of-home care

Criteria to Use Discretionary/
Flexible Funds

The following criteria shall apply to the use of discretionary/flexible funds:

·         Department policies and guidelines related to the services and/or goods being 
purchased shall be followed (e.g., policies regarding a request for respite care or day care).

Discretionary/flexible funds services shall be

·          integrated into the child’s/family’s treatment plan

·          developed and agreed upon by assigned staff, the child’s parent (biological, foster,
adoptive) or guardian, and the child, as appropriate.

Note:   An investigator may request discretionary/flexible funds up to one thousand dollars ($1,000.0) for emergency services to prevent placement during an investigation, with the approval of the Social Work Supervisor.  A Program Supervisor must approve expenditures over this amount.

Prior to requesting discretionary/flexible funds the Social Worker and Social Work Supervisor shall determine:

·          specific problems placing the child at imminent risk

·          capacity of the family to effectively utilize these services (i.e., assess the safety of 
the child, the reason for DCF involvement, the family’s compliance with court expectations, appropriate utilization of current services)

·          services needed to effectively address the problems

·          if the services are available and can be purchased

·          endeavor to utilize the following existing resources:

-         federal, state, and/or local entitlement resources such as General Assistance, TANF, etc.

-         Department, other state, federal, and locally funded children and family service programs, and

-         “Covenant to Care” services, or other community or family resources.

Discretionary/flexible funds may be used for, but are not limited to, the following services or payments:

·          food

·          clothing

·          emergency shelter

·          rent to avoid eviction

·          security deposit and/or first and last month’s rent

·          heating bills

·          emergency home repairs (e.g., heating system repair)

·          emergency housekeeping services

·          counseling

·         evaluations.

Approval for Use of Discretionary/
Flexible Funds

The Social Worker, Social Work Supervisor and Program Supervisor shall ensure adherence to the following payment methods for non-contracted discretionary/flexible funds:

·         follow all appropriate procedures for acquisition of goods or services prior to making a payment (e.g., obtaining bids for goods or services when required)

·          whenever possible, payments shall be made directly to the vendor or provider of the
goods and/or services.  

The Child Welfare Accounting Manager shall:

·         for the purposes of 1099 reporting to the Internal Revenue Service, determine whether the payment will be reported to the Internal Revenue Service as taxable income

Accessing 
Emergency Funds During Regular Business Hours

·          Each area office shall designate lead staff that will be the designated office liaison to work with Child Welfare Accounting.  The lead staff shall ensure that a fully approved payment will be entered in LINK to allow completion of a handwritten check.

·          In DCF Central Office the Fiscal Division shall designate Child Welfare Accounting (CWA) staff to work directly with each area office lead staff to make the necessary
funds available.

·          Once contacted by the area office lead staff, CWA shall produce a “hand-written”
 check for the pre-determined amount, which shall be made available within one (1) 
 hour.  Lead staff and Child Welfare Accounting staff shall complete arrangements
 for delivery of the check to the worker.

·          The Social Worker shall be responsible for obtaining a receipt for goods or services
 purchased and for entering the payment into LINK.

·          A Child Welfare Petty Cash Fund has been set up at the Hotline in the amount of
one thousand dollars ($1,000.00).

·          With the approval of the Hotline Supervisor, a DCF Social Worker may obtain 
emergency cash up to the limit of the account.

·          The DCF Social Worker shall sign for the receipt of the cash at the Hotline, obtain a
receipt for purchases, and enter the payment in LINK.

·          The designated Hotline Supervisor shall notify the C.O. Fiscal, Accounts Payable 
 Unit, and the area office lead staff of all petty cash disbursements the next
 business day.

·          The area office lead staff shall be responsible for assuring the LINK entry and the  
submission of the receipt to CWA within two (2) business days.