Provide case activity to assure payment for services covered by the agreement.

Authorize necessary contracted services using Service Authorization in FACES.

NOTE: Out-of-state providers must have a child-specific contract with the Children’s Division in order to receive payment. The provider must submit a child-specific contract to Central Office for negotiation. Upon authorization of the service for a contracted provider, a Services Eligibility and Authorization Provider Invoice will be generated automatically on a monthly basis. The provider will submit invoices for payment to the payment designee.

For payment of services provided by a non-contracted provider to the adoptive parent(s)/guardian(s) a “paid” receipt must be attached to the PR for reimbursement to the adoptive parent(s)/guardian(s). Requests for reimbursements must be received within six months of the service being provided to ensure payment.

Adoptive parent(s)/guardian(s) may request renegotiation of the Agreement via an amendment to the contract at any time.

Notify the adoptive parent(s)/guardian(s) when the county/circuit office address changes, via a letter to insure the family can make timely contact for updates/service requests.

There are certain circumstances that may occur and call for a new Agreement/contract to be developed for the child. These are:

• If there is a marriage and the new spouse adopts or obtains guardianship of the child a copy of the adoption decree/guardianship order is required to accompany the new contract with both names added.
• If a divorce occurs and one adoptive parent or guardian is assigned physical custody or is ordered by the divorce decree to receive the subsidy, a new agreement must be developed. A copy of the court order is required to accompany the new contract with the custodial parents’ name included.
• If the legal guardian(s) dies or is mentally or physically incapacitated, the successor guardian, if named in the agreement, shall be contacted for the establishment of a new contract.

There are certain circumstances that may occur and DO NOT call for a new Agreement/contract to be developed for the child. These are:

• If an adoptive parent or guardian changes their name, no new contract action is required. FACES must be updated and a copy of a new Social Security Card, driver’s license/state identification card, or their new marriage certificate with their new last name indicated, is required for documentation in the file.
• If an adoptive parent or guardian dies, no contract action is needed. The original contract will remain in both names. A copy of the death certificate should be kept in the file. FACES must be updated to reflect the surviving parent or guardian. Subsequent amendments will be accepted with only the signature of the surviving parent or guardian. Use the explanation section on the amendment to explain the reason why there is only one signature.

NOTE: Overpayment for maintenance or special expenses (includes any service under contract or with prior authorization) may occur for any number of reasons. Recoupment must occur and must be made. Procedures for recoupment can be found in the FACES Financial System Payment Handbook.

Related Practice Alerts and Memos:

7-1-19 – CD19-52 – FY20 Rate Increases

12-4-19 – PA19-AD-06 – Transitional Living Placements and Subsidy Agreements

1-10-20 – PA20-AD-01 – Legal Fees for AD and LG Subsidies

10-29-2020 – PA20-AD-06 – Child Summary

01-13-21 –CD-21-01 -Contractors Negotiation/Completion Of The Initial Adoption Or Legal Guardianship Subsidy Agreement