Gilmer County DFCS Reimbursement Guidelines
The following are the basic expenditures and policies of this county for the operation of our Foster Care Program. From time to time, expenses may arise that are not addressed in this guide. You will note also that many of the expenses require prior approval. While we cannot reimburse everything due to the lack of resources, we will be as supportive as we can to assist with any particular problem which comes up. We realize that the love and care you give to children in need of foster care cannot be valued in terms of money.

I. Family Foster Care Per Diem Rate:

The basic rate for children in family foster care from birth through age 5 is $14.60 per day, age 6 years through age 12 is $16.50 per day and age 13 and older is $18.80 per day. This per diem is reimbursable at the end of the month for the number of days a child is in care. The basic rate includes room, board, clothing replacement, medicine chest and incidentals.

It is extremely important to submit the invoices in a timely manner. We prefer the invoices to come into the office by the 22nd of each month. This might not always be possible if changes are anticipated. As a rule, you should claim reimbursement through the end of the month. The invoice will be reviewed and corrections made as needed before it is turned over to the bookkeeper for payment. If you have any questions, please contact the caseworker.

II. Clothing

A. Initial Clothing

Whenever a child first comes into foster care, the State provides an initial clothing allowance. This is to establish an adequate wardrobe for a child coming into care. The rates are as follows: Ages 0-13 years - $200 and ages 13 years and up - $300. Included is a form to keep up with the expenses incurred. Please note these funds are for the first six months the child is in care.

This allowance may be claimed over a six-month period. If a child has come to your home from another foster home, please discuss the amount to be spent with the child’s placement worker prior to purchase, since some or all of this money may have already been spent on the child. NOTE: We request store receipts be submitted with your invoices. Case register tapes may be acceptable if items are identified on the tape and signed by a sales clerk and foster parent.

B. Annual Clothing

There is a $200 reimbursable annual clothing allowance for each child in foster care. The allowance may be used at any time during the calendar year (except for the year that the child enters care).

C. Clothing

Special clothing such as uniforms, etc., may be reimbursed if discussed with the caseworker prior to the purchase and approval is given. Ongoing clothing purchases are subject to the local budget.

D. Foster Care Support

Foster Care Support Foundation (http://www.fostercares.org or (770)641-9591) can assist with clothing, toys, infant equipment, etc., for children in foster care. The child must be in basic per diem and not in adoption processing status.

III. Medical Costs

A. Physical Examinations

Regular medical check-ups are required as recommended by the doctor. This office needs to know when children go to the doctor or dentist and will be requesting medical records. In order for check-ups to be paid by Medicaid, they must be completed in accordance with the EPSDT schedule (Annual physicals and Bi-Annual Dental exams for 3 years and above). Initial placement of a child requires an appointment with the health department within 10 days of the child coming into care. Please schedule an appointment with the local health department at (706) 635-4363 for children initially placed in your home.

B. Prescriptions

Only prescription drugs are reimbursable. Huff Drugs works well with the Department in reimbursing and billing Medicaid when at all possible. Over the counter drugs (Tylenol, cough medicines, etc.) should come from the per diem rate.

C. Dental/Eye Examinations & Immunizations

It is mandatory that all children in foster care begin dental treatment at age 3. Children must first receive a health screening (EPSDT) and be referred to a dentist, optometrist, etc., as indicated by the examination. Eyeglasses are covered under Medicaid. Immunizations should be obtained and kept up on a regular basis. The case manager should receive a copy of the immunization record for the child’s file.

Your mileage to medical providers (Medicaid) is reimbursable at $.485/mile. You must complete transportation forms with a statement of the number of miles traveled. This is separate from the foster care invoice and will be paid separately.

There may be special needs of children such as corrective shoes, vaporizers, etc., due to health problems. Prior approval is needed for reimbursement.

IV. Incidentals

The following incidentals are to be considered reimbursable:

A. Haircuts - not to exceed $8.
B. Permanents - not to exceed $25
C. There is a $30 per household cap on diapers. There are donated diapers at the DFCS office which you may pick up once a month.
D. Birthday gift - ages 0-11...$15; 11 years & up...$25.
E. Transportation - medical/dental/counseling...$.485/mile.
F. Equipment for babies - The agency is not able to routinely reimburse for baby beds, play pens, high chairs, etc. It may be that these items could be loaned out from other foster parents. If you do not have a child safety seat, the Gilmer Co. Health Dept. will dispense one car seat per child. Please call the Health Dept. @ (706) 635-4363 and make arrangements. A copy of the Form 40 must be shown to the Health Dept. representative. If the Health Dept. is unable to provide you with a car seat and one must be purchased, if/when the child leaves your home, the seat is now part of his/her belongings and should go with the child. If/when the child outgrows the car seat, please turn in the car seat to the DFCS office.

V. School Expenses and Information

A. School Insurance

This is reimbursable only if children are NOT covered by Georgia Medicaid.

B. School Lunches

Most children in foster care are eligible for free lunches. We recommend the use of the free lunch program in order to make funds available for other needs.

C. School Fees/Supplies

Special fees such as lockers, lab fees, etc., are reimbursable with a receipt. Normal school supplies such as paper and pencils are not reimbursable.

D. School Annuals

Up to $15 for high school and junior high, if desired by the child.

E. School Pictures

The minimum package is reimbursable once each school year and a receipt is required. It is important to send the child’s case worker a picture each year for the child’s record.

F. Other Incidentals

It is recognized that the junior and senior years are costly with added fees and expenses. They are also very important to the student. It is encouraged that these young people earn money when possible to go towards these expenses. A flat rate of $125 will be reimbursed for class ring, cap, gown, invitations, etc. The foster parent and student can determine what this rate will go towards and acquire a receipt.

Some children have special needs and/or talents that result in extra expenses. Additional reimbursement sometimes can be made for these children. All resources such as special scholarships, community support, etc., should be explored. If you have a foster child for whom you feel some special attention and/or activity may be appropriate, contact the case worker to discuss the possibility of reimbursement.

Please share school report cards and other school reports/achievements with the case worker. This will assist us in following the progress of children in care.

VI. Allowances

Allowances are useful in helping children learn how to handle money and hopefully develop positive habits in the use of money. Allowances should be given out on a regular basis with your guidance and encouragement toward its use (cd, movie, books, etc.). It should not be used for basic care items such as shampoo, toothpaste, soap, etc., as these are covered in the per diem. We realize that withholding allowance is a method of discipline and if this should be used, we ask that the allowance for that particular period of time not be listed on the monthly invoice. If you choose to provide allowance to your child in care, the weekly allowance rate is as follows:

5 - 8 years old.......$3.00
9 - 12 years old.....$4.00
13 - 18 years old...$5.00

VII. Out of Town Trips

If you make plans for out of town trips where a foster child is in your care and will be gone in excess of 24 hours, we ask that you let our office know. We need this information in case we need to get in touch with you and/or the child. Children in foster care are allowed to go with organized groups such as Scouts, church retreats, camping trips, etc., but the caseworker’s approval must be given. We would need, in writing, the itinerary, the organization’s name, mode of transportation, and where the child would be staying, if overnight. If traveling out of state, the foster parents must obtain written authorization from the legal county and a statement that medical treatment may be obtained for the child in the event of an emergency. If some instances a court order may be required. Please contact your child’s case manager as soon as possible prior to out-of-state trips.

VIII. Personal Property of the Child

To assist a child in the transition to another placement, it is extremely important that items brought to your home with a child be cared for and kept. It may be something that does not seem that important, but may be extremely important to the child. Any reimbursed items accumulated during the child’s stay should be sent with him/her whenever they leave your home. This helps to ensure feelings of “belongingness” and “continuity”. Children need “things” to feel they are important and to remind them of special times. It would be helpful if the child, foster family, and agency all worked together on a life book that would include pictures of the child before and during foster care.

IX. Automobiles and Other Motorized Vehicles

In preparing the older foster children for emancipation, driving an automobile is an important step. The responsibility of driving and automobile ownership involves tremendous social and legal implications for the youth, the parent, the substitute care person, and the county department. The foster parent, and case worker, and other involved parties should work closely together to insure this step is accomplished within agency policy guidelines, which include meeting insurance coverage requirements.

X. Case Reviews

All foster parents are encouraged to participate in the foster care review process. Current changes involved in this process include reviews conducted by a review committee made up of citizens with the community.

**The Foster Parent Monthly Report must be turned in on each child every month along with the invoice.

***All teenagers age 14+ must participate in the Independent Living Program.