12.11 Verification of Continuing Eligibility for Adoption Assistance Benefits

Georgia State Seal

Georgia Division of Family and Children Services
Child Welfare Policy Manual

Chapter:

(12) Adoption Assistance

Policy Title:

Verification of Continuing Eligibility for Adoption Assistance Benefits

Policy Number:

12.11

Previous Policy Number(s):

109.14

Effective Date:

September 2015

Manual Transmittal:

2015-08

Codes/References

N/A

Requirements

The Division of Family and Children Services (DFCS) will verify a child’s continued eligibility for adoption assistance payments:

  1. By developing a consistent verification process, which includes:

    1. The percentage of in-state cases to be verified each month; and

    2. The percentage of out-of-state cases to be verified each month; and

    3. Verification of high school or college/technical school enrollment on a quarterly basis for every youth over age 18.

  2. In the form of:

    1. Georgia SHINES record reviews;

    2. Face-to-face contact (if visiting a child for supervision/case management);

    3. Phone calls; and/or

    4. Contact through Medicaid renewals, etc.

Procedures

Regional Accounting Office

  1. Forward the following reports to Regional Post Adoption (PAD) Manager by the first business day following the 10th of each month:

    1. SMILE Adoption Children Almost 18 Report;

    2. SMILE Adoption Children 18 & Over Report; and

    3. SMILE Per Diem Report.

  2. Process the adoption assistance payments upon receipt of the reports verifying the child/youth continued eligibility for adoption assistance benefits; and

  3. Ensure payment by the 10th of the month that the payment is due.

    All other payments should be made within five days business days of correction/verification.

The Regional PAD Manager will, within seven business days:

  1. Review the following reports for accuracy:

    1. SMILE Adoption Children Almost 18 Report;

    2. SMILE Adoption Children 18 & Over Report; and

    3. SMILE Per Diem Report.

  2. Request the SSAU complete a preliminary over 18 adoption assistance eligibility determination for each youth whose name is first appearing on the SMILE Adoption Children Almost 18 Report (see policy 12.10 Adoption Assistance: Adoption Assistance Benefits – After 18).

  3. Indicate each youth’s continued eligibility to receive adoption assistance benefits by initialing next to each youth’s name assigned to the Regional PAD Manager.

    The Regional PAD Manager can only verify continued eligibility for youth assigned to the Regional PAD Manger as primary in Georgia SHINES.

  4. Make corrections, additions and/or deletions to the report, as necessary.

  5. Email the updated report to the county Social Services Case Manager and the County Office Designee for adoption assistance approval.

Social Services Case Manager

  1. Review the following reports for accuracy:

    1. SMILE Adoption Children Almost 18 Report;

    2. SMILE Adoption Children 18 & Over Report; and

    3. SMILE Per Diem Report.

  2. Indicate each youth’s continued eligibility to receive adoption assistance benefits by initialing next to each youth’s name assigned to the Social Services Case Manager.

    The Social Services Case Manager can only verify continued eligibility for youth assigned to the Social Services Case Manager as primary in Georgia SHINES.

  3. Make corrections, additions and/or deletions to the report, as necessary.

  4. Email the updated report to the County Office Designee for adoption assistance approval.

The County Office Designee for adoption assistance approval, by the last working business day of the month will:

  1. Conduct the final review and approval of the following reports for accuracy:

    1. SMILE Adoption Children Almost 18 Report;

    2. SMILE Adoption Children 18 & Over Report; and

    3. SMILE Per Diem Report.

  2. Email one set of completed monthly reports to the Regional Accounting Office.

    The original reports are to be maintained at the County Office.

Practice Guidance

SMILE Adoption Children Almost 18 Report

The SMILE Adoption Children Almost 18 Report includes all children receiving adoption assistance who will be 18 years of age within the next 60 days. The SMILE Adoption Children Almost 18 Report should be reviewed to verify if the child will remain eligible to receive adoption assistance or if the adoption assistance benefits should be discontinued due to the child being ineligible for benefits after his/her 18th birth month (see policy 12.10 Adoption Assistance: Adoption Assistance Benefits - After Age 18 for eligibility criteria for youth past 18 years of age).

SMILE Adoption Children 18 & Over Report

The SMILE Adoption Children 18 & Over Report includes all children 18 and over who were paid adoption assistance for the current month. The SMILE Adoption Children 18 & Over Report should be reviewed to verify each youth listed meets the requirements for youth over age 18 (see policy 12.10 Adoption Assistance: Adoption Assistance Benefits - After Age 18 for eligibility criteria for youth past 18 years of age). This report should not have any youth listed as being paid from UAS Code 509 (Title IV-E) or any youth listed past his/her 21st birth month. Accounting will not process adoption assistance payments for youth over the age of 18 without Regional PAD Manager and/or the Case Manager certifying the youth’s eligibility.

SMILE Per Diem Report

The SMILE Per Diem Report includes all children who were paid adoption assistance for the current month. The SMILE Per Diem Report should be reviewed to verify each child listed remains eligible for adoption assistance payments.

Forms and Tools

N/A