Included in Appendix B are all of the service codes used 1) to complete or add services to the Service Plan Section or the DSS-5027 and 2) to report service activities on the DSS-4263.
Appendix B is organized as follows:
Part I. Child Welfare Services
Part II. Adult Services
Part III. Other Services
Part IV. Other Administrative Activities
Part V. Food Stamp Employment & Training and Workfare
Part VI. Work First Services
Part VII. Income Maintenance Activities
The format of the service code definitions is not necessarily synonymous with the format of the service definitions in services manuals. This is because, for program and accountability purposes, some parts of some services must be broken out and reported separately. In addition, the codes for certain services/elements are reported only on the DSS-5027, and the codes for certain service worker activities are reported only on the DSS-4263.
Definitions and descriptions of the Service Codes are presented in numerical order, rather than being organized under applicable Service Programs to facilitate locating the definition. Parts I through VII provide a reference as to how the Service Codes are used with respect to the Service Programs. These sections also provide a guide as to how each code is used on forms and what funding sources are valid for each Service Code.
Appendix B also contains service codes for "other Non-DSS Reimbursable Services". These codes are available for use in reporting activities in service programs that 1) are funded by Federal or non-Federal funding sources not administered by the Division of Social Services, and 2) are under the direct supervision of the county department of social services and are provided directly to clients by service workers of the county department of social services, and 3) involve service activities which are not comparable to activities defined under any other service code in Appendix B. The definitions of "Other Non-DSS Reimbursable Service" codes are designated by the county department of social services. County departments of social services may designate one of these service codes for all "Other Non-DSS Reimbursable Services" or may designate one code for each "Other Non-DSS Reimbursable Service". For purposes of the Services Information System, these codes are to be used to record any "Other Non-DSS Reimbursable Service" in a Client's service plan (DSS-5027) and to report time spent by service workers in "Other Non-DSS Reimbursable Service" activities. In as much as these codes represent "Other Non-DSS Reimbursable Services" provided directly by county staff, they are not to be used for reporting non-DSS reimbursable purchased services on the DSS-1571.
Effective June 1, 2012, counties may use Service Codes 870 through 888 to report Income Maintenance worker time on the DSS-4263. Effective October 1, 2012, use of these codes by Income Maintenance Workers is mandatory.
NOTE: IV-E Reimbursement For Program Administration
The following special considerations are to be taken into account in coding Child Protective Services, Foster Care Services for Children and Adoption Services. Eligible services should be charged to IV-E (program code Z) whenever permissible. For example, service code 101 with program code Z can always be used when establishing initial eligibility for IV-E, whether or not the child is eventually determined to be IV-E eligible. However, when redeterminations of eligibility are performed, only redeterminations for IV-E eligible children may be charged to program code Z, using the appropriate service code.
Program code Z can only be utilized for In Home Services cases when the child meets the criteria for being a candidate for foster care. In order to meet this criteria, the child must be at imminent risk of removal from the home and placement in foster care and a written case plan must have been developed jointly with the parent(s) or guardian that includes a description of the services offered and provided to prevent removal of the child from the home. The plan must document that the goal for the child is foster care if the services described are not effective. Allowable costs for these administrative activities are not linked directly to a child’s eligibility and must be allocated to the Title IV-E program code Z by program staff. Fiscal staff must then decide which funding source to apply for the non-IV-E share. The percent of allowable charges to IV-E is based on the statewide percentage of children in DSS custody that are IV-E eligible. The percentage rate changes from month to month and may be obtained by accessing the DHHS Controller’s website at http://www.ncdhhs.gov/control/ and following the appropriate prompts. Federal policy does not prescribe the maximum length of time a child may be considered a candidate; however, it notes that “a State must document its justification for retaining a child in candidate status for longer than six months”.
Allowable costs for activities such as recruitment, licensing, and training foster and adoptive parents that are not linked directly to a child’s eligibility must also be allocated to the Title IV-E program code Z by program staff. Fiscal staff must then decide which funding source to apply for the non IV-E share. The percent of allowable charges to IV-E, also known as the penetration rate, for these activities when provided to prospective or current foster parents is based on the statewide percentage of the children in DSS custody that are IV-E eligible. The percent of allowable charges to IV-E for these activities when provided to prospective or current adoptive parents is based on the statewide percentage of children receiving IV-E Adoption Assistance. This percentage rate also changes from month to month and may be obtained by accessing the DHHS Controller’s website at http://www.ncdhhs.gov/control/ and following the appropriate prompts.
Under “Program-Specific Information for:”
County Departments of Social Services…
Title IV-E Adoption Penetration Rate
Title IV-E Foster Care Penetration Rate
For questions or clarification on any of the policy contained in these manuals, please contact your local county office.