Ohio Administrative Code|Rule 5101:12-1-80.3 | IV-D contract time and exception reporting, invoicing, monitoring, and evaluation.

                                                
(A) Time study for a IV-D contract with a
		  court for magistrate services.
(1) The time study is
			 used to calculate the IV-D multiplier and identify the average length of time
			 needed to:
(a) Produce a court order, which must include the time spent
				preparing for and conducting a court hearing; or
(b) Conduct a court hearing.
The IV-D multiplier is a comparison of the
			 average amount of time spent on activities that are reimbursable under the IV-D
			 contract to the average amount of time spent on all recorded activities. The
			 IV-D multiplier is also used to calculate the justified unit rate. The
			 justified unit rate is used to determine the actual IV-D contract cost for
			 invoicing purposes each month.
(2) A time study is
			 required when the IV-D contract is with a court for magistrate services and all
			 of the following conditions are met:
(a) The unit of service is defined as a court order or a court
				hearing;
(b) The IV-D contract is for child support enforcement agency
				(CSEA) initiated activities or both CSEA initiated activities and non-CSEA
				initiated activities; and
(c) The court docket includes activities that are reimbursable
				and not reimbursable under the IV-D contract.
(3) The time study shall
			 be conducted:
(a) At least one time per year; and
(b) During a twelve-month period of time before the signature
				date on the IV-D contract; and
(c) For a total of four weeks during any calendar year. The four
				weeks can be:
(i) Four consecutive
				  weeks;
(ii) One week per
				  quarter; or
(iii) Two consecutive
				  weeks at two different intervals.
(4) Each magistrate who
			 performs activities under the IV-D contract shall complete one JFS 02015,
			 "IV-D Contract Time Study" (effective or revised effective date as
			 identified in rule 5101:12-1-99 of the Administrative Code) for each day of the
			 time study.
(5) The contractor shall
			 submit to the CSEA all of the JFS 02015s upon completion of all of the time
			 studies.
(6) The CSEA shall review
			 each JFS 02015 and work with the contractor to resolve any discrepancies in
			 accuracy or completeness, if any. The CSEA shall maintain documentation of the
			 review of the JFS 02015s, the results of the review, and how any identified
			 discrepancies were resolved.
(B) Time sheet and exception
		  reporting.
(1) For purposes of
			 completing a time sheet or exception report, the following definitions
			 apply:
(a) "Dedicated principal staff" means principal staff,
				as listed on the JFS 07020, "Governmental Contractor IV-D Contract
				Budget" (effective or revised effective date as identified in rule
				5101:12-1-99 of the Administrative Code), who work one hundred per cent of the
				time on activities that are reimbursable under the IV-D contract.
(b) "Non-dedicated principal staff" means principal
				staff, as listed on the JFS 07020, who work less than one hundred per cent of
				the time on activities that are reimbursable under the IV-D
				contract.
(2) Time sheet
			 requirement for a IV-D contract with a private entity.
(a) When the unit of service is defined as an hour, the
				contractor shall record the time spent each month on activities that are
				reimbursable under the IV-D contract on a time sheet that contains the
				following data elements and is signed by the contractor;
(b) Date;
(c) Description of activity;
(d) Time activity began;
(e) Time activity ended;
(f) Case number;
(g) Support enforcement tracking system (SETS) case number, if
				available; and
(h) Contractor's signature.
(3) Time sheet
			 requirement for a IV-D contract with a governmental entity with non-dedicated
			 principal staff.
When the unit of service is defined as an
			 hour:
(a) The contractor shall record and certify on the JFS 01728,
				"Daily Time Sheet for Non-Dedicated Principal Staff" (effective or
				revised effective date as identified in rule 5101:12-1-99 of the Administrative
				Code) the time spent each day on both activities that are reimbursable and not
				reimbursable under the IV-D contract.
(b) The CSEA has the option to require the contractor to record
				and certify on the JFS 01729, "Monthly Time Sheet Summary for
				Non-Dedicated Principal Staff" (effective or revised effective date as
				identified in rule 5101:12-1-99 of the Administrative Code) the time spent each
				month on both activities that are reimbursable and not reimbursable under the
				IV-D contract. If the CSEA requires the contractor to record time on the JFS
				01729, the CSEA shall include this requirement in the performance standards of
				the IV-D contract.
(c) The CSEA has the option to require the contractor to record
				on the JFS 01731, "Monthly Time Summary for Governmental Contractor"
				(effective or revised effective date as identified in rule 5101:12-1-99 of the
				Administrative Code) the time spent each month on both activities that are
				reimbursable and not reimbursable under the IV-D contract for each principal
				staff who completed a JFS 01728 for the month. If the CSEA requires the
				contractor to record time on the JFS 01731, the CSEA shall include this
				requirement in the performance standards of the IV-D contract.
(4) Exception report
			 requirement for a IV-D contract with a governmental entity with dedicated
			 principal staff.
When the unit of service is defined as an
			 hour:
(a) The principal staff as listed on the JFS 07020 shall record
				and certify on the JFS 01730, "Dedicated Principal Staff Exception
				Report" (effective or revised effective date as identified in rule
				5101:12-1-99 of the Administrative Code) the dates and time spent each month on
				both activities that are reimbursable and not reimbursable under the IV-D
				contract; and
(b) The CSEA has the option to require the contractor to record
				on the JFS 01731 the time spent each month on both activities that are
				reimbursable and not reimbursable under the IV-D contract for each principal
				staff who completed a JFS 01730 for the month. If the CSEA requires the
				contractor to record time on the JFS 01731, the CSEA shall include this
				requirement in the performance standards of the IV-D contract.
(C) Invoicing.
(1) Invoicing for a IV-D
			 contract with a governmental entity.
(a) The contractor shall record the contractor's actual
				monthly costs on the JFS 07034, "Governmental Contractor Monthly Expense
				Report" (effective or revised effective date as identified in rule
				5101:12-1-99 of the Administrative Code) to identify the justified unit rate.
				The contractor shall submit the JFS 07034 to the CSEA within thirty days of the
				last day of the month in which services were performed.
(b) The CSEA shall complete and submit to the office of child
				support (OCS) the JFS 07034 in the electronic spreadsheet format, that is
				posted to the Ohio department of job and family services (ODJFS) innerweb,
				within forty-five days of the last day of the month in which services were
				performed.
(c) The contractor shall complete and submit to the CSEA the JFS
				07035, "IV-D Contract Invoice" (effective or revised effective date
				as identified in rule 5101:12-1-99 of the Administrative Code) no later than
				thirty days after the last day of the month in which services were
				performed.
(d) The contractor shall ensure that the cumulative amount
				invoiced to the CSEA during the IV-D contract period does not exceed the total
				IV-D contract cost.
(e) When the unit of service is defined as an hour, the
				contractor shall multiply the justified unit rate by the actual time spent on
				activities purchased under the IV-D contract during the month to determine the
				actual IV-D contract cost for the month.
(f) When the unit of service is not defined as an hour, the
				contractor shall multiply the justified unit rate by the number of units of
				service purchased during the month to determine the actual IV-D contract cost
				for the month.
(2) Invoice payment
			 options for a IV-D contract with a governmental entity.
(a) The CSEA is responsible for paying the actual expenses as
				determined by the process described in paragraphs (C)(1)(a) to (C)(1)(f) of
				this rule.
(b) The CSEA may elect to pay the justified unit rate on a
				monthly basis as reported on the JFS 07034.
(c) The CSEA may elect to pay the unit rate as determined on the
				JFS 07020 and reconcile actual expenses to budgeted expenses on a quarterly
				basis. If the CSEA elects to reconcile actual expenses to budgeted expenses on
				a quarterly basis, the CSEA shall:
(i) Within forty-five
				  days of the end of the calendar quarter, reconcile the actual expenses to the
				  amount paid during the calendar quarter; and
(ii) Annually certify on
				  the JFS 02151, "IV-D Contract Evaluation" (effective or revised
				  effective date as identified in rule 5101:12-1-99 of the Administrative Code)
				  that the monetary reconciliation occurred for each calendar quarter during the
				  IV-D contract period.
(3) Invoicing for a IV-D
			 contract with a private entity.
(a) The contractor shall complete and submit to the CSEA the JFS
				07035 no later than thirty days after the last day of the month in which
				services were performed.
(b) The contractor shall multiply the unit rate by the number of
				units of service provided during the month to determine the IV-D contract costs
				for the month.
(c) The contractor shall ensure that the cumulative amount
				invoiced to the CSEA during the IV-D contract period does not exceed the total
				IV-D contract cost.
(D) Invoice approval.
(1) Within thirty days of
			 receipt of the JFS 07035, the CSEA shall:
(a) Review the JFS 07035; and,
(b) When the CSEA determines that the JFS 07035 is completed
				correctly, approve the JFS 07035 for payment. 
(2) When the CSEA
			 determines that the JFS 07035 is not completed correctly, the CSEA
			 shall:
(a) Request the contractor amend the JFS 07035; and
(b) Within thirty days of receipt of an amended JFS 07035 that
				has been completed correctly, approve the amended JFS 07035 for
				payment.
(E) Monitoring.
(1) The CSEA
			 shall:
(a) Monitor all activities performed under the IV-D contract to
				ensure that all support enforcement program requirements are met in accordance
				with the rules in division 5101:12 of the Administrative Code.
(b) Only reimburse the contractor for activities provided to,
				for, or on behalf of a case that was in open IV-D status at the time of the
				activity.
(c) Review the JFS 07034 that is submitted by the contractor each
				month in order to monitor any variation between the unit rate as listed on the
				JFS 07020 and the justified unit rate as calculated on the JFS
				07034.
(d) Ensure that the cumulative amount reimbursed to the
				contractor does not exceed the total IV-D contract cost as listed on the JFS
				07018, "IV-D Contract" (effective or revised effective date as
				identified in rule 5101:12-1-99 of the Administrative Code) or the JFS 07037,
				"IV-D Contract Amendment" (effective or revised effective date as
				identified in rule 5101:12-1-99 of the Administrative Code).
(2) OCS
			 shall:
(a) Review the JFS 07034 within thirty days from the date that
				OCS receives the JFS 07034 from the CSEA in order to monitor any variation
				between the unit rate as listed on the JFS 07020 and the justified unit rate as
				calculated on the JFS 07034.
(b) Ensure that the cumulative amount reimbursed to the
				contractor does not exceed the total IV-D contract cost as listed on the JFS
				07018 or JFS 07037.
(F) Evaluation.
The CSEA shall:
(1) Evaluate a IV-D
			 contract by completing a JFS 02151. The CSEA shall conduct the evaluation any
			 time after the third quarter of the IV-D contract period but no later than
			 ninety days after the conclusion of the IV-D contract period.
(2) Issue a copy of the
			 JFS 02151 to the contractor and OCS within thirty days of completing the JFS
			 02151.