International Social Service-USA Branch 200 East Lexington Street Suite 1700 Baltimore, MD 21202 Phone: 443-451-1200 Fax: 443-451-1230 www.iss-usa.org iss-usa@iss-usa.org
TODAY YOU WILL: 1. Learn about the reimbursement and waiver procedures 2. Learn about reasonable and allowable expenses 3. Be familiar with the forms and required documents. 4. Be able to submit accurate and compliant reimbursement requests
Webinar agenda: Welcome Remarks (Housekeeping) Program overview General procedure Reasonable and allowable expenses Guideline for administrative cost Q & A Session Closing Remarks
ISS-HHS Cooperative agreement: The Department of Health and Human Services Administration for Children and Families, Office of Refugee Resettlement and ISS-USA signed a cooperative agreement to provide repatriation services The new five-year agreement will extend ISS's 15- year working relationship with the U.S. Repatriation Program.
THE U.S. REPATRIATION PROGRAM: The Program was established in 1935 under Section 1113 of the Social Security Act. The program is a repayable loan to the U.S. Government, not an entitlement. Temporary assistance is provided for up to 90- days. Repatriates can request extensions and waivers/deferrals. Program budget is capped at $1M. annually * From the HHS, ACF website
REIMBURSEMENT : The Repatriation Program is federally-funded and county agencies can be reimbursed by the Federal government for 100 percent of all reasonable and allowable program costs. These costs fall into two categories: Direct services: Costs of Direct Assistance to Repatriates(food voucher, hotel, taxi etc.) Administrative services: Costs for County Administration & Case Management
WHERE TO START The reimbursement process follows HHS/ORR guidance and program regulations. The system it is simple and effective
REIMBURSEMENT PROCESS: 1. Requests from States and CBO s arrives at ISS 5. With ORR Approval = ISS cuts the check 2. ISS reviews, compiles & request supporting and or missing documentation 4. HHS reviews, approves, denies, or holds request 3. ISS submits to HHS For review and determination
Reasonable costs A cost is reasonable if is recognized as ordinary and necessary, it reflects the decision a prudent person would make in purchasing the item AND the item is necessary for the completion of program or project objectives. For example: Food is an ordinary and necessary thing, a basic need essential for the health and well-being of the person. http://www.whitehouse.gov/omb/circulars_a087_2004
Allowable costs Allowability refers to whether or not the Government will pay for a particular cost incurred in connection with government contracts. Examples of costs that may be charged under this federal regulation: Case management time (e.g. case managers, social workers, etc.) Travel costs to and from meet and greet (parking, tolls & mileage)
Direct expenses: Food voucher, Meals Cash assistance ( equivalent of the TANF rate) Clothing (weather appropriate clothing, uniforms, including shoes); Toiletries (personal hygiene) Medical care not covered by Medicare or Medicaid Medications for the use of the repatriate Lodging, Rent, security deposit Utilities (prorate, if not entire month); Telephone and communication (prorate if not entire month) Training necessary for employment Counseling Transportation (weekly, monthly bus pass, taxi service or mobility service)
A complete reimbursement requests contains: 1. A properly completed and signed Privacy Act Statement and Repayment Agreement or decline service form 2. A cover letter containing the name, address, telephone number, and e-mail address of the county contact person for the claim; the time period covered by the claim (i.e., April 16, 2012 May 16, 2012); and the agency to which the reimbursement should be issued. 3. A correctly completed SSA-2061 and SSA-3955, detailed explanations of all costs; with the current address of the repatriate; 4. All supporting documentation, such as original receipts, copies of checks, and signed cash disbursement acknowledgment forms. 5. Case notes with detailed description of the activities performed and itemized the spent time in hours and minutes.
Case management hours County administration and case management costs are not subject to repayment by the repatriates, but are reimbursable to the county by HHS/ORR. 1. County personnel costs claimed to the Repatriation Program must be directly attributable to a specific repatriation case. 2. Keep track of your time during case planning, follow up and closing. 3. Time spent on the program must be recorded, along with a detailed description of the activities performed.
How to document case management hours and rates? Find out the hourly rate for your state/ county Keep track of your time in a database or a time log Print your agency case notes (if allowed) Take good notes of your interactions with the repatriate. For example: summarize phone conversations, visits etc. Print emails sent and received Note: If insufficient information is received, HHS/ORR may request additional documents to support your request.
Example of a time log Repatriation Activity log Repatriate name: John Doe Case number: 56079 Case worker: Janet Miller Hourly rate: $34 Date Activity Time From to Total Mileage Total $ /Minutes $0.55/mile 9/10/2011 Phone and email communication with ISS, processed referral received. 10:30 to 11:00 am 30 min N/A $ 17 9/10/2011 Phone call to hospital to arrange 11:20 to 11:50 am 30 min N/A $ 17 services for Repat, SW set up admission at the emergency dept. 9/11/2011 Discussed plan for pick up at airport 10:15 to 10:45 am 30 min N/A $ 17 with ISS case manager 9/11/2011 Phone call to ambulance to arrange 2:40 to 2:55 pm 15 min N/A $ 8.5 for transport to airport to hospital 9/12/2011 Transportation to the airport to meet N/A 46 miles $ 25.3 and greet 9/12/2011 Meet and greet at the airport 1:15 to 2:45 pm 1 Hour & N/A $ 51 30 min TOTAL Hours: 3hrs 15 min TOTAL $ 135.8
Administrative cost: Case Management
Brief but detailed case summary: ISS Case # 2000 Date: 2/12/10 From: 7:05 am to 9:20am Total: 2hours and 15 minutes On the event date CW (name) picked up Repat at JFK airport. Repat arrived at 7:45am from X country. Upon arrival Repat right hand was wrapped in a bandage and it was black & blue. Mrs. S stated that she injured her hand on the conveyer belt in customs. She signed the repayment agreement. CW escorted Repat to (Name) Hospital at address and phone: (718) 600-3000. While at hospital the hospital social worker contacted the daughter, to get information regarding the Repat mental and physical health. The SW spoke to Mrs. G who stated that Ms. S was very violent against her family and now obtained an Order of Protection against her. She stated that the Repat has been admitted in the past to a mental hospital, and she provided the doctor s name to the SW. The Repat was given an x-ray and a psychological evaluation and was admitted into the hospital, where she currently remains. Social worker will send her entitlement applications by next week.
Guideline for administrative cost: Unaccompanied minor cases from 1 to 5 hours for planning meet and greet as well as placement with Child Protective Services (CPS) care; Including planning and general coordination, meet and greet, family placement, CPS placement, the case close the day of arrival. Exception: if a receiving family member request assistance upon arrival and signs the repayment agreement they can receive general destitute assistance as below: Destitute cases from 1 to 5 hours if placed in a shelter/ motel: Including planning for a repatriate with no mental health issues: meet and greet, transportation, assistance with application of public benefits, referral to resources in the community, finding shelter, and follow up for up to 3 visits of 30 minutes of direct service.
Guideline for administrative cost: Critically ill cases from 1 to 15 hours if placed in hospital or nursing home, Including planning for a repatriate with medical issues placement, meet and greet, hospital medical evaluation, finding shelter, transportation, ensure third party letter for hospital expenses is given to the hospital or nursing home facility. The social worker of the placement will develop a discharge planning, including the referral to public assistance and or other benefits. Follow up for up to 3 visits of 30 minutes of direct service. Certified mentally incompetent cases from 1 to 20 hours for planning for a repatriate with mental health issues, including but not limited to: meet and greet, onsite or hospital mental health evaluation, transportation, ensure the facility social worker is applying for public benefits. If client is release to their own care, assistance with the application of public benefits, referral to resources in the community, finding shelter, and follow up for up to 3 visits of 30 minutes of direct service.
The SSA form 3955 and 2061
PRIVACY ACT AND REPAYMENT AGREEMENT http://www.iss-usa.org/uploads/file/repatriation%20agreement,%20consent%20and%20decline%20forms.pdf
Reimbursement requests checklist Send requests on a monthly basis Cover letter Signed Repayment Agreement/Privacy Act Waiver or Decline of services form Form SSA 3955 and 2061 Attach supporting documentation Original receipts, copies of checks, acknowledgement of support received etc. Detail case notes Other Fiscal year ends September 30 th, 2012
REPATRIATION FILES: Maintain repatriates file in order and secured location Please keep the records for three years from the date of submission of the final expenditure report. Files and Boxes must be identified and an electronic posted must accompany each box. Send to ISS any paper files or printed electronic records kept (older than 3 years) on any repatriates that you served during the last years. ISS-USA will cover shipping costs for these case files to be submitted to: 200 East Lexington Street, Suite 1700 Baltimore, MD 21202
Waivers You can assist the repatriate on requesting loan waivers, deferrals of their debt and payment plans regarding their repatriation loan. Explain about the 2 loans, we can assist with the loan with HHS only.
TWO LOANS Any Embassy, DOS Anywhere in the USA Loan with DOS; International travel expenses Promissory note signed overseas Loan with HHS/ORR; Domestic travel and direct services expenses. Repayment agreement signed on the day of the arrival
WAIVERS AND DEFERRALS A formal request in writing must be submitted to ISS requesting a waiver. (Client or local case worker) Demographic and identifiable information must be provided The requests are evaluated based on financial need Insufficient income available to repay debts.
IMPORTANT ISS-USA does not have the authority to approve or deny repatriation reimbursement or waiver requests. This is an exclusive function of HHS/ORR. HHS reviews, grants, defers, suggest payment plans, or denies all reimbursement and waiver requests.
Mark your calendar All reimbursement requests must be received during the allowable time on or before the fiscal year (FFY) is over. Our current fiscal year 2012 ends on September 30 th, 2012. At the end of the FFY, all unused Repatriation Program funds for the year are returned by ISS to the U.S. Treasury and are no longer available to pay state/county claims.
FOR MORE INFORMATION: Salome Sullivan Repatriation Program Training Manager International Social Service-USA 200 East Lexington Street, Suite 1700 Baltimore, MD 21202 Phone: 443-451-1205 Skype: ssullivan2 Fax: 443-451-1230 Email: ssullivan@iss-usa.org www.iss-usa.org Bringing resolution across borders Trayendo resoluciones entre fronteras
Thank you! With your help we are making a huge difference in the life of our repatriates. Any Questions?