Department for Community Based Services

Standards of Practice Online Manual

12.32 Special Expense Reimbursement for PCC or PCP Agency

Cabinet for Health and Family Services

Department for Community Based Services
Division of Protection and Permanency
Standards of Practice Online Manual
Chapter 12-Resource Family Recruitment, Certification and Reimbursement
12.32 Special Expense Reimbursement for PCC or PCP Agency

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Legal Authority/Introduction


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Special expense requests have specific monetary reimbursement limits and may require prior approval. The Family Services Office Supervisor (FSOS) approves all requests requiring prior approval under $250  and the Service Region Administrator (SRA) approves all requests $250 and over requiring prior approval (*except special clothing requests as noted below). Some requests for special expense reimbursement require receipts prior to payment. The following is a list of special expenses that the Cabinet for Health and Family Services (CHFS) may reimburse, which include reimbursement limits and prior approval requirements, if applicable.


  1. Regional billing specialists pay these expenses through The Worker Information System (TWIST):
    1. Winter holidays-If the child is to remain in the facility for the majority of the holiday break, CHFS will reimburse $60.00 for winter holiday gifts.  CHFS will not reimburse the $60.00 for winter holiday gifts if the child will be on extended home visit (two weeks or longer) during the winter holiday. No prior approval or receipts required;
    2. Birthday-CHFS will reimburse $25.00 for birthday gifts during the child’s birth month. No prior approval or receipts required;
    3. School supplies-CHFS will reimburse $35.00 for school supplies for children under age thirteen (13) and $60.00 for children age thirteen (13) and older at the beginning of the school year. No prior approval or receipts required;
    4. Lifebook expense–CHFS will reimburse $70 for start-up costs toward Lifebook expenses per child. Ongoing expense allotment is $25 every six months per child. Lifebook receipts are sent to the billing specialists for payment. Reimbursement is made to the PCC/PCP that can then reimburse their foster or adoptive home. No prior approval is necessary, but receipts are required;
    5. Senior expense-CHFS will reimburse $650.00 for senior expenses.  Examples may include, but are not limited to cap/gown, class ring, invitations, seniorpictures, year book, senior trip, prom experience (including pictures, clothing, shoes, hair,  accessories, etc.) or other senior expenses.  Regional billing staff should verify a child’s senior expense balance prior to making these purchases.   If the child does not utilize their annual school supply allotment of $60.00 at the beginning of the school year it may be used to supplement their senior expenses.  A receipt is necessary for reimbursement on each of these senior expenses.  These expenses can be used during the youth's junior year, but only if the youth is on track to graduate.  No prior approval is necessary.  Receipts are required.
    6. School pictures-CHFS will reimburse the purchase of the least expensive package of school pictures, one time per year, for children K–11.  No prior approval. Receipts are required;
    7. Initial clothing-When a child enters CHFS care for the first time and goes directly into private child caring or child placing placement, the initial clothing allotment should follow the same guidelines as the standard of practice for entering DCBS foster homes.  Prior approval and receipts are required; 1 
      The amounts are as follows:

       Birth to 1 year of age $100.00
      1 to 2 years of age $120.00
      3 to 4 years of age $130.00
      5 to 11 years of age $180.00
      12 years of age and older $290.00

    8. Expenses regarding uniforms-Expenses regarding uniforms (when applicable) are built into the daily rate received by the PCC/PCP.  No additional money is provided for uniforms.  It is the PCC’s/PCP’s responsibility to ensure that the child also has regular clothing for the duration and upon release from the program;
    9. Psychological evaluations-Prior approval must be obtained from the SRA for a psychological evaluation.  A psychological evaluation will only be covered in twelve (12) month intervals.  Court ordered psychological evaluations, when deemed medically necessary, will be billed to Medicaid.  If the psychological evaluation is not covered by Medicaid and has prior approval of the SRA, CHFS will pay the provider upon receipt of an itemized invoice from the provider of the service;
    10. Medical expenses–PCCs/PCPs should not pay for medical expenses.  The medical provider must bill Medicaid directly.  Should Medicaid deny the claim, CHFS will reimburse the medical provider upon receipt of a detailed invoice and copy of the Medicaid denial letter;
    11. Daycare services expense-When a committed infant is placed with a committed mother in a PCC/PCP, the rate for the infant is the PCC/PCP basic foster care rate of $43.00. The committed mother’s rate is reflected by the assigned level of care 1–5.  Any day care services for the infant should be covered by the infant’s per diem and are not otherwise reimbursable by CHFS. CHFS is not responsible for daycare for any committed child in a PCC/PCP placement;
    12. Recreation-CHFS does not reimburse fees associated with sports or school related activities.  These costs are reported in the PCC/PCP time study and cost report data and calculated into the per diems;
    13. Expenses regarding damage to PCC facility by foster child-Expenses associated to replace or repair damage to the PCC facility caused by the foster child are built into the daily rate received by the PCC. These costs are the responsibility of the PCC.  Expenses to replace or repair damage to the PCC facility should be included in the total PCC expenditures as part of the cost reports submitted to the Cabinet by the PCC.  These expenditures are then factored when determining the overall per diem;
    14. Expenses regarding damage to PCP foster home by foster child - Expenses associated to replace or repair damage to the PCP foster home or property caused by the foster child are built in to the daily rate received by the PCP foster parent.  DCBS is not responsible for the reimbursement of the PCP foster parent for damage caused by a foster child placed in their home. 
  2. The SRA may grant approval on a case by case basis.  If approved, the appropriate billing documentation is submitted to the Regional Billing Clerk for payment. Prior approval and receipts are required.


  1. CHFS may allow additional clothing money in the event of extenuating circumstances such as growth spurts, sudden weight loss or gain, or loss of clothing due to placement changes. The FSOS may approve a special clothing purchase up to $100.  The SRA may approve a special clothing purchase of $100.01 - $250.00.  The approval is based on the individual need of the child and must follow the special expense request process.  Prior approval and receipts are required.


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