Authorizing EA Funding

Once the Social Worker or Mental Health professional has initiated the EA application and submitted it to FCE the Triage FC EW must:

• Review the EA1 for complete and correct information, including the necessary signatures.
• Query “Access to Children in Emergency” (ACE), the statewide tracking system for EA, and CalSAWS to determine if the child has received EA services within the last 12 months.
• Complete, sign and date the “Eligibility Worker Section” of the EA1, either approving or denying EA assistance or services (the Supervisor’s signature is optional).
• Keeps a copy in the EA 1 and sends it to imaging for scanning (the parent may request a copy of the EA 1 at which point it should be provided).

The FC EW must authorize or deny EA assistance and/or services within 30 calendar days from the date of application (not the date of risk), or prior to the termination of services if it occurs sooner. EA funding cannot be authorized if the emergency has ended and the child has returned home. Therefore EA funding must be authorized as soon as possible. At the time of authorization, services may be authorized retroactive back to the date of risk. They may also be authorized prospectively for a period not to exceed 180 days for cases that are not Emergency Caregiver (EC) eligible.

Two Clocks

A 30-day “clock” starts for the SW to complete and sign the EA 1 when the determination is made that the child is at risk. After the SW signs the EA 1 then a second 30-day “clock” starts for the FC Triage EW to make the eligibility determination, entries in [ACEM] and complete the EA 1. If either clock is exceeded then EA funding is denied.

If the child’s SSN card is pending, the placement may be paid using county funding. However, a request must be made for a Social Security Card or SSN validation.

The Beginning Date of Aid

The beginning date of aid is the date of removal/effective date of services entered on the “Date Child Determined to be at Risk (Effective Date)” on the EA 1 application. The date the child is determined to be at risk is the same date as the removal. It must be noted that funding cannot exceed 120 days from the date of risk. Cases aided beyond the 120-day period must be paid with either non-federal AFDC-FC funding (when eligible) or county-only funds.

Authorization of Aid

An EA eligibility determination can occur prior to a foster care determination; It is in the county’s best interest to process EA applications immediately. Federal Financial Participation (FFP is not available when EA is authorized retroactively. For that reason, authorization for EA must occur within 30 days from the date the SW signs the EA 1. Benefits authorized subsequent (after) 30 days are not eligible for reimbursement under the EA program. If the SW takes 30 days to process an application and an EW takes an additional 30 days to authorize EA funding in ACE, the FFP may be lost if the emergency ends prior to the authorization of EA or the EW does not process the EA funding within 30 days from the date the SW signs the EA 1.

ExampleExample

 

 

Notice of Action (NOA)

There is no requirement to send a NOA when EA is approved or denied.

 

Related Topics

Emergency Assistance (EA) Program