Oakland Regional Office of the Department of Social Services Adoption Service Bureau

[EAS 35325]

Public adoption agencies (other than Social Service Agency) must cooperate with county adoption agencies (SSA) for eligibility and benefits through the RDSS that is located in Oakland, California. The RDSS has the authority to administer the AAP. The department is responsible for determining AAP eligibility, negotiating rates, signing agreements, conducting reassessments/ redeterminations and maintaining the confidential service AAP files. The RDSS operates the same as the county pre and post adoption social workers unit.

Note: The physical location of the RDSS is Department of Social Services, Adoption Services Bureau, 1515 Clay Street, Suite 1204, Oakland, CA 94512 (510) 622-2650.

The financial responsibility for the AAP benefits is the county in which the parent who had physical custody of the child/youth was living at the time the relinquishment document was signed. RDSS does not pay AAP benefits but forwards payment request to the county with the payment responsibility. The county with the payment responsibility must also provide Medi-Cal benefits.

When the RDSS requests AAP benefits the following documents are sent to FCE:

Letter informing FCE of the adoption request.
Form FC 8 to be signed and dated by the FC EW and returned to the RDSS. Upon receipt of the FC 8, RDSS will provide FCE with the AAP 4.

When the child/youth is receiving SSI benefits (a MEDS search must be done to validate who is receiving the benefits on behalf of the child) and a copy of the MEDS screen is forwarded to RDSS.

The RDSS may include the Nonrecurring Adoption Expense Agreement (AAP 8). This document may be completed during the initial adoption process or after the adoption has been finalized. Refer to Adoption Assistance Program Aid Codes.

Nonrecurring Adoption Expense

RDSS applicants are also eligible for the one-time only nonrecurring adoption expenses which is limited to the amount that cannot exceed $400 for each child or youth. The RDSS must submit an Adoption Assistance Program Nonrecurring Adoption Expense Agreement (AAP 8) along with receipts when requesting the payment.

This one-time only benefit can be paid whether or not AAP case is established and does not affect the AAP negotiated rate. The adoption does not have to be finalized for this reimbursement. The child does not have to meet one of the federal or non-federal paths, thus an established case is not required. The only eligibility criteria for the payment is the child must meet the three part special needs determination and citizenship requirement established by the RDSS office. The adoptive parents have two years from the finalized adoptions date to request reimbursement.

The FC EWs will complete the DFCS Request RDSS Adoption Expenses (SCD 2380) and forward the AAP 8 along with the receipts to the Adoption Bureau DFCS SSPM. When the Adoption Bureau DFCS SSPM approves the request it is forwarded to Accounts Payable, located at 333 W. Julian 2nd Floor for payment.

When there is no established CalSAWS AAP case, Accounts Payable will track the payments in their accounting and procurement system known as SAP by the first name and the first initial of the last name of adoptive parents.

When there is an inquiry made regarding payment of the non-recurring expense an e-mail must be sent to the Accounts Payable unit.

Negotiated Rates

The RDSS must negotiate the amount of benefits based on the child’s needs. After the negotiation is completed the RDSS will provide the AAP 2 to FCE. The payment is based on the FC maintenance payment, not to exceed the age-related, state-approved foster family home rate and follows the same payment rules as county initiated adoption, including the annual CNI. All NA 791s and client correspondence are sent to the adoptive parents and copies are forwarded to RDSS office.

FCE will open an AAP and Medi-Cal case based on the AAP 2, the AAP 4 and the FC 8 (since there is no FC eligibility the FC 8 is retained in the RDSS AAP file) with any additional documents provided by the RDSS. All documents received from the RDSS will be submitted to IDM and retained in the AAP eligibility case file.

FCE is not required to communicate with adoptive parents. All service related questions, with the exception of Medi-Cal coverage must be referred to RDSS.

Recertification/Reassessment

Recertification for RDSS cases are the responsibility of the RDSS office. It requires no FCE intervention with the exception of sending the following to the adoptive parents:

SCD 2256RD,
AAP 3,
MC 194 (if no SSN),
AD 4320 and
SCD 1948.

When new instructions are not received from the RDSS office, payments are to continue (as with SSA initiated AAP) until the child/youth is no longer eligible for benefits.

Overpayments

Overpayments are processed the same as county initiated adoption cases, except the RDSS office is responsible for determining the overpayment and the repayment method.

Social Security Numbers