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Welcome . TNKids Financials Submitting Invoices. TNKids Financial System Correcting Home Approval Period for Payment Computer-Based Training . EXIT. HOW TO USE THIS CBT.

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Welcome l.jpg
Welcome

TNKids Financials

Submitting Invoices

TNKids Financial System

Correcting Home Approval Period for Payment

Computer-Based Training

EXIT


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HOW TO USE THIS CBT

The following graphics are designed to help you to navigate through this Computer Based Training. The navigational guides require a single mouse click and are located on the right side of each slide.

Some slides may have additional information that has been timed to appear on the slide. You may want to make sure you have given time for this to occur before proceeding to the next slide.

There is a Content slide with hyperlinks to topics covered in this CBT that may be helpful if a review of a specific topic is desired.

If you experience any problems viewing or navigating this CBT please contact the DCS Help Desk.

Return to the Content Page

Proceed to the next slide

Return to the previous slide

EXIT

EXIT

Exit the CBT.


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CONTENTS

  • Overview

  • TNKids Financials Foster Home Not Approved Message

  • TNKids Financials Foster Home Not Approved – Overlapping Dates Message

  • FHACP Information Screen

  • FHACP Welcome Screen

  • FHACP Home List Screen

  • FHACP Foster Home Page

  • FHACP Foster Home IV-E Critical Dates

  • FHACP Expedited Placements Critical Dates

  • FHACP - What to Do if Critical Dates are Correct

  • Getting Help

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OVERVIEW

TNKids Financials is the application used by private vendors that house and care for DCS custody clients to submit invoices for payment. In the invoice process, there is a new validation that will be made against Title IV-E approval data in the FHACP (Foster Home Application and Child Placement) application. If an error is encountered, foster home approval data must be altered in the FHACP application.

Recording Foster Home data in the Foster Home Application and Child Placement application is necessary to meet Federal requirements for Foster Home approval.

Only homes that have completed the full home study process, fingerprinting and completion of PATH training are eligible for approval. These dates and the approval date must be present in the FHACP application. Every year subsequent to the initial year, the FHACP user must enter re-evaluation information to include the re-evaluation date in order for the home to remain approved.

The TNKids Financials user may try their transaction again after the changes are made in the FHACP application. The changes are not immediately available and it may take as long as overnight before the transaction can be made.

If the dates are correct, a Regional Administrator override may be made in special circumstances for a portion of the payment period or for the full payment period. The vendor would contact their Regional Administrator or Terry Bracey at (615) 532-1101 for further assistance.

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TNKids Financials Foster Home Not Approved Message

If, when attempting to invoice, the system displays the Warning message shown below, it means that the dates entered fall into a time period that is wholly unapproved in the FHACP application. You may either make appropriate changes in the FHACP application, or if no changes are necessary, you may still invoice for the unapproved dates. The invoice will be routed to the Regional Administrator for approval. If you click on the FHACP Approval Dates link, the approval dates will be displayed.

Providers MAY NOT invoice for a “mixed” date range. That is, any series of dates submitted on an invoice must be all “approved” or all “unapproved”.

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TNKids Financials Foster Home Not Approved Message Overlapping Dates

If, when attempting to invoice, the system displays the Warning message shown below, it means that the dates entered fall into a time period that is partially unapproved in the FHACP application. If you click on the FHACP Approval Dates link, the approval dates will be displayed as shown on the next slide.

Providers MAY NOT invoice for a “mixed” date range. That is, any series of dates submitted on an invoice must be all “approved” or all “unapproved”.

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FHACP INFORMATION SCREEN Overlapping Dates

By clicking “FHACP Approval Dates”, the system will display the “FHACP Information” screen with approval date ranges for Primary and Secondary foster parents associated with the child/placement being authorized. If these dates need to be changed/updated, go to the FHACP application and make the changes. If the dates are correct and the invoice cannot be submitted, contact the Regional Administrator or Terry Bracey at (615) 532-1101 for further assistance.

Once changes are made in the FHACP application, the TNKids Financial user may try submitting the invoice again. The changes are not immediately available and it may take as long as overnight before the transaction can be made.

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WELCOME SCREEN Overlapping Dates

After logging in to the FHACP application you will see this Welcome screen. The links on the left allow you to access Foster Home information and Reports. Clicking the Foster Homes link opens the Home List screen.

Welcome JOSEPH R JOHNSON

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HOME LIST SCREEN Overlapping Dates

The Home List contains a list of all DCS Foster Homes and NON-DCS Foster Homes that have been entered into the FHACP web application. The status of a home is listed in the Home List.

The “Status” column will indicate if the home is “OPEN” or “CLOSED”.

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HOME LIST SCREEN Overlapping Dates

To view the details of an existing foster home within the FHACP web application, click the Detail link next to the foster home you want to view. The Foster Home page for that home will open.

Foster Homes in the home list are in alphabetical order. Use the scroll bar located within the home list frame to scroll up or down to find the home.

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FOSTER HOME PAGE Overlapping Dates

The Foster Home page distinguishes between a Foster Home and an Expedited Placement Home in order to meet Federal requirements for IV-E funding. Each home type has critical dates and information that are required for approval according to Federal regulations. In order to be approved, the home must be designated as a Foster Home on this screen. Otherwise, the Critical Dates needed for approval CANNOT be populated.

You must select the type of home you are entering or updating in the application by clicking the radio button located to the left of the home type. Once the home type is established it remains the same until it is changed.

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FOSTER HOME IV-E CRITICAL DATES Overlapping Dates

In order to be eligible for IV-E funding, critical date information must be collected and reported for each foster home. The FHACP application provides a means to capture the required IV-E funding date ranges for eligible homes.

A home cannot be approved as a Foster Home until the Fingerprinting Results Cleared date, Path Completed date, and Approved date have been entered in the FHACP application. After the initial Approved date has been entered, the Approved date should not be changed unless the home is closed and opened again. Subsequent dates are entered as Re-Evaluation dates. See the next paragraph. The Closed date must not contain a value that makes all or a part of the payment period unapproved.

A home cannot continue to be approved after the initial approval unless a re-evaluation is done on an annual basis.  A re-evaluation will only continue the approval period if done within 365 days of the original approval date or the previous re-evaluation date.  If the re-evaluation date is greater than 365 days from the original approval date or the previous re-evaluation date then there will be a gap between approval periods.  During the gap the foster parent will NOT be IV-E eligible and cannot be paid with IV-E funds.  When entering the re-evaluation date, make sure the original approval date, the original fingerprint date and the original path date are entered before saving the new re-evaluation data.

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FOSTER HOME IV-E CRITICAL DATES Overlapping Dates

There are several changes to the Critical Dates tab data requirements. They are detailed here:

The Close Date cannot be less than or equal to the Approval Date.

The Close Date cannot be less than or equal to the Re-Evaluation Date if there is one.

Once the Approval Date, Fingerprint Date, and Path Date are ALL THREE entered and saved, they cannot be changed. These dates should not change over the life of the Foster Home unless the home is closed and then, after a year has passed, opened again. In this case, the date fields will be unlocked so that the new set of dates may be entered.

Initially, the dates present on the Critical Dates tab will be used to create the current approval periods for each vendor. It is imperative that the most recent dates be entered on the Critical Dates tab and must remain there to make sure the vendor is approved for payment. As re-evaluations take place, the most recent re-evaluation date must remain on the Critical Dates tab.

There will be more information included in the IV-E History section of the Critical Dates tab. The Primary Caretaker Social Security Number, Secondary Caretaker Social Security Number, Fingerprint Date, and Path Date will now be displayed there. If needed, an administrator can unlock this information for editing or deletion.

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FOSTER HOME IV-E CRITICAL DATES Overlapping Dates

Click on the Critical Dates tab of the foster home record.

On this tab, you are able to view all the critical dates for the home.

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FOSTER HOME IV-E CRITICAL DATES Overlapping Dates

The Foster Home Approval Date History table appears at the bottom of the critical dates screen.

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FOSTER HOME IV-E CRITICAL DATES Overlapping Dates

A home cannot be approved as a Foster Home until the Fingerprinting Results Cleared date, Path Completed date, and Approved date have been entered in the FHACP application. After the initial Approved date has been entered, the Approved date should not be changed unless the home is closed and then, after one year, opened again. The Closed date must not contain a value that makes all or a part of the payment period unapproved.

The system will not save an approved date until the other required dates (Initial Inquiry, Local Criminal Records Check, Follow-up to Inquiry, Application, Fingerprinting Results Cleared, and Path Completed) have been entered into the application and saved. Once the Approval Date, Fingerprint Date, and Path Date are ALL THREE entered and saved, they cannot be changed.

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FOSTER HOME IV-E CRITICAL DATES Overlapping Dates

REMEMBER

A home cannot continue to be approved after the initial approval unless a re-evaluation is done on an annual basis.  A re-evaluation will only continue the approval period if done within 365 days of the original approval date or the previous re-evaluation date.  If the re-evaluation date is greater than 365 days from the original approval date or the previous re-evaluation date then there will be a gap between approval periods.  During the gap the foster parent will NOT be IV-E eligible and cannot be paid with IV-E funds.  When entering the re-evaluation date, make sure the original approval date, the original fingerprint date and the original path date are entered before saving the new re-evaluation data. Once the Approval Date, Fingerprint Date, and Path Date are ALL THREE entered and saved, they cannot be changed.

EXIT


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FOSTER HOME IV-E CRITICAL DATES Overlapping Dates

The date fields in the FHACP application have been arranged to closely follow the work timeline; however, the critical dates can be entered in any order.

It is important to Save each time data is entered or edited in the application to prevent loss of data. Once the Approval Date, Fingerprint Date, and Path Date are ALL THREE entered and saved, they cannot be changed.

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FOSTER HOME IV-E CRITICAL DATES Overlapping Dates

Critical date information can be updated directly on this page and saved in the home’s record.

Important Note: Following the entry of an approval or re-evaluation date, the TNKids Financials user may try their transaction again. The changes are not immediately available and it may take as long as overnight before the transaction can be made.

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EXPEDITED PLACEMENTS CRITICAL DATES Overlapping Dates

As you can see from the screen shot below, an Expedited Placement entry in FHACP has different Critical Dates than for a Foster Home. These dates do not meet Federal requirements for approval.

If a home is designated as an Expedited Placement home in FHACP, the home will have to be changed to a Foster Home and the Critical Dates necessary for Federal approval will have to be entered prior to payments being allowed.

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EXPEDITED PLACEMENTS CRITICAL DATES Overlapping Dates

If an Expedited Placement Home decides to become a DCS Foster Home, it must complete fingerprinting, PATH training, and all other approval requirements as outlined in Policy 16.4 within sixty (60) days of the initial placement. If these requirements are met, you must change the home’s record to a foster home record.

However, you will not have to re-enter the home in the FHACP application.

To switch the home to a DCS Foster Home, open the home’s detail from the Home Listing and click the radio button “Foster Home”. The expedited home information will convert to that of the foster home.

Enter the PATH Completed date, Fingerprint date, and DCS Foster Home Approval date.

Remember to Save!!!

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SUMMARY Overlapping Dates

  • In TNKids Financials, when the “Foster Home Not Approved” message appears when submitting an invoice, check the FHACP Approval dates. If the dates need to be changed/updated, go to the FHACP application and make the changes. If the dates are correct, contact the Regional Administrator.

  • In the FHACP application, each home must be classified as a Foster Home or Expedited Placement home by selecting the appropriate radio button. In order to receive payments, the home must be classified as a Foster Home.

  • The Critical Dates tab for the Foster Home must contain current accurate date information in order for the home to be eligible for payments. Updates may be made directly on this tab. Changes must be saved.

  • Once the change is made, TNKids Financials users may try their transaction again. The changes are not immediately available and it may take as long as overnight before the transaction can be made.

EXIT


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WHAT TO DO IF CRITICAL DATES ARE CORRECT Overlapping Dates

  • Contact the Regional Administrator to obtain more information or request an override.

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HOW TO GET HELP Overlapping Dates

If you need help with the FHACP application, the links at the top of the welcome page are an excellent reference guide. There you will find application instructions, definitions of terms used in the application, policy, and procedure information as well as, FHACP contacts.

Welcome JOSEPH R JOHNSON

EXIT


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