Section 7

How the Money Flows and What Brokers Need to Know to Keep it That Way

  • Required Paperwork for Support Brokers
  • Overview of Fiscal Assistance, Inc.
  • Fiscal Assistance Representative Payee Program
  • Overview of How the Money Flows in SDS
  • IFP description
  • EER/Voucher description
  • Voucher descriptions
    • Self-Determined Voucher (providers outside of Dane County DD System)
    • Support & Services Agreement/Voucher (Dane County-recognized DD Providers)
    • County-Directed Voucher (for County-Directed SDS participants)
  • Overview of Consumer Accounts, Budgets, and Payments (budget reports, making changes, reducing problems)
  • Voluntary Rate Reduction Procedure
  • Tips & Suggestions
  • Frequently Asked Questions
  • Fiscal Assistance Report Descriptions and Comparisons Section
    • Consumer Year-to-Date Budget Report
    • Comparison of Year-to-Date Budget Report with IFP & EER
    • Instructions for Completing IFPs

Required Paperwork for Support Brokers

All of the forms listed below must be completed for each person for whom you provide Support Broker services. Each form serves a unique purpose and must be submitted in a timely manner in order to ensure the quality and continuity of services for the people who have hired you.

A Support Broker completes these forms in conjunction with the person/guardian and provider.

The IFP needs to be reviewed by the Broker Agency Director and the EER is signed and dated by the Support Broker. When completed send to the appropriate person at Dane County or e-mail to DisabilityUnit@countyofdane.com.

  1. Individual Financial Plan (IFP)

    This form must be completed at least once a year at recert time, as well as any time there is a change (increase or decrease) in the consumer’s overall SDS rate and/or a change in residential or vocational providers.

    • IFPs should be submitted by the 20th of the month before the recert month. Example: If the recert month is January, the IFP should be submitted by December 20th.
    • When a broker first becomes involved with a person, the first IFP should be submitted within first thirty days of hire, in conjunction with a comprehensive support plan.
    • Each IFP must always be accompanied by a comprehensive support plan – see below.

    The IFP is what the county uses to issue funding to Fiscal Assistance (FA). The amount listed under SDS is divided by twelve and sent to FA on a monthly basis. Without the IFP, FA does not receive the funds to pay the vouchers you submit.

    Broker Agencies submit all IFPs electronically to the county. The IFP is reviewed by county staff, corrected if necessary and then approved. Corrections that affect the rate are verified with the Support Broker. The IFP is printed for Fiscal Assistance, signed and sent by courier to Fiscal Assistance. An electronic copy of the IFP is saved at the county in the individual’s electronic folder. It is the responsibility of the Support Broker or Broker Agency to give the “My SDS Budget” reports to consumers and/or their guardians. Copies of the IFP are distributed to the appropriate county personnel and Fiscal Assistance.

  2. Exceptional Expense Request (EER) & Voucher Form

    This request is used for any expense that exceeds the person’s rate. Exceptional expense requests can be for a one-time cost or for on-going support. EERs do not typically extend beyond a six-month time period and they are not a part of a person’s SDS rate. Exceptional Expense Requests are not always approved.

    If the EER is approved at a Friday morning SDS meeting, the form will be completed at that time. For an EER where the dollar amount is known, no other paperwork is required. If the EER is an estimated amount, the Support Broker will have to submit invoice(s) to Fiscal Assistance for payment. Only the Support Broker, County DD Program Manager and DD Accountant need to sign an EER Form.

    If the EER is approved outside of the SDS meetings, the Support Broker should complete the form as soon as the County Manager has approved the expense. The Support Broker signs and sends the form to the assigned County Manager for signature, who in turn give to Mickey Roiland.

    The provider and Support Broker will be sent a copy of the EER, but the Support Broker should also let the provider know what has been approved for payment.

    The county sends the money to Fiscal Assistance to pay for vouchers/bills you submit for the expense based on this form. Without an EER, Fiscal Assistance does not receive funds from the county and the provider does not get paid.

    Basically, the IFP and the EER are the way you tell the county to send the dollars to Fiscal Assistance for the services you have agreed to pay.

These forms need to be completed with each service provider and sent to Fiscal Assistance when completed:

  1. Support & Services Agreement/Voucher

    This form is signed by the person/guardian, the broker, and the service provider. This document initiates payment for providers. Without this form, a provider will not be paid. It is valid for up to twelve months starting on a person’s waiver recert date or IFP renewal date. Example: A Support & Services Agreement voucher that starts on October 1 (waiver recert date) will end on September 30 of the following year. A new Agreement/Voucher needs to be signed each year. Fiscal Assistance has created a new e-mail address to solely receive SDS vouchers. Please send all SDS vouchers to: voucher@fiscalassistance.org.

    IFP/Voucher Combination Excel Spreadsheet Workbook

    This Excel workbook can be used by the broker to generate all of the forms detailed above. The “combo” can be saved and used for the next update by simply changing the dates. Any questions with using the combo spreadsheet can be answered at Fiscal Assistance. The IFP/Voucher combo can be found at: www.fiscalassistance.org/forms/SDSforms.html.

These forms must be completed on a monthly basis, and may be reviewed during an annual audit:

  1. 610s

    These are monthly log sheets that the broker uses to record his or her contacts with people. 610s are required in order to bill for broker/case management hours, and must be submitted to Dane County Human Services by the 10th of each month – see 610 Instruction Sheet for Brokers in Section 5. Hours reported on a 610 must agree with the number of hours recorded on case notes.

    The 610s are used to calculate how much of your time is spent on each individual you provide brokerage service to. Based on the number of units you report, the county “bills” funding sources for your services.

  2. Case notes

    A support broker needs to maintain written documentation of each contact s/he has with the people for whom s/he provides support broker services. This documentation must correlate with the contacts recorded on 610 forms. All of the essential components must be included – see “Case Noting” in Section 5. Case notes do not need to be submitted to the county, unless requested during an annual audit.

    Your case notes are the required documentation for the county to receive federal and state dollars for your services. If there are no notes, the county can be denied the claim for your time.

These documents must be submitted on an annual basis:

  1. Comprehensive support plan

    Each year, support brokers are required to assist people in developing and/or updating their support plans. The formats of each plan vary. Some examples include a PATH, an Essential Lifestyles Plan, a narrative, or a plan based on the template in the Support Broker Resource Manual.

    A comprehensive support plan must be completed in order to ensure that each person:

    1. is living a life that s/he enjoys,
    2. is moving toward the goals that s/he has set,
    3. is having his or her safety issues addressed with regard to how s/he wants to live, and
    4. is meeting the requirements necessary to access funding.

    A comprehensive support plan should reflect the services being purchased on the IFP.

    After completing a comprehensive support plan, a support broker must submit a copy of the plan along with each IFP as well as each CIP recertification packet. (When submitting an IFP update, a brief paragraph or two can be attached with an explanation of any changes made on the IFP.) The due date is listed in the letter you receive with your recert package. It is due on the 20th of the month before the recert month. For example: if the recert month is April, the due date is March 20th.

  2. Waiver funding paperwork

    If a support broker is hired by a person who is not receiving waiver funding, such as Community Integration Program (CIP), the support broker will receive an initial waiver packet to fill out. (If you need assistance completing this packet, please ask your Agency Director.) The county requires all eligible individuals to apply for waiver funding. For people who qualify for waiver funding, a recertification packet is sent to the support broker every year. This must be completed by the due date, or the person may lose his or her funding.

These documents fulfill requirements of the Medicaid Waiver program.

This must be completed when changes occur in a person’s life:

  1. DD Client Information Change Form

    This form must be completed when a person moves, has a change in service providers, or experiences any other significant change. A support broker who has recently been chosen to provide support broker services for a person will need to submit one of these forms right away. Failure to submit a DD Systems Change Form may inadvertently reduce or eliminate a person’s benefits.[‡]

    These forms are due on the 20th of each month but should be completed throughout the month.

How often should all of these forms be completed?

Form Initially When changes occur Monthly Annually
DD Client Information Change Form X X
Consumer and/or Guardian address, phone change
   
Individual Financial Plan (IFP) X[†] X
SDS rate and/or a provider change
  X
At waiver recert or IFP renewal date
Comprehensive support plan X[†]     X
Exceptional Expense Request (EER)   Only with manager approval    
Waiver paperwork
(CIP-1B,-1A; BIW; etc.)
X[†]     X
At waiver recert
Support & Services Agreement/ Voucher X X
Provider or rate change
  X
At waiver recert
610s and Lapse Report     X
By the 10th of the following month
 
Case notes     X
Must correspond to 610
 

For further information regarding required paperwork, please consult with your Agency Director. If you have further questions contact the SDS Coordinator or for questions on fiscal paperwork feel free to contact Accountant with Dane County or Fiscal Assistance.

Fiscal Assistance, Inc.

Carol RichardsExecutive Director
124 W. Holum Street, DeForest WI 53532

Overview

FA offers several administrative and accounting functions to help people with disabilities live in the community.

  • Administration of Medicaid Waiver funding to support adults with developmental disabilities living within the community.
  • Act as a Representative Payee managing Social Security benefits for individuals who cannot manage on their own.
  • Act as an Employer Agent within Section 3504 of the Internal Revenue Code to provide payroll services to people with disabilities who wish to hire and direct their own support staff.

Our unique approach is ensuring compliance with all applicable rules and regulations related to the funds that we manage for people with disabilities combined with maximizing flexibility within the process. It is our passion to recognize that we are affecting people’s lives and livelihoods so we do our best to tailor our services to the uniqueness that is inherent to each individual.

Mission Statement

The mission of Fiscal Assistance, Inc. is to integrate fiscal tools with community living resources to empower people of all ages across all types of disabilities to reach their potential.

History & Background

Fiscal Assistance, Inc. incorporated as a tax-exempt, non-profit corporation in 2000. Today, Fiscal Assistance provides SDS fiscal management to over 1,200 participants. Along with SDS fiscal management services, we have branched out into other administrative areas. We provide Social Security representative payee services to over 700 people. FA also acts as Employer Agent for individuals that choose to employee staff in their home. We serve as Employer Agent to over 700 consumer-employers.

Areas of Expertise

Our area of expertise is the ability to provide detailed accounting information both on a summary level and the consumer level. It is a challenge to keep up with an ever-changing human service system and to tweak standard accounting software to meet the needs of the people and the system.

Fiscal Assistance Private Rep Payee Program

www.fiscalassistance.org/services/rep_payee_services/

What happens with the consumer’s funds when Fiscal Assistance acts as rep payee?

  • Social Security monthly benefits are directly deposited into an account for FA’s rep payee clients.
  • Monthly bills are mailed directly to Fiscal Assistance. FA sends payments for rep payee bills out weekly. The consumer has peace of mind, knowing that the bills are paid on time.
  • A regular spending allowance is sent out, based on the consumer’s needs and budget.
  • A statement is sent out at the end of each month to the client, showing the amount of the monthly benefit received, which bills were paid, how much was paid, and what the current account balance is.
  • FA completes all reports required by the Social Security Administration to account for how the funds were spent.

Advantages of having Fiscal Assistance as Representative Payee:

  • FA has an established line of communication with the local Social Security office.
  • FA can represent consumers in meetings with utility companies to ensure that they receive all the aid for which they qualify.
  • FA tracks account balances for SSI beneficiaries to ensure that the balance does not exceed the $2,000 limit. FA recommends acceptable personal needs expenses to maintain the consumer’s balance below $2,000.
  • FA provides written contracts, outlining the terms of the Representative Payee relationship and the monthly cost of our services. (Clients are billed a nominal monthly amount, as determined by the Social Security Administration.)
  • FA is audited annually by an independent CPA firm to ensure compliance with generally accepted accounting procedures.
  • FA maintains a $6 million fidelity bond for client protection.
  • FA may be able to assist with tax returns, depending on circumstances.

How the Money Flows in SDS

At the Dane County Department of Human Services offices, the accounting staff of Mickey Roiland and Laurie Lane work closely with the accounting staff of Carol Richards and Whitney Beck of Fiscal Assistance (whose offices are in DeForest) to process Individual Financial Plans (IFPs) and prepare semi-monthly disbursements.

All IFPs are sent to Dane County where many are attached to an individual’s CIP re-certification paperwork. The county logs the IFPs and separates them from any CIP paperwork. CIP plans are reviewed and revised as needed, then forwarded to the state. CIP plans serve as the basis for the state to forward DD funding to Dane County. Dane County, in turn, passes this money on to consumers in the form of their individualized rate.

Mickey Roiland reviews IFPsmuch funding each provider agency receives. After Mickey processes an IFP, copies are delivered to the appropriate parties, including Fiscal Assistance. It is the responsibility of the broker or broker agency to send the “My SDS Budget” to the consumer and/or their guardian. Once at Fiscal Assistance, Carol Richards and Whitney Beck look at the IFPs to make sure that a person’s vouchers do not exceed their approved individualized rate. If the amount of money written on a voucher is the same as or less than the rate on an IFP, Fiscal Assistance pays the amount listed on the voucher to the provider. Fiscal Assistance will not pay any provider unless they have a Support & Services Agreement signed by the consumer/ guardian, broker, and provider. (Exceptions to this would include County-Directed Services vouchers and vouchers for payments made outside the DD system.)

Fiscal Assistance issues disbursements on the 5th and 20th of each month, paying all vouchers they have received by the voucher deadline schedule that is sent to the brokers on an annual basis as well as posted on Fiscal Assistance’s website. While 97-98% of all vendors receive payment on time, the county will be working with brokers, providers, consumers and their families to reduce late payments. Late payments can be the result of figures on the vouchers not matching those on the IFP, vouchers submitted late, and vouchers not correctly signed or written on the improper form. To ensure timely and accurate payment to providers, everyone can do their part by signing vouchers quickly and double-checking to make sure these vouchers correspond with the current IFP.

What Happens to the Individual Financial Plan (IFP) When It Arrives at Fiscal Assistance?

The IFP sets it all in motion. Fiscal Assistance will not process an IFP unless it has been approved by the county.

When a Consumer’s IFP is received, a monthly “invoice” is created for one-twelfth of the annual rate, rounded to the nearest dollar. This invoice is entered into QuickBooks each month until the “end date” shown on the IFP, which corresponds to the recertification date of the Consumer. When funds are received from the county, they are matched to this monthly invoice.

A budget is also set up according to the categories shown on the IFP. (Please note that no entry should be made in a shaded field of the IFP.) Should any categories change from one plan-year to the next, vouchers are checked by Fiscal Assistance to make sure that the expense categories entered into our database agree with those shown on the current IFP.

Exceptional Expense Request (EER) & Voucher

This is the form used to request exceptional funding and cannot be processed by Fiscal Assistance until it has been approved by the county.

This request triggers another “invoice” to be created in QuickBooks for the Consumer covering the exceptional funds. If the exceptional expense request is based on an estimate, then invoice(s) would need to be submitted for payment. It is helpful to note on the voucher that it is for an exceptional expense.

The EER & Voucher form is used whenever there is an expectation that the county will fund expenses above the SDS rate. This form is not to be used to request an increase in the overall SDS rate.

Exceptional Costs would include any costs related to an individual newly entering a support/service that requires up-front costs that will not continue beyond one year. It is assumed that DVR will pay for most work-related costs. Consequently, only costs above the DVR reimbursement rate or cost for individuals denied DVR funding would be entered here.

Additionally, for existing Consumers, one-time costs for extraordinary expenses not included in the original plan would be included on this form (e.g., additional post-hospital support or cost for temporary roommate vacancy). These costs must be separately negotiated with the Assigned County Manager or at a Friday morning meeting.

If you are unsure what category the cost falls under (Start-up, Modifications Equipment, Exceptional Costs, Other) ask the DD Program Manager. Home Modifications include, in addition to building modifications: Personal Emergency Response Systems (if not ongoing), Communication Aids/Interpreter Services and Adaptive Aids (Vehicles or Other).

Please enter the Start and End Date if the payment will bridge more than one month. Otherwise, enter just the Start Date.

Please complete the bottom of the form, Description & Justification.

Important: This form may be submitted without a revised Individual Financial Plan (IFP) as long as it does not affect the calculations on the current IFP. EERs are approved and submitted by the Assigned County Manager at SDS Friday morning meetings.

Signatures for EERs only include the Support Broker and the Assigned County Manager to mark the acceptance of enhancing the service dollars used to support the consumer. Consumer and guardian signatures are not needed because it is generally accepted that they approve of any additional temporary funding increase, and having the EER signed promptly at the Friday Morning meeting expedites the funding request.

Self-Detemined Supports Voucher

Self-Determined Voucher

This is the form that should be used for services provided on a one-time or recurring basis by an individual or company outside of the DD system. Examples of when to submit this voucher would be for payment of cleaning services, carpentry services, respite services, Lifeline, etc. Again, these would be payments made to vendors who do not work directly with Dane County.

If this voucher is used for services provided by a Dane County recognized DD-system agency, it will be returned to the Support Broker unprocessed. No payment can be made to an agency for services based on a request made with this voucher because it is not signed by the Provider.

This voucher does not need to be signed by the Provider, but should be signed by the Participant/Guardian, Broker and Broker Agency Director before sending to Fiscal Assistance.

If the voucher is for an exceptional expense, this should be noted on the voucher.

In order to expedite payment, the voucher may be faxed to Fiscal Assistance, but the original should always be mailed to Fiscal Assistance.

Support and Services Aggreement / Voucher

Support & Services Agreement/Voucher

This is the form that should be used for services provided by a Dane County recognized DD-system agency on a one-time or recurring basis. There are “termination” statements listed on the voucher, in case a decision is made to cancel services with the provider agency. The Participant/Guardian, Broker and Provider must sign it before being submitted to Fiscal Assistance for processing.

Care should be taken to accurately complete the form. Any changes need to be initialed by all parties before submission for payment. If all parties have not initialed changes, the voucher will be returned to the Broker for correction and payment may be delayed.

If the maximum amount that can be paid under this voucher is less than the monthly amount times the number of months, the monthly amount will be adjusted to reflect the lesser total amount. If the maximum amount that can be paid under this voucher is more than the monthly amount times the number of months, no adjustment will be made.

The effective dates of this voucher should run with the Consumer’s recertification date. If the end date is incorrect and extends past the recertification date, the date will be changed so the voucher ends with the recert date. If the end date occurs before the recertification date, the voucher will expire at the earlier date and no adjustment will be made. It is up to the Support Broker to make sure the dates are correct.

County-Directed Voucher for On-Going Services

This is the voucher that should be used for consumers that are county-directed.

Actual vs. Budget

Before Checks Are Printed…

This report is reviewed by Fiscal Assistance twice a month, before disbursements are issued.

The most important item checked is the bottom line. If the Consumer has money on hand at Fiscal Assistance, payments can be made. If Fiscal Assistance has not received an approved EER form, the exceptional expenses will not be paid until the approved EER is received from the county. If the bottom line is negative, an effort is made to determine why there is a negative balance and to see if any particular category is over-budget. If the bottom line is negative due to one category being over-budget, that category’s current payment will be held and all other payments will be processed. No notification is given by Fiscal Assistance when a payment is held up; it is up to the Broker to make sure that the Consumer doesn’t spend more than budgeted. If there is ever any question as to whether or not a voucher has been paid, a call or email to Fiscal Assistance should be initiated.

Consumer Year-to-Date Budget Report

This report is prepared on a quarterly basis and mailed out to the Support Brokers, County Managers, and Guardians. It only contains the major categories. The Consumer Detail by Account Report is mailed along with this report, detailing the sub-category activity and showing the various Providers for whom expense vouchers have been entered.

The Brokers should review this report with their clients and/or Guardians if applicable.

Consumer Detail by Account Report

This report is prepared on a monthly basis and sent to the Support Brokers each month and to the Guardians and County Managers on a quarterly basis. It shows a breakdown of all county funds and expense vouchers received for each Consumer to the sub-category level (e.g., Work/Educ/Day Supports: Supp. Empl.)

The Consumer’s account balance is shown on this report, and if the bottom line is negative, it is possible that some of the expenses have not been paid due to insufficient funds received by Fiscal Assistance or “over-spending” on the part of the consumer. Fiscal Assistance enters all vouchers when received, and they will appear on this report as an expense, but payment may be held up until funding is received from the county. This report should be reviewed by the Broker on a monthly basis and any negative balances examined.

Please note that the year-end report cannot be mailed out until after the audit for the year has been completed. Year-end reports are typically mailed out in early April. January/February reports are also delayed due to the audit and are mailed out at about the same time as the previous year-end reports.

Some Things That Might Hold Up Payment…

  • Voucher submitted with effective dates that don’t match recert year.
  • If all the CIP/recert paperwork is not completed on a timely basis, Fiscal Assistance receives notification from the county to withhold all payments until the county receives the paperwork.
  • If an exceptional expense request has not been approved by the county and forwarded to Fiscal Assistance, payment for any exceptional expense vouchers will be delayed until the approved EER is received.
  • A voucher may have been submitted to Fiscal Assistance for an amount exceeding the budgeted amount, resulting in a negative bottom line.
  • Fiscal Assistance might have received a request from a County Manager to hold up payment for one reason or another.
  • If county funding has not been received by Fiscal Assistance for any reason, no money can be paid out on the Consumer’s behalf. When funding is not received, the Consumer has—to put it very simply—a “negative checking account balance”.

What Happens When Changes Are Made?

Since we are dealing with peoples’ lives, changes are a fact of life.

In an ideal world, vouchers for increased payments would be received by Fiscal Assistance prior to the effective date; however, if payment to an agency needs to be increased and a voucher is received after some lesser payments have been made, Fiscal Assistance will make adjusting entries to make sure that the Provider receives all the monies due retroactively. Should the voucher be decreased, adjusting entries will also be made retroactively if necessary and where possible, making sure that the agency involved has not been overpaid.

When an IFP is increased/decreased, adjustments are made by Fiscal Assistance to allow for the changes in funding and budgets are changed according to the revised IFP.

Fiscal Assistance needs notification from the Support Broker, in writing, if any on-going voucher needs to be canceled or held up for any reason. Unless Fiscal Assistance receives this notification, payments will continue to the Provider. An e-mail is sufficient.

Information that should be included on the notification email:

  1. Client’s name.
  2. Agency (Agencies) affected.
  3. Date of change.
  4. Date payment is to be made through.
  5. Over-payment arrangements, if any:
    1. FA should calculate over-payment and credit next check (strongly preferred); or,
    2. Agency will issue check to FA for over-payment.

Voluntary Rate Reduction Procedures

  1. Broker notifies assigned manager via e-mail that consumer has agreed to permanently decrease rate. Manager forwards e-mail to fiscal staff.
  2. Broker completes a new IFP using the new lower rate. Broker highlights the new lower rate in some way with a Post-It, colored pen or highlighter.
  3. Broker e-mails new IFP to DisabilityUnit@countyofdane.com.
  4. The new rate is entered in SDS database. Copies of new IFP are routed to the appropriate parties.
  5. SDS Coordinator creates a thank-you letter for the assigned manager to sign and mail to the consumer. Guardian and broker receive copies.
  6. If desired, acknowledgment will appear in the next Choices newsletter. If consumer would like further recognition, broker can contact Monica Bear to arrange a feature article.
  7. SDS accountant enters rate reduction on the annualization sheet.

Tips and Suggestions

  • If a Consumer has a Guardian, the Guardian should sign the paperwork and the Consumer’s signature is not required; although they may certainly do so if they wish.
  • If a Consumer is not on the CIP Roster, an April recertification date is used, even if they are in the process of applying for CIP with a different recertification date. Once a Consumer has been accepted on CIP and a recertification date is known, existing paperwork will be adjusted to correspond with the new recert date.
  • Goodwill Co-Employment vouchers must be for the calendar year. All other on-going vouchers should correspond to the Consumer’s recertification date. Consumers who are not on the waiver program and who use Goodwill Co-Employment have a January recert.
  • A suggestion to ease the paperwork headache in instances where a Consumer starts services shortly before his or her recertification date would be to prepare two vouchers at the same time: one for the few months up to the recertification date, and another for the next twelve months, beginning with the recertification date. Both vouchers may be submitted to Fiscal Assistance at the same time.
  • Care should be taken to prepare all documents as accurately as possible. Vouchers submitted with Provider names crossed out and changed rather than preparing new vouchers with the proper name reflects poorly on the SDS program and is not recommended. A properly submitted voucher avoids future problems. If you are unsure how to fill out a particular voucher for any reason, do not hesitate to contact Fiscal Assistance for guidance.
  • It is suggested that the Broker and the Consumer/Guardian sign the voucher before sending it to the Provider for signature. The Provider can then send the fully signed voucher directly to Fiscal Assistance for processing.
  • Sometimes it is difficult, if not impossible, to get the Guardian’s signature on a voucher. Rather than holding up payments until a Guardian’s signature can be obtained, it is recommended getting a County Manager to approve the voucher. All efforts should be made, of course, to obtain the Guardian’s signature.
  • Care Wisconsin submits monthly invoices based on the number of days a Consumer spends there. Vouchers with Care Wisconsin should be written for “an amount not to exceed” each month “as invoiced”. These invoices should be mailed to the Broker and then faxed to Fiscal Assistance by the Broker.
  • Goodwill Co-Employment submits monthly invoices to Fiscal Assistance based on staff wages. Vouchers with Goodwill Co-Employment should be written for “an amount not to exceed” each month “as invoiced”.
  • Please distinguish between Care Wisconsin and Goodwill Supported Employment and Co-Employment on vouchers.
  • If the Broker would like the check sent to him/her rather than mailed directly to the Payee (for those payments outside of the DD system), that should be noted on the voucher.
  • Disbursements are issued twice a month. Voucher deadlines and check dates are posted at www.fiscalassistance.org as well as sent to the Brokers on an annual basis.
  • Fiscal Assistance must have the taxpayer ID for all individuals receiving payment for services. It is suggested that this number be entered on the first voucher submitted for payment to an individual. If Fiscal Assistance does not receive the taxpayer ID within a timely manner, it is possible that payment to that individual could be delayed.
  • If a Consumer does not have sufficient funds on hand, a voucher will not be paid. No notification of non-payment is issued to a Broker; it is the Broker’s responsibility to keep track of how much each Consumer is entitled to spend based on their individual budget. Feel free to call Fiscal Assistance at any time if you have any questions on how much a Consumer has available in their account.
  • Exceptional expenses should generally not be included on the same voucher as on-going expenses. A separate voucher should be prepared for any exceptional expenses. A problem occurs when the exceptional expense expires at a different time than the on-going expense and both items are on the same voucher. If both the exceptional expense and on-going expense are submitted on a single voucher, the entire voucher will expire with the expense item with the earlier end-date and a new voucher will have to be submitted for the remaining expense item.
  • Regarding the IFP/Voucher combo found on FA’s website: regularly check FA’s website for provider updates to keep on top of any provider address or other changes. If you need any help copying/pasting the new sheets into your existing forms, please contact Carol Richards at FA.
  • Related to the above, if you are using the IFP/Voucher Combo form, you don’t have to re-do the form from year to year; rather just update their current form with the new dates and amounts as well as the updated provider and contracted services pages. This would save a lot of data-entry time on the support brokers’ part.

Answers to Some Frequently Asked Questions

What Happens When a Consumer Has a Cost Share?

The county is responsible for the collection of MA Waiver Cost Shares. This does not include MAPP premiums.

Every year, each DD waiver participant’s MA eligibility and cost share information is reviewed by Dane County staff. For individuals whose MA eligibility is not based on Medicaid for SSI, their CARES screens are reviewed in the middle and end of the year again for cost shares.

The county compiles a list of individuals with cost shares at the beginning of the year and the cost shares for those individuals is reviewed monthly for changes. During the year, if county staff find cost shares during their review, those individuals are added to the list and all months a cost share was due will be added.

The list is sent monthly to FA for billing.

  1. If someone has a cost share and FA, Inc. is the representative payee, FA, Inc. will make the cost share payment to Dane County.
  2. If someone has a cost share and FA, Inc. is not the representative payee, FA, Inc. will send a bill to the person or the person’s representative payee who will in turn submit payment to FA, Inc.

FA remits payment to the county for all cost shares collected.

If a broker receives a notice stating that a cost share has begun or is changing, it would be appreciated if they sent an e-mail to Laurie Lane at Dane County who at this time is maintaining the cost share list. It would help prevent someone being billed months of cost share on their first statement from FA.

Fiscal Assistance Report Descriptions and Comparisons