Minimum RecordKeeping Requirements for County Reimbursement and Standardization of Claims

Submissions PURPOSE: The purpose of this rule is to establish minimum record-keeping requirements to document reimbursement claims received from county and city governing bodies under cooperative agreement with the Family Support Division (IV-D) and to standardize claims submissions. (1) County government units which enter into cooperative agreements to provide child support enforcement (IV-D) services under section 454.405, RSMo, and federal regulations and which submit reimbursement claims under those agreements, will maintain records, available for audit, for five (5) years from the date the claims are presented to the Family Support Division for payment. If any litigation, claim, negotiation, audit, or other action involving the records is started before the end of the five- (5-) year period, the county will keep the records until the action is completed and all issues which arise from it are resolved, or until the end of the regular five- (5-) year period, whichever is later. For documentation, the records will include at a minimum: (A) All receipts or vouchers for expenses claimed under operating and overhead (direct and indirect costs); (B) Any employee who is compensated for both IV-D- and non-IV-D-related activities must maintain detailed daily time records supporting personnel costs claimed, including actual time and date, IV-D case name, and case activity. In place of this requirement, a county may request permission from the division to sample personnel time using a method prescribed by the division. If approved by the division, these sampling results may be used to allocate IV-D personnel costs on a quarterly basis; and (C) All records required by this rule must be available and adequate to verify expenditures. When documentation is not adequate, reimbursement may be denied or recovered if already paid. For the purpose of this rule, the term adequate records means that the required documents are legible, and that the information they contain can be readily discerned through reasonably careful examination without resort to extrinsic sources of data or special explanations not contained in the documents. (2) Counties must submit and document claims in a manner prescribed by, and on forms provided by, the division. AUTHORITY: sections 454.400 and 660.017, RSMo 2016.* This rule originally filed as 13 CSR 30-3.020 and 13 CSR 40-3.020. Original rule filed Oct. 18, 1988, effective Jan. 13, 1989. Moved to 13 CSR 40-3.020 and amended: Filed Nov. 26, 2008, effective June 30, 2009. Moved to 13 CSR 40-108.020 and amended: Filed Aug. 8, 2018, effective March 30, 2019. *Original authority: 454.400, RSMo 1982, amended 1985, 1986, 1990, 1993, 1995, 1997, 2014 and 660.017, RSMo 1993, amended 1995.