AGENCY: Department of Health and Human Services. Division of Child and Family Services. Sandy Office and Salt Lake Valley Region Administration
SERIES: 20718
TITLE: Holladay office adoption and guardianship subsidy payment records
DATES: 1985-2009.
ARRANGEMENT: Chronological thereunder alphabetical by client surname
DESCRIPTION: These are subsidy payments to adopting and guardianship families and are used to track eligibility and provide an audit trail. State subsidies may be one time, time-limited, or long-term, depending on the circumstances of the family and the child's needs. Medical, dental, psychological, and long term maintenance subsidies continue until age 18, or until age 21 if the state has determined that the child has a mental or physical handicap which warrants continuing assistance. All state subsidy agreements are reviewed annually for continued eligibility (Utah Administrative Code R537-43.2 (1993).Guardianship subsidy records contain subsidy agreements with foster parents who have taken permanent custody and guardianship of non-kin foster youth. A subsidy is provided by DCFS, depending on the youth's needs. The agreements are time-limited, and they are renewed every three (3) years. The agreements help to provide an audit record of payments. The guardianship subsidies are reviewed annually for continued eligibility, which is also documented in the record. The record also documents the initial set-up process only for Medicaid, which is opened and handled in an ongoing process by the Department of Workforce Services. The file contains documentation of subsidy approval of the guardianship subsidy by the region's Subsidy Committee. The record may also contain a copy of the court order giving custody and guardianship to the family, a copy of the annual Guardianship Subsidy Recertification Letter (OH64) sent to the family, as well as other documents related to the family's guardianship case. The DCFS guardianship agreements and subsidies continue until the end of the month that the youth turns 18, at which point the case is closed. The guardianship program started in 1999. Adoption subsidy program started in 1985.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Adoption subsidy records, GRS-2480
AUTHORIZED: 02/25/2010
FORMAT MANAGEMENT
Paper: Retain in Office until case is closed and then transfer to State Records Center. Retain in State Records Center for 10 years and then destroy.
APPRAISAL
Administrative
This disposition is based on the administrative needs expressed by the agency for the purpose of conducting audits.
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Controlled. UCA 63G-2-304 (2008)