Longevity Payment Questions – 6-20-18
Below are questions provided around the Longevity Payment to Foster Care and Direct Care staff. Below
each question is a response. Additional questions can be directed to Michael C. Jones, Senior Deputy
Director – Clinical and Child Services (Michael.C.Jones2@illinois.gov)
1. Question - If we already have retention programs in place that are similar, can we use this bonus
to fund those programs rather than create a new bonus?
Answer – No, providers cannot use this longevity payment to fund other provider programs.
2. Question - Can we hold off on giving this out as an "incentive" to get Medicaid billing in for the
end of FY 18? We are struggling with this.
Answer – No, this is to be administered upon receiving fund from the Department.
3. Question - Do Crisis Prevention Specialists and Therapeutic Recreation staff count as direct care
staff?
Answer - No, the Longevity Payment is intended for staff designated as residential/group home
direct care, that are in staffing ratio workers. The direct child care worker staff are those staff
that maintain staffing levels necessary to ensure the safety and welfare of youth. These staff
are counted in the staff to client unit staffing ratio.
4. Question - If someone was employed for the six months but was on FMLA for one month, are
they ineligible?
Answer – Anyone employed for six months on June 30th is eligible, so this person is eligible
5. Question - If Foster Care case managers are eligible, are TLP case managers?
Answer - Yes TLP case managers are also eligible
6. Question - And, to echo others' questions/comments- it is hard to keep case managers in
Residential and therapists too. Why aren't they considered to be eligible?
Answer - The department’s focus for this Longevity Payment were direct care workers. While
we do acknowledge the hard work that other staff may do, at this point in time we had to make
the difficult decision include some staff and not others.
7. Question - Would providers have the flexibility to do a half & half payment...$500 now, $500
2nd 6 months of employment...staff could get their $1000 all at one but then leave a month
later...
Answer - Longevity Payment to be administered in one payment for those who are eligible
8. Question - Are we able to deem a direct care staff person ineligible if they’ve had disciplinary
issues over this time frame?
Answer – Revised answer as of 6-13-18. It is up to the Agency’s determination if they do not
chose to submit a staff’s name for the longevity payment based on had disciplinary issues.
9. Question - Is the department willing to offer this incentive on a year-over-year basis so we can
use it as a recruiting and retention tool?
Answer - Revised answer as of 6-13-18. Longevity Payments will also be available in FY19. If is
up to the Agency if they chose to use this as a recruiting and retention tool. At this point in time
it will be offered in FY19, but cannot say at this time if it will be offered in future years.
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10. Question - Is this the department’s way of testing our claim that every $1,000 in additional
salary reduces turnover by a certain percentage? I can’t remember the amount off-hand. If so,
are they aware that a bonus (which may or may not come in the future) is very different from a
salary increase in terms of how it affects workers?
Answer – No this is not any kind of test of any providers claim.
11. Question - We have 7 Residential Shift Supervisors who work significant amounts of hours
providing direct care service with youth either due to filling an actual shift vacancy, or in
assisting cottage staff. Eligible?
Answer - No – direct are workers who are part of the staffing ratio. While we do recognize that
Agencies may use other staff to cover shifts, this payment is focused on staff whose primary
responsibility/job is a staff that provides direct supervision and coverage on the milieu.
12. Question - We have 3 Therapeutic Recreation workers who provide direct service to
children. Eligible?
Answer – Therapeutic Recreation staff are not eligible. Although they may on occasion provide
direct service to youth, these staff would not be eligible.
13. Question - The Addendum instructions say to submit the CFS 1042 and an invoice. Does the
invoice need to be itemized or a simple sum total, with notations?
Answer - Itemized by workers name and date of employment. Since the 1042 E requires the
details.
14. Question - I assume payments will come via Comptroller as a voucher? Any idea on timing of
payments once all documents are submitted?
Answer – Correct in that payments will come from the Comptroller generally in the same
manner in which you currently receive payments. Providers need to submit for payment by July
31st. MCJ / the Department has to have processed for payment by 8/15.
15. Question - We have a couple of workers that came to us from another POS so technically they
have been a case worker for the time period just not at the same agency. Would they be
eligible?
Answer - No – The Case Manager has to be employed with the same agency. The payment is
intended to create longevity with an agency with the intent of reducing turnover in an agency
and rewarding an employee in staying with an agency.
16. Question - Is this a one-time thing? How do we put a positive spin on this for the direct care
staff who started within the last 6 months who won't be earning this if it is a one-time thing?
Answer – No, this is not a one-time thing, the Department will pay the Longevity Payments in
FY19 as well, and we have the addendum in the FY19 contracts.
17. Question - Can the $1000 be reduced or will DCFS add to the amount to cover employer tax
(FCIA, SS), Worker’s Comp, pension costs, etc.? These are costs that agency pays for every
payroll dollar given out so the bonus could be included.
Answer – Revised answer as of 6-13-18. For each staff eligible the Department will pay $1000.
The Department will reimburse the agency’s required FICA payment.
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18. Question - Does it have to be a separate check?
Answer – No, that is up to the Provider.
19. Question – Do you know if it pertains to Intact contracts?
Answer – Revised answer as of 6-13-18. Yes, this will apply to Intact Family contracts. Case
Managers that carry intact family cases are eligible.
20. Question – We are in receipt of the amendments for our PCD and our residential contract. Just
want to confirm that we will also receive amendments for our PCC and intact contracts?
Answer – If an agency has multiple foster care contracts they will receive amendment for their
main contract and they should bill all foster care staff from those contract to the one they
received the amendment. The residential direct care staff are billed to the residential contract
amendment.
21. Question – It sounds like Foster Care supervisors are not eligible even though they may have
been case carrying at some point when down staffed correct? We have a few staff who have
dual roles as well, so for example our licensing worker also carries cases when the need arises
and our Team lead carries cases as well, so both have done so consistently, but have other
duties as well. I understand whether the staff member is full time or part time is not of issue,
but do 100% of their duties have to be case carrying?
Answer – Correct, Foster Care Supervisors are not eligible. This does not apply to the Licensing
worker who may also carry cases. If the “Team Lead” is a case manager then this does apply.
This applies to staff that are designated as case managers.
22. Question – From the Director's letter it appears that other staff (childcare workers and TLP/ILO
case managers) will also be eligible for this payment. Can I anticipate a similar contract
amendment for my TLP and ILO program?
Answer – ILO and TLP Case Managers are eligible as well as direct care TLP staff.
23. Question – Will this longevity payment be taxable to our staff members?
Answer – Yes it will.
24. Question – Do you anticipate that this will be true for next year’s contracts as well?
Answer – Revised answer as of 6-13-18. Yes, the Department will provide the longevity
payments in the FY19 Contracts.
25. Question – can you clarify the amount per each staff? I saw on our foster care contract
amendment that it is $1,000 per worker who has been employed for longer than 6 months. Is
this true for the residential direct care staff as well?
Answer – Yes, the residential direct care staff must be employed for at least 6 months as of June
30th.
26. Question – Do you know if a similar amendment is being issued for the TLP contracts for the
Transition Facilitator workers?
Answer – Revised answer as of 6-13-18. This longevity payment is for case managers. The case
manager is the person that is assigned cases as the legal case manager...
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27. Question – Does this apply to part-time childcare workers who maybe work 2 days per week but
do this consistently for a full year? Do we as an agency have to eat the payroll taxes, etc and
give the workers the full $1,000?
Answer – Revised answer as of 6-13-18. Yes as long as they meet the 6 month requirement and
are employed the last day of the FY. Taxes – up to the agency how this is handled. The agency
is able to determine based on the part time status of the staff, to prorate the longevity payment.
28. Question – How do we handle a small agency whose workers have varying duties?
Answer – This applies to staff that are designated as case managers and are assigned cases.
29. Question – On the DCFS Billing Summary form what should we use for the Caseworker ID #? Is
that the caseworker SACWIS #? Also on the Begin Service Date & End Service Date should we
put 01/01/18-06/30/18? We also weren’t sure if the INTACT contract was included in the foster
care contracts.
Answer – Revised answer as of 6-13-18. When a caseworker is licensed, the worker is assigned
an ID that is the ID to be entered on the form. The begin date can be the actual date a worker
started employment as a case manager so it can be prior to 1/1/18. The worker has to be on
board on 6/30/18 to be eligible for payment. So yes, the end date in FY18 is 6/30/2018. Staff
that carry intact family cases are included in this payment.
30. Question – can you clarify the amount per each staff? I saw on our foster care contract
amendment that it is $1,000 per worker who has been employed for longer than 6 months. Is
this true for the residential direct care staff as well?
31. Answer – Yes, the same is true for the residential direct care staff as foster care case-carrying
workers.
Question – If I have questions regarding staff that provide direct services to youth (child Care
Staff and Case Managers), who do I direct that to? Since our major pay cut Case Management
services has several back-ups and assists with staff wearing multiple hats to assist our only
acting Case Manager in her role as Clinical Specialist.
32. Answer – Please send to Michael C. Jones and I will get answers for you. This Longevity Payment
is for staff designated as case managers. This does not apply to staff that may be in other roles
but also carry cases.
33. Question – does this include licensing staff too? And supervisors? Or just caseworkers?
Answer – Just case managers. Licensing staff and supervisors are not eligible.
34. Question – In the Foster Care program, would Case Aides be included in these payments? They
provide direct service to the foster children by supervising visits with the biological parents and
providing the children’s transportation to and from the visits, court, etc. The other question is
regarding Child Care Supervisors in the residential programs. They were not specifically listed in
the letter or addendum, however they also provide direct care to the clients in those programs.
Answer – Case Aids are not eligible, only case managers. Child Care Supervisors in the
residential programs are not eligible.
35. Question – Can you please confirm if the following are eligible? Case Managers - Foster Care
only? Direct service providers - Residential, Group Home and TLP? My understanding from the
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letters is that they are only eligible if they have been employed the entire 6 months Jan1-June
30th. This does not include Residential and TLP Case Managers correct?
Answer – Yes, this applies to Foster Care Case Mangers only as they are case carrying. Nonfoster care case managers are not eligible. For Residential, Group Home and TLP’s this applies
to the staff that directly supervise the youth on a daily basis. It is meant to apply to direct care
staff. This does not apply to Residential Case Managers. As of June 30, 2018, eligible staff must
have been employed at least 6 months.
36. Question – In the letter from the acting Director the people who will qualify for the bonus are
identified as private agency childcare workers and case workers. On the addendum, only
childcare workers are listed as the people who qualify.
Answer – Yes, this applies to case managers. If you are, say, a residential provider that may
have a case manager, this does not apply to them as they are not the legal case manager of
record.
37. Question – I received a Residential and Foster Care, but did not receive a TLP contract
addendum. Will I receive a TLP addendum?
Answer – The Department will only make one payment under this Addendum even if an agency
has more than one contract for childcare institution, group home, transitional living or
independent living program. The TLP eligible direct care staff should be billed to the residential
contract. Foster care staff are billed to the foster care contract.
38. Question – I am requesting clarification regarding the directives on bill submission for the
longevity and incentive payment. Specifically the invoice, are we supposed to prepare an
invoice for the expenses our agency will incur for disbursing these payments to our employees
such as employee taxes? If so, is there a DCFS form number for this invoice or do we draw up
our own?
Answer – Revised answer as of 6-13-18. No, there is no need to prepare an invoice back to DCFS
for the expenses your agency will incur for disbursing these payments. The Agency required
FICA payment will be added to the 1042 E submitted.
39. Question – Is it ok to ask for an informal commitment if they accept the bonus (ex. stay xx
months longer)?
Answer – No it is not ok to ask for informal commitments.
40. Question – If staff start on 1/1/18 but didn’t get cases in their name until 2/1/18 after
Foundation training are they eligible?
Answer – This staff is eligible as we are looking at the employment date.
41. Question – If licensing staff are carrying cases due to a shortage of staff, do they have to have
carried cases all 6 months? And does it need to be a full caseload?
Answer – Licensing staff are not eligible even if they carry cases.
42. Question – Occasionally supervisors carry cases, will they be eligible? Does it need to be 6
months? Does it need to be a full caseload?
Answer – Supervisors are not eligible, only case managers.
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43. Question – Some of our staff carry both Intact and FC on a blended caseload, is there a
minimum number of foster care cases to carry to qualify?
Answer – Revised answer as of 6-13-18. There is no minimum number of cases to carry to
qualify. If a case manager carries a blended caseload (FC and Intact) they are eligible.
44. Question – We are fronting this money and want to be sure the staff are eligible – what will be
your verification process if any?
Answer – Once approved, the plan is for you to receive notification of approval. I would not
recommend fronting staff the money, but that is up to the agency. You might front money for
someone that is not eligible.
45. Question – Wouldn’t supervisors on the milieu, be considered direct care? They interact with
the kids, do restraints and much more.
Answer – Although Supervisors interact with youth, do restraints and sometimes fill in on the
milieu they are not eligible. They are classified as Supervisors and only temporarily fill in on the
milieu when a direct care staff is temporarily absent. Staff designated as a direct child care
worker is eligible as their primary responsibility is to maintain staffing levels necessary to ensure
the safety and welfare of youth.
Follow-up Questions from the call on 6-13-18 that were asked.
46. Question – Will the Department consider including foster care case management staff that have
a blended case load of intact cases as well as permanency cases?
Answer – Yes, staff that carry blended cases of intact and permanency will be included. We are
adding Intact Case managers to the eligibility. These eligible staff should be included on the
foster care billing submitted. If an agency only has an Intact Family contract, then they bill
against that contract. If the agency has a foster care contract and an intact family contract,
include those intact staff along with all other eligible foster care case managers. The eligibility
will now include all case management staff – Intact, Permanency Foster Care, TLP and ILO.
47. Question – For part time staff will the Department consider prorating or allowing the agency to
prorate their payment?
Answer – Yes, the agency can prorate the Longevity Payment for part time staff. Just submit
how much you want to pay that staff.
48. Question – If an eligible staff member has had discipline within the last 6 months, depending on
the kind of discipline, not pay the longevity payment.
Answer – Yes. If the agency does not want to provide the longevity payment to a person due to
disciplinary reason, then they should not submit the name for payment. This is an agency
determination.
49. Question – Questions were raised about federal taxes, state taxes, and FICA. Providers say that
they are required to 7.5% FICA. Will the Department reimburse them for what the agency is
required to pay.
Answer – Yes, the Department will reimburse for what the agency is required to pay for FICA.
This is the agency’s required portion of FICA.
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