Service-Funded Activities (SFA)
0900-521.10 | Revision Date: 9/11/2024

Overview

This policy guide provides information on Service-Funded Activities (SFA), including procedures for requesting SFA funding for drug/alcohol testing, client transportation, orthodontia treatment and other general SFA activities.

Table of Contents

Version Summary

This policy guide was updated from the 07/01/2014 version, to incorporate how to request SFA funding for orthodontia treatment.

POLICY

Service-Funded Activities (SFA)

Service-Funded Activities (SFA) are available to children and their families through the provision of child welfare services, including Emergency Response (ER) services, Family Maintenance (FM) services, Family Reunification (FR) services, and Permanent Placement (PP) services. SFA services may include:

All other public and private sources of funding must be exhausted before using SFA funds.  SFA funds can be used only when there is no other resource available. SFA funding eligibility is determined by the Special Payments unit. 

For guidance on requesting SFA Transportation funding, refer to the Requesting Public Transportation for Clients: Eligibility and Ordering/TAP Cards/EZ Pass TAP Cards/ Tokens/Coupons: Eligibility and Ordering policy guide.

If drug and alcohol testing is not available through the DCFS Drug and Alcohol Testing Program, SFA funds may be used.

PROCEDURE

SFA Funds for General SFA Services

Case-Carrying CSW Responsibilities

  1. Complete the DCFS 5540 (form tutorial video), Special Payment Authorization Request.
  2. Submit the DCFS 5540 to the SCSW for approval.
  3. Upon receipt of the approved DCFS 5540, submit it to the Special Payments section via email at: SpecialPaymentRequests@dcfs.lacounty.gov.
    1. Include the invoice or estimate (as appropriate).
  4. File the DCFS 5540 in the Services Eligibility Folder.

SCSW Responsibilities

  1. Review the DCFS 5540.
    1. If approved, sign the DCFS 5540.
      1. All requests up to $499.99 require ARA approval.
      2. All requests at $500.00 or more require both ARA and RA approval.
    2. If denied, or if the DCFS 5540 is incomplete, return it to the CSW for corrective action.

ARA Responsibilities

  1. Review the DCFS 5540.
    1. If approved, sign the DCFS 5540 and return it to the SCSW.
      1. If the request is $500.00 or more, forward to RA for approval.
    2. If denied, or if the DCFS 5540 is incomplete, return it to the SCSW for corrective action.

RA Responsibilities

  1. Review the DCFS 5540.
    1. If approved, signed the DCFS 5540 and return it to the SCSW.
    2. If denied, or if the DCFS 5540 is incomplete, return it to the SCSW for corrective action.

SFA Funds for Orthodontia Treatment

If the child/youth/nonminor dependent (NMD) does not qualify for Specialized Care Incentive Assistance Program (SCIAP) funding through the Orthodontia Program, but there is a Juvenile Court order for DCFS to pay for the treatment, SFA funds can be pursued. The minute order must contain the following language: “DCFS to explore possible funding for the child/youth/NMD’s orthodontia treatment.” 

Case-Carrying CSW Responsibilities

  1. Once advised by the Orthodontia Services Coordinator to pursue SFA funds because the child/youth/NMD does not qualify for SCIAP funding and there is a minute order for orthodontia services, complete the DCFS 5540 and gather the following documents from the orthodontist:
    • W-9 Form
    • An orthodontia evaluation letter from the orthodontist to include:
      • Name and license number of the orthodontist
      • Child/youth/NMD’s diagnosis
      • Child/youth/NMD’s treatment plan, what is included in the treatment plan, duration of the treatment, and total cost for the treatment with a breakdown of the initial payment and monthly payments.
    • Denti-Cal denial letter or Handicapping Labio-Lingual Deviation (HLD) Index scoring sheet (if available – score must be below 26)
  2. Submit the DCFS 5540 and other documents to SCSW for review and approval.
  3. Upon receipt of the approved documents, submit to the Special Payments unit via email at: SpecialPaymentRequests@dcfs.lacounty.gov.
    • If any document is returned for corrective action, take the necessary corrective measures and resubmit for approval.

SCSW Responsibilities

  1. Review the DCFS 5540 and other required documentation.
    1. If approved, sign the DCFS 5540.
      1.  All requests up to $499.99 require ARA approval.
      2. All requests at $500.00 or more require both ARA and RA approval.
    2. If denied, or if the DCFS 5540 is incomplete, return it to the CSW for corrective action.

ARA Responsibilities

  1. Review the DCFS 5540 and other required documentation.
    1. If approved, sign the DCFS 5540 and return it to the SCSW.
      1. If the request is $500.00 or more, forward to RA for approval.
    2. If denied, or if the DCFS 5540 is incomplete, return it to the SCSW for corrective action.

RA Responsibilities

  1. Review the DCFS 5540 and other required documentation.
    1. If approved, sign the DCFS 5540 and return it to the SCSW.
    2. If denied, or if the DCFS 5540 is incomplete, return it to the SCSW for corrective action.

SFA Funds for Drug/Alcohol Testing

SFA funds are used for Drug and Alcohol Testing in one rare circumstance. If the contracted DCFS vendor is unable to locate an out-of-county drug and alcohol testing site willing to do business with them, but the CSW is able to find a testing site within the client’s location that will test them, independent of the contracted DCFS vendor, then SFA funds may be used by submitting a special payment request. Please see DCFS Countywide Drug and Alcohol Testing Program for further information on how to refer clients for drug and/or alcohol testing.

Case-Carrying CSW Responsibilities

If alerted by the vendor that they are unable to locate an out of county testing site:

  1. Locate an appropriate testing site in the client’s area for them to test and obtain necessary documentation for the SFA request. It is recommended to contact the child welfare agency in the client’s respective county for assistance in locating a testing site.
    • It is important to confirm the located site will perform an observed test (a collector or observer will accompany the client into the restroom and is required to observe the urine go directly from the body to the testing cup).
    • It is important to confirm the located site will test for the same panel of drugs that DCFS tests for. The complete list of drugs on the full panel can be located here.
  2. Once an appropriate testing site is located, ask the location to provide their W-9 information and an invoice for how much each test will cost.
  3. Determine the number of drug and/or alcohol tests required based on the court order.
  4. Complete all sections of the Manual DCFS Drug and Alcohol Testing
    • The referral shall include a termination date not to exceed six (6) months.
  5. Complete the DCFS 5540 form.
    • The DCFS Drug and Alcohol Testing Program Manager is available to consult on the completion of the forms prior to submission to ARA and/or RA for approval of the DCFS 5540.
  6. Create a memo explaining and justifying the expense; including the reasons why the drug and alcohol testing could not be processed using the DCFS contracted vendor’s process.
  7. Submit the DCFS 5540 and other required documents to SCSW for review and approval.
  8. Upon receipt of the approved documents, submit to the Special Payments unit via email at: SpecialPaymentRequests@dcfs.lacounty.gov.
  9. Upon confirmation of Special Payment funding approval, follow up with the contracted vendor to confirm testing arrangements, including the day(s) the client will test.
  10. Once testing arrangements have been confirmed by the vendor, send the client to the collection site to test.

SCSW Responsibilities

  1. Review the DCFS 5540 and court order for testing.
    1. If approved, sign the DCFS 5540.
      1. All requests up to $499.99 require ARA approval.
      2. All requests at $500.00 or more require both ARA and RA approval.
    2. If denied, or if the DCFS 5540 is incomplete, return it to the CSW for corrective action.

ARA Responsibilities

  1. Review the DCFS 5540 and court order for testing.
    1. If approved, sign the DCFS 5540 and return it to the SCSW.
      1. If the request is $500.00 or more, forward to RA for approval.
    2. If denied, or if the DCFS 5540 is incomplete, return it to the SCSW for corrective action.

RA Responsibilities

  1. Review the DCFS 5540 and court order for testing.
    1. If approved, signed the DCFS 5540 and return it to the SCSW.
    2. If denied, or if the DCFS 5540 is incomplete, return it to the SCSW for corrective action.

SFA Funds for Client Transportation

CSW Responsibilities

  1. Complete a duplicate copy of the DCFS 63, Transit Fare Request and Receipt.
    1. Indicate which transportation fares are being requested.
    2. Indicate on the DCFS 63 whether request for the transportation fare is:
      1. For a court ordered/case plan activity
      2. For a non-court ordered/case plan activity
      3. Part of a Child and Family Teams (CFT) Child Safety Action Plan (when a case plan has not yet been developed and there is no court order)
    3. If there is a court order (minute order) directing DCFS to provide a bus pass/TAP Card/EZ Pass TAP Card/token/coupon to the client, a copy of the court order (minute order), attach it to the DCFS 63.
      1. If there is not a court order (minute order), attach a copy of the portions of the current case plan dealing with the case plan service objectives, client responsibilities, and agency responsibilities.
      2. If there is not case plan yet, attach a copy of the CFT Child Safety Action plan indicating that SFA transportation is needed.
  2. Indicate on the DCFS 63 that the client has stated that they are not already receiving DPSS funded transportation services.
    • When it is known that the DPSS services being provided include transportation services, advise the client that DCFS is not permitted to duplicate transportation services, and refer the client back to DPSS.
    • If needed, assist the client in obtaining DPSS funded transportation services so they can meet their case plan requirements in a timely fashion.
    • Document in the CWS/CMS Contact Notebook.
  3. Indicate on the DCFS 63 the age and date of birth of each child for whom SFA Transportation funds are being requested. 
  4. Submit the DCFS 63 to the SCSW for approval.
  5. Upon receipt of the approved DCFS 63, submit it, along with the required supporting documentation to the Transportation Clerk.
  6. Upon receipt of the bus pass/TAP Cards/EZ Pass TAP Cards/tokens/coupons, sign the DCFS 62, Transit Fare Control Log, acknowledging receipt of the bus pass/TAP Cards/EZ Pass TAP Cards/tokens/coupons.
  7. Upon delivery of the bus pass/TAP Cards/EZ Pass TAP Cards/tokens/coupons to the client, obtain the client’s signature on the DCFS 63 acknowledging receipt.
    • Bus pass/TAP Cards/EZ Pass TAP Cards/tokens/coupons should never be mailed to the client. All forms of SFA transportation must be delivered in person.
  8. Within two (2) business days from the date the bus pass/TAP Cards/EZ Pass TAP Cards/tokens/coupons were issued to the client, forward the original DCFS 63 with the client’s signature to the Transportation Clerk and file a copy of the signed DCFS 63 in the Case File Additional Services (red) folder.

SCSW Responsibilities

  1. Review the DCFS 63 and attachment(s) to ensure the most cost effective form of SFA Transportation is being requested.
    1. If approved, sign the DCFS 63.
    2. If denied or if the DCFS 63 is incomplete, return it to the CSW for corrective action.
APPROVALS

ARA Approval

  • DCFS 5540

RA Approval

  • DCFS 5540

SCSW Approval

  • DCFS 63
  • DCFS 5540
HELPFUL LINKS

Forms

LA Kids

DCFS 63, Transit Fare Request and Receipt

DCFS 5540 (form tutorial video), Special Payment Authorization Request

Manual Drug Testing Referral 

Hard Copy

DCFS 66-1, Emergency Aid Requisition (EAR)

REFERENCED POLICY GUIDES

0600-506.15, Orthodontia Program
0600-508.00, Foster Youth Substance Abuse Treatment Protocol and Program
0900-520.10, Requesting Public Transportation for Clients: Eligibility and Ordering/TAP Cards/EZ Pass TAP Cards/ Tokens/Coupons: Eligibility and Ordering
1200-500.30, DCFS Countywide Alcohol and Drug Testing Program

STATUTES AND OTHER MANDATES

Welfare and Institutions Code (WIC) Section 16501 – Defines “child welfare services,” as including a continuum of services, including emergency response services, and permanent placement services. It also lists what services are included under this definition, including: case management, counseling, emergency shelter care, emergency in-home caretakers, temporary in-home caretakers, respite care, therapeutic day services, teaching and demonstrating homemakers, parenting training, substance abuse testing, and transportation. These service-funded activities (SFA) must be available to children and their families in all phases of the child welfare program according to the child’s case plan and departmental regulations. 

WIC Section 16501(a)(1) – Defines Service Funded Activities (SFA) and their funding source.

WIC Section 16501(a)(2) – States that Service Funded Activities (SFA) must be determined by each county, based on individual child and family needs, as reflected in the service plan.