Ky.gov
Effective: 9/2/2026

G3.14 Random Moment Time Study for In Home Service Provision and Title IV-E Administrative Costs

Legal Authority

Introduction

​​​​​​Under Title IV-E, a state may request reimbursement of administrative costs on behalf of children receiving services in their own home when those services are provided to prevent removal from the home. The Department for Community Based Services (DCBS) estimates its administrative costs associated with these children using a random moment time study (RMTS). 

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Practice Guidance

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  • It is imperative that an RMTS is completed with accuracy by all field staff, for the agency to continue receiving these Title IV-E funds. Using the RMTS instructions, a worker may code their time under the “EA” category when working with a family where the child is at risk of removal from the home under Section 472 (i)(2) of the Social Security Act. The case may be in either the investigative or ongoing function, as long as the child is documented as a candidate for foster care using one of the documentation methods described below.
  • ​Federal financial participation for administrative costs listed at 45 CFR l356.60(c) may be claimed regardless of whether the child is placed in foster care and becomes a recipient of Title IV-E foster care benefits. However, reimbursement is limited to those individuals the state reasonably views as candidates for foster care maintenance payments consistent with section 472(i)(2) of the Social Security Act.
  • The three (3) acceptable methods of documentation indicating that a child is a candidate for foster care benefits are:
    • A defined case plan that clearly indicates that absent effective preventive services, foster care is the planned arrangement for the child;
    • An eligibility determination form which has been completed to establish the child's eligibility under Title IV-E, or
    • Evidence of court proceedings concerning the removal of the child from the home, in the form of a petition to the court, a court order, or a transcript of the court's proceedings.
  • Should the state determine that the child is no longer a candidate for foster care at any point before the removal of the child from his home, subsequent activities will not be allowable for reimbursement of costs under Title IV-E.

Procedure

​The SSW:

  1. ​Ensures the in-home case plan is written to identify and provide services designed to prevent removal of the child(ren) and that, absent preventive services, placement in foster care is the planned arrangement for the child, pursuant to (472)(i)(2) of the Social Security Act IV-E Candidate Claiming; and 
  2. Completes RMTS requests accurately and promptly, following the RMTS instructions. 

Documents

Revisions