Oregon Department of Human Services, Child Welfare Programs

Rule Rule 413-310-0490
Financial Accounting


Financial accountings are required on all cases where a client was in a paid placement. This is required even if no money was received into the child’s Trust Account from any source during placement with the Department. All paid placement cases are referred to DCS, (except for Good Cause), and DCS will pursue collection of support on the Department’s behalf.

(1)

Priority for Completing Financial Accounting:

(a)

Requests from Central Office:

(A)

Challenged tax withholdings (within 3 workdays);

(B)

Potential Lawsuits and/or DCS Requests (within 10 workdays);

(C)

Other (within 15 work days).

(b)

Transfer of Cases from One Branch to Another (within 30 days);

(c)

Current Closures (within 90 days);

(d)

Prior Closures:

(A)

Closures since 3-1-82 (all);

(B)

Closures prior to 3-1-82 (accounts with cash balance only).

(e)

Current Active.

(2)

Restriction on Cost-of-Care Computations. When preparing a financial accounting for a child who was placed in Hillcrest, MacLaren, or the camps, the cost of care will not be considered for time prior to April 1, 1982, unless there was a court order requiring support at time the child was placed in Hillcrest, MacLaren, or a camp.

(3)

Distribution of Financial Accountings:

(a)

Retain one copy in the branch preparing the financial accounting;

(b)

Forward original to the Central Trust Unit;

(c)

Forward one copy to the branch or training school to which the case is transferred.

(4)

Financial Records Retention, Pre-adoption or Adoption Status:

(a)

For children in foster adoption or pre-adoption status or whose adoption has been finalized, it is necessary to retain all financial records until the financial accounting has been completed.

(b)

When the adoption is finalized, all financial documents must be removed from the record and held in a separate file in the branch. This file is to be retained for seven (7) years after the Trust Account reaches zero (0).
Source

Last accessed
Jun. 8, 2021