XIV. Glossary

Assessment: Process used by the Provider to determine a customer's strengths and weaknesses in regard to readiness to engage in self-sufficiency activities, including employment.
Billable Placement: A job in unsubsidized employment in which the customer has been retained and which meets all of the qualifications for administrative payment as specified in Exhibit B in the Contract with the Department.
CCR&R: Child Care Resource and Referral agency.
Customers Served: Customers with whom the Provider has had at least one personal contact in the provision of contractual services.
CSA: Community Service Agreement - The contract between the Department and the Provider.
CSA Tracking System: This system maintains published contracts. The Administrative Site is used by the DHS staff. The Provider Site is used by the approved Provider to access their contract(s) and update facility and contact information.
Countable Activities: The type of activities in which the customer must participate to acquire the federally required participation hours. The activities are detailed in each program/activity type.
DCFS: Illinois Department of Children and Family Services. DCFS is the state agency with primary responsibility for the welfare and safety of children.
Deeming: Customers who work in return for their welfare benefits (Work Experience and Community Service) are subject to the Fair Labor Standards Act (FLSA). Participants in a single-parent unit may not be assigned more hours than the results of dividing their TANF Benefits and SNAP benefits by the higher of the state or federal minimum wage. When the calculation results in less than 20 hours, the 20 hours will be deemed when the customer completes the required number as determined by the calculation. FCRC staff is responsible for determining when deeming is applicable. That decision is based upon information submitted to DHS by the Provider.
DFCS: Division of Family and Community Services - DFCS is a Division of the Department of Human Services, its programs and FCRCs provide services to our customers.
DHS: Illinois Department of Human Services - DHS is the single state agency with primary responsibility for most of the state-administered human services programs.
Deliverables: The contracted outcomes found in Exhibit B to the Contract on which the payment to the Provider is based.
Deobligation: Deobligation is a decrease in the total estimated dollar amount of the contract.
Direct Costs: Direct costs are expenses identified in the approved program budget. They are costs that are directly related to the administration of the program on a dollar for dollar basis. Direct costs may include but are not limited to:
- salaries and fringe benefits paid to staff that devote the majority of their time to provide services directly to customers or directly assist in the administration of the program. Examples of this type of staff are Program Directors, Case Manager, Job Placement personnel and accountants/bookkeepers; and
- expenses incurred solely for the program such as rent, utilities, telephone service, sub-Providers, office equipment and supplies and travel expenses.
Downstate: "Downstate" is a term applied to all areas of the state of Illinois, excluding Cook County.
DUNS: Data Universal Numbering System - A unique nine-digit identification number provided by Dun & Bradstreet for each physical location of a Provider's organization. Assignment of a DUNS Number is mandatory for all organizations required to register with the Federal government for contracts or grants.
Employment and Training Liaison (E & T Liaison): The E&T liaison is the Division of Family and Community Services' FCRC staff person who is responsible for matching customers to the appropriate contractual program, managing referrals to Providers, conducting Staffings, and collaborating with the Division's regional Employment & Training staff on Provider/customer related issues.
Excused Absences: An excused absence day is a day the customer is scheduled to participate in an unpaid activity but does not meet the requirement. (See Section IV. B for details.)
Family Community Resource Center (FCRC): Family Community Resource Center is a Division of Family and Community Services' office, located in various communities and counties, designed to provide public benefits and social services at the community level. The sites were formerly called "Local Offices."
Holidays: Absences due to recognized holidays. (See Section IV. A for details.)
Illinois Link: The Illinois Link is a system that provides the opportunity for customers to access their public assistance benefits electronically. The Link card is similar to a bank debit card and requires entry of a secret PIN to access benefits through Point of Sales (POS) terminals generally found at neighborhood food stores and supermarkets.
Indirect Costs: Indirect Costs are expenses incurred by the Provider agency in the course of doing business. Indirect costs may include but are not limited to:
- a percentage of salaries and fringe benefits paid to staff that provide services indirectly to customers or assist in the administration of the program. These individuals do not devote the majority of their time to the program. Examples of this type of staff are Executive Directors, Comptrollers, Human Resources Directors and receptionists.
- expenses incurred in the course of doing business in which a portion can be attributed to the administration of the program such as banking costs, insurance, rent and utilities.
Job Placement: A 'billable placement" is a job in unsubsidized employment, pays at least minimum wages, and the client meets retention of 30, 60, 90 or 120 days. (See your contract for more specific information and details.)
Job Readiness: Job Readiness is a program that provides customers the opportunity to gain knowledge, develop skills, and modify behaviors, etc. that will get them ready for employment.
OCA: Office of Contract Administration - This DHS Bureau is responsible for reviewing and maintaining all DHS obligated contracts, amendments, modifications and renewals.
Outreach: All efforts made by the Work and Training Provider to engage customers and get them to fully cooperate in all required program activities. Efforts include counseling, reviewing requirements, telephone contacts, home visits, mailed notices, etc.
Participation Hours: The number of hours per week, as defined in the federal Personal Responsibility and Work Opportunity Act, a TANF customer is required to complete as a condition of eligibility for benefits.
Provider Manager - DHS: The Employment and Training Resource Development Services staff person who manages the Providers' contractual Agreements in collaboration with the Division of Family and Community Services' regional and FCRC staff.
Reconciliation: The process used to resolve issues involving non-cooperation by a TANF customer who fails to fully comply with their assigned work and training activities.
Referring Family Community Resource Center: The referring FCRC, formerly known as "Local Office", is the site designated by the Department to refer customers to the Provider for services.
Repeat Referral: When a customer is assigned to a Provider that they were previously assigned to, it is a repeat referral. There must be a break in participation of at least 30 days. During the first 30 days, the customer received outreach services from the Provider.
Responsibility and Service Plan (RSP): Responsibility and Service Plan is a plan that identifies goals and steps within a timeframe to support the customer's efforts to reach and maintain maximum independence.
Retention: Unsubsidized employment retained for the period(s) of time as specified in the contractual agreement.
Sanction: Action taken to reduce a customer's benefits when the customer fails and/or refuses to complete the assigned activities and required number of hours, as assigned by the FCRC caseworker and/or work and training Provider.
Staffing: The meeting between the Provider and Department staff to discuss the progress of individuals assigned to the Provider for services.
Subsidized Employment: Subsidized Employment is work with earnings provided by an employer who receives a subsidy for the creation and maintenance of the employment position.
Work Verification System (WVS): The Work Verification System is a web-based application that allows for processing of case actions, the reporting and tracking and counting of work and training activities; and the capture, conversion and storing of required forms and documentations. Only contracted Providers will use the WVS.