CILA Start-Up Funding Guidelines

Base Start-Up Funding

When a CILA residence is being developed, one-time initial costs are incurred as the home is being prepared.  Such costs can include the purchase of the person's bedroom furniture, shared living room and kitchen furniture, utensils and appliances, home hookups or security deposits on rental units.  Base Start-Up Funding can also be used for general staff training prior to an individual's enrollment in the program.  For all new CILA capacity, a one-time Base Start-Up Funding stipend of $2,500 per person will be awarded.  Base Start-Up Funding is not provided in cases where the individual CILA rate is being "redetermined" using the Rate Model.

Non-Base Start-Up Funding

Community agencies may request additional Start-Up Funding for the special conditions associated with an individual's need not covered by Base Start-Up Funding.  All Non-Base Start-Up Funding requests must be received in writing and be pre-approved by the Department.  All Non-Base Start-Up Funding reimbursement is subject to the availability of Department funds.  "Family Home" CILAs are not eligible for Non-Base Start-Up Funding. 

Note: Community agencies should not incur any expenses under the assumption that they will receive Non-Base Start-Up reimbursement without first receiving prior written approval from the Department.

1. Site Modification

   Providers may request additional Start-Up Funding for the special conditions associated with structural modification for wheelchair accessibility or other modifications directly related to the need of an individual. Other related needs may include the additional start-up costs associated with providing supports to persons who are blind, deaf, or both.  All Non-Base Start-Up Funding requests will be reviewed by the Department and are subject to funding limits and the availability of resources.

   Note:  The Department will limit all Non-Base Start-Up Funding requests for site modification to existing structures to a total of $15,000 per CILA home and to $7,500 for new construction homes.

   1. New Construction

      Non-Base Start-Up Funding for the site modification will be limited to reimbursement for items that are atypical in non-CILA homes, subject to the conditions within these Guidelines.  Such atypical items include sprinkler systems, special adaptive equipment, and such structural modification items as listed in #4 below, except "Accessibility Modifications," which are not reimbursed.  When applicable, reimbursement for new construction will be based on a cost difference between the price of "typical" versus "atypical" items; e.g., special bathtub versus regular bathtub cost.

   2. Rental Property

      Non-Base Start-Up Funding reimbursement for permanent site modification expenses in rental property will be limited to $5,000 per CILA home with the total amount of reimbursement for permanent and non-permanent modification funding being capped at $15,000.  Additional permanent structural renovations or accessibility modifications over the $5,000 to rental property will not be reimbursed.

   3. Special Adaptive Equipment/Assistive Technology

      When special adaptive equipment or assistive technology for a specific individual is required, the funding request for its purchase should be forwarded to the llinois Department of Public Aid.  If special adaptive equipment or assistive technology is required and will be used by more than one person in the home, the request should be forwarded to the Department of Human Services as an addendum to the CILA rate request.  Reimbursement requests for Special Adaptive Equipment/Assistive Technology expenses are subject to pre-approval by the Department and Non-Base Start-Up Funding limits.

      Tub Lifts/Hoyer Lifts:  Reimbursable expense, subject to pre-approval by the Department and subject to Non-Base Start-Up Funding limits.

   4. Structural Modifications

      Two independent estimates are required to the start of construction.  Upon completion of construction, the community agency must submit copies of bills to the Department.  (See Documentation Requirements)

      1. Ramps - Reimbursed with correct documentation, subject to Department review and prior approval.  Reimbursement is also subject to the Non-Base Start-Up limit.
      2. Hydraulic Lifts - When a space restriction exists and when city code prohibits the construction of a ramp, such expenses are reimbursed with correct documentation, subject to the Non-Base Start-Up limit.
      3. Fire Sprinkler System - For a CILA of four or more persons in size, or when the residents of a home do not meet the "prompt evacuation" requirement, such expenses are reimbursed with correct documentation, subject to the Non-Base Start-Up limit.
      4. Hardwired Fire Detection Systems - Expenses for the electrical wiring of such systems are reimbursable with correct documentation, subject to the Non-Base Start-Up limit.
      5. Electronic Key Pad Systems (Fire/Police/Ambulance) - Expenses for the installation of electronic key pad communications systems and the fees for monitoring are not reimbursable.
      6. Accessibility Modification - Structural modifications to a CILA home for wheelchair accessibility are reimbursable with certain restrictions (Also see Site Modification - Rental Property)

         Expenses for the widening of doorways and hallways, or to make bathrooms or kitchens accessible are reimbursable, subject to Department review and pre-approval and the Non-Base Start-Up limits.

   5. Structural Renovations and Accessibility Modification Expenses NOT reimbursed

      Department staff will review all Non-Base Start-Up Funding requests for structural renovation and accessibility modifications.  Non reimbursable expenses for structural renovations and site  modifications include, but are not limited to, expenses for:

      • New flooring
      • Roof repair or replacement
      • Heating and air conditioning
      • General plumbing and electrical repair
      • Room additions
      • Decking
      • Addition or renovation of garages
      • Widening of driveways and sidewalks
      • Installation or replacement of windows
      • Satellite television reception systems
      • General appearance remodeling or updating not related to accessibility
      • Other general structural repair not related to accessibility

2. Staff Training for Specific Individual Medical/Behavioral Needs

   Staff training required to meet the medical and/or behavioral needs of a specific individual are reimbursable.  Such expenses may include the cost of on-site training with nursing staff who have set up self-medication programs.  Expenses incurred for the on-site training of staff to implement a specific individual's behavior, physical, occupational, and/or speech program, in cases where the individual is present and a part of the training, are reimbursable.  Such staff training should be tied directly to an individual's service plan.

   • Maximum reimbursement - A maximum of 30 hours of Non-Base Start-Up Funding per person will be approved for nursing or other therapy professionals to set up individual programs, develop programs appropriate to the domain, train staff and monitor the program.

3. Transitional Staffing

   Community agency expenses incurred in providing extra transitional staff for individuals of extremely high need are reimbursable.  Agencies must include documentation of the need (such as severity and frequency of behaviors) and a behavioral or other relevant program plan with their request for transitional staffing.  Program plans must describe the agency's plan to phase out the transitional staffing.

   Maximum Reimbursement - Reimbursement for Non-Base Start-Up Funding for transitional staffing will be limited to a maximum of eight hours per day, for 30 days, at the prevailing Model wage rate plus fringe benefits.  An additional 30 days of reimbursement may be requested, but such requests must be reviewed on an individual-by-individual basis and can only be approved by the Associate Director, the Assistant Associate Director, or the Chief of the Bureau of Community Reimbursement.

   24-Hour to Intermittent Support Transitional Staffing - The Department will make special consideration for reimbursement of transitional staff expenses incurred by community agencies who transition persons from 24-Hour Supports to Intermittent Supports.  Also, special transitional staffing consideration will be given for new CILA residents who would generally receive 24-Hour Supports, but are provided with Intermittent services if the outcome is expected to be that the person can live with Intermittent Supports.

   The Department will consider agency proposals for "24-Hour to Intermittent Support Transitional Staffing" on a case-by-case basis.  CILA agencies who wish to pursue this option should contact their Network Facilitator 

4. Other Expenses Not Covered

   Non-Base Start-Up Funding is not available to cover expenses associated with:

   • Day program transition
   • Transportation-related expenses
   • Medicaid reimbursable expenses (medical/adaptive equipment, supplies including medical dispensers, wheelchairs, communication boards, special diet supplements
   • General staff training expenses not specific to an individual's needs.  General staff training in addition to the three days per year, per FTE built into the Base rate are not eligible for Non-Base Start-Up Funding.  Community agencies should contact their Network Facilitator to arrange for such training. 
   • Items covered by the Base Start-Up.

Documentation Requirements

Requests for Non-Base Start-Up Funding reimbursement must be accompanied by proper documentation. The Department will review all requests.

1. Contractor Bids and Estimates

   Community agencies should submit two bids for Non-Base Start-Up Funding expenses.  Both bids must be specific in their estimate of costs and descriptions of the work to be done.  Prior approval from the Department should be obtained before work is begun or items are purchased.

   Only expense requests that have received prior approval from the Department will be reimbursed.

2. Reimbursement Procedure

   Upon approval of Non-Base Start-Up Funding expenses by the Department, one-half of the pre-approved expenditure will be released for payment.  Within 60 days of the completion of the work, or following the purchase of the pre-approved item or service, community agencies must submit copies of remittance for materials and/or services to the Department to receive the remainder of due reimbursement.  Upon receipt of such remittance, the Department will release the remainder of the preapproved Non-Base Start-Up expenditure.