Legacy Adoption Assistance Program

After the court has granted the adoption, you may be reimbursed up to $2000 for adoption-related costs. You may not claim reimbursement for any expense paid from other sources, programs, or funds. Allowable out-of-pocket expenses are listed below:

• Agency adoption fees (including health and psychological expenses, if not covered by your health insurance)
• Agency fees for supervision of the adoptive placement
• Transportation (include mileage and dates of travel)
• Food, lodging and other related items for the child and/or adoptive parents when required to complete the adoptive placement or the legal adoption process
• Court costs
• Attorney fees
• Replacement birth certificate fees.

After the court has granted the adoption, please send the following:

• A short letter listing the above expenses for which you are claiming reimbursement
• Copies of all itemized bills (not all fees are reimbursable through this program) plus receipts of payment or canceled checks for any of the above expenses for which you are claiming reimbursement
• A copy of the Adoption Decree.

Please note that you have to submit your NRAE reimbursement request within 21 months of your child's adoption decree date.

Your expenses and receipts will be reviewed. You may expect payment of authorized expenses about eight to twelve weeks after your request is received.

You may be eligible for reimbursement for the costs of child care during your hours of employment, education, or training.

Child care reimbursement is available for your child age 12 and younger if your application has been pre-approved and adheres to program requirements. A child age 13 or 14 may be eligible for child care reimbursement; if your child needs child care and is 13 or 14, you will need to request a continuation of child care reimbursement. Child care reimbursement will only occur upon approval; retroactive payments are not available prior to the approval date.

Child care reimbursement is not available after your child's 15th birthday.

• You first apply for child care funding through the county in which you reside. The "Child Care Assistance Form" must be completed by the county where you live and returned to the Adoption Assistance Program.
• If you move to a different county, you must re-apply for child care funding through that county.
• If determined eligible for child care through the county but are assessed a co-payment, the Adoption Assistance Program will reimburse you for the amount of the co-payment.
• If you are not eligible for the child care fund, and you meet Adoption Assistance Program requirements, the Adoption Assistance Program will reimburse you for the cost of child care.
• If you are on a waiting list for the child care fund, you must follow county guidelines and inform the Adoption Assistance Program when you receive child care services through the county. The Adoption Assistance Program may reimburse your child care costs until you are off the waiting list.
• If you seek reimbursement for child care through the Adoption Assistance Program the department requires that you complete and return the form titled "Family Child Care Needs Assessment."
• Once all documentation is received you will receive an approval notification within 30 days of DCYF receiving the completed documentation.

You may be eligible for reimbursement respite care through the adoption assistance program.

Respite care reimbursement is available for your child if your application has been pre-approved and adheres to program requirements. Respite care reimbursement will only occur upon approval; retroactive payments are not available prior to the approval date.

• You first apply through the county in which you reside for respite care and any other available resources.
• Your county of residence must submit, in writing the following:
• A statement that the family was informed of resources available to them to meet their child's needs.
• The age-appropriate daily foster care/difficulty of care per diem in the family's county of residence.
  • A statement that the family was informed of resources available to them to meet their child's needs.
  • The age-appropriate daily foster care/difficulty of care per diem in the family's county of residence.
• If you move to a different county, you must re-apply for respite care funding through that county.
• If you are not eligible for the respite care fund, and you meet Adoption Assistance Program requirements, the Adoption Assistance Program will reimburse you for the cost of respite care up to 504 hours or 21 days of care.
• Once all documentation is received you will receive an approval notification within 30 days of DCYF receiving the completed documentation.

You may be eligible for the reimbursement of your child's attendance at an accredited camp for special needs. You must receive written pre-approval from the Adoption Assistance Program prior to submitting a request for reimbursement. The Adoption Assistance Program can provide reimbursement for up to 14 days of an accredited camp for special needs camp per fiscal year. (www.acacamps.org)

The camp must be accredited as a special needs camp in order to be eligible for reimbursement and you must submit the following: (a separate request for each child is required)

• Name of child
• Name of adoptive parent(s)
• Address, phone number, and e-mail address (if available) of adoptive parent(s)
• Name of the camp along with a brochure from the camp identifying it as an accredited camp
• Dates the child will be attending the camp
• Cost of the camp

The request must be submitted in a timely manner to allow for processing. Notification will be provided approximately 30 days after it is received. If a request is denied, a notice will be sent. If the request is approved, an approval letter will be sent along with a camp reimbursement form, and instructions for reimbursement.

The Adoption Assistance Program may reimburse costs incurred for home modification. Home modification is limited to modifications to meet a child's special needs upon which eligibility for adoption assistance was approved. Reimbursement is limited to once every five years, per child. Home modifications include, but are not limited to, the following:

• Wheelchair ramps
• Handrail and grab bars
• Accessible shower
• Elevated bathtubs and toilets
• Widened doorways
• Shatterproof windows
• Blinking lights and tactile alarms as alternate warning systems
• Lowered kitchen work surfaces
• Modified cabinets and sinks that provide wheelchair space
• Handles and hoses for showerheads
• Door hinge replacements
• Lifting devices
• Special communication devices that enable caregivers not immediately present to monitor and respond to a child
• Air conditioning required due to a child's medical condition
• Special covers, such as Plexiglas, for appliances, windows, fireplaces and radiators required to protect a child
• Door opening devices
• Fence

You must obtain prior authorization from the Adoption Assistance Program. The following documentation is required before prior authorization can be granted:

• A letter from you with the following information:
• Name of child for whom property modification is requested
• Name of adoptive parent(s)
• Adoptive parents' address, phone number and email address
• Description of the property modification
• A short description about your child's special needs, and why the modification is necessary
• A letter from a medical professional stating how the property modification will meet your child's special needs
• A denial letter from the social service agency in your county stating that you have been denied services for the home modification, and the reason for the denial
• Two detailed bids for the property modification.

The Adoption Assistance Program will not grant prior authorization, and property modification reimbursement will be denied, without the above information.

You may be eligible for the reimbursement of costs incurred for vehicle modification. Vehicle modification is limited to modifications to meet a child's special needs upon which eligibility for a permanency benefit was approved. Reimbursement is limited to once every five years per family. Vehicle modifications include, but are not limited to, the following:

• Door widening
• Lifting devices
• Wheelchair securing devices
• Adapted seats
• Handrails and grab bars
• Door handle replacements
• Air conditioning required due to a child's medical condition.

You must obtain prior authorization from the DCYF Permanency Support staff. The following documentation is required before prior authorization can be granted:

• A letter from you with the following information:
• Name of child for whom vehicle modification is requested
• Name of adoptive parent(s)
• Adoptive parents' address, phone number and email address
• Description of the vehicle modification
• A short description about your child's special needs, and why the vehicle modification is necessary.
• A letter from a medical professional stating how the vehicle modification will meet your child's special needs
• A denial letter from the social service agency in your county stating that you have been denied services for the vehicle modification, and the reason for the denial.
• Two detailed bids for the vehicle modification.

Your child's Adoption Assistance Agreement terminates on his/her 18th birthday, unless your agreement has been amended. DCYF Permanency Support staff will mail an extension package four months prior to the agreement termination date.

DCYF Permanency Support Unit must receive your child's completed extension request, along with required supporting documentation, 60 calendar days prior to the end of your agreement. You must sign the extension amendment and return it to the adoption unit at least 10 business days before the end of the current Adoption Assistance Agreement. The extension amendment is not valid unless you and DCYF Permanency Support staff sign the amendment prior to:

• Your child reaching age 18, or
• The last extension termination date

If you have not received a copy of the extension amendment signed by DCYF Adoptions staff before the agreement ends, you must contact the DCYF Permanency Support Unit.

If your child is eligible for Supplemental Security Income (SSI), or a Social Security payment based on a birth or adoptive parent's status, the child may receive benefits from SSI, RSDI and the Adoption Assistance Program. The family is responsible to report the amount of adoption assistance payments to the Social Security Administration. The Social Security Administration will decide what effect, if any, the adoption assistance payment will have on the SSI or RSDI.

You must cooperate with the Medical Assistance program rules and procedures in the state where your child currently resides. Your insurance provider may require prior authorization for medical services. Coverage of medical services is limited by Medical Assistance in your child's state of residence. Items covered by Medical Assistance may vary from state to state. For further information, call your Medical Assistance worker in your county of residence for questions regarding medical payments.

Within 30 days of the event, you are responsible to report to DCYF Permanency Support Unit of any changes according to your Adoption Assistance Agreement. For example, if your child is living outside of your home, you or your child has a new address or a name change. Review your Adoption Assistance Agreement for all required notification of changes.

All reimbursement requests, excluding Non-Recurring Adoption, must be postmarked no later than the 5th of each month for reimbursement. If the 5th of the month is a holiday, the postmark must be no later than the 4th of the month. For example, if your reimbursement envelope is postmarked by Jan. 5, the payment will be issued with the February check. If your reimbursement form is postmarked between Jan. 6 , and Feb. 5 , the payment will be issued with the March check.

Minnesota's fiscal year ends on June 30th every year. You must submit statements for expenses incurred between July 1 and June 30 to DCYF Adoptions Unit within 60 days after the end of the fiscal year for reimbursement. Please submit all expenses dated July 1 through June 30 by Aug. 29 to the DCYF Adoptions Unit. Requests postmarked after this date cannot be reimbursed.