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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-size:10.5pt"><o:p> </o:p></span></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-left:1.0in;text-indent:-1.0in"><span style="font-size:12.0pt">To:
</span><span style="font-size:12.0pt">Business Managers, Transportation Directors, and Foster Care Contacts<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">From: Sarah Drinkwater, Ph.D., Assistant Superintendent of Student Services</span><span style="font-size:12.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">Subject: Invoice Process: Foster Student School of Origin Transportation Reimbursement
<o:p></o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><b><span style="font-size:12.0pt"><o:p> </o:p></span></b></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt">In accordance with the Every Student Succeeds Act (ESSA), students in foster care are required to remain in their school district/school of origin, even when a student’s foster home
placement changes; this continues for the duration of the student’s placement in foster care. It is only with a Best Interest Finding, made by the Juvenile Court, that foster students will transition from the school district /school of origin to the school
district where the foster home is located. In order to implement this mandate, school districts of origin are required to provide transportation between the student’s foster home and the school district/school of origin.
<o:p></o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt">Senate Bill 20, effective July 1, 2017,<i>
</i>addresses this transportation requirement and directs the Oregon Department of Education (ODE), the Department of Human Services (DHS) and school districts to collaborate to ensure that this transportation requirement is fully implemented. To support that
effort, ODE and DHS have created an agreement in order for ODE to access federal funding provided to DHS that is available to help pay for the school district of origin transportation costs. ODE is working on a process to pass this funding on to school districts
and make transportation of foster care students under ESSA cost-neutral. </span>
<span style="font-size:12.0pt"><o:p></o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt">School districts will be asked to submit a quarterly invoice to ODE for the cost to transport foster care students to their school of origin. Districts will report the full cost,
and the federal funds provided to ODE from DHS will then be used to reimburse school districts for the cost of transportation not already covered by the transportation grant of the State School Fund (SSF). OAR 581-023-0040 specifies that funds received from
this DHS grant do not reduce the amount that can be claimed for reimbursement through the SSF transportation grant.
<o:p></o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt">In order to protect Personal Protected Information, ODE will require that the invoice for reimbursement be submitted electronically through Secure File Transfer Protocol. The Secure
File Transfer link is located on the invoice template as well as a link to the instructions. Within the file transfer link, one will choose
</span><a href="mailto:FosterCare@ode.state.or.us"><span style="font-size:12.0pt">FosterCare@ode.state.or.us</span></a><span style="font-size:12.0pt"> as the Recipient. The link is also available on the
</span><a href="https://district.ode.state.or.us/home/"><span style="font-size:12.0pt">ODE district website</span></a><span style="font-size:12.0pt">.
<o:p></o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt">ODE is requesting that school districts submit an invoice for Quarter 1
<i>(</i><b>July 1, 2017 – September</b><i> </i><b>30, 2017</b><i>)</i> by February 28, 2018, followed by submission of the 2<sup>nd</sup> Quarter (<b>October 1, 2017 –</b><i>
</i><b>December 31, 2017</b><i>) </i>invoice by March 30, 2018. These dates align with future Invoice Reimbursement Requests being due 45 days after the end of each quarter. As such, Quarter 3
<i>(</i><b>January 1, 2018 – March 30, 2018</b><i>)</i> invoice will be due <i>May 15, 2018.
</i> The invoice document link will be made available on the ODE website. <i><o:p></o:p></i></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt">An invoice template is being created and will be posted on the ODE website the week of February 5th, 2018. ODE will notify school districts through appropriate listserv messages
once the invoice is available. The information that districts will be required to provide on the quarterly invoice is as follows:
<o:p></o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoListParagraphCxSpFirst" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-align:justify;text-indent:-.25in;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-size:12.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt">Student Name<o:p></o:p></span></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-align:justify;text-indent:-.25in;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-size:12.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt">SSID #<o:p></o:p></span></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-align:justify;text-indent:-.25in;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-size:12.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt">DHS Case #<o:p></o:p></span></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-align:justify;text-indent:-.25in;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-size:12.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt">Service Start Date (of foster care transportation)<o:p></o:p></span></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-align:justify;text-indent:-.25in;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-size:12.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt">Service End Date (of foster care transportation)<o:p></o:p></span></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-align:justify;text-indent:-.25in;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-size:12.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt">Average miles transported (one-way)<o:p></o:p></span></p>
<p class="MsoListParagraphCxSpLast" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-align:justify;text-indent:-.25in;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-size:12.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt">Total cost of transportation (per day)<o:p></o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt">Upon receipt, ODE will analyze the data provided and approve reimbursement invoices. ODE will set up awards through the Electronic Grant Management System (EGMS) for districts to
claim funds. Claims will be approved once ODE secures funding from DHS, which will occur after ODE submits to DHS the documentation provided to ODE from districts.
<o:p></o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt">Thank you for partnering with ODE as we strive to provide and implement this reimbursement process to encourage school stability for the foster students of Oregon. Additional information
can be located at </span><a href="http://www.oregon.gov/ode/students-and-family/fosteringconnections"><span style="font-size:12.0pt">http://www.oregon.gov/ode/students-and-family/fosteringconnections</span></a><span style="font-size:12.0pt"> .<o:p></o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt">Please direct foster care transportation reimbursement questions to: T.J. Crockett, ODE Program Analyst at (503) 947-5724,
</span><a href="mailto:TJ.Crockett@ode.state.or.us"><span style="font-size:12.0pt">TJ.Crockett@ode.state.or.us</span></a><span style="font-size:12.0pt">.
<o:p></o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal" style="text-align:justify">Secure File Transfer Link to submit data:
<a href="https://district.ode.state.or.us/apps/xfers/">Secure File Transfer</a><span style="font-size:12.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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