Rule 70.208 - Annual contract compliance review70.208(1)General requirements.a. The contract administrators shall complete annual contract compliance reviews of all service contracts which meet the minimum thresholds to ensure contractual and fiscal requirements are met.b. The contract administrator who oversees each contract shall not conduct the annual contract compliance review on any contracts administrated. 70.208(2)Schedule. The contract administrator shall notify each chief juvenile court officer of the contracts which meet the threshold at which a review must be conducted. The contract administrators shall coordinate to determine the list of providers which require a review for those services shared across multiple districts. a. Annual contract compliance reviews are required for any provider having one or more contracts with one or more judicial districts when the total annual value of all contracts is $100,000 or more.b. Annual contract compliance reviews are required for each new provider who has not previously contracted with the judicial district during the first year of the provider's contract with the district when the total annual value of the provider's contracts with the judicial district is $50,000 or more.c. Additional contract compliance reviews are optional but may be required or requested by state court administration or the chief juvenile court officer for the providers, other than those described in subrules 70.208(1)-(2), based on factors such as: (1) Length of time the provider has been in business.(2) Amount of time the provider has offered the services being purchased.(3) Type of service or program being purchased.(4) Amount of money involved in the contract.(5) Whether other governmental entities contract with the provider.(6) Findings from previous contract compliance review by the district or other entities such as the office of the auditor of state.70.208(3)Location. A virtual contract compliance review meets the annual contract compliance review requirements so long as client records are available to be securely reviewed. Alternately, on-site reviews may take place at the sites where the program is operated if deemed necessary by the contract administrator, the chief juvenile court officer, or state court administration.70.208(4)Scope.a. The contract compliance review shall include review of the provider's service and financial records, including the client case files, to ensure that the records contain the required documentation of the provision of the contracted service.b. At a minimum, the reviews shall include: (1) Documentation of direct contact with the client.(2) Review of referral for service, service billings, payments, and documentation of delivery of service.(3) Documentation that the provider meets contract requirements.(4) Solicitation and incorporation of input from juvenile court officers referring to service contracts to determine if needs are being met.70.208(5)Repayment. The judicial branch may seek repayment of claims paid for noncovered services or for services for which documentation is not established. a. The chief juvenile court officer shall notify the provider in writing that a repayment is due. The written notice shall identify:(2) The amounts of the claims that are not documented or substantiated.(3) The amount of the repayment requested.b. The provider shall repay the judicial branch the difference between the amount received and the amount established through the review, not to exceed the amount paid by the state, when: (1) The provider, upon review, fails to verify or document the provision of covered services or costs in the amount for which a claim was paid or when the review confirms claims paid for noncovered services.(2) Juvenile court services or the judicial branch makes a request for repayment.c. If the provider does not make payment within 60 days, the chief juvenile court officer shall submit to state court administration a copy of the notice to the provider for state court administration's review and further action, if necessary.70.208(6)Reporting. Each contract administrator shall submit the standardized annual contract compliance review form for each contract the administrator has reviewed to the chief juvenile court officer for the district of the assigned contract and to state court administration.a. The annual reports shall be submitted by December 31 following the end of the state fiscal year. This date may be extended upon the written request of the chief juvenile court officer to state court administration.b. The annual report shall include a summary of the findings of the reviews conducted during the state fiscal year.70.208(7)Formal audit by the office of the auditor of state. All judicial branch employees must report any suspected fraud to state court administration immediately. The state court administrator or the judicial branch director of finance may request a formal audit by the office of the auditor of state.Iowa. R. Juv. Ct. Serv. Direct. Prog. 70.208
Court Order December 2, 2022, effective 7/1/2023..