Needs Based (Budget Neutral) Change Policy

A valid needs based change can be implemented directly in the PCSP Budget without issuing a Request for Services and receiving approval to do so.  The needs based change typically means the person no longer needs one service to be funded at the level it was originally prescribed for in the Active PCSP while they need an increase in another.  In order for the needs based change to be valid, the Plan Total must retain its same (relative) value (i.e. within a few dollars).  

Considering the rates between services are rarely, if ever equal, the net change between them would seldom  have a net difference of zero - meaning the old and new Plan Totals are identical.  As a result, a small variance of a few dollars between the old Plan Total and the new Plan Total is acceptable and consistent with the definition of a needs based change.  However, if the variance is greater than a few dollars (either positive or negative), then the change is not needs based.  Instead, if the Plan Total has materially increased and it still falls underneath the value of the Plan Max, then it means unused dollars in the Pro Forma Budget have been tapped to fund the increase.  Such an increase is not authorized without review and approval by the Request for Services (RFS) committee.  Conversely, if the Plan Total has decreased, then it means the plan has been cut and Notice of Agency Action requirements are applicable.

Regardless of the type of change being implemented in the PCSP Budget each service must contain 100% of the units/money required to serve the person’s need for the full duration of the plan, which is typically twelve months.  The support coordinator is not authorized to remove units from a service the person needs in the Active plan and use that money to fund a new service, or an increase to an existing service, if the change will result in insufficient funds to serve 100% of the person’s need for the reduced service at a future date.  Instead, the support coordinator must issue a Request for Services (RFS) for the extra money needed to fund the new service or increase in service.

In the special case of UTA dollars, they cannot be used to fund another service as a needs based change one-time or ongoing.  If the person discontinues use of the UTA money, then the support coordinator must eliminate the service from the plan and notify a Support Services Coordinator to permanently remove the same money from the Pro Forma Budget.  UTA services are restricted (see Restricted Services).  So, any change made to a UTA service (either an increase or a decrease) must be reviewed and approved by the RFS committee before it is implemented in the plan.

If the change involves  RHS and its impact is simply altering the absentee factor (i.e. such that the overall amount of money used to fund RHS is not changing), then the support coordinator can document the change on the RHS rate worksheet and submit it to the Support Services Coordinator for implementation (see Restricted Services Policy).

Examples of Needs Based Changes