Welcome to the STAC Unit (System to Track and Account for Children)
The STAC Unit (System to Track and Account for Children), within the NYS Education Department's STAC and Medicaid Unit, is responsible for processing requests for Commissioner's approval for reimbursement. This includes reimbursement approval for the costs of providing services to preschool and school-age students placed in special education programs. It also includes reimbursement approval for students who have been determined to be homeless or runaway youth and for education services provided to incarcerated youth.
Latest News
Procedures for Submitting and Verifying Previously Locked Public High Cost Claims
The STAC and Medicaid Unit will no longer unlock public high cost records that were previously verified and locked.
School districts do not need to contact the STAC and Medicaid Unit to update records that have been verified but not locked. School districts can update these records until the June 30th deadline.
June 30, 2020 Verification Deadline for 2017-18 Ten-Month Public High Cost
The 2017-18 Ten-Month Public High Cost claiming period closes on June 30, 2020. In order to receive prior year aid, school districts must complete the appropriate high cost worksheet (DCPUB or DCPOD) and submit all relevant supporting documentation.
Gold Star - Online Verification Status Report
(Updated December 3, 2019 -- Next Update January 6, 2020)
The NYSED STAC and Medicaid Unit has processed 22 Approved Payment Reports (APRs) that are now available for export to school district shared folders on the SED File Transfer Manager (FTM) via the DQPAY screen.
The School Age Payments Available for Export to the SED File Transfer Manager (FTM) listing has been updated with these Approved Payment Reports with the following issue dates: 10/16/19, 11/5/19, 11/18/19, 11/19/19, and 11/20/19.
For instructions on sending APRs to the SED File Transfer Manager using the DQPAY screen, please refer to the memo below:
Reimbursement information is also available on the STAC Online System DQPAY screen. Notice of total payment amount and check date may also be reviewed on the Payment Certificates posted to the State Aid View District Data page.
Payments will be distributed when funding becomes available.
A district will not receive an APR for a school year where no payment, or payment adjustment, is currently due. Please review your district folder for APRs even when no payment has been generated, as important rate changes or record updates may be detailed in a payment adjustment.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the APRs listed, please email OMSSTAC@nysed.gov.
11-26-2019
SED File Transfer Manager (FTM) Cleanup of Old Files
The memo below contains information regarding files that will be deleted from the SED File Transfer Manager (FTM) on WEDNESDAY, JANUARY 1 2020. It also contains new procedures for sending new Approved Payment Reports (APRs) to the SED FTM using the DQPAY screen within the STAC Online (EFRT) System.
For questions regarding this memo, please contact Andrew Kitzrow at Andrew.Kitzrow@nysed.gov.
Public High Cost Claiming for the 2018-19 Enrollment Year Webinar and Q&A
On October 3, 2019 at 10:30 am the STAC and Medicaid Unit hosted a webinar to provide districts with an overview of the 2018-19 Public High Cost claiming process. This webinar provided an overview of the changes to Public High Cost submission, calculation, and verification for the 2018-19 enrollment year.
Please see the links below for a PDF version of the presentation and the Q&A:
- 10-Month Public High Cost STAC Claiming for the 2018-19 Enrollment Year (PDF)
- Questions & Answers (HTML)
Online Verification for 2017-18 ten-month High Cost Public In-District placements
The online cost worksheet screen (DCPUB) and online verification screen (DVPUB) are now open for verification for all 2017-18 ten-month High Cost Public In-District placements.
In-District Claims: Verify Starting October 17, 2018
BOCES & Other District Claims: Verify Starting February 1, 2019
See links below to memo and additional DCPUB/DVPUB information:
- 2017-18 DVPUB In-District Memo (HTML) (PDF)
- DCPUB-Quick Reference Guide (HTML) (PDF)
- DVPUB-Online Instruction Guide (HTML) (PDF)
The NYSED STAC and Medicaid Unit has placed one §4410 Preschool Payment Report in county folders on the SED File Transfer Manager (FTM).
The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with this Payment Report, dated 11/04/19.
Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.
Payments will be distributed when funding becomes available.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.
The preschool and school age forms to request reimbursement for student-specific support
personnel have been revised.
The forms are required for the following:
- In-state education aides (other than full or half time)
- All out of state education aides
- All maintenance aides
- All nurses
- All interpreters
As a reminder, the forms are not required for full time and half time in-state education aides. School districts may claim these aides by checking the "Full" or "Half" aide box on the service approval screen.
The forms are also not required for 10-month high cost public claims. School districts may claim aides, nurses, and interpreters in Section III of the DCPUB or DCPOD high cost worksheet screen.
- Preschool 1:1 Aide
- Preschool Request for Reimbursement for In-State Education
Aides (other than full or half time), All 1:1 Nurses, All 1:1 Interpreters
(See list of excluded preschool providers) - School Age 1:1 Aide
- School Age Request for Reimbursement for In-State
Education Aides (other than full or half time) & All Out-of-State Education Aides, All
Nurses, Interpreters, and 1:1 Maintenance Aides
(See list of excluded school age providers)
Gold Star - Online Verification Status Report
(Updated November 1, 2019 -- Next Update December 6, 2019)
2020-21 Executive Budget Aid Projections for Excess Cost Aid
To have excess cost aid projection information included in the 2020-21 state fiscal year Executive Budget, it is necessary for districts to have their 2018-19 school age 10-month high cost public and private STAC approval records entered in the STAC Online System by October 17, 2019.
- Comparison of 1718 & 1819 School Age
10-month Public Excess Cost STAC Approvals by School District
- Comparison of 1718 & 1819 School Age
10-month Private Excess Cost STAC Approvals by School District
Gold Star - Online Verification Status Report
(Updated October 1, 2019 -- Next Update November 7, 2019)
Online Verification for 2018-19 ten-month High Cost Public In-District placements
The online cost worksheet screen (DCPUB) and online verification screen (DVPUB) are now open for verification for all 2018-19 ten-month High Cost Public In-District placements.
In-District Claims: Verify Starting October 3, 2019
Other District Claims: Verify Starting Early December 2019
BOCES Claims: Verify Starting February 2020
See links below to memo and additional DCPUB/DVPUB information:
- 2018-19 DVPUB In-District Memo (HTML) (PDF)
- DCPUB-Quick Reference Guide (HTML) (PDF)
- DVPUB-Online Instruction Guide (HTML) (PDF)
Webinar Open for Registration: Public High Cost In-District Claiming for the 2018-19 Enrollment Year
The NYS Education Department, STAC & Medicaid Unit has scheduled a webinar designed to assist districts in verifying their 2018-19 Public High Cost 10-month student data. This webinar will provide an overview of the High Cost Public claiming and verification process for the 1819 enrollment year. Topics covered include: a general overview of High Cost Public 10-month claiming; the new fall verification window for 1819 High Cost Public in-district claims; and upcoming batch submissions of the "High Cost Student Worksheet" Screen (DCPUB) via the SED File Transfer Manager. This training is recommended for all district personnel who are responsible for any of the following: calculating 10-month annualized costs, entering approvals, and verifying public high cost claims. A brief refresher on registering for and using the SED File Transfer Manager will be provided. District responsibility for protecting personally identifiable information (PII) of students will also be discussed.
| Date and time: | Thursday, October 3, 2019 10:30 am Eastern Daylight Time (New York, GMT-04:00) |
| Duration: | 1 hour |
The NYSED STAC and Medicaid Unit has placed thirty-two §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).
The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with these Payment Reports, dated 9/23/19 & 9/24/19.
Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.
Payments will be distributed when funding becomes available.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.
Gold Star - Online Verification Status Report
(Updated September 3, 2019 -- Next Update October 7, 2019)
The NYSED STAC and Medicaid Unit has placed six §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).
The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with these Payment Reports, dated 8/28/19.
Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.
Payments will be distributed when funding becomes available.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.
2017-18 Private and High Cost Public STAC Approval Student Detail Used to Calculate 2018-19 PUB and PRI Output Reports Available on the SED File Transfer Manager
On August 15, the STAC and Medicaid Unit made 2017-18 student enrollment backup listings (which match against your 2018-19 PUB and PRI State Aid Output Reports) exclusively available on the SED File Transfer Manager (FTM). These reports list the 2017-18 enrollment year verified STAC approvals used to generate the 2018-19 PRI Line 13 Private Excess Cost Aid and 2018-19 PUB Line 8 High Cost Apportionment Aid.
See links below for more information:
- EFH277 Student Listings for 1718 Verified Approvals Memo (HTML) (PDF)
- Authorization Form for Access to the SED File Transfer Manager (PDF)
The NYSED STAC and Medicaid Unit has placed one Chapter 47, 66, & 721 10-Month Education Approved Payment Report (APR) and in school district folders on the SED File Transfer Manager (FTM).
The School Age Payments Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with this Approved Payment Report (APR), uploaded on 8/08/19.
A district will not receive an APR for a school year where no payment, or payment adjustment, is currently due. Please review your district folder for APRs even when no payment has been generated, as important rate changes or record updates may be detailed in a payment adjustment.
Reimbursement information is also available on the STAC online system DQPAY screen. Notice of total payment amount and check date may also be reviewed on the Payment Certificates posted to the State Aid View District Data page.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the APRs listed, please email OMSSTAC@nysed.gov.
08-08-2019
EFH670 Summary Reports of §4408/4201 STAC Approval & Verified Costs & State Aid Paid plus §4408/4201 Receivable Estimates Now Available on SED File Transfer Manager (FTM)
On August 1, the EFH670 Section 4408/4201 Student Detail Summary Reports were sent to your File Transfer Manager (FTM) "outbasket" for summers 2010-2018. Look for filenames in the following format: EFH670MY1Y2_20190801MMSS.pdf, where Y1Y2 is the school year of attendance and MMSS is the time the file was generated in minutes and seconds.
Paper EFH670 reports are no longer being mailed to districts, but the 8/1/19 student backup is accessible through these PDF files.
Please share copies of the 8/1/19 EFH670 PDF files (containing the §4408/4201 student-level detail for summers 2015 through 2018) with both the CSE and Business offices.
For more information about the EFH670 summary reports, please click on Understanding the EFH670 Summary Reports section on the 4408 webpage of the STAC website. For reimbursement questions regarding summer §4408/4201 students, contact Edwin Truax or Kelly Mason.
District superintendents can authorize new users for the SED File Transfer Manager by completing and signing the authorization form.
The NYSED STAC and Medicaid Unit has placed the following two Approved Payment Reports (APRs) in school district folders on the SED File Transfer Manager (FTM):
| School Year | APR Type | SED FTM File Name | SED FTM File Date |
|---|---|---|---|
| 2017-18 | Homeless 10-Month Education | EFH691_HOML_1718_EDUC_02_201908070831.PDF | 8/7/19 |
| 2016-17 | Homeless 10-Month Education | EFH691_HOML_1617_EDUC_03_201908070828.PDF | 8/7/19 |
The School Age Payments Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with these Payment Reports, dated 8/7/19.
A district will not receive an APR for a school year where no payment, or payment adjustment, is currently due. Please review your district folder for APRs even when no payment has been generated, as important rate changes or record updates may be detailed in a payment adjustment.
Reimbursement information is also available on the STAC online system DQPAY screen. Notice of total payment amount and check date may also be reviewed on the Payment Certificates posted to the State Aid View District Data page.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the APRs listed, please email OMSSTAC@nysed.gov.
The NYSED STAC and Medicaid Unit has placed six §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).
The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with these Payment Reports, dated 7/24/19.
Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.
Payments will be distributed when funding becomes available.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.
Gold Star - Online Verification Status Report
(Updated August 1, 2019 -- Next Update September 6, 2019)
The NYSED STAC and Medicaid Unit has placed six §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).
The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with these Payment Reports, dated 7/08/19.
Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.
Payments will be distributed when funding becomes available.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.
Gold Star - Online Verification Status Report
(Updated July 1, 2019 -- Next Update August 6, 2019)
The NYSED STAC and Medicaid Unit has placed three §4201 10-Month Education Approved Payment Reports (APRs) and one §4201 4-Month Education APR in school district folders on the SED File Transfer Manager (FTM).
The School Age Payments Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with these Approved Payment Reports (APRs), dated 6/10/19.
A district will not receive an APR for a school year where no payment, or payment adjustment, is currently due. Please review your district folder for APRs even when no payment has been generated, as important rate changes or record updates may be detailed in a payment adjustment.
Reimbursement information is also available on the STAC online system DQPAY screen. Notice of total payment amount and check date may also be reviewed on the Payment Certificates posted to the State Aid View District Data page.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the APRs listed, please email OMSSTAC@nysed.gov.
The NYSED STAC and Medicaid Unit has placed four §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).
The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with these Payment Reports, dated 6/03/19.
Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.
Payments will be distributed when funding becomes available.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.
Gold Star - Online Verification Status Report
(Updated June 3, 2019 -- Next Update July 8, 2019)
06-04-2019
DCERT and DSPRV Screens Now Available for 2019-20 School Year
Please note: This memo contains updated DCERT guidance.
The DCERT and DSPRV screens are now available for the 2019-20 enrollment year in the STAC Online (EFRT) System.
The NYSED STAC and Medicaid Unit has placed six §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).
The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with these Payment Reports, dated 5/13/19 and 5/24/19.
Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.
Payments will be distributed when funding becomes available.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.
Webinar Open for Registration: STAC Homeless Processing
The NYS Education Department, STAC & Medicaid Unit has scheduled a webinar designed to assist districts in processing requests for reimbursement approval for homeless placements. Topics covered include: district and STAC & Medicaid Unit responsibilities; a step-by-step guide for submitting eligibility, requests for reimbursement approval and verifications for payment; and an overview of chargebacks. This training is recommended for all district personnel who are responsible for reporting STAC homeless placements.
| Date and time: | Tuesday, May 14, 2019 1:30 pm Eastern Standard Time (New York, GMT-05:00) |
| Duration: | 1 hour |
Gold Star - Online Verification Status Report
(Updated May 1, 2019 -- Next Update June 7, 2019)
2019-20 REAPPLICATIONS
The following 2019-20 Reapplications are now available on the STAC Online System:
- 2-Month Summer Reapplications- DRSUM screen
- 10-Month Public Reapplications-DRPUB screen
- 2-Month Summer Chapter Reapplications- DRCSM screen
- 10-Month Chapter Reapplications- DRCHP screen
- 10-Month §4201 Reapplications- DRSSY screen
Reapp Memo (HTML) (PDF) and Reapplication Guides
NOTE: Private Excess Cost is not currently available for the 2019-20 school year because some enhancements are being made to the Private Placement Certification (DCERT) screen. An update will be sent out in a few weeks once DCERT & DSPRV are open for 2019-20.
04-25-2019
2019-20 Program Dates
Beginning April 25, 2019, special education providers, school districts (including special act districts), and BOCES providers should use their assigned STAC Usercodes to access their program information online and, if necessary, correct their 2019-20 program dates by June 15, 2019.
Below are links to the memorandum and instruction guide regarding the 2019-20 Program Service Dates.
§4201 State Supported Schools, Reimbursement of 4 Month 2018-19 Tuition
Online verification for tuition reimbursement is now open for the September 2018 through December 2018 period for students placed by your district at one of the eleven §4201 State Supported Schools (this does not include the NYS School for the Blind at Batavia or the NYS School for the Deaf at Rome).
Online verification of student enrollment, using the DVSSY screen in the STAC Online System (EFRT) must be completed by June 1, 2019 to receive reimbursement in the next payment scheduled for the end of June.
Please contact Paula Cooper or Andrew Kitzrow of the STAC and Medicaid Unit
(Paula.Cooper@nysed.gov or Andrew.Kitzrow@nysed.gov) with any questions, or to notify us of any missing record(s) for student(s) enrolled at a State Supported School during the September – December 2018 period.
2019-20 Reapplication Reminder
The 2019-20 reapplications will be available to the field by mid-April. In order for districts to fully utilize this reapplication process, the STAC Unit encourages districts to review all 2018-19 service approvals currently on the STAC online system. If necessary, districts should add any outstanding 2018-19 service approvals by close of business Wednesday, April 10th.
For placements at §4201 State-supported schools, districts must use the DRSSY reapplication screen to add missing 10-month 2018-19 approvals. If the §4201 approval is not available for reapplication from the DRSSY screen, please notify the STAC and Medicaid Unit.
Gold Star - Online Verification Status Report
(Updated April 1, 2019 -- Next Update May 8, 2019)
The NYSED STAC and Medicaid Unit has placed 14 Approved Payment Reports (APRs) in school district folders on the SED File Transfer Manager (FTM).
The School Age Payments Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with these Approved Payment Reports (APRs), dated 3/25/19.
A district will not receive an APR for a school year where no payment, or payment adjustment, is currently due. Please review your district folder for APRs even when no payment has been generated, as important rate changes or record updates may be detailed in a payment adjustment.
Reimbursement information is also available on the STAC online system DQPAY screen. Notice of total payment amount and check date may also be reviewed on the Payment Certificates posted to the State Aid View District Data page.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the APRs listed, please email OMSSTAC@nysed.gov.
STAC Unit Reminder: STAC IDs Beginning with the Letter "I"
Please note that all new STAC IDs assigned since January 18, 2019 have the letter "I" as the first character. This should not be confused with the number "1". If you’re having trouble with a recent STAC ID, make sure you’re using the letter "I" at the beginning instead of the number "1".
The NYSED STAC and Medicaid Unit has placed the following Approved Payment Reports (APRs) in school district folders on the SED File Transfer Manager (FTM):
| School Year | APR Type | SED FTM File Name | SED FTM File Date |
|---|---|---|---|
| 2017-18 | 4201 10-Month Education | EFH691_4201_1718_EDUC_02_201902200957.PDF | 2/20/19 |
| 2016-17 | 4201 10-Month Education | EFH691_4201_1617_EDUC_04_201902200955.PDF | 2/20/19 |
| 2017-18 | Homeless 10-Month Education | EFH691_HOML_1718_EDUC_01_201902280338.PDF | 2/28/19 |
A district will not receive an APR for a school year where no payment, or payment adjustment, is currently due. Please review your district folder for APRs even when no payment has been generated, as important rate changes or record updates may be detailed in a payment adjustment.
Reimbursement information is also available on the STAC online system DQPAY screen. Notice of total payment amount and check date may also be reviewed on the Payment Certificates posted to the State Aid View District Data page.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the APRs listed, please email OMSSTAC@nysed.gov.
Gold Star - Online Verification Status Report
(Updated March 1, 2019 -- Next Update April 8, 2019)
2018-19 Reapplication Reminder
The 2018-19 reapplications will be available to the field by late March/early April 2019. In order for districts to fully utilize this reapplication process, the STAC Unit encourages districts to review all 2018-19 service approvals currently on the STAC online system. If necessary, districts should add any outstanding 2018-19 service approvals as soon as possible.
For placements at §4201 State-supported schools, districts must use the DRSSY reapplication screen to add missing 10-month 2018-19 approvals. If the §4201 approval is not available for reapplication from the DRSSY screen, please notify Paula Cooper (paula.cooper@nysed.gov) of the STAC and Medicaid Unit.
For summers 2015-2018, please complete your STAC verification on the following screens:
| Educ./Main. | Transportation | |
|---|---|---|
| Regular 4408 Full/Half-Day Programs* | DVSUM | DVSTR |
| 4408 Related Service ½ hr Unit Programs | DVSRL | DVST2 |
| 4201 Commissioners Appt TRANS Only | DVST3 | |
| Summer OPWDD Chapter 721 Students | DVCSM | DVSTC |
Focus on summers of 2017 and 2018. Summer 2017 Approved Payment Reports (APRs) to be run on Monday 2/25 or Tuesday 2/26. Summer 2018 APRs to be run in early March.
Registering For, Accessing, and Utilizing the GoAnywhere Secure File Transfer Manager Webinar and Q & A
On January 29, 2019 at 10:00 am the STAC and Medicaid Unit hosted a webinar to provide districts with an overview of the new GoAnywhere Secure File Transfer Manager. This webinar detailed the registration process, as well how to navigate through the site and upload/download files.
Please see the links below for the STAC-603 Authorization Form, a PDF version of the GoAnywhere presentation, and the Q&A.
- Registering For, Accessing, and Utilizing the GoAnywhere Secure File Transfer Manager
- Authorization Form for GoAnywhere Access (STAC-603)
- Q & A from GoAnywhere Webinar
Online Verification for 2017-18 ten-month High Cost Public In-District, Other District, and BOCES placements
The online verification screen (DVPUB) is now open for verification for all 2017-18 ten-month High Cost Public In-District, Other District, and BOCES placements. Verification should be completed by April 19, 2019.
2017-18 DVPUB Online Verification Process Overview:
- In-District: In-district claims opened for verification on October 17, 2018.
Complete the DCPUB High Cost Worksheet to calculate the annualized cost and to provide cost breakdowns for any claims flagged as "DCPUB Required" or selected by SED for review. - Other District: Other district claims open for verification on February 15, 2019.
Complete the new DCPOD High Cost Worksheet to provide cost breakdowns for all claims that exceed the district threshold. - BOCES: BOCES claims open for verification on February 15, 2019.
Complete the DCPUB High Cost Worksheet for any BOCES claim records where the claimed cost exceeds the cost listed on the BOCES Year-End Final Cost Report - In-district, other district, and BOCES claims must all be verified on the DVPUB screen to be eligible for reimbursement. To permit time for review, please verify by April 19, 2019.
See links below to memo and additional DCPUB/DCPOD/DVPUB information:
2017-18 DVPUB Memo (HTML)
(PDF)
DCPUB-Quick Reference Guide (HTML) (PDF)
DCPOD-Quick Reference Guide (HTML) (PDF)
DVPUB-Online Instruction Guide (HTML) (PDF)
2017-18 BOCES Year-End Report Table
Revised: February 14, 2019
PowerPoint and Q&A from 02/06/2019 Webinar
Gold Star - Online Verification Status Report
(Updated February 1, 2019 -- Next Update March 8, 2019)
01-31-2019
New DVCHP On-Line Verification Screen - Verification Deadline 2/15/19
Verification of 10-month 2017-18 School Year Chapter 47, 66, and 721 STAC approvals must be completed by February 15, 2019 to be included in the February 2019 payment cycle. The memo below contains an overview of the new DVCHP Screen used to submit verifications. The DVCHP (District Verify 10-Month Chapter) screen includes all OPWDD Chapter 47 (Group or Family Care Home), Chapter 66 (Developmental Center), and Chapter 721 (Intermediate Care Facility (ICF) or Individualized Residential Alternative(IRA) students approved on STAC for the 2017-18 school year.
01-30-2019
Changes to Electronic Submittal of STAC-5s and STAC-1s
The memo below contains an overview and timeline for the introduction of automated processing for STAC-5 preschool evaluations, STAC-1 service approvals, and new child records submitted in batches via the SED File Transfer Manager (FTM). As a result of this automation, there will be a blackout period for processing and there will be new requirements for file submission.
For questions regarding this memo, please contact the Robert Wojtkiewicz at Robert.Wojtkiewicz@nysed.gov.
Webinar Open for Registration: Using the GoAnywhere Secure File Transfer Platform
The NYS Education Department, STAC & Medicaid Unit has scheduled a webinar designed to familiarize school districts, counties, consultants, and other service providers with the GoAnywhere Secure File Transfer Platform. This webinar will describe the benefits of using GoAnywhere, how to utilize the important features, and how to navigate the registration process. Topics covered will include: an overview of NYSED privacy policies and protecting personally identifiable information; what reports will be available on GoAnywhere; how to register for GoAnywhere; how to create your log-in credentials; how to access and log-in to GoAnywhere; how to move between folders; an overview of the various icons and features; and how to upload/download files. As the STAC Unit will eventually cease the physical mailing of all reports, this webinar is strongly recommended for all individuals who need to access payment and approval data contained in reports generated by the STAC Unit, in addition to all individuals who submit documentation electronically.
| Date and time: | Tuesday, January 29, 2019 10:00 am Eastern Standard Time (New York, GMT-05:00) |
| Duration: | 1 hour |
Webinar Open for Registration: "Other District" and BOCES Public High Cost Claiming for the 2017-18 Enrollment Year
The NYS Education Department, STAC & Medicaid Unit has scheduled a webinar designed to assist districts in verifying their 2017-18 Public High Cost 10-month student data. This webinar will provide an overview of the High Cost Public claiming and verification process for the 1718 enrollment year. Topics covered include: a general overview of High Cost Public 10-month claiming; a brief revisiting of 1718 High Cost Public in-district claiming; an overview of High Cost Public 10-month BOCES claiming; and an overview of High Cost Public 10-month "other district" claiming. This training is recommended for all district personnel who are responsible for any of the following: calculating 10-month annualized costs, entering approvals, and verifying public high cost claims. A brief refresher on registering for and using the GoAnywhere secure file transfer manager will be provided. District responsibility for protecting personally identifiable information (PII) of students will also be discussed.
| Date and time: | Wednesday, February 6, 2019 10:00 am Eastern Standard Time (New York, GMT-05:00) |
| Duration: | 1 hour |
Gold Star - Online Verification Status Report
(Updated January 2, 2019 -- Next Update February 8, 2019)
12-31-2018
July and August 4408 and 4201 Approved Payment Reports (APRs)
for Education and Maintenance and Transportation Services
The memo below contains a table showing Approved Payment Reports (APRs) that were mailed to districts last week. Districts may also view payment details by referring to the DQPAY screen on EFRT.
For questions regarding this memo, please contact the STAC Unit at 518-474-7116.
12-18-2018
2019-20 Legislative Budget Aid Projections for Excess Cost Aid
To have excess cost aid projection information included in the 2019-20 state fiscal year Legislative Budget, it is necessary for districts to have completed the following:
- All 2016-17 school age 10-month excess cost public and private STAC approval records verified in the STAC Online System by January 10, 2019.
- All 2017-18 school age 10-month excess cost private STAC approval records verified in the STAC Online System by January 10, 2019.
- In-district 2017-18 school age 10-month excess cost public STAC approval records verified in the STAC Online System by January 10, 2019.
- Other district and BOCES 2017-18 school age 10-month excess cost public STAC approvals records entered on the STAC Online System by January 10, 2019.
- All 2018-19 school age 10-month excess cost public and private STAC approval records entered in the STAC Online System by January 10, 2019.
Please review the following, updated December 18 2018, as a reference:
- Comparison of 1617, 1718, & 1819 School Age
10-month Public Excess Cost STAC Approvals by School District
- Comparison of 1617, 1718, & 1819 School Age
10-month Private Excess Cost STAC Approvals by School District
2017-18 Private and High Cost Public STAC Approval Student Detail Used to Calculate 2018-19 PUB and PRI Output Reports Available on the SED File Transfer Manager
The STAC and Medicaid Unit has made prior year student enrollment backup listings (which match against your current aid year PUB and PRI reports) exclusively available on the SED File Transfer Manager (FTM). These reports list the 2017-18 enrollment year STAC Approvals used to generate the 2018-19 PRI Line 13 Private Excess Cost Aid and 2018-19 PUB Line 8 High Cost Apportionment Aid.
See links below for more information:
- EFH277 Student Listings for 1718 Approvals Memo (HTML) (PDF)
- Authorization Form for Access to the SED File Transfer Manager (PDF)
Webinar Open for Registration: Locating or Creating a STAC ID
This training, provided by the STAC/Medicaid Unit of the NYS Education Department, is designed for school districts and counties in searching for and creating a STAC ID. The training will also highlight problems encountered when creating duplicate/multiple STAC IDs for the same student. District/county responsibility for protecting student personally identifiable information (PII) will also be discussed. It is recommended as a refresher for all individuals responsible for creating STAC IDs in the STAC EFRT system and to be used as training for new personnel.
| Date and time: | Thursday, December 6, 2018 10:00 am Eastern Standard Time (New York, GMT-05:00) |
| Duration: | 1 hour |
Public High Cost Claiming for the 2017-18 Enrollment Year Webinar and Q&A
On October 17, 2018 at 10:00 am the STAC and Medicaid Unit hosted a webinar to provide districts with an overview of the 2017-18 Public High Cost claiming process. This webinar provided an overview of the changes to Public High Cost submission, calculation, and verification for the 2017-18 enrollment year.
The Q&A from the Public High Cost Claiming for the 2017-18 Enrollment Year Webinar can be found at:
http://www.oms.nysed.gov/stac/training_materials/q-a-webinar-highcost-20181017.html
Online Verification for 2017-18 ten-month High Cost Public In-District placements
The online cost worksheet screen (DCPUB) and online verification screen (DVPUB) are now open for verification for all 2017-18 ten-month High Cost Public In-District placements.
In-District Claims: Verify Starting October 17, 2018
BOCES & Other District Claims: Verify Starting February 1, 2019
See links below to memo and additional DCPUB/DVPUB information:
- 2017-18 DVPUB In-District Memo (HTML) (PDF)
- DCPUB-Quick Reference Guide (HTML) (PDF)
- DVPUB-Online Instruction Guide (HTML) (PDF)
2019-20 Executive Budget Aid Projections for Excess Cost Aid
To have excess cost aid projection information included in the 2019-20 state fiscal year Executive Budget, it is necessary for districts to have their 2017-18 school age 10-month high cost public and private STAC approval records entered in the STAC Online System by October 19, 2018.
- Comparison of 1617 & 1718 School Age
10-month Public Excess Cost STAC Approvals by School District
- Comparison of 1617 & 1718 School Age
10-month Private Excess Cost STAC Approvals by School District
Webinar Open for Registration: Public High Cost Claiming for the 2017-18 Enrollment Year
The NYS Education Department, STAC & Medicaid Unit has scheduled a webinar designed to assist districts in verifying their 2017-18 Public High Cost 10-month student data. This webinar will provide an overview of the High Cost Public claiming and verification process for the 1718 enrollment year. Topics covered include: a general overview of High Cost Public 10-month claiming; the new fall verification window for 1718 High Cost Public in-district and other district claims; and enhancements to the "High Cost Student Worksheet" Screen (DCPUB). This training is recommended for all district personnel who are responsible for any of the following: calculating 10-month annualized costs, entering approvals, and verifying public high cost claims. A brief refresher on registering for and using the GoAnywhere secure file transfer manager will be provided. District responsibility for protecting personally identifiable information (PII) of students will also be discussed.
| Date and time: | Wednesday, October 17, 2018 10:00 am Eastern Daylight Time (New York, GMT-04:00) |
| Duration: | 1 hour |
08-10-2018
SED File Transfer Manager (FTM) Compatibility Issue with Internet Explorer
As a result of a recent update, the SED File Transfer Manager (FTM) web client is no longer working correctly in Internet Explorer. In particular, attempts to reset a password using the Internet Explorer browser will result in the account being disabled.
We recommend using Google Chrome or Mozilla Firefox when accessing SED FTM via the web.
08-01-2018
Agency Approvals List (DQAPP) Now Exportable to PDF
The Agency Approvals List (DQAPP) is now available to export as a PDF document. Please note that these PDFs have no left margins. To print them correctly, choose the "Fit" option under Paper Sizing & Handling in Adobe Reader or Adobe Acrobat.
To export the Agency Approvals List and retrieve the resulting PDF:
- On the DQAPP screen within EFRT, bring up the records you want to export and click the "Send File to GOAnywhere" button.
- Go to GoAnywhere login page:
https://sedftm.nysed.gov/webclient/Login.xhtml - Log into GoAnywhere. If you have already registered and don’t remember your login information, click the "Forgot Password" link. Multiple incorrect login attempts will result in your account being suspended.
- Once logged in, click on the "Secure Folders" option.
- Click on the "outbasket" folder.
- The "Agency Approvals List" PDF filename begins with "DQAPP_LIST", followed by the school year. Click on the filename to download the file.
Anyone who does not currently have access to GoAnywhere should complete and submit the "Authorization Form for Access to the STAC GoAnywhere (FTP) Site" as soon as possible. The Authorization Form is available at the following link: http://www.oms.nysed.gov/stac/forms/stac-603_form_authorization_ftp.pdf
After the form has been processed by the STAC and Medicaid Unit, the applicant will receive an individualized email invitation to register.
The STAC and Medicaid Unit plans to shift additional mailings, including Approved Payment Reports (APRs), to electronic transmission via GoAnywhere. It’s recommended that at least one person in the business office and one person in the CSE/pupil personnel office at each agency sign up for GoAnywhere.
07-13-2018
Drop in Aid on 1718 PUB State Aid Output Reports Based on 1617 Enrollment Year High Cost Public STACs
Please note: The recently posted 1718 PUB output reports (based on STACs for the 1617 enrollment year) switched from using approval STAC data to verified and locked STAC data as of July 11. However, the STAC and Medicaid Unit is still in the process of completing its review for the 1617 enrollment year so there were many records that had not yet been locked as of that date.
STAC will be completing its review and locking the remaining outstanding records prior to the next update of the PUB output reports at the end of July.
07-12-2018
July and August 4408/4201 and 2-Month Chapter Approved Payment Reports (APRs)
Run in June and July 2018
The memo below contains a table showing Approved Payment Reports (APRs) that will be mailed to districts in the next two to three weeks. Until then districts may view payment details by referring to the DQPAY screen on EFRT.
For questions regarding this memo, please contact the STAC Unit at 518-474-7116.
STAC-3 Approval Information Listing Now Transmitted Electronically Via the SED File Transfer Manager (FTM)
Beginning with the listing dated 06/12/18, the STAC-3 approval information listing is being transmitted to school districts, municipalities, providers, and Departments of Social Services electronically using the SED File Transfer Manager (FTM). Except for the Incarcerated Youth STAC-3 listings (on yellow paper), the listings with an issue date of 06/12/18 will be the last ones physically mailed as hard copies.
The electronic versions of the reports are being made available as PDF documents. Please note that these PDFs have no top or left margins. To print them correctly, choose the "Fit" option under Paper Sizing & Handling in Adobe Reader or Adobe Acrobat.
To access the electronic version of the STAC-3 mailing:
- Go to SED File Transfer Manager (FTM) login page:
https://sedftm.nysed.gov/webclient/Login.xhtml - Log into SED FTM. If you have already registered and don’t remember your login information, click the "Forgot Password" link. Multiple incorrect login attempts will result in your account being suspended.
- Once logged in, click on the "Secure Folders" option.
- Click on the "outbasket" folder.
- The STAC-3 mailing PDF filenames begin with "EFHMAIL", followed by the school year, followed by the date and time the PDF was placed on SED FTM. Just click on the filename to download the file.
Anyone who received the STAC-3 mailings in the past and does not currently have access
to the SED File Transfer Manager should complete and submit the "Authorization Form for Access to the STAC
GoAnywhere (FTP) Site" as soon as possible. The Authorization Form is available at the
following link:
http://www.oms.nysed.gov/stac/forms/stac-603_form_authorization_ftp.pdf
After the form has been processed by the STAC and Medicaid Unit, the applicant will receive an individualized email invitation to register.
The STAC and Medicaid Unit plans to shift additional mailings, including Approved Payment Reports (APRs), to electronic transmission via the SED File Transfer Manager (FTM). It’s recommended that at least one person in the business office and one person in the CSE/pupil personnel office at each agency sign up for the SED File Transfer Manager (FTM).
June 30, 2018 Verification Deadline for 2016-17 10-Month Public Excess Cost and Private Excess Cost
In order to receive current year aid (based on prior year enrollment and education costs), please utilize the DVPUB and DVPRV screens and the Gold Star report to confirm that all 2016-17 10-Month High Cost Public and Private Excess Cost approvals have been verified by June 30, 2018.
June 30, 2018 Verification Deadline for 2015-16 10-Month Public Excess Cost and Private Excess Cost
The 2015-16 10-Month Public Excess Cost and Private Excess Cost claiming period closes on June 30, 2018. In order to receive prior year aid, please utilize the DVPUB and DVPRV screens and the Gold Star report to confirm that all 10-Month High Cost Public and Private Excess Cost approvals have been verified by June 30, 2018.
To assist districts in confirming their verification status, the following Gold Star Reports have been updated today:
- 2016-17 School Year High Cost Public (In-dist./other dist./BOCES)
- 2016-17 School Year Private Section 4405 Program
- 2015-16 School Year High Cost Public (In-dist./other dist./BOCES)
- 2015-16 School Year Private Section 4405 Program
Note: Please refer to the STAC June 2018 Deadlines Memo (HTML) (PDF) for additional June 30, 2018 verification deadlines.
UPCOMING JUNE 2018 STAC DEADLINES
Below are links to the memorandum regarding upcoming June 2018 STAC Deadlines.
REMINDER: BOCES Verification Guidance for 2016-17 10-Month Enrollment
As the STAC and Medicaid Unit prepares to begin its in-depth review of High Cost Public records for the 1617 enrollment year where a BOCES was the education provider, we are reminding districts of the following:
- The 10-Month Annualized Cost verified on the DVPUB screen should match the 10-Month Annualized Cost column from the BOCES year-end final cost report.
- The start and end dates verified on the DVPUB screen should match the start and end dates listed on the BOCES year-end final cost report. If the BOCES year-end final cost report reflects enrollment dates based on full months, school districts should verify using the students' actual enrollment dates.
- If the student received additional services that were not included on the BOCES year-end final cost report, and this resulted in a verified 10-Month Annualized Cost exceeding the amount from the BOCES year-end final cost report, districts are required to complete a DCPUB worksheet in order to qualify for the additional reimbursement.
In order to expedite review for timely payment, please review your 1617 BOCES 10-Month verifications to make sure the records were verified in accordance with the guidance above.
If you are unsure which BOCES report to use a reference, please refer to the following document:
2016-17 BOCES Year-End Report Table
Revised: April 9, 2018
2016-17 Public High Cost Student Worksheet (DCPUB screen) Webinar and Q&A
On April 10, 2018 at 10:00 am the STAC and Medicaid Unit hosted a webinar to assist districts in verifying their 2016-17 Public High Cost 10-month student data. This webinar provided an overview of the changes to the Public High Cost verification process for the 2016-17 enrollment year.
The Q&A from the 2016-17 Public High Cost Student Worksheet (DCPUB screen) Webinar can be found at:
http://www.oms.nysed.gov/stac/training_materials/q-a-webinar-highcost-20180410.html
2018-19 REAPPLICATIONS
The following 2018-19 Reapplications are now available on the STAC Online System:
- 2-Month Summer Reapplications- DRSUM screen
- 10-Month Private Reapplications- DRPRV screen
- 10-Month Public Reapplications-DRPUB screen
- 2-Month Summer Chapter Reapplications- DRCSM screen
- 10-Month Chapter Reapplications- DRCHP screen
- 10-Month §4201 Reapplications- DRSSY screen
03-29-2018
2018-19 Program Dates
Beginning April 2, 2018, special education providers, school districts (including special act districts), and BOCES providers should use their assigned STAC Usercodes to access their program information online and, if necessary, correct their 2018-19 program dates by June 15, 2018.
Below are links to the memorandum and instruction guide regarding the 2018-19 Program Service Dates.
03-26-2018
July and August Section 4408 and 4201 Approved Payment Reports (APRs)
for Education and Maintenance and Transportation Services
The memo below contains a table showing Approved Payment Reports (APRs) that will be mailed to districts in the coming weeks. In the interim, districts are encouraged to view their APRs via the DQPAY screen on the STAC system until the paper APRs are received.
For questions regarding this memo, please contact the STAC Unit at 518-474-7116.
Webinar Open for Registration: 2016-17 Public High Cost Student Worksheet (DCPUB screen)
The NYS Education Department, STAC & Medicaid Unit has scheduled a webinar designed to assist districts in verifying their 2016-17 Public High Cost 10-month student data. This training highlights the new "High Cost Student Worksheet" Screen (DCPUB) along with updates to the DSPUB (High Cost Public Service Approval Screen) and the DVPUB (High Cost Public Verification Screen). This training is recommended for all district personnel who are responsible for verifying their district's public high cost claims. District responsibility for protecting personally identifiable information (PII) of students will also be discussed.
| Date and time: | Tuesday, April 10, 2018 10:00 am Eastern Daylight Time (New York, GMT-04:00) |
| Duration: | 1 hour |
Online Verification for 2016-17 ten-month High Cost Public In-District, Other District, and BOCES placements
The online verification screen (DVPUB) is now open for verification for all 2016-17 ten-month High Cost Public In-District, Other District, and BOCES placements. Verification should be completed by April 20, 2018.
New for 2016-17: A cost calculation online screen (DCPUB) is being rolled out. Prior to DVPUB verification, every school district will be required to complete this new screen for:
- In-district records pre-selected by NYSED
- In-district records where verified cost is $40,000+ above district threshold
- BOCES records where verified cost exceeds 10-Month Annualized Cost listed on the BOCES year-end final cost report. Without completion of DCPUB for these BOCES students, records will be capped at amount from BOCES report. Districts must identify these records; do not wait for DCPUB Required label on DVPUB screen.
New for 2016-17: The paper DVPUB Signature Form has been discontinued. School districts must electronically notify the STAC Unit that verification has been completed directly on the DVPUB screen.
See links below to memo and additional DCPUB/DVPUB information:
2016-17 DVPUB Memo (HTML)
(PDF)
Revised: April 17, 2018
DCPUB-Quick Reference Guide (HTML) (PDF)
(DCPUB screen replaces paper High Cost Student Data Report)
DVPUB-Online Instruction Guide (HTML) (PDF)
2016-17 BOCES Year-End Report Table
Revised: April 9, 2018
02-20-2018
2018-19 Reapplication Reminder
The 2018-19 reapplications will be available to the field by late March/early April 2018. In order for districts to fully utilize this reapplication process, the STAC Unit encourages districts to review all 2017-18 service approvals currently on the STAC online system. If necessary, districts should add any outstanding 2017-18 service approvals as soon as possible.
For placements at §4201 State-supported schools, districts must use the DRSSY reapplication screen to add missing 10-month 2017-18 approvals. If the §4201 approval is not available for reapplication from the DRSSY screen, please notify Paula Cooper (paula.cooper@nysed.gov) of the STAC and Medicaid Unit.
02-14-2018
CPSE Administrative Cost Claiming - School Districts/Municipalities
The documents below contain guidance in regard to claiming 2015-16 CPSE Administrative Costs. Please contact either Robert Wojtkiewicz or Sheila Costa at 518-474-7116 with questions regarding the new claiming procedures.
02-01-2018
2017-18 Summer Transportation Verification Now Open
The 2017-18 Summer 4408 Transportation Verification screens are now open for verification (DVSTR, DVST2, DVST3, and DVSTC verification screens). Beginning with the 2017-18 year, school districts will be required to check a box for each student indicating if a student was transported by "District-Operated Transporter" or a "Contracted Transporter."Please call the STAC and Medicaid Unit at 518-474-7116 if you need any assistance.
01-31-2018
To be included in the February round of Approved Payment Reports, which will be paid prior to the end of March 2018, please verify online the following education/maintenance and/or transportation reimbursement approvals as per the chart below.
STAC Online Verification Deadlines (HTML) (PDF)