Welcome to the STAC Unit (System to Track and Account for Children)
STAC ADVISORY: Restoration of Normal Operations
While the STAC/Medicaid Unit has returned to working from the office, some staff members are still telecommuting. For fastest response, email the STAC Unit’s main mailbox at OMSSTAC@nysed.gov, or email the appropriate staff member directly. For a listing of staff assignments and relevant contact information, please refer to the unit’s functional directory.
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
The following information regarding 2019-20 CPSE Administrative Cost Claiming is now posted to the Preschool Correspondence page of the STAC webpage:
- 2019-20 CPSE Administrative Cost
Questions regarding this process should be sent via email to Robert Wojtkiewicz (Robert.Wojtkiewicz@nysed.gov) or Nicholas Thayer (Nicholas.Thayer@nysed.gov).
Webinar Open for Registration: Navigating the STAC Online (EFRT) System
This webinar will provide an introduction to the STAC online (EFRT) system, with a focus on new users and existing users who haven't used EFRT in a while. However, this training will be potentially useful for all EFRT users who wish to enhance their understanding of the system and learn new tips and tricks to complete their work more efficiently and troubleshoot common problems.
| Date and time: | Wednesday, January 19 2022 10:00 AM Eastern Standard Time (New York, GMT-05:00) |
| Duration: | 1 hour, 30 minutes |
The NYSED STAC and Medicaid Unit has placed 8 §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) listing has been updated with these Payment Reports, dated 11/18/21 and 11/23/21.
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.
Presentations and Questions & Answers for Recent Webinars
On September 23, 2021 the STAC/Medicaid Unit hosted a webinar for school districts, municipalities, and SED-approved education providers. This webinar covered:
- a general overview of High Cost Public 10-month claiming;
- the fall verification window for 2020-21 High Cost Public in-district claims;
- batch submissions of the “High Cost Student Worksheet” Screen (DCPUB) via the SED File Transfer Manager;
- registering for and using the SED File Transfer Manager;
- protecting personally identifiable information (PII) of students
Please see the links below for a PDF version of the presentation and the Q&A:
On October 7, 2021 the STAC/Medicaid Unit hosted its Fall 2021 STAC Workshop. The morning session was intended for existing users who hadn't used EFRT in a while and any users who wished to enhance their understanding of the STAC Online (EFRT) System. The afternoon session was intended for school business officials, assistant superintendents for business, directors of special education/PPS, and other staff using STAC's EFRT Online Screens to claim School Age STAC reimbursement. This second session focused on the verification claims within the STAC Online (EFRT) System in order to receive reimbursement, as well as more advanced payment topics.
Please see the links below for PDF versions of the presentations and the links to the Q&As:
- AM Session: Introduction to School Age STAC Processing (PDF)
- AM Session: Questions & Answers (HTML)
- PM Session: STAC Verification and Payments for School Business Officials (PDF)
- PM Session: Questions & Answers (HTML)
The following §4410 Preschool AVL(s) are now available for claiming:
- 2018-19 §4410 Preschool Evaluations EVAL-AVL #10
- 2019-20 §4410 Programs & Services AVL #05
Each AVL listed is due back to STAC by December 10, 2021.
Informational memo is available:(PDF)(HTML)
For Online Verification:
- Instructions to access a printable version of each AVL via SED File Transfer Manager (FTM), as well as how to submit a claim online, are available under “Pre-School” through the following link: Instructional Guides for help in entering and amending approvals and navigating throughout EFRT's online screens.
For FTP Verification:
- Instructions to access a printable version of each AVL via SED File Transfer Manager (FTM) is available under “Pre-School” through the following link: Instructional Guides for help in entering and amending approvals and navigating throughout EFRT's online screens.
- The following text files are available in your county’s SED FTM outbasket*:
§4410 Preschool Evaluations EVAL-AVL 1819 #10
CCCC_1819_EVAL-AVL_20211108.txt
§4410 Programs & Services AVL 1920 #05
CCCC_1920_AVL_20211108.txt
*Note - "CCCC" represents the first four letters of a county’s name, except for New York City (NEWY) and Saint Lawrence (STLA).
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
(Data Updated November 2, 2021 -- Next Update to be Posted December 10, 2021)
The NYSED STAC and Medicaid Unit has placed 5 §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) listing has been updated with these Payment Reports, dated 10/28/21.
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 NYSED STAC and Medicaid Unit has placed 15 §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) listing has been updated with these Payment Reports, dated 10/14/21.
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.
Two Webinars 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 Online (EFRT) System and to be used as training for new personnel.Date and time: Wednesday, November 3 2021 10:00 AM
Eastern Standard Time (New York, GMT-05:00)Duration: 1 hour - Requesting reimbursement for child-specific aides, nurses, and interpreters
This training, provided by the STAC/Medicaid Unit of the NYS Education Department, will explain the application and reimbursement process for various child specific aides, nurses, and interpreters. Topics include: preschool and school age request forms, situations where child specific support personnel can be claimed without form submission, calculating Aide Percentages, and impacts of the COVID-19 pandemic to aide claiming and reimbursement.Date and time: Wednesday, November 17 2021 9:30 AM
Eastern Standard Time (New York, GMT-05:00)Duration: 1 hour
2022-23 Executive Budget Aid Projections for Excess Cost Aid
To have excess cost aid projection information included in the 2022-23 state fiscal year Executive Budget, it is necessary for school districts to have their 2020-21 school age 10-month high cost public and private STAC approval records entered in the STAC Online System by October 19, 2021.
- Comparison of 1920 & 2021 School Age
10-month Public Excess Cost STAC Approvals by School District
- Comparison of 1920 & 2021 School Age
10-month Private Excess Cost STAC Approvals by School District
Online Verification for 2020-21 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 2020-21 ten-month High Cost Public In-District placements.
- In-District Claims: Verify Starting September 22, 2021
- Other District Claims: Verify Starting late 2021 or early 2022
- BOCES Claims: Verify Starting Spring 2022
See links below to memo and additional DCPUB/DVPUB information:
- 2020-21 DVPUB In-District Memo (HTML) (PDF)
- DCPUB-Quick Reference Guide (HTML) (PDF)
- DVPUB-Online Instruction Guide (HTML) (PDF)
2019/20 Private and High Cost Public STAC Approval Student Detail Used to Calculate 2020/21 PUB and PRI Output Reports Available on the SED File Transfer Manager
On September 1, the STAC/Medicaid Unit made 2019/20 student enrollment backup listings (which match against your 2020/21 PUB and PRI State Aid Output Reports) exclusively available on the SED File Transfer Manager (FTM). These reports list the 2019/20 enrollment year verified STAC approvals used to generate the 2020/21 PRI Line 13 Private Excess Cost Aid and 2020/21 PUB Line 8 High Cost Apportionment Aid.
Click on the filename to download each file. The public student enrollment backup listing PDF filename begins with "EFH277_2021_PUB", while the private student enrollment backup listing PDF filename begins with "EFH277_2021_PRV".
See links below for more information:
- EFH277 Student Listings for 1920 Verified Approvals Memo (HTML) (PDF)
- Authorization Form for Access to the SED File Transfer Manager (PDF)
The NYSED STAC and Medicaid Unit has placed 1 §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) listing has been updated with this Payment Report, dated 8/6/20.
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 NYSED STAC and Medicaid Unit has placed 11 §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) listing has been updated with these Payment Reports, dated 8/30/21 and 8/31/21.
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: Public High Cost In-District Claiming for the 2020-21 Enrollment Year
The NYS Education Department, STAC/Medicaid Unit has scheduled a webinar designed to assist school districts in verifying their 2020-21 Public High Cost 10-month student data. This webinar will provide an overview of the High Cost Public claiming and verification process for the 2020-21 enrollment year. Topics covered include: a general overview of High Cost Public 10-month claiming; the fall verification window for 2020-21 High Cost Public in-district claims; and 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, September 23, 2021 10:00 am Eastern Daylight Time (New York, GMT-04:00) |
| Duration: | 1 hour, 30 minutes |
Webinars Open for Registration: Fall 2021 STAC Workshop
We are offering two different sessions on different aspects of STAC school age processing. The first is a general overview designed for new users. The second session offers information regarding the verification process and payments for school business officials and more experienced users. You can register for one or both of these session offerings.
Session 1 - Introduction to School Age STAC Processing
Presented in coordination with Nassau BOCES and Eastern Suffolk BOCES: This first session
will provide an introduction to the STAC online (EFRT) system. The following Personnel are
encouraged to attend: New users, existing users who haven't used EFRT in a while, any
users who wish to enhance their understanding of the STAC Online (EFRT) System.
| Date and time: | Thursday, October 7 2021 10:30 AM Eastern Daylight Time (New York, GMT-04:00) |
|---|---|
| Duration: | 1 hour, 30 minutes |
| To Register: | Please click here to register for Session 1 |
Session 2 - STAC Verification and Payments for School Business Officials
Presented in coordination with Nassau BOCES and Eastern Suffolk BOCES: This second
session will focus on verification claims within the STAC Online (EFRT) System in order to
receive reimbursement, as well as more advanced payment topics. The following Personnel
are encouraged to attend: District Business Officials, Assistant Superintendents for
Business, Directors of Special Education/PPS and STAC Coordinators and other staff using
STAC's EFRT Online Screens to claim School Age STAC reimbursement.
| Date and time: | Thursday, October 7 2021 1:30 PM Eastern Daylight Time (New York, GMT-04:00) |
|---|---|
| Duration: | 1 hour, 30 minutes (plus additional Q&A at the end) |
| To Register: | Please click here to register for Session 2 |
The NYSED STAC and Medicaid Unit has processed 23 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 Payment Reports Available for Export to the SED File Transfer Manager (FTM) listing has been updated with these Approved Payment Reports with the following issues dates 8/11/20, 7/21/21, 7/23/21, 7/26/21, and 8/3/21.
For instructions on sending APRs to the SED File Transfer Manager using the DQPAY screen, please refer to the memo below:
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.
The NYSED STAC and Medicaid Unit has placed 6 §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) listing has been updated with these Payment Reports, dated 8/4/21.
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.
SED Guidance on Extending School Age Services to Age 23
The NYS Education Department released guidance to BOCES, school districts, and charter schools regarding the use of federal Elementary and Secondary School Emergency Relief (ESSER) and Governor’s Emergency Education Relief (GEER) funds for recovery and compensatory services to students over the age of 21.
These services are ineligible for state aid. As a result, state reimbursement is NOT available through the STAC Online (EFRT) System for students who have already turned 21 at the start of services.
A copy of the guidance memorandum is available on NYSED’s Coronavirus (COVID-19) Guidance for P-12 Schools website:
– July 21, 2021The Division of the Budget (DOB) has approved the following Preschool payment(s):
- 2018/2019 AVL #08 §4410 Programs & Services
- 2019/2020 AVL #03 §4410 Programs & Services
- 2020/2021 AVL #01 §4410 Programs & Services
- 2017/2018 AVL #11 §4410 Evaluations
- 2018/2019 AVL #08 §4410 Evaluations
- 2019/2020 AVL #04 §4410 Evaluations
- 2020/2021 AVL #01 §4410 Evaluations
- 2019/2020 AVL #01 §4410 County Administration
- 2017/2018 AVL #09 §4410 CPSE Administration
- 2018/2019 AVL #03 §4410 CPSE Administration
For questions on this notice, please email OMSSTAC@nysed.gov.
The NYSED STAC and Medicaid Unit has placed 10 §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) listing has been updated with these Payment Reports, dated 7/15/21.
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.
Due to the ongoing health crisis, the STAC/Medicaid unit has extended some of its STAC claiming deadlines as detailed below. If additional STAC claiming deadlines are extended, this chart will be updated.
| School Year | Category | Placement Type | Original Deadline | Revised Deadline |
|---|---|---|---|---|
| 2019-20 | School Age | Homeless | 06/30/21 | 10/29/21 |
The NYSED STAC and Medicaid Unit has processed the following Approved Payment Reports (APRs) that are now available to export to school district 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: 6/15/21.
| School Year | APR Type | SED FTM File Name Begins With: | Date Report Issued |
|---|---|---|---|
| 2020-21 | §4201 04-Month Education | EFH691_4201_2021_EDUC_01 | 6/15/21 |
| 2019-20 | §4201 10-Month Education | EFH691_4201_1920_EDUC_03 | 6/15/21 |
For instructions on sending APRs to the SED File Transfer Manager using the DQPAY screen, please refer to the memo below:
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.
06-18-2021
The Explanation/Correction of Student Transportation Costs of $6,500+ Verified with Pay
Stops for Summer Section 4408 & 4201 Students form has been revised to encourage
electronic submission, and allow for the use of e-signatures.
For best results, open in Adobe Acrobat or Adobe Reader instead of directly in the web browser.
The NYSED STAC and Medicaid Unit has placed 5 §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) listing has been updated with these Payment Reports, dated 6/7/21.
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.
June 30, 2021 Verification Deadline for 2019-20 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 2019-20 10-Month High Cost Public and Private Excess Cost approvals have been verified by June 30, 2021.
June 30, 2021 Verification Deadline for 2018-19 10-Month Public Excess Cost and Private Excess Cost
The 2018-19 10-Month Public Excess Cost and Private Excess Cost claiming period closes on June 30, 2021. 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, 2021.
These excess cost verification deadlines have NOT been extended despite the impacts of the COVID-19 pandemic.
To assist districts in confirming their verification status, the following reports have been generated:
- Comparison of 1819 & 1920 School Age
10-month Public Excess Cost STAC Approvals by School District
Updated: May 20, 2021
- Comparison of 1819 & 1920 School Age
10-month Private Excess Cost STAC Approvals by School District
Updated: May 20, 2021
The NYSED STAC and Medicaid Unit has placed 4 §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) listing has been updated with these Payment Reports, dated 5/4/21 and 5/10/21.
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.
Amendment to Education Law regarding Preschool Transportation
Education Law § 4410(8), as amended by section 22-a of Part A of S.2508C/A.3006C, authorizes state reimbursement for preschool transportation operating and maintenance expenses incurred by a municipality during the period between the issuance of executive order 202.4 on March 16, 2020, and the issuance of executive order 202.28 on May 7, 2020. To be eligible for state reimbursement, the individual student STAC records must include these expenses, and the municipality must have paid for those expenses, prior to submitting the claim to the STAC unit.
For questions on this notice, please email OMSSTAC@nysed.gov
The NYSED STAC and Medicaid Unit has placed 7 §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) listing has been updated with these Payment Reports, dated 4/21/21.
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.
2021/22 REAPPLICATIONS
The following 2021/22 Reapplications are now available on the STAC Online (EFRT) System:
- 2-Month Summer Reapplications- DRSUM screen
- 2-Month Summer Chapter Reapplications- DRCSM screen
- 10-Month Public Reapplications-DRPUB screen
- 10-Month Private Reapplications- DRPRV screen
- 10-Month Chapter Reapplications- DRCHP screen
- 10-Month §4201 Reapplications- DRSSY screen
Reapp Memo (HTML) (PDF) and Reapplication Guides
Verification Now Open: 2019-20 10-Month High Cost Public BOCES Placements
Verification is now open for 2019-20 ten-month High Cost Public BOCES placements on the DVPUB online verification screen.
2019-20 DVPUB Online Verification Process Overview:
- In-District: In-district claims opened for verification on January 5, 2021.
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 opened for verification on January 5, 2021.
Complete the DCPOD High Cost Worksheet to provide cost breakdowns for all claims that exceed the district threshold. - BOCES: BOCES claims opened for verification on April 07, 2021.
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.
When verifying BOCES placements on DVPUB, you must reference the BOCES Year-End Final Cost Report that matches the exact title and Calculation Date indicated on the 2019-20 BOCES Year-End Report table linked below.
In-district, other district, and BOCES claims must all be verified on the DVPUB screen to be eligible for reimbursement. To receive current year funding, verification for all In-District, Other District, and BOCES placements must be completed by June 30, 2021.
See links below to memo and additional information:
- 2019-20 DVPUB BOCES Field Memo (HTML) (PDF)
- Allowable and Non-Allowable Costs for Public High Cost Placements (HTML)
- DCPUB-Quick Reference Guide (HTML) (PDF)
- DCPOD-Quick Reference Guide (HTML) (PDF)
- DVPUB-Online Instruction Guide (HTML) (PDF)
- 2019-20 BOCES Year-End Report Table (HTML) Revised: April 26, 2021
2021-22 Program Dates
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 2021-22 program dates by June 15, 2021.
Below are links to the memorandum and instruction guide regarding the 2021-22 Program Service Dates.
If you have questions regarding STAC program date changes, including FTE impacts from the observance of Rosh Hashanah immediately after Labor Day, contact the STAC/Medicaid Unit by e-mail at OMSSTAC@nysed.gov. Contact the SED Office of Special Education at SPECED@nysed.gov if you have programmatic questions.
Using the Percentage Aide Box to request Reimbursement for Student-Specific Education Aides Webinar and Q&A
On January 14, 2021 the STAC/Medicaid Unit hosted a webinar for school districts, municipalities, and SED-approved education providers. This webinar:
- provided an overview of the reimbursement process for student-specific aides;
- introduced the new Aide Percentage box in the STAC Online (EFRT) System;
- directed users on how to utilize the Aide Percentage Calculation Worksheet to calculate Aide Percentages;
- explored considerations resulting from the COVID-19 pandemic;
- and included a brief refresher on protecting personally-identifiable student information.
Please see the links below for a PDF version of the presentation and the Q&A:
- Using the Aide Box to Request Reimbursement for Student-Specific Education Aides (PDF)
- Questions & Answers (HTML)
The Questions & Answers document will be continually updated as new questions arise.
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 Online (EFRT) System and to be used as training for new personnel.
| Date and time: | Wednesday, May 12 2021 10:30 AM Eastern Daylight Time (New York, GMT-04:00) |
| Duration: | 1 hour, 30 minutes |
The NYSED STAC and Medicaid Unit has placed 4 §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) listing has been updated with these Payment Reports, dated 3/12/21.
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 Division of the Budget (DOB) has approved the following Preschool payment(s):
- 2014/2015 AVL #18 §4410 Programs & Services
- 2015/2016 AVL #16 §4410 Programs & Services
- 2016/2017 AVL #14 §4410 Programs & Services
- 2017/2018 AVL #11 §4410 Programs & Services
- 2019/2020 AVL #02 §4410 Programs & Services
- 2017/2018 PAY #08 §4410 CPSE Administration
- 2018/2019 PAY #02 §4410 CPSE Administration
For questions on this notice, please email OMSSTAC@nysed.gov.
The Division of the Budget (DOB) has approved the following School Age 20% Remaining Amount On Hold payment(s):
| School Year | APR | Placement Type | Service Type | Amt On Hold |
|---|---|---|---|---|
| 2018/19 | #03 | §4201 10-month | Educ./Main. | Click Here |
| 2019/20 | #02 | §4408 Summer | Educ./Main. | Click Here |
| 2019/20 | #02 | §4408 Summer | Transportation | Click Here |
| 2019/20 | #02 | Summer Chapter 47, 66 & 721 | Educ./Main. | Click Here |
| 2019/20 | #01 | Summer Chapter 47, 66 & 721 | Transportation | Click Here |
For questions on this notice, please email OMSSTAC@nysed.gov.
The NYSED STAC and Medicaid Unit has processed 20 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 Payment Reports Available for Export to the SED File Transfer Manager (FTM) listing has been updated with these Approved Payment Reports with the following issue dates: 3/1/21, 3/2/21 , and 3/10/21.
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.
The NYSED STAC and Medicaid Unit has placed 7 §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) listing has been updated with these Payment Reports, dated 2/24/21, 3/1/21, and 3/4/21.
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 Division of the Budget (DOB) has approved the following Preschool payment(s):
- 2018/2019 AVL #07 §4410 Evaluations
- 2018/2019 AVL #07 §4410 Programs & Services
- 2017/2018 PAY #07 §4410 CPSE Administration
- 2018/2019 PAY #01 §4410 CPSE Administration
For questions on this notice, please email OMSSTAC@nysed.gov.
2021-22 Reapplication Reminder
The 2021-22 reapplications will be available to the field by early April 2021. In order for districts to fully utilize this reapplication process, the STAC/Medicaid Unit encourages districts to review all 2020-21 service approvals currently on the STAC online system. If necessary, districts should add any outstanding 2020-21 service approvals no later than March 26, 2021.
For placements at §4201 State-supported schools, districts must use the DRSSY reapplication screen to add missing 10-month 2020-21 approvals. If the §4201 approval is not available for reapplication from the DRSSY screen, please notify Andrew Kitzrow (Andrew.Kitzrow@nysed.gov) of the STAC/Medicaid Unit.
The NYSED STAC and Medicaid Unit has placed 18 §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) listing has been updated with these Payment Reports, dated 2/19/21.
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 Division of the Budget (DOB) has approved the following Preschool 20% Remaining Amount On Hold payment(s):
- 2016/2017 AVL #11 §4410 Evaluations*
- 2016/2017 AVL #12 §4410 Evaluations
- 2017/2018 AVL #08 §4410 Evaluations
- 2017/2018 AVL #09 §4410 Evaluations
- 2017/2018 AVL #10 §4410 Evaluations
- 2018/2019 AVL #05 §4410 Evaluations
- 2018/2019 AVL #06 §4410 Evaluations
- 2019/2020 AVL #01 §4410 Evaluations
- 2019/2020 AVL #02 §4410 Evaluations
- 2019/2020 AVL #03 §4410 Evaluations
- 2011/2012 AVL #23 §4410 Programs & Services
- 2014/2015 AVL #17 §4410 Programs & Services
- 2015/2016 AVL #15 §4410 Programs & Services
- 2016/2017 AVL #12 §4410 Programs & Services
- 2016/2017 AVL #13 §4410 Programs & Services
- 2017/2018 AVL #08 §4410 Programs & Services*
- 2017/2018 AVL #09 §4410 Programs & Services
- 2017/2018 AVL #10 §4410 Programs & Services
- 2018/2019 AVL #05 §4410 Programs & Services
- 2018/2019 AVL #06 §4410 Programs & Services
- 2019/2020 AVL #01 §4410 Programs & Services
- 2018/2019 PAY #01 §4410 County Administration
- 2016/2017 PAY #07 §4410 CPSE Administration
- 2016/2017 PAY #08 §4410 CPSE Administration
- 2017/2018 PAY #02 §4410 CPSE Administration*
- 2017/2018 PAY #04 §4410 CPSE Administration
- 2017/2018 PAY #05 §4410 CPSE Administration
- 2017/2018 PAY #06 §4410 CPSE Administration
*Payments not dispersed during 2019/2020 NYS fiscal year.
For questions on this notice please email OMSSTAC@nysed.gov.
ADDITIONAL REMINDER: Verification Deadline for:
- §4408 Summer Transportation Costs
- §4408 Related Services Summer Transportation Costs
- §4201 Summer Transportation Costs
To be included in the upcoming Approved Payment Reports, please verify your transportation costs on or before the deadlines listed in the table linked below:
For summer transportation, it is important to note that these costs need to be:
- Entered on respective service approval on EFRT or claimed directly on the transportation verification screen.
- Verified on the appropriate transportation verification after the
education/maintenance has been verified. (Note: education/maintenance costs must
be claimed/verified in order for transportation to be claimed/verified).
- Summer §4408: verify Education/Maintenance on DVSUM, Transportation on DVSTR
- Summer §4408 Related Services: verify Educ./Main. on DVSRL, Tran. on DVST2
- Summer §4201 State-supported Schools & State Operated Schools: verify Tran. on DVST3
- Summer Chapter 47, 66, and 721: verify Educ. On DVCSM, Tran. On DVSTC
- Upload/Submit summer transportation cost explanation form and back-up documentation to the NYSED File Transfer Manager (FTM) for verified transportation costs exceeding $6,500. Please send an e-mail to OMSSTAC@nysed.gov to notify the STAC/Medicaid Unit of your upload/submission. Make sure to include the filename of the transportation cost explanation form and back-up submission in your e-mail.
As noted previously, school districts are encouraged to take advantage of these claiming opportunities.
If you have any questions about this verification process or the submission of required forms and back-up documentation, please send an e-mail to OMSSTAC@nysed.gov.
Webinar Open for Registration: Public High Cost In-District, “Other District”, & BOCES Claiming for the 2019-20 Enrollment Year
The STAC/Medicaid unit within the NYS Education Department has scheduled a webinar designed to assist districts in verifying their 2019-20 Public High Cost 10-month student data. This webinar will provide an overview of the High Cost Public claiming and verification process for the 2019-20 enrollment year. Topics covered include: a general overview of High Cost Public 10-month claiming: in-district claiming, "other district" claiming, and BOCES claiming. This training is recommended for all school 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, February 25 2021 10:00 AM Eastern Standard Time (New York, GMT-05:00) |
| Duration: | 1 hour, 30 minutes |
Changes to Preschool Summary File Description
Beginning with the Preschool Summary files created on 1/23/2021, changes have been made to include the information for the newly added 1:1 Aide Percentage field (PCT-AIDE). The *NEW* file description is available on the STAC webpage under the following location: Electronic Data Transfer Options/Pre-School Summary Files/4410 County Summary Layout. Please note, the length of the *NEW* file description is three characters longer than the previous version.
For questions on this notice, please email OMSSTAC@nysed.gov.
County Administrative Cost Claiming Memo
The 2019-20 County Administrative Cost Claiming memo (HTML) (PDF) and Guide Book is now available to view on the STAC webpage under the Preschool Correspondence section.
For questions on this notice, please email OMSSTAC@nysed.gov.
The NYSED STAC and Medicaid Unit has placed 4 §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) listing has been updated with these Payment Reports, dated 1/19/21 and 1/20/21.
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 Division of the Budget (DOB) has approved the following Preschool payment(s):
- 2016/2017 AVL #12 §4410 Evaluations
- 2017/2018 AVL #08 §4410 Evaluations
- 2017/2018 AVL #09 §4410 Evaluations
- 2017/2018 AVL #10 §4410 Evaluations
- 2018/2019 AVL #05 §4410 Evaluations
- 2018/2019 AVL #06 §4410 Evaluations
- 2019/2020 AVL #01 §4410 Evaluations
- 2019/2020 AVL #02 §4410 Evaluations
- 2019/2020 AVL #03 §4410 Evaluations
- 2011/2012 AVL #23 §4410 Programs & Services
- 2014/2015 AVL #17 §4410 Programs & Services
- 2015/2016 AVL #15 §4410 Programs & Services
- 2016/2017 AVL #12 §4410 Programs & Services
- 2016/2017 AVL #13 §4410 Programs & Services
- 2017/2018 AVL #09 §4410 Programs & Services
- 2017/2018 AVL #10 §4410 Programs & Services
- 2018/2019 AVL #05 §4410 Programs & Services
- 2018/2019 AVL #06 §4410 Programs & Services
- 2018/2019 PAY #01 §4410 County Administration
- 2016/2017 PAY #08 §4410 CPSE Administration
- 2017/2018 PAY #05 §4410 CPSE Administration
- 2017/2018 PAY #06 §4410 CPSE Administration
Due to the ongoing pandemic and subsequent fiscal climate of NYS, pursuant to DOB direction, the payment(s) represent 80% of the total amount due. The remaining 20% has been placed on hold until DOB approval is received.
For questions on this notice, please email OMSSTAC@nysed.gov.
The §4410 Preschool AVL Schedule for the period beginning April 2021 through March 2022 is now available under Preschool AVL, on the STAC webpage.
For questions on this notice, please email OMSSTAC@nysed.gov.
Issuance of §4410 2019-20 Programs and Services AVL #02
The STAC/Medicaid unit will issue §4410 2019-20 Programs and Services AVL #02 for county claiming on February 1, 2021. This will allow counties time to process any changes needed in the STAC Online (EFRT) System to student approval records previously submitted.
In making those changes, counties should note the following posted correspondence regarding 1:1 aide services and §4410 preschool transportation:
Utilizing the Aide Percentage Box in EFRT for Student-Specific Education Aides:
Pursuant to direction from the New York State Division of the Budget, for the 2019-20 and 2020-21 school years,
state reimbursement will only be provided for 1:1 aides for days on which the aides actually provide(d) either
in-person or remote services consistent with the student’s IEP. State reimbursement will not be provided for
days that 1:1 aides were laid off, furloughed, or did not provide support services to students consistent with IEP requirements.
Transportation Reimbursement During Periods of Program Closure:
Under current law, in the absence of an Executive Order or statutory change, counties may only submit claims for state
reimbursement for actual costs incurred in physically transporting students to/from an approved service provider.
This Programs and Services AVL represents the last claiming opportunity for the 2019-20 school year during the 2020-21 state fiscal year, which concludes March 31, 2021. Due to the current state fiscal climate, counties are encouraged to take advantage of this claiming opportunity.
For questions on this notice, please email OMSSTAC@nysed.gov.
To be included in the February round of Approved Payment Reports, which will be paid prior to the end of March 2021, please verify the education/maintenance and/or transportation for the school years and placement types listed in the table linked below:
These represent the last claiming opportunities for the 2021/2021 state fiscal year, which concludes March 31, 2021. Due to the current state fiscal climate, school districts are encouraged to take advantage of these claiming opportunities.
2019/20 Private and High Cost Public STAC Approval Student Detail Used to Calculate 2020/21 PUB and PRI Output Reports Available on the SED File Transfer Manager
The STAC/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 2019/20 enrollment year STAC Approvals used to generate the 2020/21 PRI Line 13 Private Excess Cost Aid and 2020/21 PUB Line 8 Public High Cost Apportionment Aid.
See links below for more information:
- EFH277 Student Listings for 1920 Approvals Memo (HTML) (PDF)
- Authorization Form for Access to the SED File Transfer Manager (PDF)
01-05-2021 (Updated: 01/08/2021)
Verification Now Open: 2019-20 10-Month High Cost Public In-District & "Other District" Placements
The online verification screen (DVPUB) is now open for verification for all 2019-20 ten-month High Cost Public In-District and Other District placements.
In-District Claims: Verify Starting January 5, 2021
Other District Claims: Verify Starting January 5, 2021
BOCES Claims: Verify Starting Spring 2021
IMPORTANT: Pursuant to a NYS Division of the Budget directive, costs for student-specific aides are not eligible for excess cost aid for periods where the student was not provide(d) either in-person or remote services consistent with the student's IEP.
See links below to memo and additional DCPUB, DCPOD, & DVPUB information:
- 2019-20 DVPUB In-District/"Other District" Field Memo (HTML) (PDF)
- Allowable and Non-Allowable Costs for Public High Cost Placements (HTML)
- DCPUB-Quick Reference Guide (HTML) (PDF)
- DCPOD-Quick Reference Guide (HTML) (PDF)
- DVPUB-Online Instruction Guide (HTML) (PDF)
Webinar Open for Registration: Using the Percentage Aide Box to request Reimbursement for Student-Specific Education Aides
To assist in calculating state reimbursement, the STAC/Medicaid unit has introduced a new Aide Percentage box in the STAC Online (EFRT) System to document the percentage of time education aides spend assisting a specific student during the enrollment period of the service approval. This box should only be utilized by school districts and counties when the cost of the aide/assistant is not included in a tuition rate.
Pursuant to direction from the New York State Division of the Budget, for the 2019-20 and 2020-21 school years, state reimbursement will only be provided for 1:1 aides for days on which the aides provide(d) in-person services consistent with their job function.
This webinar will provide an overview of these changes and give school districts and counties an opportunity to submit questions for an FAQ document.
| Date and time: | Thursday, January 14 2021 10:00 AM Eastern Standard Time (New York, GMT-05:00) |
| Duration: | 1 hour, 30 minutes |
01-04-2021 (Updated: 01/06/2021)
Calculating Aide Percentages for Student-Specific Support Personnel During Education Hours;
Determining Reimbursement Eligibility During School Closures and Remote Learning
To assist in calculating state reimbursement, the STAC/Medicaid unit has introduced a new Aide Percentage box in the STAC Online (EFRT) System to document the percentage of time education aides spend assisting a specific student during the enrollment period of the service approval. This box should only be utilized by school districts and counties when the cost of the aide/assistant is not included in a tuition rate.
The instructions also document how to claim for student-specific nurses, interpreters, and maintenance aides.
Pursuant to direction from the New York State Division of the Budget, for the 2019-20 and 2020-21 school years, state reimbursement will only be provided for 1:1 aides for days on which the aides actually provide(d) either in-person or remote services consistent with the student's IEP. State reimbursement will not be provided for days that 1:1 aides were laid off, furloughed, or did not provide support services to students consistent with IEP requirements.
The STAC/Medicaid unit is available for technical assistance regarding this new process, and will be developing an FAQ document as questions arise. A webinar will also be scheduled in the coming weeks.
The NYSED STAC and Medicaid Unit has placed 5 §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) listing has been updated with these Payment Reports, dated 12/21/20.
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.
12-15-2020
Attention School Districts and Homeless Liaisons: Homeless Eligibility (DQHOM) screen-Enhancements for the current District of Attendance
The STAC/Medicaid Unit has made enhancements to the homeless eligibility list (DQHOM) screen. They include:
- basic instructional guidance to show the required steps and screens to use to obtain all eligible homeless state aid; and
- cells that will display the total numbers for each selected school year all entered designation forms from the DQHOM screen, homeless approvals entered using the DSHOM screen, and the number of verifications using the DVHOM screen.
- toggle button which will display content of the entered designation form data for the logged in school district between “attendance (educating-9A)” and “last permanently housed prior to becoming homeless (origin-7A)”; and
- SED FTM command button to send a PDF school year inquiry.
The NYSED STAC and Medicaid Unit has placed 7 §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) listing has been updated with these Payment Reports, dated 12/9/20.
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.
§4410 Preschool Special Education Transportation Services
The New York State Education Department has made the following guidance available to counties providing preschool special education transportation services:
The NYSED STAC and Medicaid Unit has placed 18 §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) listing has been updated with these Payment Reports, dated 10/7/20.
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.
Webinars Open for Registration: Fall 2020 STAC Workshop
We are offering two different sessions on different aspects of STAC school age processing. The first is a general overview designed for new users. The second session offers information regarding the verification process and payments. You can register for one or both of these session offerings.
Session 1 - Introduction to School Age STAC Processing
Presented in coordination with Nassau BOCES and Eastern Suffolk BOCES: This first session will
provide an introduction to the STAC online (EFRT) system. The following Personnel are encouraged
to attend: New users, existing users who haven't used EFRT in a while, any users who wish to
enhance their understanding of the STAC Online (EFRT) System.
| Date and time: | Wednesday, October 21 2020 12:30 PM Eastern Daylight Time (New York, GMT-04:00) |
|---|---|
| Duration: | 1 hour, 30 minutes |
| To Register: | Please click here to register for Session 1 |
Session 2 - STAC Verification and Payments for School Business Officials
Presented in coordination with Nassau BOCES and Eastern Suffolk BOCES: This second session will
focus on verification claims within the STAC Online (EFRT) System in order to receive reimbursement,
as well as more advanced payment topics. The following Personnel are encouraged to attend:
District Business Officials, Assistant Superintendents for Business, Directors of Special
Education/PPS and STAC Coordinators and other staff using STAC's EFRT Online Screens to claim School
Age STAC reimbursement.
| Date and time: | Wednesday, October 21 2020 2:15 PM Eastern Daylight Time (New York, GMT-04:00) |
|---|---|
| Duration: | 2 hours, 15 minutes (including Q&A at the end) |
| To Register: | Please click here to register for Session 2 |
2021-22 Executive Budget Aid Projections for Excess Cost Aid
To have excess cost aid projection information included in the 2021-22 state fiscal year Executive Budget, it is necessary for school districts to have their 2019-20 school age 10-month high cost public and private STAC approval records entered in the STAC Online System by October 16, 2020.
- Comparison of 1819 & 1920 School Age
10-month Public Excess Cost STAC Approvals by School District
- Comparison of 1819 & 1920 School Age
10-month Private Excess Cost STAC Approvals by School District
The NYSED STAC and Medicaid Unit has placed thirteen §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) listing has been updated with this Payment Report, dated 9/21/20 and 9/11/20.
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.
2018/19 Private and High Cost Public STAC Approval Student Detail Used to Calculate 2019/20 PUB and PRI Output Reports Available on the SED File Transfer Manager
On September 3, the STAC/Medicaid Unit made 2018/19 student enrollment backup listings (which match against your 2019/20 PUB and PRI State Aid Output Reports) exclusively available on the SED File Transfer Manager (FTM). These reports list the 2018/19 enrollment year verified STAC approvals used to generate the 2019/20 PRI Line 13 Private Excess Cost Aid and 2019/20 PUB Line 8 High Cost Apportionment Aid.
See links below for more information:
- EFH277 Student Listings for 1819 Verified Approvals Memo (HTML) (PDF)
- Authorization Form for Access to the SED File Transfer Manager (PDF)
The NYSED STAC and Medicaid Unit has placed 1 §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) listing has been updated with this Payment Report, dated 8/6/20.
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: Navigating the STAC Online (EFRT) System
This webinar will provide an introduction to the STAC online (EFRT) system, with a focus on new users and existing users who haven't used EFRT in a while. However, this training will be potentially useful for all EFRT users who wish to enhance their understanding of the system and learn new tips and tricks to complete their work more efficiently and troubleshoot common problems.
| Date and time: | Wednesday, August 19 2020 10:00 AM Eastern Daylight Time (New York, GMT-04:00) |
| Duration: | 1 hour, 30 minutes |
The NYSED STAC and Medicaid Unit has placed 12 §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) listing has been updated with these Payment Reports, dated 7/24/20.
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 Division of the Budget has approved the following School Age payment(s):
| School Year | APR | Placement Type | Service Type | Amt On Hold |
|---|---|---|---|---|
| 2019/20 | #01 | §4201 4-month | Educ./Main. | * |
| 2018/19 | #03 | §4201 10-month | Educ./Main. | Click Here |
| 2019/20 | #02 | §4408 Summer | Educ./Main. | Click Here |
| 2019/20 | #02 | §4408 Summer | Transportation | Click Here |
| 2019/20 | #02 | Summer Chapter 47, 66 & 721 | Educ./Main. | Click Here |
| 2019/20 | #01 | Summer Chapter 47, 66 & 721 | Transportation | Click Here |
Due to the ongoing pandemic and subsequent fiscal climate of NYS, pursuant to DOB direction, the payment(s) represent 80% of the total amount due. The remaining 20% has been placed on hold until DOB approval is received. Please note that 2019/2020 APR #01 §4201 Education/Maintenance 4-month was run at 80%, so the current payment amounts listed in the APR reflect the 80% payment cap.
For questions on this notice, please email OMSSTAC@nysed.gov.
The NYSED STAC/Medicaid Unit has processed 6 Approved Payment Reports (APRs) that are now available for export to school district 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: 7/15/20, 7/14/20, and 6/30/20.
For instructions on sending APRs to the SED File Transfer Manager using the DQPAY screen, please refer to the memo below:
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 Division of the Budget has approved the following Preschool payment(s):
- 2019/2020 AVL #01 §4410 Programs & Services
- 2017/2018 AVL #08 §4410 Programs & Services*
- 2016/2017 AVL #11 §4410 Evaluations*
- 2017/2018 PAY #02 §4410 CPSE Administration*
- 2017/2018 PAY #04 §4410 CPSE Administration
- 2016/2017 PAY #07 §4410 CPSE Administration
*Payments not dispersed during 2019/2020 NYS fiscal year.
Due to the ongoing pandemic and subsequent fiscal climate of NYS, pursuant to DOB direction, the payment(s) represent 80% of the total amount due. The remaining 20% has been placed on hold until DOB approval is received.
For questions on this notice, please email OMSSTAC@nysed.gov.
The NYSED STAC and Medicaid Unit has placed ten §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) listing has been updated with these Payment Reports, dated 7/10/20, and 6/30/20.
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.
Additional Guidance with Regard to the Provision of Services to Students with Disabilities – School Year and Summer
The New York State Education Department Office of Special Education has made the following additional guidance available with regard to the provision of services to students with disabilities during statewide school closures due to the COVID-19 public health emergency, including the provision of Extended School Year (ESY) summer services during the July/August 2020 period:
- Memo: Supplement #2 - Provision of Services to Students With Disabilities During Statewide School Closures Due to Novel Coronavirus (Covid-19) Outbreak in New York State (June 20, 2020)
- Memo: Supplement #3 - Provision of Services to Students With Disabilities During Statewide School Closures Due to Novel Coronavirus ( Covid-19) Outbreak in New York State (June 20, 2020)
Questions regarding this guidance should be directed to the Office of Special Education by emailing SPECED@nysed.gov
June 30, 2020 Verification Deadline for 2018-19 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 2018-19 10-Month High Cost Public and Private Excess Cost approvals have been verified by June 30, 2020.
June 30, 2020 Verification Deadline for 2017-18 10-Month Public Excess Cost and Private Excess Cost
The 2017-18 10-Month Public Excess Cost and Private Excess Cost claiming period closes on June 30, 2020. 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, 2020.
To assist districts in confirming their verification status, the following Gold Star Reports have been updated:
- 2018-19 School Year High Cost Public (In-dist./other dist./BOCES)
- 2018-19 School Year Private Section 4405 Program
- 2017-18 School Year High Cost Public (In-dist./other dist./BOCES)
- 2017-18 School Year Private Section 4405 Program
Note: Please refer to the STAC June 2020 Deadlines announcement for additional June 30, 2020 verification deadlines.
| School Year | Placement Type | Service Approval Deadline |
Education/Maint Verification Deadline |
Transportation Verification Deadline |
|---|---|---|---|---|
| 2016-17 | 4408 Summer | June 30, 2020 | June 30, 2020 Online – DVSUM |
June 30, 2020 Online – DVSTR |
| 2016-17 | Related Services 4408 Summer 9015 Programs |
June 30, 2020 | June 30, 2020 Online – DVSRL |
June 30, 2020 Online – DVST2 |
| 2016-17 | Summer Chapter 47, 66 & 721 |
June 30, 2020 | June 30, 2020 Online – DVCSM |
June 30, 2020 Online – DVSTC |
| 2016-17 | 4201 Summer | June 30, 2020 | N/A | June 30, 2020 Online – DVST3 |
| 2017-18 | Private 10-Month | June 30, 2020 | June 30, 2020 Prior-Year Aid Online – DVPRV |
N/A |
| 2017-18 | Public High Cost - 10-Mo. BOCES, In-Dist, Other-Dist |
June 30, 2020 | June 30, 2020 for Prior - Year Aid, Online – DVPUB |
N/A |
| 2018-19 | Private 10-Month | June 30, 2020 | June 30, 2020 for Current - Yr. Aid Online – DVPRV |
N/A |
| 2018-19 | Public High Cost - 10-Mo. BOCES, In-Dist, Other-Dist |
June 30, 2020 | June 30, 2020 for Current - Yr. Aid Online – DVPUB |
N/A |
| 2018-19 | Chapter 47, 66 & 721 – 10-month |
June 15, 2020 | June 15, 2020 Online – DVCHP |
June 15, 2020 Online – DVCHP |
PLEASE NOTE: The deadline for 2018-19 Homeless placements has been extended to August 31, 2020
Please share copies of this table with all CSE/PPS Office and Business Office staff responsible for verifying STAC records to claim State Aid.
For questions, please contact OMSSTAC@nysed.gov.
Due to the ongoing health crisis, the STAC/Medicaid unit has extended some of its STAC claiming deadlines as detailed below. If additional STAC claiming deadlines are extended, this chart will be updated.
| School Year | Category | Placement Type | Original Deadline | Revised Deadline |
|---|---|---|---|---|
| 2018/19 | School Age | 10-Month Public – verification and submission of backup documentation, as requested | 4/17/20 | 6/30/20 |
| 2018/19 | School Age | Homeless | 6/30/20 | 8/31/20 |
2020/21 REAPPLICATIONS
The following 2020/21 Reapplications are now available on the STAC Online System:
- 10-Month Private Reapplications- DRPRV screen
- 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
2020-21 Program Dates
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 2020-21 program dates by June 15, 2020.
Below are links to the memorandum and instruction guide regarding the 2020-21 Program Service Dates.
The NYSED STAC/Medicaid Unit has processed 14 Approved Payment Reports (APRs) that are now available for export to school district 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: 3/13/20, 3/12/20, 3/5/20, and 3/4/20.
For instructions on sending APRs to the SED File Transfer Manager using the DQPAY screen, please refer to the memo below:
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.
Due to continuing limitations imposed by the COVID-19 public health emergency, the STAC/Medicaid unit is not accepting hard copies of documentation at this time. Any documentation that was mailed using the U.S. Postal Service or sent via private courier (UPS, FedEx, etc.) since early March must be re-submitted electronically. If the documentation contains student-specific personally identifiable information, the documentation must be submitted using the SED File Transfer Manager (FTM).
2018/19 Private and High Cost Public STAC Approval Student Detail Used to Calculate 2019/20 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 2018/19 enrollment year STAC Approvals used to generate the 2019/20 Private Excess Cost Aid (PRI Line 13) and 2019/20 High Cost Apportionment Aid (PUB Line 8).
See links below for more information:
- EFH277 Student Listings for 1819 Approvals Memo (HTML) (PDF)
- Authorization Form for Access to the SED File Transfer Manager (PDF)
Due to the school closures announced for this week throughout the state in response to the coronavirus pandemic, the "Navigating the STAC Online (EFRT) System" webinar announced for this Wednesday, March 18th will be postponed. When a new date and time has been determined, an announcement will be sent out via ListServ and posted on the STAC Unit website.
The NYSED STAC and Medicaid Unit has placed twenty §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) listing has been updated with these Payment Reports, dated 2/20/20, 3/9/20, 3/10/20 and 3/11/20.
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 NYSED STAC and Medicaid Unit has processed the following Approved Payment Reports (APRs) that are now available to export to school district 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: 3/3/20 and 2/26/20.
| School Year | APR Type | SED FTM File Name Begins With: | Date Report Issued |
|---|---|---|---|
| 2018-19 | Homeless 10-Month Education | EFH691_HOML_1819_EDUC_01 | 3/3/20 |
| 2018-19 | 4201 10-Month Education | EFH691_4201_1819_EDUC_02 | 2/26/20 |
| 2017-18 | 4201 10-Month Education | EFH691_4201_1718_EDUC_04 | 2/26/20 |
| 2016-17 | 4201 10-Month Education | EFH691_4201_1617_EDUC_06 | 2/26/20 |
For instructions on sending APRs to the SED File Transfer Manager using the DQPAY screen, please refer to the memo below:
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.
Two Webinars Open for Registration
| Public High Cost "Other District" & BOCES 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; a brief revisiting of 1819 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 SED File Transfer Manager will be provided. District responsibility for protecting personally identifiable information (PII) of students will also be discussed. |
Navigating the STAC Online (EFRT) System This webinar will provide an introduction to the STAC online (EFRT) system, with a focus on new users and existing users who haven't used EFRT in a while. However, this training will be potentially useful for all EFRT users who wish to enhance their understanding of the system and learn new tips and tricks to complete their work more efficiently and troubleshoot common problems. |
||
| Date and time: | Wednesday, March 11, 2020 11:00 am Eastern Daylight Time (New York, GMT-04:00) |
Date and time: | Wednesday, March 18, 2020 11:00 am Eastern Daylight Time (New York, GMT-04:00) |
| Duration: | 1 hour | Duration: | 1 hour |
| Please click here to register | Please click here to register | ||
Online Verification for 2018-19 ten-month High Cost Public In-District, Other District, and BOCES placements
The online verification screen (DVPUB) is now open for verification for all 2018-19 ten-month High Cost Public In-District, Other District, and BOCES placements. Verification should be completed by April 17, 2020.
2018-19 DVPUB Online Verification Process Overview:
- In-District: In-district claims opened for verification on October 3, 2019.
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 opened for verification on January 24, 2020.
Complete the DCPOD High Cost Worksheet to provide cost breakdowns for all claims that exceed the district threshold. - BOCES: BOCES claims opened for verification on February 25, 2020.
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.
When verifying BOCES placements on DVPUB, you must reference the BOCES Year-End Final Cost Report that matches the exact title and Calculation Date indicated on the 2018-19 BOCES Year-End Report table linked below. - 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 17, 2020.
See links below to memo and additional information:
2018-19 DVPUB Memo (HTML)
(PDF)
Allowable and Non-Allowable Costs for Public High Cost Placements (HTML)
DCPUB-Quick Reference Guide (HTML) (PDF)
DCPOD-Quick Reference Guide (HTML) (PDF)
DVPUB-Online Instruction Guide (HTML) (PDF)
2018-19 BOCES Year-End Report Table (HTML)
Revised: March 2, 2020
2020-21 Reapplication Reminder
The 2020-21 reapplications will be available to the field by late March/early April 2020. In order for districts to fully utilize this reapplication process, the STAC Unit encourages districts to review all 2019-20 service approvals currently on the STAC online system. If necessary, districts should add any outstanding 2019-20 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 2019-20 approvals. If the §4201 approval is not available for reapplication from the DRSSY screen, please notify Andrew Kitzrow (Andrew.Kitzrow@nysed.gov) of the STAC and Medicaid Unit.
Webinar Open for Registration: Requesting Reimbursement for Child-Specific Aides, Nurses, and Interpreters
The NYS Education Department, STAC & Medicaid Unit has scheduled a webinar designed to provide school districts and municipalities with an explanation of the application and reimbursement process for various child-specific aides, nurses, and interpreters. Topics covered include: Explanation of preschool and school age forms, and situations where child-specific support personnel can be claimed without form submission. This training is recommended for all school district and municipality personnel who are responsible for any of the following: preschool service claiming, school age summer claiming, school age private 10-month claiming. A brief refresher on registering for and using the SED File Transfer Manager will be provided. Responsibility for protecting personally identifiable information (PII) of students will also be discussed.
| Date and time: | Wednesday, March 4 2020 1:00 PM Eastern Standard Time (New York, GMT-05:00) |
| Duration: | 1 hour |
The NYSED STAC and Medicaid Unit has placed thirty-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) listing has been updated with these Payment Reports, dated 1/27/20 and 1/28/20.
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.
Verification Now Open: 2018-19 10-Month High Cost Public "Other District" Placements
The online verification screen (DVPUB) is now open for verification for all 2018-19 ten-month High Cost Public In-District and Other District placements.
In-District Claims: Verify Starting October 3, 2019
Other District Claims: Verify Starting January 24, 2020
BOCES Claims: Verify Starting February 2020
See links below to memo and additional DCPOD & DVPUB information:
- 2018-19 DVPUB "Other District" Memo (HTML) (PDF)
- DCPOD-Quick Reference Guide (HTML) (PDF)
- DVPUB-Online Instruction Guide (HTML) (PDF)
The NYSED STAC and Medicaid Unit has placed seven §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) listing has been updated with these Payment Reports, dated 1/13/20 and 1/21/20.
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.
For summers 2016-2019, please complete your STAC verification on the following screens by early February:
| Placement Type | 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 | N/A | DVST3 |
| Summer OPWDD Chapter 721 Students | DVCSM | DVSTC |
Focus on summers of 2018 and 2019.
For SY 2018-19, please complete your STAC verification on the following screens by early February:
| Placement Type | Educ./Main. | Transportation |
|---|---|---|
| Nonresident Homeless Program | DVHOM | N/A |
| 10-Month Chapter 47, 66, and 721 | DVCHP | DVCHP |
(Facility Districts Only) For SY 2019-20, please complete your STAC verification on the following screen by the end of January:
| Placement Type | Educ./Main. | Transportation |
|---|---|---|
| Incarcerated Youth | DVINC | N/A |
The STAC and Medicaid Unit has made an enhancement to the homeless eligibility list (DQHOM) screen. There is a new toggle button which will switch the display content of the entered 202 data for the logged in school district between “Attendance (educating - 9A)” and “Last Permanently Housed Prior to Becoming Homeless (origin - 7A)”.
First option: Attendance (educating – 9A)
Each 202 where the district of education
matches the logged in user’s school district is displayed as a detail line which includes the
district of residence. This is the same functionality as the previous version of the screen.
Second option: Last Permanently Housed Prior to Becoming Homeless (origin - 7A)
Each 202 where
the district of residence matches the logged in user’s school district is displayed as a detail
line which includes the district of origin. This is a newly added functionality that wasn’t available
on the previous version of the screen.
If you have questions please contact the STAC and Medicaid Unit.