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.
The STAC Online System Incarcerated Youth Verification Screen (DVINC) is now open for the 2nd payment period of the 2014-15 school year, covering dates of service 07/01/14 thru 03/31/15. At this time, review approvals for your program and process verifications to request reimbursement.
Please contact Kelly Mason of the STAC and Medicaid Unit at email@example.com or 518-402-5218 regarding questions or concerns.
New Procedure - STAC Online Re-applications for Continuing 10-Month Placement at §4201 State Supported Schools - Effective September 1, 2015
School districts now have the capability to submit a re-application for reimbursement approval for students in continuing placement at
a §4201 State Supported School by using the “DRSSY” STAC Online System screen. For instructions, please see the second page of the PDF
linked below. Initial placements, and most significant changes in placement, will continue to require the submission of a new 4201
Application and/or STAC-1 form to the State Education Department’s Non-district Unit to receive reimbursement.
New Procedure - STAC Online Re-applications for Continuing 10-Month Placement at §4201 State Supported Schools (198 kb)
Reminder-DCERT Requirement for 2015-16 Private Provider Reimbursement Approvals
A certification (DCERT) must be completed on an annual basis for ALL school age private placements (both 2-month and 10-month). One annual certification covers BOTH summer (2-month) and school year (10-month) private placements if the placement type remains the same for both periods.
After adding certifications via the DCERT screen, please go to the DQCER screen. This screen will display a complete listing of all 2015-16 District Private Placement Certifications.
Select "1516" from the dropdown. Click on "Inquire". All certifications will be displayed first in alphabetical order, by student’s last name; followed by chronological order, if a student has more than one certification. When adding a STAC approval, please note that the STAC Online system only recognizes the most recent certification on file for a specific student.
Below is a link to the "Guide to Online Entry of Private Placement Certifications":
Gold Star - Online Verification Status Report
(Updated September 1, 2015 -- Next Update October 9, 2015)
DCERT Requirement for 2015-16 Private Provider Reimbursement Approvals
A certification (DCERT) must be completed on an annual basis for ALL school age private placements (both 2-month and 10-month). One annual certification covers BOTH summer (2-month) and school year (10-month) private placements if the placement type remains the same for both periods. Please note, DCERTs are not required for Summer Related Services/Specialized Instruction reimbursement approvals.
Below is a link to the updated "Guide to Online Entry of Private Placement Certifications":
Below is a link to the NYS Field Memo (NCLB McKinney-Vento)
Below is a link to the memorandum regarding upcoming June 30, 2015 STAC Deadlines. June 30, 2015 STAC Deadline Memo (61 kb)
The Summer Related Services Verification screen (DVSRL) is now open for 2014-15 verification. Districts can now verify 2014-15 education for Summer Related Services on the DVSRL screen and the corresponding transportation on the Summer Related Services Transportation Cost Verification Screen (DVST2).
2015-16 Reapplications for both Summer and School Year placements are now available on the STAC Online System (2-Month Summer Reapplications- DRSUM screen; 10-Month Private Reapplications- DRPRV screen; and 10-Month Public Reapplications-DRPUB screen).
REMINDER: DCERTS ARE REQUIRED ON AN ANNUAL BASIS FOR ALL 10-MONTH PRIVATE EXCESS COST STAC APPROVALS AND ALL JULY/AUGUST PRIVATE PROVIDER STAC APPROVALS (including both 10 month and 2 month private provider reapplications).
In order to obtain a timely determination of approval of State reimbursement, the preapproval Certification must have a “Certification Date” stamp not later than six business days of the student’s start date in the program. If the school district fails to submit a timely application, State reimbursement will commence on the “Certification Date” as determined by NYSED’s STAC Online System.
4201 – 4 mo. Online Verification for State-supported School Placements
To receive tuition reimbursement for the September - December 2014 period, school districts must verify STAC records for students enrolled at §4201 State-supported schools using the DVSSY screen on the STAC Online System. Online verification must be completed by June 1, 2015 to receive reimbursement during the current school year.
Click here for a list of the eleven State-supported schools across the State of New York. This verification process does not apply to the two State-operated schools located in Rome and Batavia. Instructions for verification using the DVSSY screen are available on the STAC unit website: State-supported Placement Online Verification Guide
If you have any questions, please contact Paula Cooper in the STAC and Medicaid Unit
Below are links to the memorandum and instruction guide regarding the 2015-16 Program Service Dates. Beginning April 1, 2015, providers should use their assigned STAC Usercode to access their program information online and, if necessary, correct their program dates by June 19, 2015.
Correction to 2012-13 4408 Education/Maintenance Aid on APR #4 dated 03/04/15
Due to a system issue, 2012-13 4408 Education/Maintenance Aid on APR #4 dated 03/04/15 included a duplicate payment of the 2012-13 4408 Education/Maintenance Aid on APR #1 dated 03/08/13. The STAC Unit’s ITS staff is working to correct this issue. The STAC Unit’s goal is to recoup these overpayments on a new APR to be run on or before June 30, 2015. Districts will be receiving child specific information pertaining to the 2012-13 4408 Education/Maintenance Aid on APR #1 dated 03/08/13. This listing reflects those students for whom districts received overpayments. As a result of this temporary problem, the DQPAY screen student detail for 2012-13 Education/Maintenance payments is incorrect.
The 2013-14 BOCES HCSARs have been mailed to the districts' State Aid Designees. This paper verification process is only for those students with BOCES as education providers. The STAC Unit encourages districts to return the completed HCSARs to our office by March 25, 2015. However, the STAC Unit will continue to accept the paper HCSAR up until April 30, 2015.
Recent 4408 July and August payments have been made. Child specific payment reports are being mailed and are also available on the DQPAY screen. By selecting the proper school year, fund, payment number and service type, child specific information will be displayed on DQPAY. See the link below for specific payment information.
2015-16 Reapplication Reminder
The 2015-16 reapplications will be available to the field by late March 2015. In order for districts to fully utilize this reapplication process, the STAC Unit encourages districts to review all 2014-15 service approvals currently on the STAC online system. If necessary, districts should add any outstanding 2014-15 service approvals as soon as possible.
March 4th Extended Deadline for District Verification of Summer Section 4408 and 4201 Claims – (Summers of 2013 and 2014) – for March Payment
In March 2015, SED expects to pay 80% aid on education/maintenance and transportation claims for summers of 2013 and earlier, plus 56% aid for summer 2014 education/maintenance and transportation claims (the maximum percent legally allowed for “current State fiscal year” summer claims).
Please verify all 4408 summer education/maintenance approvals, including those approvals which currently have a $0.00 education rate. Once education/maintenance approvals have been verified (including those with $0.00 education rates), then verify the corresponding transportation costs. Verify all 4201 transportation costs at this time as well.
All summer 4408 and 4201 education/maintenance and transportation approvals should be verified by no later than March 4, 2015 to be included in the upcoming 4408 and 4201 payments.
Note-2014 Summer Related Services (9015 programs) cannot be verified at this time.
The 2015-16 schedule for Preschool 4410 AVLs (Automated Voucher Listings) has been posted on the Preschool AVL page.
AVL Schedule April 2015 - March 2016 (26 kb)
Deadline Extension until February 27, 2015 for DVPUB Online Verification process for In-District & Other-District High Cost Public Placements
School districts may continue verifying their In-District and Other-District High Cost Public Placements. The STAC Unit will continue to accept the Initial DVPUB Signature Form for Online Verification of High Cost Public Placements and any required documentation through the extended deadline of February 27, 2015. Please see the 12-23-14 information on our website for additional information on the verification process.
Information should be submitted by fax only if under a total of five pages. Otherwise, attach a copy of the Signature Form to any accompanying documentation and mail to STAC and Medicaid Unit, 89 Washington Avenue, Room 514 EB, Albany, NY 12234.
2014-15 Incarcerated Youth Program Verification Deadline- February 10, 2015
In order to receive payment #1 for the 2014-15 Incarcerated Youth program, please use the DVINC online verification screen to verify 2014-15 student services dates for the 07/01/14-06/30/15 program year by close of business on February 10, 2015 . Please remember to enter Program and Administrative Costs for the 2014-15 period as well. Use the DQAPP screen and/or the Gold Star IY report to monitor the verification process for 2014-15 IY program.
1:1 Aide Enhancement to the DSPRV screen
Districts are now able to add 1:1 half-time aides directly on the DSPRV screen (10-month private). Prior to this screen enhancement, districts were only able to add full-time 1:1 aides on the screen. Now, as with full-time 1:1 aides, we will no longer require a completed 1:1 aide form for half-time aides. Please check the appropriate 1:1 aide box on the DSPRV screen when adding such aides.