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


10-17-2018

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)

10-12-2018

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.


10-11-2018

Gold Star - Online Verification Status Report
(Updated October 11, 2018 -- Next Update November 9, 2018)


10-09-2018

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

Please click here to register


08-10-2018
GoAnywhere Compatibility Issue with Internet Explorer

As a result of a recent update, the GoAnywhere secure file transfer manager 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 GoAnywhere 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:

  1. On the DQAPP screen within EFRT, bring up the records you want to export and click the "Send File to GOAnywhere" button.
  2. Go to GoAnywhere login page:
    https://sedftm.nysed.gov/webclient/Login.xhtml
  3. 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.
  4. Once logged in, click on the "Secure Folders" option.
  5. Click on the "outbasket" folder.
  6. 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.


06-28-2018

STAC-3 Approval Information Listing Now Transmitted Electronically Via GoAnywhere

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 GoAnywhere secure file transfer system. 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:

  1. Go to GoAnywhere login page:
    https://sedftm.nysed.gov/webclient/Login.xhtml
  2. 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.
  3. Once logged in, click on the "Secure Folders" option.
  4. Click on the "outbasket" folder.
  5. 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 GoAnywhere. 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 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.


06-13-2018

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:

Note: Please refer to the STAC June 2018 Deadlines Memo (HTML) (PDF) for additional June 30, 2018 verification deadlines.


05-22-2018

UPCOMING JUNE 2018 STAC DEADLINES

Below are links to the memorandum regarding upcoming June 2018 STAC Deadlines.

  • June 2018 STAC Deadlines Memo (HTML) (PDF)

05-09-2018

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:

  1. 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.
  2. 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.
  3. 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


04-30-2018

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


04-16-2018

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
Reapp Memo (HTML) (PDF) and Reapplication Guides

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.


03-21-2018

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

Please click here to register


03-19-2018

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.
Districts can also optionally use the DCPUB screen as tool to calculate 10-Month Annualized Costs for additional in-district records.

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
STAC Online Verification Deadlines for February Payments

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)

 


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Last Updated: October 17, 2018