Welcome to the STAC Unit (System to Track and Account for Children)
STAC ADVISORY: Continuing COVID-19 Impacts
In response to the COVID-19 public health emergency, the STAC/Medicaid Unit is currently limiting the number of people working from the office at any given time. Individuals in need of assistance are advised not to call the office. All communication should be sent to the STAC Unit’s main mailbox at OMSSTAC@nysed.gov, or emailed directly to an appropriate staff member. For a listing of staff assignments and relevant contact information, please refer to the unit’s functional directory.
Please click here for information about deadline extensions.
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
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.
Gold Star - Online Verification Status Report
(Data Updated January 4, 2021 -- Next Update to be Posted February 5, 2021)
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.
2020-21 Legislative Budget Aid Projections for Excess Cost Aid
To have excess cost aid projection information included in the 2020-21 state fiscal year Legislative Budget, it is necessary for districts to have completed the following:
- All 2017-18 school age 10-month excess cost public and private STAC approval records verified in the STAC Online System by January 10, 2020.
- All 2017-18 school age 10-month excess cost private STAC approval records verified in the STAC Online System by January 10, 2020.
- In-district 2018-19 school age 10-month excess cost public STAC approval records verified in the STAC Online System by January 10, 2020.
- Other district and BOCES 2018-19 school age 10-month excess cost public STAC approvals records entered on the STAC Online System by January 10, 2020.
- All 2018-19 school age 10-month excess cost private STAC approval records entered in the STAC Online System by January 10, 2020.
Please review the following, updated December 18 2019, as a reference:
- Comparison of 1718, 1819, & 1920 School Age
10-month Public Excess Cost STAC Approvals by School District
- Comparison of 1718, 1819, & 1920 School Age
10-month Private Excess Cost STAC Approvals by School District
The NYSED STAC and Medicaid Unit has placed five §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).
The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with these Payment Reports, dated 12/04/19.
Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.
Payments will be distributed when funding becomes available.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.
Procedures for Submitting and Verifying Previously Locked Public High Cost Claims
The STAC and Medicaid Unit will no longer unlock public high cost records that were previously verified and locked.
School districts do not need to contact the STAC and Medicaid Unit to update records that have been verified but not locked. School districts can update these records until the June 30th deadline.
June 30, 2020 Verification Deadline for 2017-18 Ten-Month Public High Cost
The 2017-18 Ten-Month Public High Cost claiming period closes on June 30, 2020. In order to receive prior year aid, school districts must complete the appropriate high cost worksheet (DCPUB or DCPOD) and submit all relevant supporting documentation.
The NYSED STAC and Medicaid Unit has processed 22 Approved Payment Reports (APRs) that are now available for export to school district shared folders on the SED File Transfer Manager (FTM) via the DQPAY screen.
The School Age Payments Available for Export to the SED File Transfer Manager (FTM) listing has been updated with these Approved Payment Reports with the following issue dates: 10/16/19, 11/5/19, 11/18/19, 11/19/19, and 11/20/19.
For instructions on sending APRs to the SED File Transfer Manager using the DQPAY screen, please refer to the memo below:
Reimbursement information is also available on the STAC Online System DQPAY screen. Notice of total payment amount and check date may also be reviewed on the Payment Certificates posted to the State Aid View District Data page.
Payments will be distributed when funding becomes available.
A district will not receive an APR for a school year where no payment, or payment adjustment, is currently due. Please review your district folder for APRs even when no payment has been generated, as important rate changes or record updates may be detailed in a payment adjustment.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the APRs listed, please email OMSSTAC@nysed.gov.
11-26-2019
SED File Transfer Manager (FTM) Cleanup of Old Files
The memo below contains information regarding files that will be deleted from the SED File Transfer Manager (FTM) on WEDNESDAY, JANUARY 1 2020. It also contains new procedures for sending new Approved Payment Reports (APRs) to the SED FTM using the DQPAY screen within the STAC Online (EFRT) System.
For questions regarding this memo, please contact Andrew Kitzrow at Andrew.Kitzrow@nysed.gov.
Public High Cost Claiming for the 2018-19 Enrollment Year Webinar and Q&A
On October 3, 2019 at 10:30 am the STAC and Medicaid Unit hosted a webinar to provide districts with an overview of the 2018-19 Public High Cost claiming process. This webinar provided an overview of the changes to Public High Cost submission, calculation, and verification for the 2018-19 enrollment year.
Please see the links below for a PDF version of the presentation and the Q&A:
- 10-Month Public High Cost STAC Claiming for the 2018-19 Enrollment Year (PDF)
- Questions & Answers (HTML)
The NYSED STAC and Medicaid Unit has placed one §4410 Preschool Payment Report in county folders on the SED File Transfer Manager (FTM).
The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with this Payment Report, dated 11/04/19.
Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.
Payments will be distributed when funding becomes available.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.
The preschool and school age forms to request reimbursement for student-specific support
personnel have been revised.
The forms are required for the following:
- In-state education aides (other than full or half time)
- All out of state education aides
- All maintenance aides
- All nurses
- All interpreters
As a reminder, the forms are not required for full time and half time in-state education aides. School districts may claim these aides by checking the "Full" or "Half" aide box on the service approval screen.
The forms are also not required for 10-month high cost public claims. School districts may claim aides, nurses, and interpreters in Section III of the DCPUB or DCPOD high cost worksheet screen.
- Preschool 1:1 Aide
- Preschool Request for Reimbursement for In-State Education
Aides (other than full or half time), All 1:1 Nurses, All 1:1 Interpreters
(See list of excluded preschool providers) - School Age 1:1 Aide
- School Age Request for Reimbursement for In-State
Education Aides (other than full or half time) & All Out-of-State Education Aides, All
Nurses, Interpreters, and 1:1 Maintenance Aides
(See list of excluded school age providers)
2020-21 Executive Budget Aid Projections for Excess Cost Aid
To have excess cost aid projection information included in the 2020-21 state fiscal year Executive Budget, it is necessary for districts to have their 2018-19 school age 10-month high cost public and private STAC approval records entered in the STAC Online System by October 17, 2019.
- Comparison of 1718 & 1819 School Age
10-month Public Excess Cost STAC Approvals by School District
- Comparison of 1718 & 1819 School Age
10-month Private Excess Cost STAC Approvals by School District
Online Verification for 2018-19 ten-month High Cost Public In-District placements
The online cost worksheet screen (DCPUB) and online verification screen (DVPUB) are now open for verification for all 2018-19 ten-month High Cost Public In-District placements.
In-District Claims: Verify Starting October 3, 2019
Other District Claims: Verify Starting Early December 2019
BOCES Claims: Verify Starting February 2020
See links below to memo and additional DCPUB/DVPUB information:
- 2018-19 DVPUB In-District Memo (HTML) (PDF)
- DCPUB-Quick Reference Guide (HTML) (PDF)
- DVPUB-Online Instruction Guide (HTML) (PDF)
Webinar Open for Registration: Public High Cost In-District Claiming for the 2018-19 Enrollment Year
The NYS Education Department, STAC & Medicaid Unit has scheduled a webinar designed to assist districts in verifying their 2018-19 Public High Cost 10-month student data. This webinar will provide an overview of the High Cost Public claiming and verification process for the 1819 enrollment year. Topics covered include: a general overview of High Cost Public 10-month claiming; the new fall verification window for 1819 High Cost Public in-district claims; and upcoming batch submissions of the "High Cost Student Worksheet" Screen (DCPUB) via the SED File Transfer Manager. This training is recommended for all district personnel who are responsible for any of the following: calculating 10-month annualized costs, entering approvals, and verifying public high cost claims. A brief refresher on registering for and using the SED File Transfer Manager will be provided. District responsibility for protecting personally identifiable information (PII) of students will also be discussed.
| Date and time: | Thursday, October 3, 2019 10:30 am Eastern Daylight Time (New York, GMT-04:00) |
| Duration: | 1 hour |
The NYSED STAC and Medicaid Unit has placed thirty-two §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).
The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with these Payment Reports, dated 9/23/19 & 9/24/19.
Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.
Payments will be distributed when funding becomes available.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.
The NYSED STAC and Medicaid Unit has placed six §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).
The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with these Payment Reports, dated 8/28/19.
Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.
Payments will be distributed when funding becomes available.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.
2017-18 Private and High Cost Public STAC Approval Student Detail Used to Calculate 2018-19 PUB and PRI Output Reports Available on the SED File Transfer Manager
On August 15, the STAC and Medicaid Unit made 2017-18 student enrollment backup listings (which match against your 2018-19 PUB and PRI State Aid Output Reports) exclusively available on the SED File Transfer Manager (FTM). These reports list the 2017-18 enrollment year verified STAC approvals used to generate the 2018-19 PRI Line 13 Private Excess Cost Aid and 2018-19 PUB Line 8 High Cost Apportionment Aid.
See links below for more information:
- EFH277 Student Listings for 1718 Verified Approvals Memo (HTML) (PDF)
- Authorization Form for Access to the SED File Transfer Manager (PDF)
The NYSED STAC and Medicaid Unit has placed one Chapter 47, 66, & 721 10-Month Education Approved Payment Report (APR) and in school district folders on the SED File Transfer Manager (FTM).
The School Age Payments Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with this Approved Payment Report (APR), uploaded on 8/08/19.
A district will not receive an APR for a school year where no payment, or payment adjustment, is currently due. Please review your district folder for APRs even when no payment has been generated, as important rate changes or record updates may be detailed in a payment adjustment.
Reimbursement information is also available on the STAC online system DQPAY screen. Notice of total payment amount and check date may also be reviewed on the Payment Certificates posted to the State Aid View District Data page.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the APRs listed, please email OMSSTAC@nysed.gov.
08-08-2019
EFH670 Summary Reports of §4408/4201 STAC Approval & Verified Costs & State Aid Paid plus §4408/4201 Receivable Estimates Now Available on SED File Transfer Manager (FTM)
On August 1, the EFH670 Section 4408/4201 Student Detail Summary Reports were sent to your File Transfer Manager (FTM) "outbasket" for summers 2010-2018. Look for filenames in the following format: EFH670MY1Y2_20190801MMSS.pdf, where Y1Y2 is the school year of attendance and MMSS is the time the file was generated in minutes and seconds.
Paper EFH670 reports are no longer being mailed to districts, but the 8/1/19 student backup is accessible through these PDF files.
Please share copies of the 8/1/19 EFH670 PDF files (containing the §4408/4201 student-level detail for summers 2015 through 2018) with both the CSE and Business offices.
For more information about the EFH670 summary reports, please click on Understanding the EFH670 Summary Reports section on the 4408 webpage of the STAC website. For reimbursement questions regarding summer §4408/4201 students, contact Edwin Truax or Kelly Mason.
District superintendents can authorize new users for the SED File Transfer Manager by completing and signing the authorization form.
The NYSED STAC and Medicaid Unit has placed the following two Approved Payment Reports (APRs) in school district folders on the SED File Transfer Manager (FTM):
| School Year | APR Type | SED FTM File Name | SED FTM File Date |
|---|---|---|---|
| 2017-18 | Homeless 10-Month Education | EFH691_HOML_1718_EDUC_02_201908070831.PDF | 8/7/19 |
| 2016-17 | Homeless 10-Month Education | EFH691_HOML_1617_EDUC_03_201908070828.PDF | 8/7/19 |
The School Age Payments Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with these Payment Reports, dated 8/7/19.
A district will not receive an APR for a school year where no payment, or payment adjustment, is currently due. Please review your district folder for APRs even when no payment has been generated, as important rate changes or record updates may be detailed in a payment adjustment.
Reimbursement information is also available on the STAC online system DQPAY screen. Notice of total payment amount and check date may also be reviewed on the Payment Certificates posted to the State Aid View District Data page.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the APRs listed, please email OMSSTAC@nysed.gov.
The NYSED STAC and Medicaid Unit has placed six §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).
The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with these Payment Reports, dated 7/24/19.
Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.
Payments will be distributed when funding becomes available.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.
The NYSED STAC and Medicaid Unit has placed six §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).
The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with these Payment Reports, dated 7/08/19.
Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.
Payments will be distributed when funding becomes available.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.
The NYSED STAC and Medicaid Unit has placed three §4201 10-Month Education Approved Payment Reports (APRs) and one §4201 4-Month Education APR in school district folders on the SED File Transfer Manager (FTM).
The School Age Payments Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with these Approved Payment Reports (APRs), dated 6/10/19.
A district will not receive an APR for a school year where no payment, or payment adjustment, is currently due. Please review your district folder for APRs even when no payment has been generated, as important rate changes or record updates may be detailed in a payment adjustment.
Reimbursement information is also available on the STAC online system DQPAY screen. Notice of total payment amount and check date may also be reviewed on the Payment Certificates posted to the State Aid View District Data page.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the APRs listed, please email OMSSTAC@nysed.gov.
The NYSED STAC and Medicaid Unit has placed four §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).
The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with these Payment Reports, dated 6/03/19.
Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.
Payments will be distributed when funding becomes available.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.
06-04-2019
DCERT and DSPRV Screens Now Available for 2019-20 School Year
Please note: This memo contains updated DCERT guidance.
The DCERT and DSPRV screens are now available for the 2019-20 enrollment year in the STAC Online (EFRT) System.
The NYSED STAC and Medicaid Unit has placed six §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).
The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with these Payment Reports, dated 5/13/19 and 5/24/19.
Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.
Payments will be distributed when funding becomes available.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.
Webinar Open for Registration: STAC Homeless Processing
The NYS Education Department, STAC & Medicaid Unit has scheduled a webinar designed to assist districts in processing requests for reimbursement approval for homeless placements. Topics covered include: district and STAC & Medicaid Unit responsibilities; a step-by-step guide for submitting eligibility, requests for reimbursement approval and verifications for payment; and an overview of chargebacks. This training is recommended for all district personnel who are responsible for reporting STAC homeless placements.
| Date and time: | Tuesday, May 14, 2019 1:30 pm Eastern Standard Time (New York, GMT-05:00) |
| Duration: | 1 hour |
2019-20 REAPPLICATIONS
The following 2019-20 Reapplications are now available on the STAC Online System:
- 2-Month Summer Reapplications- DRSUM screen
- 10-Month Public Reapplications-DRPUB screen
- 2-Month Summer Chapter Reapplications- DRCSM screen
- 10-Month Chapter Reapplications- DRCHP screen
- 10-Month §4201 Reapplications- DRSSY screen
Reapp Memo (HTML) (PDF) and Reapplication Guides
NOTE: Private Excess Cost is not currently available for the 2019-20 school year because some enhancements are being made to the Private Placement Certification (DCERT) screen. An update will be sent out in a few weeks once DCERT & DSPRV are open for 2019-20.
04-25-2019
2019-20 Program Dates
Beginning April 25, 2019, special education providers, school districts (including special act districts), and BOCES providers should use their assigned STAC Usercodes to access their program information online and, if necessary, correct their 2019-20 program dates by June 15, 2019.
Below are links to the memorandum and instruction guide regarding the 2019-20 Program Service Dates.
§4201 State Supported Schools, Reimbursement of 4 Month 2018-19 Tuition
Online verification for tuition reimbursement is now open for the September 2018 through December 2018 period for students placed by your district at one of the eleven §4201 State Supported Schools (this does not include the NYS School for the Blind at Batavia or the NYS School for the Deaf at Rome).
Online verification of student enrollment, using the DVSSY screen in the STAC Online System (EFRT) must be completed by June 1, 2019 to receive reimbursement in the next payment scheduled for the end of June.
Please contact Paula Cooper or Andrew Kitzrow of the STAC and Medicaid Unit
(Paula.Cooper@nysed.gov or Andrew.Kitzrow@nysed.gov) with any questions, or to notify us of any missing record(s) for student(s) enrolled at a State Supported School during the September – December 2018 period.
2019-20 Reapplication Reminder
The 2019-20 reapplications will be available to the field by mid-April. In order for districts to fully utilize this reapplication process, the STAC Unit encourages districts to review all 2018-19 service approvals currently on the STAC online system. If necessary, districts should add any outstanding 2018-19 service approvals by close of business Wednesday, April 10th.
For placements at §4201 State-supported schools, districts must use the DRSSY reapplication screen to add missing 10-month 2018-19 approvals. If the §4201 approval is not available for reapplication from the DRSSY screen, please notify the STAC and Medicaid Unit.
The NYSED STAC and Medicaid Unit has placed 14 Approved Payment Reports (APRs) in school district folders on the SED File Transfer Manager (FTM).
The School Age Payments Released to the SED File Transfer Manager (FTM) in Calendar Year 2019 listing has been updated with these Approved Payment Reports (APRs), dated 3/25/19.
A district will not receive an APR for a school year where no payment, or payment adjustment, is currently due. Please review your district folder for APRs even when no payment has been generated, as important rate changes or record updates may be detailed in a payment adjustment.
Reimbursement information is also available on the STAC online system DQPAY screen. Notice of total payment amount and check date may also be reviewed on the Payment Certificates posted to the State Aid View District Data page.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the APRs listed, please email OMSSTAC@nysed.gov.
STAC Unit Reminder: STAC IDs Beginning with the Letter "I"
Please note that all new STAC IDs assigned since January 18, 2019 have the letter "I" as the first character. This should not be confused with the number "1". If you’re having trouble with a recent STAC ID, make sure you’re using the letter "I" at the beginning instead of the number "1".
The NYSED STAC and Medicaid Unit has placed the following Approved Payment Reports (APRs) in school district folders on the SED File Transfer Manager (FTM):
| School Year | APR Type | SED FTM File Name | SED FTM File Date |
|---|---|---|---|
| 2017-18 | 4201 10-Month Education | EFH691_4201_1718_EDUC_02_201902200957.PDF | 2/20/19 |
| 2016-17 | 4201 10-Month Education | EFH691_4201_1617_EDUC_04_201902200955.PDF | 2/20/19 |
| 2017-18 | Homeless 10-Month Education | EFH691_HOML_1718_EDUC_01_201902280338.PDF | 2/28/19 |
A district will not receive an APR for a school year where no payment, or payment adjustment, is currently due. Please review your district folder for APRs even when no payment has been generated, as important rate changes or record updates may be detailed in a payment adjustment.
Reimbursement information is also available on the STAC online system DQPAY screen. Notice of total payment amount and check date may also be reviewed on the Payment Certificates posted to the State Aid View District Data page.
More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the APRs listed, please email OMSSTAC@nysed.gov.
2018-19 Reapplication Reminder
The 2018-19 reapplications will be available to the field by late March/early April 2019. In order for districts to fully utilize this reapplication process, the STAC Unit encourages districts to review all 2018-19 service approvals currently on the STAC online system. If necessary, districts should add any outstanding 2018-19 service approvals as soon as possible.
For placements at §4201 State-supported schools, districts must use the DRSSY reapplication screen to add missing 10-month 2018-19 approvals. If the §4201 approval is not available for reapplication from the DRSSY screen, please notify Paula Cooper (paula.cooper@nysed.gov) of the STAC and Medicaid Unit.
For summers 2015-2018, please complete your STAC verification on the following screens:
| 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 | DVST3 | |
| Summer OPWDD Chapter 721 Students | DVCSM | DVSTC |
Focus on summers of 2017 and 2018. Summer 2017 Approved Payment Reports (APRs) to be run on Monday 2/25 or Tuesday 2/26. Summer 2018 APRs to be run in early March.
Registering For, Accessing, and Utilizing the GoAnywhere Secure File Transfer Manager Webinar and Q & A
On January 29, 2019 at 10:00 am the STAC and Medicaid Unit hosted a webinar to provide districts with an overview of the new GoAnywhere Secure File Transfer Manager. This webinar detailed the registration process, as well how to navigate through the site and upload/download files.
Please see the links below for the STAC-603 Authorization Form, a PDF version of the GoAnywhere presentation, and the Q&A.
- Registering For, Accessing, and Utilizing the GoAnywhere Secure File Transfer Manager
- Authorization Form for GoAnywhere Access (STAC-603)
- Q & A from GoAnywhere Webinar
Online Verification for 2017-18 ten-month High Cost Public In-District, Other District, and BOCES placements
The online verification screen (DVPUB) is now open for verification for all 2017-18 ten-month High Cost Public In-District, Other District, and BOCES placements. Verification should be completed by April 19, 2019.
2017-18 DVPUB Online Verification Process Overview:
- In-District: In-district claims opened for verification on October 17, 2018.
Complete the DCPUB High Cost Worksheet to calculate the annualized cost and to provide cost breakdowns for any claims flagged as "DCPUB Required" or selected by SED for review. - Other District: Other district claims open for verification on February 15, 2019.
Complete the new DCPOD High Cost Worksheet to provide cost breakdowns for all claims that exceed the district threshold. - BOCES: BOCES claims open for verification on February 15, 2019.
Complete the DCPUB High Cost Worksheet for any BOCES claim records where the claimed cost exceeds the cost listed on the BOCES Year-End Final Cost Report - In-district, other district, and BOCES claims must all be verified on the DVPUB screen to be eligible for reimbursement. To permit time for review, please verify by April 19, 2019.
See links below to memo and additional DCPUB/DCPOD/DVPUB information:
2017-18 DVPUB Memo (HTML)
(PDF)
DCPUB-Quick Reference Guide (HTML) (PDF)
DCPOD-Quick Reference Guide (HTML) (PDF)
DVPUB-Online Instruction Guide (HTML) (PDF)
2017-18 BOCES Year-End Report Table
Revised: February 14, 2019
PowerPoint and Q&A from 02/06/2019 Webinar
01-31-2019
New DVCHP On-Line Verification Screen - Verification Deadline 2/15/19
Verification of 10-month 2017-18 School Year Chapter 47, 66, and 721 STAC approvals must be completed by February 15, 2019 to be included in the February 2019 payment cycle. The memo below contains an overview of the new DVCHP Screen used to submit verifications. The DVCHP (District Verify 10-Month Chapter) screen includes all OPWDD Chapter 47 (Group or Family Care Home), Chapter 66 (Developmental Center), and Chapter 721 (Intermediate Care Facility (ICF) or Individualized Residential Alternative(IRA) students approved on STAC for the 2017-18 school year.
01-30-2019
Changes to Electronic Submittal of STAC-5s and STAC-1s
The memo below contains an overview and timeline for the introduction of automated processing for STAC-5 preschool evaluations, STAC-1 service approvals, and new child records submitted in batches via the SED File Transfer Manager (FTM). As a result of this automation, there will be a blackout period for processing and there will be new requirements for file submission.
For questions regarding this memo, please contact the Robert Wojtkiewicz at Robert.Wojtkiewicz@nysed.gov.
Webinar Open for Registration: Using the GoAnywhere Secure File Transfer Platform
The NYS Education Department, STAC & Medicaid Unit has scheduled a webinar designed to familiarize school districts, counties, consultants, and other service providers with the GoAnywhere Secure File Transfer Platform. This webinar will describe the benefits of using GoAnywhere, how to utilize the important features, and how to navigate the registration process. Topics covered will include: an overview of NYSED privacy policies and protecting personally identifiable information; what reports will be available on GoAnywhere; how to register for GoAnywhere; how to create your log-in credentials; how to access and log-in to GoAnywhere; how to move between folders; an overview of the various icons and features; and how to upload/download files. As the STAC Unit will eventually cease the physical mailing of all reports, this webinar is strongly recommended for all individuals who need to access payment and approval data contained in reports generated by the STAC Unit, in addition to all individuals who submit documentation electronically.
| Date and time: | Tuesday, January 29, 2019 10:00 am Eastern Standard Time (New York, GMT-05:00) |
| Duration: | 1 hour |
Webinar Open for Registration: "Other District" and BOCES Public High Cost Claiming for the 2017-18 Enrollment Year
The NYS Education Department, STAC & Medicaid Unit has scheduled a webinar designed to assist districts in verifying their 2017-18 Public High Cost 10-month student data. This webinar will provide an overview of the High Cost Public claiming and verification process for the 1718 enrollment year. Topics covered include: a general overview of High Cost Public 10-month claiming; a brief revisiting of 1718 High Cost Public in-district claiming; an overview of High Cost Public 10-month BOCES claiming; and an overview of High Cost Public 10-month "other district" claiming. This training is recommended for all district personnel who are responsible for any of the following: calculating 10-month annualized costs, entering approvals, and verifying public high cost claims. A brief refresher on registering for and using the GoAnywhere secure file transfer manager will be provided. District responsibility for protecting personally identifiable information (PII) of students will also be discussed.
| Date and time: | Wednesday, February 6, 2019 10:00 am Eastern Standard Time (New York, GMT-05:00) |
| Duration: | 1 hour |