BOCES Electronic Submittal for 2022-23 Cost Reporting Memo
| TO: | BOCES District Superintendents BOCES Asst. Superintendents for Business/Finance August 30, 2023 |
|---|---|
| FROM: | Adam Lenhardt, Education Finance Specialist 2 |
| SUBJECT: | Paper/Electronic 2022-23 Reports of Final Enrollment, Cost and Refund Information
(including STAC IDs) for Public High Cost Students with Disabilities Initial Submission Deadline 11/10/2023  |
To ensure that school districts report costs accurately, and to ensure that the New York State Education Department reimburses school districts accurately, the STAC/Medicaid Unit requires each BOCES to generate year-end final cost reports on an annual basis.
IMPORTANT DATES FOR 2021-22 BOCES ENROLLMENT/FINAL COST REPORTING
| Deadline | Task |
|---|---|
| 08/30/2023 | Additional STAC IDs available for each BOCES to download from its SED File Transfer Manager “outbasket” |
| 10/13/2023 | Each BOCES notifies STAC/Medicaid Unit about possible duplicate IDs and any corrections to STAC child information (last name, first name and/or date of birth). |
| 11/10/2023 | Each BOCES incorporates additional STAC IDs into its database and submits its initial/sample Year-End Final Cost Reports* for High Cost Students to STAC/Medicaid Unit for review. |
| 12/15/2023 | Upon STAC approval of sample submissions, BOCES generates and submits complete set of district Year-End Final Cost Reports* for High Cost Students with STAC IDs, along with an electronic text file containing the summary-level data. |
| 01/19/2024 | Upon final STAC approval, BOCES distributes paper Year-End Final Cost Reports for High Cost Students including STAC IDs to school districts. |
| * Reports: | Both detailed service breakdown and summary-level of reports required, in PDF format. |
|---|---|
| Electronic File: | Only the district summary-level version of the BOCES year-end report is required. |
Paper versions of the detail and summary-level reports are to be sent to school districts upon STAC/Medicaid Unit approval. PDF copies of the finalized detail and summary-level reports should also be uploaded to the SED File Transfer Manager.
A separate electronic text file containing the data from your “Summary-Level Year-End Final Cost Report” must also be uploaded to the SED File Transfer Manager.
For more information about the year-end final cost reporting requirements, please visit:
https://www.oms.nysed.gov/stac/electronic_data_transfer_options/boces.html
Attachments: Summary-level paper report example for 39-week billing.