4410 AVL File Specifications
10/06/98
These are the file specifications for the 4410
AVL MASTER FILE LAYOUT. This is the file that is sent to counties
participating in the 4410 electronic AVL process. It is also
the file that the counties return to SED to make their AVL claim.
When SED sends this file to the counties, the file will contain
one record for every service line printed on the paper AVL. When
the file is returned to SED, the file should contain every record that
was sent to the county. By processing this file with county records,
the county can fill in the fields that SED needs to process your claims.
These fields begin with C-RET-. After these fields are filled in, this
file can be returned to SED. All fields not updated by the county should
be returned to SED with the same values that were sent to the county.
(Note: If you fill in C-RET-VERIFICATION with "N" (meaning
you’re not claiming the
record), then no other C-RET- fields need be filled in.
1. C-COUNTY. Two character code value for your county.
2. C-REF-NUM. This is the AVL’s reference number.
The first two characters will = the
beginning school year of the AVL,
and the last two characters will = the number of the AVL. For example,
the third AVL from the 1997-98 school
year would have a reference number of "9703".
3. C-SERVICE-ID. The first six characters of this 12
character field are the STAC-ID, a
numeric, unique ID assigned to each child
in the STAC system. Each child should have only 1
STAC-ID throughout his/her entire STAC
history. The next 2 characters (columns
7-8) represent the first year of
the school year. For example, for the 1997-98 school year
these 2 characters would = "97".
The next two characters (columns 9-10) represent the
Record-Number. This 2 digit numeric field
along with the STAC-ID and School-Year uniquely
identify a service. The last two
characters (columns 11-12) represent the
Amendment-Number. A service may have
several amendments,each one representing a
change in the service record. We
only deal with the most current amendment.
4. C-LAST. Last-Name consist of alpha characters only.
No numbers, special characters or
imbedded spaces are allowed.
5. C- FIRST. First-Name consist of alpha characters only.
No numbers, special characters or
imbedded spaces are allowed.
6. C-PROVIDER. This is SED’s 12 character Provider-Code.
This code can be found on SED’s
Program-File (aka Agency-File) which
can be downloaded from STAC’s web site at
http://www.oms.nysed.gov/stac.
7 C-PROGRAM-CODE. The program code will consist of 2
characters for the 1995-96 and
prior school years, and 4 characters for the
1996-97 and after school years.
8. C-STAC-CODE. This one character code is used for the
1996-97 school years and after.
Along with C-PROVIDER and C-PROGRAM-CODE,
it will uniquely identify programs on
SED’s Program-File.
9. C-AGEOUT-DATE Date in CCYYMMDD format. This the date
after which reimbursement
will not be allowed. It is 3 years after
the last day of the school year. So the Age-Out date for a
child who attended services in the 1996-97
school year would be 20000630.
10. C-SERVICE-PLAC-PAY. Two digit code representing the
type of 4410 service. 20 =
Center based, 21 = Related
Services and 22 = SEIT. This field will be used for all school years.
11. C-ISPEC. A five character code representing the type
0f 4410 service. HSPRE = Center
Based, HSREL = Related Services
and HSSEI = SEIT. This field will be used for the
1996-97 school year and after
12. C-SERV-TYPE. Four character code representing the
type of service. EDUC =
Center-Based Education, TRAN = Transportation,
CORD = Coordination of Services. " SE"
= SEIT Education, " RS" =
Related Services.
13. C-FROM-DATE. Begin Service date in CCYYMMDD format.
14. C-TO-DATE End Service date in CCYYMMDD format. This
date cannot exceed
C-PAID-THRU.
15. C-FTE. Full time Equivalence. Cannot exceed 1, goes
to 3 decimal places. Calculated by
dividing the Number-Of-Weeks of
Service attended by the total weeks of the
program.Contact the STAC unit
or check out STAC’s WEB site for details as to how the
number of weeks are calculated.
16. C-APP-RATE. For Center-Based this is the rate for
the entire program. For Seit Education and
related Services, this is a per-session
rate. For Transportation, it is the cost for the entire length of
the service.
17. C-PRO-COST. Prorated-Cost. For the first 2 AVL’s
this cost may be prorated for
Transportation and Center-Based
Education since the allowed ending dates will be 02/28 and 04/30.
By the third AVL, this amount
will equal the full amount of the Service. For SEIT and Related-services,
this amount will always equal
the full amount of the service.
18. C-YTD-PAID. Year-to-Date paid for the service at
100% (Actual reimbursement to counties
is 59.5%)
19. C-YTD-SESS. Amount of FTE or Sessions claimed to date.
20. C-AMT-AVAIL. Amount available for the county to claim on this AVL.
21. C-ISSUE-DATE. This is the date that the AVL was generated in CCYYMMDD format.
22. C-DATE-RETURN. This is the date (in CCYYMMDD format)
by which the AVL must be
returned to SED in order to
be reimbursed for the payment cycle.
**************** FIELDS THAT THE COUNTY MAY UPDATE *******************
23. C-RET-PAID-THRU. This is the eight character Paid-Through
date in CCYYMMDD
format. When SED sends you
this file, this date will = the date through which you can claim.
For the first AVL, this will
= CCYY0228 (or CCYY0229). The second AVL will =
CCYY0430 and the third AVL
onward will = CCYY0630.
When you return the file to SED, fill
in the date through which you are claiming. This date may
not exceed the date that SED sends
you. If it does, SED will cut the date you send back to the
date that SED originally sent you.
24. C-RET-AMT-PAID. This is the amount that
the county paid for the child’s service from the
beginning of the school year through
RET-THRU-DATE (minus year-to-date-paid). This
amount may not exceed C-AMT-AVAIL
(field # 20). If it does exceed this amount, then SED
will cut the amount back to = C-AMT-AVAIL.
If C-AMT-AVAIL is negative, due to a recoup
or withdraw, then SED will move
C-AMT-AVAIL into this field. So, when you see that the record
is a Recoup or Withdraw(C-RCP-WTHD-STATUS(field#33)
= "R" or "W"), then ignore
the record and return to SED as
is.
25. C-RET-TRANS-PD-THRU. This field is exactly like C-RET-PAID-THRU
except that it is
defined for a Transportation claim.
It is in the same columns as C-RET-PAID-THRU and so it
"redefines" this
field.
26. C-RET-TRANS-AMT-PAID. This is the amount that the county
paid for the child’s
transportation service from the
beginning of the school year through RET-THRU-DATE (minus
year-to-date-paid). This field is
in the exact same columns as C-RET-AMT-PAID.
27. C-RET-TRANS-CMP-VRFY. Applies to transportation records
only. Leave blank for all
other service types. If this field
was filled in by the county on a previous AVL, then SED will
return this value to you. If this
field has not been previously filled in and
C-RET-VERIFICATION = "Y"(field
# 32), then this field must = "Y" meaning that the
transportation contract is in compliance,
or "N" meaning that the transportation contract is not
in compliance.
28. C-RET-TRANS-CMP-DATE. Transportation Compliance Date in
CCYYMMDD format
Must be entered if C-RET-TRANS-CMP-VRFY
= "N".
29. C-RET-RS-SESSIONS. Related-service Sessions. Here you will
enter the number of
Related-Service sessions that you
are claiming. The sessions claimed should =
C-RET-AMT-PAID/C-APP-RATE.
30. C-RET-RS-AMT-PAID. This is the amount that the county paid
for the child’s Related
Service from the beginning of the
school year through C-RET-PAID-THRU (minus
year-to-date-paid). This field is
in the exact same columns as C-RET-AMT-PAID.
31. C-RET-DATE-PAID OCCURS 10 TIMES. Send us every Date-Paid
for this service for the
time-period being claimed. The date
is in the CCYYMMDD format.
32. C-RET-VERIFICATION - enter "Y" if you are claiming
payment for this service, otherwise
enter an "N". For Withdraws/Recoups
(C-RCP-WTHD-STATUS.= "R" or "W"), leave this filed blank.
******************************************************************************
33 C-RCP-WTHD-STATUS. If the record has been withdrawn,
this field will = a "W". If this
transaction is a recoup (C-AMT-AVAIL
is negative), then this field will = "R". Otherwise this
field will be blank.For withdraws
or Recoups, do not change any data on the record.
34. C-PAGE. This will = the page number from the paper AVL.
35. C-OCCURRENCE. This will = the occurrence that this service
is printed on the page of the
paper AVL. Value will = 01 through
10.
36. C-OUTSIDE-ID. If an outside agency’s ID is stored
on the STAC system, then that value will
be in this field.
37. C-DATE-OF-BIRTH. Child’s Date of Birth in CCYYMMDD format.
38. C-BASIS. Used only for Related Services. This may be found
in a pure related service record
or the related service line of a
SEIT record. There are also 15 different types of related
services that you may find in the
field - they are: AUD, MED, OT, OT1, OTH, PSY, PT, PT1,
ST, ST1, SOC, AID, TDF and TVI.
39. C-FC-CNTY. This is the Foster-Care County field.
If this field is > spaces and does not = C-COUNTY (your county
code), then your county will
be reimbursed 100% rather than 59.5% for this service.
40. END-OF-REC-MARKER. Always = 0 (zero).