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).

Last Updated: June 2, 2009