4410 Evaluation AVL File Specifications
04/27/2000
These are the file specifications for the 4410
Evaluation AVL MASTER FILE LAYOUT. This is the file that is sent to
counties participating in the 4410 evaluation 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 evaluation 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
&July 24, 2018he AVL,
and the last two characters will = the number of the AVL. For example,
the third AVL from the 1999-00 school
year would have a reference number of "9903".
3. C-SERVICE-ID. The first six characters of this 10
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 1999-00 school year
these 2 characters would = "99".
The next two characters (columns 9-10) represent the
Evaluation-Number. This 2 digit numeric
field along with the STAC-ID and School-Year uniquely
identify an evaluation.
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 downloaded from STAC’s web site at
http://www.oms.nysed.gov/stac/electronic_data_transfer_options/download_agency_provider_info/home.html.
7. C-PRO-COST. Prorated-Cost. This field holds the accumalated
total for all Evaluation components for this unique
STAC-ID/EValuation Number
8. C-YTD-PAID. Year-to-Date paid for the service at 100%
(Actual reimbursement to counties
is 59.5%)
9. C-AMT-AVAIL. Amount available for the county to claim on this AVL.
10. C-ISSUE-DATE. This is the date that the AVL was generated in CCYYMMDD format.
11. 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 *******************
12. 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.
13. 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 # 9). 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#16)
= "R" or "W"), then ignore
the record and return to SED as
is.
14. 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.
15. C-RET-VERIFICATION - enter "Y" if you are claiming
payment for this service. If
C-RCP-WTHD-STATUS (field 16) = "R" or "W'
for Recoup or Withdraw, then this field should
= a space. Otherwise, enter an "N".
******************************************************************************
16 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.
17. C-PAGE. This will = the page number from the paper AVL.
18. C-OCCURRENCE. This will = the occurrence that this service
is printed on the page of the
paper AVL. Value will = 01 through
10.
19. C-OUTSIDE-ID. If an outside agency’s ID is stored
on the STAC system, then that value will
be in this field.
20. C-DATE-OF-BIRTH. Child’s Date of Birth in CCYYMMDD format.
21. END-OF-REC-MARKER. Always = 0 (zero).