Welcome to the STAC Unit (System to Track and Account for Children)

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


05-09-2018

REMINDER: BOCES Verification Guidance for 2016-17 10-Month Enrollment

As the STAC and Medicaid Unit prepares to begin its in-depth review of High Cost Public records for the 1617 enrollment year where a BOCES was the education provider, we are reminding districts of the following:

  1. The 10-Month Annualized Cost verified on the DVPUB screen should match the 10-Month Annualized Cost column from the BOCES year-end final cost report.
  2. The start and end dates verified on the DVPUB screen should match the start and end dates listed on the BOCES year-end final cost report. If the BOCES year-end final cost report reflects enrollment dates based on full months, school districts should verify using the students' actual enrollment dates.
  3. If the student received additional services that were not included on the BOCES year-end final cost report, and this resulted in a verified 10-Month Annualized Cost exceeding the amount from the BOCES year-end final cost report, districts are required to complete a DCPUB worksheet in order to qualify for the additional reimbursement.

In order to expedite review for timely payment, please review your 1617 BOCES 10-Month verifications to make sure the records were verified in accordance with the guidance above.

If you are unsure which BOCES report to use a reference, please refer to the following document:
2016-17 BOCES Year-End Report Table Revised: April 9, 2018


05-03-2018

Gold Star - Online Verification Status Report
(Updated May 1, 2018 -- Next Update June 8, 2018)


04-30-2018

2016-17 Public High Cost Student Worksheet (DCPUB screen) Webinar and Q&A

On April 10, 2018 at 10:00 am the STAC and Medicaid Unit hosted a webinar to assist districts in verifying their 2016-17 Public High Cost 10-month student data. This webinar provided an overview of the changes to the Public High Cost verification process for the 2016-17 enrollment year.

The Q&A from the 2016-17 Public High Cost Student Worksheet (DCPUB screen) Webinar can be found at:
http://www.oms.nysed.gov/stac/training_materials/q-a-webinar-highcost-20180410.html


04-16-2018

2018-19 REAPPLICATIONS

The following 2018-19 Reapplications are now available on the STAC Online System:

  • 2-Month Summer Reapplications- DRSUM screen
  • 10-Month Private Reapplications- DRPRV 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

03-29-2018

2018-19 Program Dates

Beginning April 2, 2018, 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 2018-19 program dates by June 15, 2018.

Below are links to the memorandum and instruction guide regarding the 2018-19 Program Service Dates.


03-26-2018
July and August Section 4408 and 4201 Approved Payment Reports (APRs)
for Education and Maintenance and Transportation Services

The memo below contains a table showing Approved Payment Reports (APRs) that will be mailed to districts in the coming weeks. In the interim, districts are encouraged to view their APRs via the DQPAY screen on the STAC system until the paper APRs are received.

For questions regarding this memo, please contact the STAC Unit at 518-474-7116.


03-21-2018

Webinar Open for Registration: 2016-17 Public High Cost Student Worksheet (DCPUB screen)

The NYS Education Department, STAC & Medicaid Unit has scheduled a webinar designed to assist districts in verifying their 2016-17 Public High Cost 10-month student data. This training highlights the new "High Cost Student Worksheet" Screen (DCPUB) along with updates to the DSPUB (High Cost Public Service Approval Screen) and the DVPUB (High Cost Public Verification Screen). This training is recommended for all district personnel who are responsible for verifying their district's public high cost claims. District responsibility for protecting personally identifiable information (PII) of students will also be discussed.

Date and time: Tuesday, April 10, 2018 10:00 am
Eastern Daylight Time (New York, GMT-04:00)
Duration: 1 hour

Please click here to register


03-19-2018

Online Verification for 2016-17 ten-month High Cost Public In-District, Other District, and BOCES placements

The online verification screen (DVPUB) is now open for verification for all 2016-17 ten-month High Cost Public In-District, Other District, and BOCES placements. Verification should be completed by April 20, 2018.

New for 2016-17: A cost calculation online screen (DCPUB) is being rolled out. Prior to DVPUB verification, every school district will be required to complete this new screen for:

  • In-district records pre-selected by NYSED
  • In-district records where verified cost is $40,000+ above district threshold
  • BOCES records where verified cost exceeds 10-Month Annualized Cost listed on the BOCES year-end final cost report. Without completion of DCPUB for these BOCES students, records will be capped at amount from BOCES report. Districts must identify these records; do not wait for DCPUB Required label on DVPUB screen.
Districts can also optionally use the DCPUB screen as tool to calculate 10-Month Annualized Costs for additional in-district records.

New for 2016-17: The paper DVPUB Signature Form has been discontinued. School districts must electronically notify the STAC Unit that verification has been completed directly on the DVPUB screen.

See links below to memo and additional DCPUB/DVPUB information:

2016-17 DVPUB Memo (HTML) (PDF) Revised: April 17, 2018
DCPUB-Quick Reference Guide (HTML) (PDF) (DCPUB screen replaces paper High Cost Student Data Report)
DVPUB-Online Instruction Guide (HTML) (PDF)
2016-17 BOCES Year-End Report Table Revised: April 9, 2018


02-20-2018

2018-19 Reapplication Reminder

The 2018-19 reapplications will be available to the field by late March/early April 2018. In order for districts to fully utilize this reapplication process, the STAC Unit encourages districts to review all 2017-18 service approvals currently on the STAC online system. If necessary, districts should add any outstanding 2017-18 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 2017-18 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.


02-14-2018
CPSE Administrative Cost Claiming - School Districts/Municipalities

The documents below contain guidance in regard to claiming 2015-16 CPSE Administrative Costs. Please contact either Robert Wojtkiewicz or Sheila Costa at 518-474-7116 with questions regarding the new claiming procedures.


02-01-2018

2017-18 Summer Transportation Verification Now Open

The 2017-18 Summer 4408 Transportation Verification screens are now open for verification (DVSTR, DVST2, DVST3, and DVSTC verification screens). Beginning with the 2017-18 year, school districts will be required to check a box for each student indicating if a student was transported by "District-Operated Transporter" or a "Contracted Transporter."

Please call the STAC and Medicaid Unit at 518-474-7116 if you need any assistance.


01-31-2018
STAC Online Verification Deadlines for February Payments

To be included in the February round of Approved Payment Reports, which will be paid prior to the end of March 2018, please verify online the following education/maintenance and/or transportation reimbursement approvals as per the chart below.

STAC Online Verification Deadlines (HTML) (PDF)


12-18-2017

2018-19 Legislative Budget Aid Projections for Excess Cost Aid

To have excess cost aid projection information included in the 2018-19 state fiscal year Legislative Budget, it is necessary for districts to have their 2016-17 school age 10-month excess cost public and private STAC approval records entered in the STAC Online System by January 10, 2018.


10-25-2017

STAC Training Webinar - Locating or Creating a STAC ID

The NYS Education Department, STAC & Medicaid Unit has scheduled a training designed to assist districts and counties in searching for and creating a STAC ID, to be held on Thursday, November 9, 2017 at 10 AM. The training will also highlight problems encountered when duplicate/multiple STAC IDs are created for the same student. District responsibility for protecting the personally identifiable information (PII) of students will also be discussed. This training is recommended as a refresher for all district personnel who utilize the EFRT system, as well as training for new personnel.

Please click here to register.


10-02-2017

2018-19 Executive Budget Aid Projections for Excess Cost Aid

To have excess cost aid projection information included in the 2018-19 state fiscal year Executive Budget, it is necessary for districts to have their 2016-17 school age 10-month high cost public and private STAC approval records entered in the STAC Online System by October 13, 2017.

Comparison of 1516 & 1617 School Age 10-month High Cost Public and Private STAC Approvals by School District


05-23-2017

UPCOMING JUNE 30, 2017 STAC DEADLINES

Below is a link to the memorandum regarding upcoming June 30, 2017 STAC Deadlines.

June 30, 2017 STAC Deadlines Memo


05-09-2017

June 1st STAC Online Verification Deadline:
§ 4201 State Supported Schools, Reimbursement of 4 Month 2016-17 Tuition

Online verification for tuition reimbursement is now open for the September 2016 through December 2016 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, 2017 to receive reimbursement in the next payment scheduled for the end of June.

Please contact Paula Cooper of the STAC and Medicaid Unit ( paula.cooper@nysed.gov ) with any questions, or to notify her of any missing record(s) for student(s) enrolled at a State Supported School during the September – December 2016 period.


04-12-2017

2017-18 REAPPLICATIONS

The following 2017-18 Reapplications are now available on the STAC Online System:

  • 2-Month Summer Reapplications- DRSUM screen
  • 10-Month Private Reapplications- DRPRV 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 and Reapplication Guides

03-28-2017

2017-18 Program Dates

Beginning April 1, 2017, 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 2017-18 program dates by June 16, 2017.

Below are links to the memorandum and instruction guide regarding the 2017-18 Program Service Dates.

Memo and Guide


03-06-2017
DEADLINE UPDATE for Districts to Verify 2015 and 2016 Summer Section 4408 (Education/Maintenance/Transportation) and 4201 (Transportation Only) for March 2017 Aid Payment

Summer 2015 Revised Verification Deadline: 03/07/2017 4:00 PM
Summer 2016 Revised Verification Deadline: 03/08/2017 12:00 Noon

Please verify all 4408 summer education/maintenance approvals, including those approvals which currently have a $0.00 education rate. Once education/maintenance approvals have been verified (including those with $0.00 education rates), then verify the corresponding transportation costs.

All summer 4408 education/maintenance and transportation approvals for summer 2015 and summer 2016 should be verified by no later than the revised deadlines above in order to be included in SED’s March payments. Please refer to the Gold Star report for your respective district which was updated on 3/1/17 to see whether your district has any summer 2015 and/or 2016 Section 4408 or Section 4201 (transportation only) approvals which have not yet been verified.

REVISED STAC Online Verification Deadlines for March 2017 Payments


03-03-2017

Online Verification for 2015-16 ten-month High Cost Public In-District, Other District, and BOCES placements

The online verification screen (DVPUB) is now open for verification for all 2015-16 ten-month High Cost Public In-District, Other District, and BOCES placements. Verification should be completed by March 31, 2017. See links below to memo and additional DVPUB information:

2015-16 DVPUB Memo
DVPUB-Online Instruction Guide
DVPUB-Signature Form (rev 02/2017)
High Cost Student Data Report (rev 02/2017)
2015-16 BOCES Year-End Report Table


02-02-2017

2017-18 Reapplication Reminder

The 2017-18 reapplications will be available to the field by late March/early April 2017. In order for districts to fully utilize this reapplication process, the STAC Unit encourages districts to review all 2016-17 service approvals currently on the STAC online system. If necessary, districts should add any outstanding 2016-17 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 2016-17 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.


02-02-2017

Gold Star - Online Verification Status Report
(Updated February 1, 2017 -- Next Update March 6, 2017)


01-13-2017
STAC Online Verification Deadlines for Upcoming 2017 Payments

To be included in the February Approved Payment Reports, which will be paid prior to the end of March 2017, please verify online the following education/maintenance and/or transportation reimbursement approvals as per the chart below.

STAC Online Verification Deadlines (HTML) (PDF)

 


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Last Updated: May 10, 2018