Archived News - 2018
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July and August 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 were mailed to districts last week. Districts may also view payment details by referring to the DQPAY screen on EFRT.
For questions regarding this memo, please contact the STAC Unit at 518-474-7116.
2019-20 Legislative Budget Aid Projections for Excess Cost Aid
To have excess cost aid projection information included in the 2019-20 state fiscal year Legislative Budget, it is necessary for districts to have completed the following:
- All 2016-17 school age 10-month excess cost public and private STAC approval records verified in the STAC Online System by January 10, 2019.
- All 2017-18 school age 10-month excess cost private STAC approval records verified in the STAC Online System by January 10, 2019.
- In-district 2017-18 school age 10-month excess cost public STAC approval records verified in the STAC Online System by January 10, 2019.
- Other district and BOCES 2017-18 school age 10-month excess cost public STAC approvals records entered on the STAC Online System by January 10, 2019.
- All 2018-19 school age 10-month excess cost public and private STAC approval records entered in the STAC Online System by January 10, 2019.
Please review the following, updated December 18 2018, as a reference:
- Comparison of 1617, 1718, & 1819 School Age
10-month Public Excess Cost STAC Approvals by School District
- Comparison of 1617, 1718, & 1819 School Age
10-month Private Excess Cost STAC Approvals by School District
2017-18 Private and High Cost Public STAC Approval Student Detail Used to Calculate 2018-19 PUB and PRI Output Reports Available on the SED File Transfer Manager
The STAC and Medicaid Unit has made prior year student enrollment backup listings (which match against your current aid year PUB and PRI reports) exclusively available on the SED File Transfer Manager (FTM). These reports list the 2017-18 enrollment year STAC Approvals used to generate the 2018-19 PRI Line 13 Private Excess Cost Aid and 2018-19 PUB Line 8 High Cost Apportionment Aid.
See links below for more information:
- EFH277 Student Listings for 1718 Approvals Memo (HTML) (PDF)
- Authorization Form for Access to the SED File Transfer Manager (PDF)
Webinar Open for Registration: Locating or Creating a STAC ID
This training, provided by the STAC/Medicaid Unit of the NYS Education Department, is designed for school districts and counties in searching for and creating a STAC ID. The training will also highlight problems encountered when creating duplicate/multiple STAC IDs for the same student. District/county responsibility for protecting student personally identifiable information (PII) will also be discussed. It is recommended as a refresher for all individuals responsible for creating STAC IDs in the STAC EFRT system and to be used as training for new personnel.
| Date and time: | Thursday, December 6, 2018 10:00 am Eastern Standard Time (New York, GMT-05:00) |
|---|---|
| Duration: | 1 hour |
Public High Cost Claiming for the 2017-18 Enrollment Year Webinar and Q&A
On October 17, 2018 at 10:00 am the STAC and Medicaid Unit hosted a webinar to provide districts with an overview of the 2017-18 Public High Cost claiming process. This webinar provided an overview of the changes to Public High Cost submission, calculation, and verification for the 2017-18 enrollment year.
The Q&A from the Public High Cost Claiming for the 2017-18 Enrollment Year Webinar can be
found at:
https://www.oms.nysed.gov/stac/training_materials/q-a-webinar-highcost-20181017.html
Online Verification for 2017-18 ten-month High Cost Public In-District placements
The online cost worksheet screen (DCPUB) and online verification screen (DVPUB) are now open for verification for all 2017-18 ten-month High Cost Public In-District placements.
In-District Claims: Verify Starting October 17, 2018
BOCES & Other District Claims: Verify Starting February 1, 2019
See links below to memo and additional DCPUB/DVPUB information:
- 2017-18 DVPUB In-District Memo (HTML) (PDF)
- DCPUB-Quick Reference Guide (HTML) (PDF)
- DVPUB-Online Instruction Guide (HTML) (PDF)
2019-20 Executive Budget Aid Projections for Excess Cost Aid
To have excess cost aid projection information included in the 2019-20 state fiscal year Executive Budget, it is necessary for districts to have their 2017-18 school age 10-month high cost public and private STAC approval records entered in the STAC Online System by October 19, 2018.
- Comparison of 1617 & 1718 School Age
10-month Public Excess Cost STAC Approvals by School District
- Comparison of 1617 & 1718 School Age
10-month Private Excess Cost STAC Approvals by School District
Webinar Open for Registration: Public High Cost Claiming for the 2017-18 Enrollment Year
The NYS Education Department, STAC & Medicaid Unit has scheduled a webinar designed to assist districts in verifying their 2017-18 Public High Cost 10-month student data. This webinar will provide an overview of the High Cost Public claiming and verification process for the 1718 enrollment year. Topics covered include: a general overview of High Cost Public 10-month claiming; the new fall verification window for 1718 High Cost Public in-district and other district claims; and enhancements to the "High Cost Student Worksheet" Screen (DCPUB). This training is recommended for all district personnel who are responsible for any of the following: calculating 10-month annualized costs, entering approvals, and verifying public high cost claims. A brief refresher on registering for and using the GoAnywhere secure file transfer manager will be provided. District responsibility for protecting personally identifiable information (PII) of students will also be discussed.
| Date and time: | Wednesday, October 17, 2018 10:00 am Eastern Daylight Time (New York, GMT-04:00) |
|---|---|
| Duration: | 1 hour |
SED File Transfer Manager (FTM) Compatibility Issue with Internet Explorer
As a result of a recent update, the SED File Transfer Manager (FTM) web client is no longer working correctly in Internet Explorer. In particular, attempts to reset a password using the Internet Explorer browser will result in the account being disabled.
We recommend using Google Chrome or Mozilla Firefox when accessing SED FTM via the web.
Agency Approvals List (DQAPP) Now Exportable to PDF
The Agency Approvals List (DQAPP) is now available to export as a PDF document. Please note that these PDFs have no left margins. To print them correctly, choose the "Fit" option under Paper Sizing & Handling in Adobe Reader or Adobe Acrobat.
To export the Agency Approvals List and retrieve the resulting PDF:
- On the DQAPP screen within EFRT, bring up the records you want to export and click the "Send File to GOAnywhere" button.
- Go to GoAnywhere login page:
https://sedftm.nysed.gov/webclient/Login.xhtml - Log into GoAnywhere. If you have already registered and don’t remember your login information, click the "Forgot Password" link. Multiple incorrect login attempts will result in your account being suspended.
- Once logged in, click on the "Secure Folders" option.
- Click on the "outbasket" folder.
- The "Agency Approvals List" PDF filename begins with "DQAPP_LIST", followed by the school year. Click on the filename to download the file.
Anyone who does not currently have access to GoAnywhere should complete and submit the "Authorization Form for Access to the STAC GoAnywhere (FTP) Site" as soon as possible. The Authorization Form is available at the following link: https://www.oms.nysed.gov/stac/forms/stac-603_form_authorization_ftp.pdf
After the form has been processed by the STAC and Medicaid Unit, the applicant will receive an individualized email invitation to register.
The STAC and Medicaid Unit plans to shift additional mailings, including Approved Payment Reports (APRs), to electronic transmission via GoAnywhere. It’s recommended that at least one person in the business office and one person in the CSE/pupil personnel office at each agency sign up for GoAnywhere.
Drop in Aid on 1718 PUB State Aid Output Reports Based on 1617 Enrollment Year High Cost Public STACs
Please note: The recently posted 1718 PUB output reports (based on STACs for the 1617 enrollment year) switched from using approval STAC data to verified and locked STAC data as of July 11. However, the STAC and Medicaid Unit is still in the process of completing its review for the 1617 enrollment year so there were many records that had not yet been locked as of that date.
STAC will be completing its review and locking the remaining outstanding records prior to the next update of the PUB output reports at the end of July.
July and August 4408/4201 and 2-Month Chapter Approved Payment Reports (APRs)
Run in June and July 2018
The memo below contains a table showing Approved Payment Reports (APRs) that will be mailed to districts in the next two to three weeks. Until then districts may view payment details by referring to the DQPAY screen on EFRT.
For questions regarding this memo, please contact the STAC Unit at 518-474-7116.
STAC-3 Approval Information Listing Now Transmitted Electronically Via the SED File Transfer Manager (FTM)
Beginning with the listing dated 06/12/18, the STAC-3 approval information listing is being transmitted to school districts, municipalities, providers, and Departments of Social Services electronically using the SED File Transfer Manager (FTM). Except for the Incarcerated Youth STAC-3 listings (on yellow paper), the listings with an issue date of 06/12/18 will be the last ones physically mailed as hard copies.
The electronic versions of the reports are being made available as PDF documents. Please note that these PDFs have no top or left margins. To print them correctly, choose the "Fit" option under Paper Sizing & Handling in Adobe Reader or Adobe Acrobat.
To access the electronic version of the STAC-3 mailing:
- Go to SED File Transfer Manager (FTM) login page:
https://sedftm.nysed.gov/webclient/Login.xhtml - Log into SED FTM. If you have already registered and don’t remember your login information, click the "Forgot Password" link. Multiple incorrect login attempts will result in your account being suspended.
- Once logged in, click on the "Secure Folders" option.
- Click on the "outbasket" folder.
- The STAC-3 mailing PDF filenames begin with "EFHMAIL", followed by the school year, followed by the date and time the PDF was placed on SED FTM. Just click on the filename to download the file.
Anyone who received the STAC-3 mailings in the past and does not currently have access to
the SED File Transfer Manager should complete and submit the "Authorization Form for
Access to the STAC GoAnywhere (FTP) Site" as soon as possible. The Authorization Form is
available at the following link:
https://www.oms.nysed.gov/stac/forms/stac-603_form_authorization_ftp.pdf
After the form has been processed by the STAC and Medicaid Unit, the applicant will receive an individualized email invitation to register.
The STAC and Medicaid Unit plans to shift additional mailings, including Approved Payment Reports (APRs), to electronic transmission via the SED File Transfer Manager (FTM). It’s recommended that at least one person in the business office and one person in the CSE/pupil personnel office at each agency sign up for the SED File Transfer Manager (FTM).
June 30, 2018 Verification Deadline for 2016-17 10-Month Public Excess Cost and Private Excess Cost
In order to receive current year aid (based on prior year enrollment and education costs), please utilize the DVPUB and DVPRV screens and the Gold Star report to confirm that all 2016-17 10-Month High Cost Public and Private Excess Cost approvals have been verified by June 30, 2018.
June 30, 2018 Verification Deadline for 2015-16 10-Month Public Excess Cost and Private Excess Cost
The 2015-16 10-Month Public Excess Cost and Private Excess Cost claiming period closes on June 30, 2018. In order to receive prior year aid, please utilize the DVPUB and DVPRV screens and the Gold Star report to confirm that all 10-Month High Cost Public and Private Excess Cost approvals have been verified by June 30, 2018.
To assist districts in confirming their verification status, the following Gold Star Reports have been updated today:
- 2016-17 School Year High Cost Public (In-dist./other dist./BOCES)
- 2016-17 School Year Private Section 4405 Program
- 2015-16 School Year High Cost Public (In-dist./other dist./BOCES)
- 2015-16 School Year Private Section 4405 Program
Note: Please refer to the STAC June 2018 Deadlines Memo (HTML) (PDF) for additional June 30, 2018 verification deadlines.
UPCOMING JUNE 2018 STAC DEADLINES
Below are links to the memorandum regarding upcoming June 2018 STAC Deadlines.
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:
- 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.
- 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.
- 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
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:
https://www.oms.nysed.gov/stac/training_materials/q-a-webinar-highcost-20180410.html
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
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.
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.
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 |
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)
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
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.
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.
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.
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)
Go to 2017 Archived News