2018-19 DVPUB Memo (BOCES)

TO: Official State Aid Designee February 2020
FROM: Adam Lenhardt, Education Finance Specialist 2
SUBJECT: 2019-20 STAC On-Line Verification (DVPUB) for School Age 10-Month High Cost Public Placements – Deadline April 17, 2020 pdf file

Public excess cost aid is generated by the CSE district for direct special education services it verifies on the STAC online verification screen (DVPUB). 2019-20 excess cost aid (including High Cost Public aid) is based on 2018-19 school year enrollment and education costs.  Current year funding is available to districts for 2018-19 claims verified by June 30, 2020.  Prior year funding is available to districts for 2017-18 claims verified by June 30, 2020.

2018-19 DVPUB Online Verification Process Overview:

  • In-District: In-district claims opened for verification on October 3, 2019.
    Complete the DCPUB High Cost Worksheet to calculate the annualized cost and to provide cost breakdowns for any claims flagged as “DCPUB Required” or selected by SED for review.
  • Other District: Other district claims opened for verification on January 24, 2020.
    Complete the DCPOD High Cost Worksheet to provide cost breakdowns for all claims that exceed the district threshold.
  • BOCES: BOCES claims opened for verification on February 25, 2020.
    Complete the DCPUB High Cost Worksheet for any BOCES claim records where the claimed cost exceeds the cost listed on the BOCES Year-End Final Cost Report.
  • In-district, other district, and BOCES claims must all be verified on the DVPUB screen to be eligible for reimbursement. To permit time for review, please verify by April 17, 2020.

Instructions on how to utilize the DCPUB online screen can be found at:
http://www.oms.nysed.gov/stac/stac_online_system/online_instructions/guide_DCPUB.html

Instructions on how to utilize the DCPOD online screen can be found at:
http://www.oms.nysed.gov/stac/stac_online_system/online_instructions/guide_DCPOD.html

Districts will only be required to submit additional back-up documentation substantiating 2018-19 school year claims for verified students selected by the STAC and Medicaid Unit for in-depth review. Districts that are required to provide such documentation will receive an e-mail from the STAC and Medicaid Unit requesting IEPs, and other cost documentation, for selected students identified for review.

Before you begin your DVPUB online verification process, please review the  “Guide to Online Verification of 10-Mo. High Cost Public Placements” available on the STAC/Medicaid unit website at: http://www.oms.nysed.gov/stac/stac_online_system/online_instructions/guide_DVPUB.html

Please keep in mind:

  • The DVPUB online verification screen includes all public (in-district and other district) and BOCES 10-month excess cost school age placements.
  • The DVPUB online verification screen allows amendments in the “To/From” date fields and the “10-month Annualized Costs” field. Prior to amending the “To/From” dates, check the “Education Provider Program Dates” displayed at the top of the DVPUB screen.  If a student was enrolled for the entire 10-month school year and the FTE displayed for the student is 1.000, there is no need to adjust the “To/From” dates.
  • DVPUB online verification must be processed one education provider at a time.
  • For each student, check/amend the “To/From” dates and the “10-Month Annualized Cost” and click the “verify” box on the DVPUB screen. A list of your unverified students can be obtained on either the DQAPP online screen for all providers or the DVPUB online screen for a selected provider.

Once all your verifications have been completed:
Fill out all of the fields in the COMPLETION OF 10-MONTH VERIFICATION FOR ALL PUBLIC PROVIDERS box, if this information has not already been entered. Once all records have been verified, check the Verification Completed box. Click the Submit button at the bottom of the screen.

Guidance for Calculating 10-Month Annualized Costs for In-District Verifications:
A list of allowable costs for special education services which may be claimed for Public Excess High Cost Aid and a list of other costs which may not be claimed can be found by clicking on the link below:
http://www.oms.nysed.gov/stac/schoolage/avl-payment_reports_and_chargebacks/annualized_cost_calculation.html

More information about the in-district verification process can be found at:
http://www.oms.nysed.gov/stac/schoolage/correspondence/DVPUB_201819_Letter_InDistrict.html

Guidance for Reporting 10-Month Annualized Costs for Other-District Verifications:
More information about the other district verification process can be found at:
http://www.oms.nysed.gov/stac/schoolage/
correspondence/DVPUB_201819_Letter_OtherDistrict.html

Guidance for BOCES Verifications:
Refer to the 2018-19 BOCES Year-End Report table posted on the STAC website which lists the name and run-date of each BOCES’s Year-End Final Cost Report, which a district must use to correctly amend/verify the “To/From” and “10-Month Annualized Cost” fields on the DVPUB online verification screen.  This BOCES year-end report should be in the Business, CSE, or Superintendent’s Office.

When entering your BOCES verification data onto the DVPUB screen from the 2018-19 BOCES Year-End Final Cost Report, you must use the version of that report that matches the exact title and Calculation Date indicated on the 2018-19 BOCES Year-End Report table posted on the STAC website:
http://www.oms.nysed.gov/stac/schoolage/correspondence/201819_boces_yearend_report_table.html

If you cannot locate the version of the BOCES Year-End Report listed, do not complete the DVPUB screen for those BOCES placements.  Contact the BOCES Business Office or the STAC and Medicaid Unit for a copy.  If the BOCES sent you two versions of the report, use the one which has “Summary-Level” in the title or which has a single-line total covering all the educational services for a particular set of “To/From” dates.

If your district provided a BOCES student with additional IEP-approved services either not contracted through BOCES or not included in the BOCES Year-End report (e.g. after-school services), you will be required to complete the “High Cost Student Worksheet” screen (DCPUB) or cost will be capped and locked at amount listed on BOCES report.

PLEASE NOTE: Verified records reviewed and approved by the STAC and Medicaid Unit will be locked.  If a district needs to amend and re-verify a locked STAC record, contact the STAC and Medicaid Unit.  For questions on calculating 10-month annualized costs or the DCPUB/DCPOD/DVPUB online screens, please contact Thomas Hitchcock, Andrew Kitzrow, Kelly Mason, Adam, Lenhardt, or Edwin Truax at 518-474-7116.

Last Updated: February 25, 2020