Public Excess Cost Information

Under Section 3602 of NY State Education Law, the CSE responsible district may file a Request for Reimbursement Approval for school-age special education students who attend district or BOCES programs and who have an annualized special education cost that meets or exceeds their district threshold dollar amount.

Terms and Definitions

10-Month Annualized Cost

The amount the student’s special education services would have cost if provided for all 10 months, based on the lesser of the student’s IEP-mandated level of services or the actual level of services provided.

District Threshold

The annualized cost that must be exceeded to generate State aid for High Cost Public placements. (Line 5 on PUB report)

Public Excess Cost Aid Ratio

The percentage of aid generated on costs exceeding the district threshold. (Line 4 on PUB report)

Request for Reimbursement Approval

First Step: Submit a request for STAC reimbursement approval

School districts should submit a request for STAC reimbursement approval online for any special education student whose 10-Month Annualized Cost exceeds the CSE district's threshold.

For students where a High Cost Public record for the concluding school year was entered prior to April 1, the student's placement can be reapplied for the new school year by the CSE district on the DRPUB screen. If the school year has not yet concluded, districts should use a reasonable estimate for the 10-Month Annualized Cost.

For more information, please review the following:

  • Reapplication Instructions for Public 10-Month Placements (HTML) (PDF)

For the remaining students, the request for STAC reimbursement approval must be manually entered by the CSE district on the DSPUB screen.

For more information, please review the following:

  • High Cost - Public 10-Month Placements (Screen DSPUB) User Guide (HTML) (PDF)

Second Step: Calculate Costs

Unlike private placements and summer placements, 10-month reimbursement for public placements is based on actual costs. Once the school year concludes, school districts need to calculate the 10-Month Annualized Cost for each student by aggregating all of the student's component costs.

The STAC Online (EFRT) System includes two high cost worksheets to aid and document the calculation of 10-Month Annualized Costs for each record. The worksheets can be accessed by bringing up the service approval on the DSPUB screen and clicking the "GO TO DCPUB/DCPOD" button

The DCPUB high cost worksheet should be completed for students educated by the CSE district and students educated by a BOCES who received additional services not provided by the BOCES.

For more information, please review the following:

  • DCPUB High Cost Student Worksheet (BOCES/In-District) Quick Reference Guide (HTML) (PDF)

The DCPOD high cost worksheet should be completed by the CSE district for students educated by another school district with which it has a cross-contract.

For more information, please review the following:

  • DCPOD High Cost Student Worksheet (Other District) Quick Reference Guide (HTML) (PDF)

Third Step: Online Verification

Public excess cost aid is generated to the CSE district for direct special education services that are verified on the STAC online verification screen (DVPUB). Aid for current year is based on the prior school year's enrollment.
Example: For the 2018-19 school year you receive aid on the 2017-18 enrollment year.

Verification opens in three phases:

  1. In-District:
    In-district claims open for verification between mid-September and early October.
  2. Other District:
    Other district claims open for verification once the current year State Aid Output Reports are released in late November or early December.
  3. BOCES:
    BOCES claims open for verification once all of the BOCES have mailed out their year-end final cost reports. Usually mid- to late-February.

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, the STAC and Medicaid Unit usually sets a deadline in mid-April.

For more information, please review the following:

  • DVPUB-Online Instruction Guide (HTML) (PDF)

Nonresident Tuition

When districts enter into a cross-contract agreement, it is recommended that the educating district document the child-specific costs for each child and bill accordingly. While the education district can bill for all costs included in the contract agreement, only the portion of those costs which are for direct special education services will be eligible for STAC reimbursement.

Where districts are unable to calculate child-specific costs, they may use the nonresident tuition (NRT) rates posted on SAMS for their inter-district billings. Actual NRT rates for the prior enrollment year and estimated NRT rates for the current school year are posted on the State Aid website each year around mid-November when the current-year State Aid Output Reports are released.

Please be aware that:

  • If the educating district has billed using the NRT rate, the STAC and Medicaid Unit will reimburse based on the actual NRT rate for prior year, which may be higher or lower than the estimated NRT rate for current year. Districts may want to include some sort of billing reconciliation process in their cross-contract agreements, since the actual NRT rates for the prior school year come out in the following autumn.
  • If the educating district has billed using the NRT rate, reimbursement for services provided by the educating district will be capped at the NRT rate.

State Aid formula used to calculate Public High Cost Apportionment Aid

(Example: Student with an $80,000 rate who was enrolled for part of the 2017-18 enrollment year with a 0.600 FTE)

  $80,000 Annualized Cost ($48,000 BOCES Cost / 0.600 FTE)  
- $40,000 Deduction Amount * (2018-19 PUB Line 5)
  $40,000 Annualized Excess Aidable Cost  
× 0.600 Student FTE  
  $24,000 Aidable Excess Cost  
× 0.490 Public Excess Cost Aid Ratio (2018-19 PUB Line 4)
  $11,760 Public High Cost Apportionment Aid  

* Deduction Amount is the District Threshold, 3 × Approved Operating Expense Per Pupil

Correspondence:

  • EFH277 Student Listings for 1718 Verified Approvals Memo (HTML) (PDF)
  • EFH277 Student Listings for 1718 Approvals Memo (HTML) (PDF)
  • 2017-18 DVPUB February 2019 Memo (HTML) (PDF)
  • 2017-18 DVPUB October 2018 Memo (HTML) (PDF)
  • 2016-17 DVPUB Memo (HTML) (PDF)
Last Updated: August 16, 2019