Previously Verified/Locked Public High Cost Records & New Prior Year Claims

NEW PROCEDURE FOR UPDATING COSTS FOR PREVIOUSLY VERIFIED AND LOCKED PUBLIC HIGH COST RECORDS

The STAC and Medicaid Unit will no longer unlock records so that school districts can update claims that were previously verified and locked.

To update costs for these records, school districts must do the following:

  1. Submit a letter to the STAC and Medicaid Unit on school district letterhead signed by the district superintendent or school business official explaining why the costs that were verified previously as complete and accurate need to be changed.
  2. Submit a completed "offline" version of the DCPUB high cost worksheet (for in-district and BOCES placements) or the DCPOD high cost worksheet (for "other district" placements). These "offline" versions of the high cost worksheets are available from the Forms page on the STAC Unit website: http://www.oms.nysed.gov/stac/contact_us/form_requests.html
  3. Upload all necessary supporting documentation to justify the cost revision to the school district’s "inbasket" on the SED File Transfer Manager.
  4. Send a notification email to the STAC and Medicaid Unit at OMSSTAC@nysed.gov indicating that the required documentation to support the requested cost revision has been submitted. Make sure all supporting documentation includes appropriate contact information. Reference students using STAC IDs only; do not include names or dates of birth in the notification emails.

PROCEDURE FOR SUBMITTING AND VERIFYING NEW PUBLIC RECORDS FOR PRIOR YEAR CLAIMS

All prior year claims will be reviewed by STAC and Medicaid Unit before they are locked.

  1. Enter the initial approval on the DSPUB screen.
  2. Complete the appropriate high cost worksheet on the DCPUB screen (for in-district and BOCES placements) or the DCPOD screen (for "other district" placements). This must be completed for all additional public placement prior year claims.
  3. Verify the updated record on the DVPUB screen.
  4. Upload all necessary supporting documentation to justify the cost revision to the school district’s "inbasket" on the SED File Transfer Manager.
  5. It is the school district's responsiblity to notify the STAC and Medicaid Unit by email at OMSSTAC@nysed.gov when new records for prior year funding have been verified which need to be reviewed and locked by the STAC and Medicaid Unit. Reference students using STAC IDs only; do not include names or dates of birth in the notification emails. Indicate the location and filenames of any supporting documentation uploaded to the SED File Transfer Manager. If the STAC and Medicaid Unit does not receive notification of newly verified claims for prior year funding, these records will not be reviewed and locked. No additional State aid will be generated for records that have not been reviewed and locked.
Last Updated: December 5, 2019