Section 4410 Preschool Committee on Preschool Special Education (CPSE) Administrative Costs
(Screens DQDAT, DDADM and DQDAD)

STAC ONLINE SYSTEM (EFRT) INTRODUCTORY TOPICS

A User Guide for School Districts and Municipalities

Printable Version pdf file


Section 4410 Preschool
CPSE Administrative Costs
Claiming Instructions

Section 4410 of NYS Education Law authorizes school districts to receive reimbursement from counties for reasonable and necessary CPSE administrative costs incurred for preschool students.

These instructions outline how school districts can claim (through their municipality) administrative costs incurred for each eligible preschool child served.

The NYSED STAC and Medicaid Unit requires school districts to record administrative expenses in the State Aid Management System (SAMS) (via Schedules 31-34 of their district ST-3 form) for a given school year. The STAC and Medicaid Unit extracts this information from the SAMS system and uploads to the EFRT online system.

To begin:

  1. Go to the STAC homepage at http://www.oms.nysed.gov/stac/
  2. Click on the "EFRT Online Sign-In" button on the left hand side of the screen.
    Screenshot of STAC Unit homepage, with the EFRT Online
					Sign-In link circled
  3. You will be advanced to the "WELCOME" online screen.
    A screenshot of the login screen for the STAC Online
					System (EFRT)
  4. Enter the case-sensitive confidential Usercode and password.

ACCESSING PRESCHOOL CHILD LISTING (DQKID)

The DQKID screen allows municipalities and districts to view the child information used to calculate CPSE administrative costs for a specified school year (and can also be accessed by municipalities via FTP file through the SED File Transfer Manager).

To VIEW the child listing screen (DQKID):

  • Enter DQKID in the GO TO box located at the top right-hand corner of the screen and press ENTER on your keyboard or select DMNAC then DQKID screen from the DMNUM or DMNUP (municipalities) main menu.
  • Select SCHOOL YEAR
  • Enter municipality/school district code
  • Click GET RECORDS to view data.
  • To return to the main menu enter DMNUM or DMNUP (municipalities) in the "GO TO" box.
A screenshot of the DQKID List of Preschoolers Generating Administrative Costs on the STAC Online System (EFRT)

DISTRICTS ONLY (Municipalities - Skip to next section)

ACCESSING THE ADMINISTRATIVE COST LISTING SCREEN (DQDAT)

The DQDAT screen is used by the school district to view the Administrative Cost Listing (ACL):

To access the DQDAT screen:

  • Enter DQDAT in the GO TO box located at the top right-hand corner of the screen and press ENTER on your keyboard or select DMNAC then DQDAT from the DMNUM main menu.
Screenshot of DMNUM Special Education Main Menu with
				  DMNAC option circled and Go To box with DQDAT entered.

To REVIEW the district Administrative Cost Listing data for a specific year:

  • Select School Year
  • "District" should be auto-filled
  • Click "GET PROVIDERS"
  • The district Administrative Cost Listing will appear with corresponding amount billable to the appropriate county
Screenshot of DQDAT (4410 ADMINISTRATIVE COST LISTING
				  TO SCHOOL DISTRICT ACL) Screen.

ACCESSING 3-YEAR COMPARISON
SCREEN (DQDAD)

The DQDAD screen is used by districts to view administrative cost data for CPSE administrative costs for current and prior two-years of data.

To VIEW 3-year comparison screen (DQDAD):

  • Enter DQDAD in the GO TO box located at the top right-hand corner of the screen and press ENTER on your keyboard or select DMNAC then DQDAD screen from the DMNUM main menu.
  • Select SCHOOL YEAR
  • DISTRICT should be auto-filled
  • Click either "One Year Selected" or "Year Selected and Prior 2 Years" to view data (currently only one year of information is available)
  • Click INQUIRE
  • To return to the main menu enter DMNUM in the "GO TO" box.
Screenshot of DQDAD (STATEMENT OF CPSE
				  ADMINISTRATIVE COSTS INCURRED UNDER SECTION 4410
				  OF THE EDUCATION LAW) Screen

MUNICIPALITIES ONLY

ACCESSING THE CPSE ADMINISTRATIVE COST AVL (DDADM)

The DDADM screen, 4410 School District Outstanding Administrative Costs (or CPSE Administrative Cost AVL), allows municipalities to claim approved CPSE Administrative Costs (that have been paid to school districts) for a specified school year.

To VIEW/COMPLETE the AVL screen (DDADM) for a specific year:

  • Select "School Year"
  • "County" should be auto-filled
  • Click INQUIRE
  • ENTER "Date Billed by District", "Amount Paid to School District", and "Date Paid to District" as appropriate (if there are multiple pages, click "next" to view)
  • Select SUBMIT button at bottom of screen once data has been entered
  • To return to the preschool main menu, enter DMNUP in the GO TO box.
Screenshot of DDADM (4410 School District
				  Outstanding Administrative Costs) Screen

Data added/edited must be certified by completing the Electronic Signature process. To access, select “CPSE Admin Signature” from the electronic signature page. If you are new to the electronic signature process you may view instructions via this link:
http://www.oms.nysed.gov/stac/preschool/AVL/electronic_signature_avl.pdf pdf file

ACCESSING CPSE ADMINISTRATIVE COST REPORTS
(AND ASSOCIATED .TXT FILES)
EFH802 (Preschoolers Generating Administrative Costs)
EFH805 (Reimbursement for CPSE Administrative Costs)

Access to the SED File Transfer Manager may be used to view or download CPSE Administrative Cost reports. The following is the link to apply for access:

After receiving an SED FTM User Name and Password, click on the link below and Login:

Screenshot of GoAnywhere login page
  • Navigate to your county’s folders within the SED File Trasnfer Manager.
    Screenshot of GoAnywhere STACCAYU folder
  • Open your county's outbasket.
  • The outbasket will contain 2 text files and 2 excel files:

    DistrictName_EFH802_201516.txt
    File contains the List of Preschoolers Generating Administrative Cost found on DQKID

    DistrictName_EFH802_201516.xlsm
    File contains the List of Preschoolers Generating Administrative Costs Report
    • Open the file
    • Click on Enable Editing PROTECTED VIEW
					    Be careful-files from the Internet can contain viruses. Unless you need to edit, it's safer to stay in Protected View.
						Enable Editing.
    • Click on Enable Content SECURITY WARNING
					    Macros have been disabled. Enable Content.
    • The Report is now ready to view or print

    Note: The below data will be available to the county once payment data is generated.

    DistrictName_EFH805_201516E.txt
    File contains the calculated data used for the EFH805 Report

    DistrictName_EFH805_201516.xlsm
    File contains the Reimbursement for CPSE Administrative Expenses Report
    • Open the file
    • Click on Enable Editing PROTECTED VIEW
					    Be careful-files from the Internet can contain viruses. Unless you need to edit, it's safer to stay in Protected View.
						Enable Editing.
    • Click on Enable Content SECURITY WARNING
					    Macros have been disabled. Enable Content.
    • The Report is now ready to view or print
Last Updated: April 26, 2019