Online Verification of 10-Mo. High Cost Public Placements (DVPUB)

STAC ONLINE SYSTEM (EFRT) SCHOOL AGE VERIFICATION

A User Guide for School Districts

Printable Version pdf file


I. Overview

This screen is used by school districts to verify actual dates and 10-month annualized costs for 10-Month Public Excess Cost Placements.

There are three screens that work together for 10-Month public placements: DSPUB, for initial entry; DCPUB, to calculate actual costs for in-district and BOCES placements and provide additional detail; and DVPUB to verify the actual costs after the school year has ended.

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

II. Preparation for DVPUB Verification

  1. Log onto the EFRT system.
  2. Prior to in-district verification, complete the DCPUB screen for all in-district records pre-selected by the STAC and Medicaid Unit (using the "Unverified DCPUB Required" filter on the DVPUB screen).
  3. Prior to BOCES verification, complete the DCPUB screen for all BOCES records with additional costs not included in the 10-month annualized cost listed on the year-end final cost report from the BOCES.
  4. On the DVPUB screen, select the appropriate year from the "School Year" dropdown menu. The screen will default to "Unverified" selection.
  5. The CSE District will be pre-filled with your district’s 12-digit BEDS code
  6. Click the Get Providers button. In the fall, school district providers will be listed in the dropdown list. In February, both school district and BOCES providers will be listed in the dropdown list.

    Districts are required to verify claims separately for each Provider
  7. Once a provider has been selected, click the Get AVL button.
A screenshot of the DVPUB screen after the Get AVL button has been clicked.

III. DVPUB Initial Verification

NEW FOR 2017-18! Fall verification window for in-district claims:
In-District Claims: Verify Starting October 17, 2018
BOCES & Other District Claims: Verify Starting February 1, 2019

  1. Review individual dates of service and 10-month annualized cost.
  2. Dates of Services can be amended on the DVPUB screen for all verifications.
    NOTE: Whenever a student was enrolled for the entire year and the student’s FTE is 1.000, do not amend the start or end dates.
  3. Changes to the 10-month Annualized Cost can be made on the DVPUB screen for all verifications EXCEPT those with an associated DCPUB worksheet.
    NOTE: If a DCPUB has been entered, or if a DCPUB is required, any changes to 10-month annualized costs must be completed first on the DCPUB screen prior to verification on the DVPUB screen.
  4. Once a student’s dates of service and 10-month annualized costs are correct, check the box in the Verify column.
  5. Hit the Submit button after you complete the verification for all students displayed on each DVPUB screen. Otherwise the updates and verifications will not be processed.
    NOTE: When verifying BOCES approvals, reference the "BOCES Year-End Report Table" to identify the approved BOCES report which districts are required to use. A link to this table is posted on the STAC homepage each February when the BOCES verification period opens.

IV. Reviewing Your Verifications

  1. To view all verified records, select "Verified and Not Reviewed by SED" under Selection Type and then click the Get AVL button.
A screenshot of the DVPUB screen after the Get AVL button has been clicked.

V. DVPUB Re-Verification Process

Re-verification is required when:

  1. A district amends the dates of service (on a verified claim) either on the DSPUB or DVPUB screen
  2. A district amends the 10-month annualized cost on the DCPUB screen (on a verified claim) for any record with an associated DCPUB worksheet.
  3. A district amends the 10-month annualized cost on the DSPUB or DVPUB screen (on a verified claim) for any record without an associated DCPUB worksheet.
    NOTE: Once a record has been "Reviewed and Locked by SED", it cannot be amended or re-verified. District should contact the STAC and Medicaid Unit for any necessary changes to a "Reviewed and Locked by SED" record.

VI. Complete the Verification Process

NOTE: In order to certify that verification is complete, there must be at least one student record loaded on the screen. Select the "Verified and Not Reviewed by SED" type in the top-right box and click the Get AVL button before proceeding.

  1. To certify that verification is complete, fill out the Contact Name, Phone #, and E-mail Address fields in the "COMPLETION OF 10-MONTH VERIFICATION FOR ALL PUBLIC PROVIDERS" section.
  2. Check the "Verification Completion" box.
  3. At the bottom on the screen, click the Submit button.

VII. Monitoring Verification Progress

A district can utilize the "District Count" located at the center of the upper portion of the DVPUB screen to monitor its progress in completing the verification process.

A screenshot of the DVPUB screen with the District Count section circled in red.
Last Updated: October 16, 2018