Welcome to the STAC Unit (System to Track and Account for Children)

STAC ADVISORY: Restoration of Normal Operations

While the STAC/Medicaid Unit has returned to working from the office, some staff members are still telecommuting. For fastest response, email the STAC Unit’s main mailbox at OMSSTAC@nysed.gov, or email the appropriate staff member directly. For a listing of staff assignments and relevant contact information, please refer to the unit’s functional directory.

The STAC Unit (System to Track and Account for Children), within the NYS Education Department's STAC and Medicaid Unit, is responsible for processing requests for Commissioner's approval for reimbursement. This includes reimbursement approval for the costs of providing services to preschool and school-age students placed in special education programs. It also includes reimbursement approval for students who have been determined to be homeless or runaway youth and for education services provided to incarcerated youth.

Latest News


06-30-2022

FINAL REMINDER: June 30 2022 STAC Deadlines

This is the final reminder and last chance to complete all verifications for the school years and placement types listed in the memo below:

  • June 2022 STAC Deadlines Memo (HTML) (PDF)

EFRT will close for verifications today at 7:00 PM EDT. No extensions of these deadlines will be granted.


06-30-2022
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 3 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 6/30/22.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


06-22-2022
Aid for Services Provided to Students With Disabilities Over 21

Chapter 223 of the Laws of 2022 provides that a school district may provide educational services in the 2022-23 and 2023-24 school years to a student who turned 21 years old during the 2021-22 school year and was enrolled in the school district and receiving special education services pursuant to an individualized education program. This law does not amend the statute governing state aid eligibility for students with disabilities over the age of 21. Services for students with disabilities over the age of 21 continue to be ineligible for state aid.

The Department previously issued a memorandum on the use of certain federal funds for this purpose. This memorandum clarifies that a Local Educational Agency (LEA) may, in its discretion, use a portion of its federal ESSER or GEER allocations to provide recovery services to support students over the age of 21 who have lost instructional time due to the COVID-19 pandemic.


06-14-2022
STAC NOTICE: §4410 Preschool AVL(s) Available for Claiming

The following §4410 Preschool AVL(s) are now available for claiming:

  • 2019-20 §4410 Preschool Programs & Services AVL #08
  • 2021-22 §4410 Preschool Programs & Services AVL #02

Note: 2021-22 AVL #02 is for claims to expenses paid for §4410 Preschool Programs & Services provided through May 31, 2022 only.

Each AVL listed is due back to STAC by July 15, 2022.

Informational memo is available: (PDF)(HTML)


For Online Verification:

For FTP Verification:

§4410 Preschool Programs & Services AVL 1920 #08
CCCC_1920_AVL_20220613.txt

§4410 Preschool Programs & Services AVL 2122 #02
CCCC_2122_AVL_20220613.txt

*Note - "CCCC" represents the first four letters of a county’s name, except for New York City (NEWY) and Saint Lawrence (STLA).

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


06-14-2022

SED File Transfer Manager Downtime

The SED File Manager (FTM) will be taken down on June 15th at 4PM for maintenance. The estimated downtime will be 2-3 hours. Please plan your uploads and downloads accordingly. Do not submit any batch files for processing on June 15th. Any files that are submitted on June 15th may not processed, and may need to be resubmitted manually at a later date.


06-14-2022

June 30, 2022 Verification Deadline for 2020-21 10-Month Public Excess Cost and Private Excess Cost

In order to receive current year aid (based on prior year enrollment and education costs), please utilize the DVPUB and DVPRV screens and the Gold Star report to confirm that all 2020-21 10-Month High Cost Public and Private Excess Cost approvals have been verified by June 30, 2022.

June 30, 2022 Verification Deadline for 2019-20 10-Month Public Excess Cost and Private Excess Cost

The 2019-20 10-Month Public Excess Cost and Private Excess Cost claiming period closes on June 30, 2022. In order to receive prior year aid, please utilize the DVPUB and DVPRV screens and the Gold Star report to confirm that all 10-Month High Cost Public and Private Excess Cost approvals have been verified by June 30, 2022.

These excess cost verification deadlines have NOT been extended despite the impacts of the COVID-19 pandemic.

To assist districts in confirming their verification status, the following reports have been generated:


06-02-2022

Gold Star - Online Verification Status Report
(Data Updated June 1, 2022 -- Next Update to be Posted July 5, 2022)


05-25-2022
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 8 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 5/25/22.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


05-20-2022

Upcoming June 2022 STAC Deadlines

Below are links to the memorandum regarding upcoming June 2022 STAC Deadlines.

  • June 2022 STAC Deadlines Memo (HTML) (PDF)

05-18-2022
STAC NOTICE: §4410 Preschool AVL(s) Available for Claiming

The following §4410 Preschool AVL(s) are now available for claiming:

  • 2018-19 §4410 Preschool Evaluations  EVAL-AVL #12*
  • 2020-21 §4410 Preschool Evaluations  EVAL-AVL #05
  • 2018-19 §4410 Programs & Services  AVL #12*

*Due to the Statute of Limitations, these 2018-19 AVLs cannot be accepted after June 30, 2022.

Note: These are the final claiming opportunities for the 2018-19 school year, only program rate change AVLs will be created in the future.

Each AVL listed is due back to STAC by June 30, 2022.

Informational memo is available:(PDF)(HTML )


For Online Verification:

For FTP Verification:

§4410 Preschool Evaluations EVAL-AVL 1819 #12
CCCC_1819_EVAL-AVL_20220517.txt

§4410 Preschool Evaluations EVAL-AVL 2021 #05
CCCC_2021_EVAL-AVL_20220517.txt

§4410 Programs & Services AVL 1819 #12
CCCC_1819_AVL_20220518.txt

*Note - "CCCC" represents the first four letters of a county’s name, except for New York City (NEWY) and Saint Lawrence (STLA).

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


05-03-2022
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 4 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 4/20/22 and 4/26/22.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


04-22-2022
STAC NOTICE: Reports for 2020-21 County Administrative Cost Claiming

The Reports for 2020-21 County Administrative Costs Claiming memo and associated Guidebook are available through the STAC webpage, under Preschool Correspondence. Detailed information about each of the various reports now accessible to the counties through the SED File Transfer Manager (FTM) begins on page 7 of the Guidebook.

  • 2020-21 County Administrative Costs

For questions regarding this notice, please email Nicholas.Thayer@nysed.gov or Robert.Wojtkiewicz@nysed.gov.


04-19-2022
STAC NOTICE: §4410 Preschool AVL(s) Available for Claiming

The following §4410 Preschool AVL(s) are now available for claiming:

  • 2021-22 §4410 Preschool Evaluations  EVAL-AVL #01
  • 2019-20 §4410 Programs & Services  AVL #07
  • 2020-21 §4410 Programs & Services  AVL #05

Note: 2021-22 EVAL-AVL #01 is for claims to expenses paid for §4410 Preschool Evaluations provided through February 28, 2022 only.

Each AVL listed is due back to STAC by May 20, 2022.

Informational memo is available:(PDF)(HTML)


For Online Verification:

For FTP Verification:

§4410 Programs Evaluations EVAL-AVL 2122 #01
CCCC_2122_AVL_20220419.txt

§4410 Programs & Services AVL 1920 #07
CCCC_1920_AVL_20220418.txt

§4410 Programs & Services AVL 2021 #05
CCCC_2021_AVL_20220418.txt

*Note - "CCCC" represents the first four letters of a county’s name, except for New York City (NEWY) and Saint Lawrence (STLA).

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


04-14-2022
STAC NOTICE: 10% County Chargeback – §4408 of Education Law (2020-21 school year and prior)

The §4408 Summer Chargeback Summary (EFH-415) and the school year specific Verified County Chargeback for Summer Services (EFH-400) reports associated with student records as of March 2022 are now available in your county’s outbasket through the SED File Transfer Manager (FTM).

Please refer to the Verified County Chargeback (March 2022) – Section 4408 of Education Law memo located on the STAC webpage under Preschool Correspondence

For questions regarding this notice, please email Nicholas.Thayer@nysed.gov or Robert.Wojtkiewicz@nysed.gov.


04-13-2022

2022/23 REAPPLICATIONS

The following 2022/23 Reapplications are now available on the STAC Online (EFRT) System:
  • 2-Month Summer Reapplications: DRSUM screen
  • 2-Month Summer Chapter Reapplications: DRCSM screen
  • 10-Month Public Reapplications: DRPUB screen
  • 10-Month Private Reapplications: DRPRV screen
  • 10-Month Chapter Reapplications: DRCHP screen
  • 10-Month §4201 Reapplications: DRSSY screen

Reapp Memo (HTML) (PDF) and Reapplication Guides


04-08-2022

2022-23 Program Dates

Special education providers, school districts (including special act districts), and BOCES providers should use their assigned STAC Usercodes to access their program information online and, if necessary, correct their 2022-23 program dates by June 15, 2022.

Below are links to the memorandum and instruction guide regarding the 2022-23 Program Service Dates.

If you have questions regarding STAC program date changes, contact the STAC/Medicaid Unit by e-mail at OMSSTAC@nysed.gov. Contact the SED Office of Special Education at SPECED@nysed.gov if you have programmatic questions.


04-08-2022
STAC NOTICE: Annual District Signature Authorization for Electronic Transmission of School District Preschool Data

The Annual District Signature Authorization for Electronic Transmission of School District Preschool Data memo and Sample Authorization Letter are now available through the STAC webpage, under Preschool Correspondence:

  • Annual District Signature Authorization

For questions regarding this notice, please email Nicholas.Thayer@nysed.gov or Robert.Wojtkiewicz@nysed.gov.


04-07-2022
STAC NOTICE: Annual Submission of County Related Service Rates

The Annual Submission of County Related Service Rates memo and accompanied form are now available through the STAC webpage, under Preschool Correspondence:

  • Annual Submission of County Related Service Rates

For questions regarding this notice, please email Nicholas.Thayer@nysed.gov.


04-07-2022
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 2 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 4/6/22.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


03-28-2022
STAC NOTICE: Children’s Residential Project (CRP) 10-Month Payment Reports (APRs) Available for Export to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has processed 1 Approved Payment Report (APR) that is now available for export to school district shared folders on the SED File Transfer Manager (FTM) via the DQPAY screen.

The School Age Payment Reports Available for Export to the SED File Transfer Manager (FTM) listing has been updated with this Approved Payment Report with the following issue date: 3/21/22

For instructions on sending APRs to the SED File Transfer Manager using the DQPAY screen, please refer to the memo below:

  • Using DQPAY to Look Up APR Information and Export to SED FTM: (HTML) ( PDF)

Reimbursement information is also available on the STAC Online System DQPAY screen. Notice of total payment amount and check date may also be reviewed on the Payment Certificates posted to the State Aid View District Data page.

If a district received a March CRP 10-Month payment and cannot locate a 2020-21 APR #1 payment via the DQPAY screen, your district did not have any 2020-21 enrollment year CRP students. The March payment received by your district is for reimbursement of CRP education rate adjustments recently processed for the 2017-18, 2018-19, and/or 2019-20 enrollment years. All Districts with prior year rate adjustments will receive a separate report(s) via mail detailing the changes. Districts that did not have any 2020-21 enrollment year CRP students AND have rate adjustments showing an overpayment will receive a separate mailing advising how the funds will be recovered.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the APRs listed, please email OMSSTAC@nysed.gov.


03-25-2022
All BOCES Now Available for 2020-21 High Cost Public Verification on DVPUB Screen

Verification is now open for all 2020-21 ten-month High Cost Public BOCES placements on the DVPUB online verification screen. Please review the updated BOCES Year-End Report Table to ensure you are referencing the correct BOCES year-end final cost report to verify your school district's BOCES placements.

  • 2020-21 BOCES Year-End Report Table (HTML) Revised: March 25, 2022

03-24-2022
STAC NOTICE: §4410 Preschool AVL(s) Available for Claiming

The following §4410 Preschool AVL(s) are now available for claiming:

  • 2021-22 §4410 Programs & Services AVL #01*

Note: 2021-22 AVL #01 is for claims to expenses paid for §4410 Preschool Programs & Services provided through February 28, 2022 only.

Each AVL listed is due back to STAC by April 22, 2022.

Informational memo is available:(PDF)(HTML)


For Online Verification:

For FTP Verification:

§4410 Programs & Services AVL 2122 #01
CCCC_2122_AVL_20220323.txt

*Note - "CCCC" represents the first four letters of a county’s name, except for New York City (NEWY) and Saint Lawrence (STLA).

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


03-15-2022
Additional Reminder: 2020-21 County Administrative Cost Claiming

A review of the 2020-21 County Administrative Cost Claiming submitted through entry into the STAC Online (EFRT) System shows that many counties have yet to submit costs. These costs were due to STAC by March 11, 2022. Counties are advised to login to EFRT and confirm that their costs have been entered on the DCADM screen and that an electronic signature certifying those costs was submitted. For counties that have not submitted these costs to date, the due date has been extended until Friday, March 25, 2022; however immediate attention is preferred.

The following information was previously provided to counties:
2020-21 County Administrative Cost Claiming is now posted to the Preschool Correspondence page of the STAC webpage:


03-10-2022
STAC NOTICE: Preschool Payments

The Division of the Budget (DOB) has approved the following Preschool payment(s):

  • 2013/2014    AVL #22   §4410 Programs & Services
  • 2015/2016    AVL #18   §4410 Programs & Services
  • 2016/2017    AVL #16   §4410 Programs & Services
  • 2017/2018    AVL #14   §4410 Programs & Services
  • 2018/2019    AVL #11   §4410 Programs & Services
  • 2019/2020    AVL #05   §4410 Programs & Services
  • 2020/2021    AVL #04   §4410 Programs & Services
  • 2018/2019    AVL #10   §4410 Evaluations
  • 2019/2020    AVL #07   §4410 Evaluations
  • 2018/2019    PAY #05   §4410 CPSE Administration
  • 2018/2019    PAY #06   §4410 CPSE Administration
  • 2019/2020    PAY #01   §4410 CPSE Administration
  • 2019/2020    PAY #02   §4410 CPSE Administration

For questions on this notice, please email OMSSTAC@nysed.gov.


03-10-2022
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 5 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 3/8/22 and 3/9/22.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


03-09-2022
STAC NOTICE: New School Age Payment Reports (APRs) Available for Export to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has processed 16 Approved Payment Reports (APRs) that are now available for export to school district shared folders on the SED File Transfer Manager (FTM) via the DQPAY screen.

The School Age Payment Reports Available for Export to the SED File Transfer Manager (FTM) listing has been updated with these Approved Payment Reports with the following issue dates: 2/25/22, 3/5/22, and 3/7/22.

For instructions on sending APRs to the SED File Transfer Manager using the DQPAY screen, please refer to the memo below:

  • Using DQPAY to Look Up APR Information and Export to SED FTM: (HTML) ( PDF)

Reimbursement information is also available on the STAC Online System DQPAY screen. Notice of total payment amount and check date may also be reviewed on the Payment Certificates posted to the State Aid View District Data page.

A district will not receive an APR for a school year where no payment, or payment adjustment, is currently due. Please review your district folder for APRs even when no payment has been generated, as important rate changes or record updates may be detailed in a payment adjustment.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the APRs listed, please email OMSSTAC@nysed.gov.


03-02-2022

2022-23 Reapplication Reminder

The 2022-23 reapplications will be available to the field by early April 2022. In order for districts to fully utilize this reapplication process, the STAC/Medicaid Unit encourages districts to review all 2021-22 service approvals currently on the STAC online system. If necessary, school districts should add any outstanding 2021-22 service approvals no later than March 25, 2022.

For placements at §4201 State-supported schools, districts must use the DRSSY reapplication screen to add missing 10-month 2021-22 approvals. If the §4201 approval is not available for reapplication from the DRSSY screen, please notify Andrew Kitzrow (Andrew.Kitzrow@nysed.gov) of the STAC/Medicaid Unit.


03-02-2022
STAC NOTICE: §4410 Preschool AVL(s) Available for Claiming

The following §4410 Preschool AVL(s) are now available for claiming:

  • 2018-19 §4410 Preschool Evaluations EVAL-AVL #11
  • 2019-20 §4410 Preschool Evaluations EVAL-AVL #08
  • 2020-21 §4410 Preschool Evaluations EVAL-AVL #04
  • 2019-20 §4410 Programs & Services AVL #06

Each AVL listed is due back to STAC by March 18, 2022.

Informational memo is available:(PDF)(HTML)


For Online Verification:

For FTP Verification:

§4410 Preschool Evaluations EVAL-AVL 1819 #11
CCCC_1819_EVAL-AVL_20220301.txt

§4410 Preschool Evaluations EVAL-AVL 1920 #08
CCCC_1920_EVAL-AVL_20220301.txt

§4410 Preschool Evaluations EVAL-AVL 2021 #04
CCCC_2021_EVAL-AVL_20220301.txt

§4410 Programs & Services AVL 1920 #06
CCCC_1920_AVL_20220228.txt

*Note - "CCCC" represents the first four letters of a county’s name, except for New York City (NEWY) and Saint Lawrence (STLA).

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


02-24-2022
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 6 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 2/23/22.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


02-16-2022
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 21 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 2/16/22.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


02-15-2022

Webinar Open for Registration: Public High Cost "Other District" and BOCES Claiming for the 20/21 Enrollment Year

The STAC/Medicaid unit within the NYS Education Department has scheduled a webinar designed to assist districts in verifying their 20/21 Public High Cost 10-month student data. This webinar will provide an overview of the High Cost Public claiming and verification process for the 20/21 enrollment year. Topics covered include:

  • A general overview of High Cost Public 10-month claiming
  • A brief refresher on in-district claiming
  • More intensive training on “other district” claiming
  • More intensive training on BOCES claiming
  • A brief refresher on registering for and using the SED File Transfer Manager
  • District responsibility for protecting personally identifiable information (PII) of students

This training is recommended for all school district personnel who are responsible for any of the following: calculating 10-month annualized costs, entering approvals, and verifying public high cost claims.

Date and time: Thursday, March 3 2022 10:00 AM
Eastern Standard Time (New York, GMT-05:00)
Duration: 1 hour, 30 minutes

Please click here to register


02-14-2022

Verification Now Open: 2020-21 10-Month High Cost Public “Other District” & BOCES Placements

Verification is now open for 2020-21 ten-month High Cost Public “Other District” and BOCES placements on the DVPUB online verification screen.

2020-21 DVPUB Online Verification Process Overview:

  • In-District: In-district claims opened for verification on September 22, 2021.
    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.
  • BOCES: BOCES claims open for verification on February 14, 2022.
    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.
    Only BOCES with approved Year-End Final Cost Reports are available for verification. Check the 2020-21 BOCES Year-End Report table linked below to see whether a BOCES has been approved for verification, and to confirm that the report being used for verification matches the exact title and Calculation Date listed.
  • Other District: “Other District” claims open for verification on February 14, 2022.
    Complete the DCPOD High Cost Worksheet to provide cost breakdowns for all claims that exceed the district threshold.

In-district, other district, and BOCES claims must all be verified on the DVPUB screen to be eligible for reimbursement. To receive current year funding, verification for all In-District, Other District, and BOCES placements must be completed by June 30, 2022.

See links below to memo and additional information:

  • 2020-21 DVPUB BOCES/“Other District” Field Memo (HTML) (PDF)
  • Allowable and Non-Allowable Costs for Public High Cost Placements (HTML)
  • DCPUB-Quick Reference Guide (HTML) (PDF)
  • DCPOD-Quick Reference Guide (HTML) (PDF)
  • DVPUB-Online Instruction Guide (HTML) (PDF)
  • 2020-21 BOCES Year-End Report Table (HTML) Revised: March 25, 2022

02-03-2022
Additional Reminder: CPSE Administrative Cost Claiming

Currently the CPSE Administrative Cost Claiming process is open for both the 2019-20 and 2018-19 school years. A review of the claims verification screen (DDADM), shows that many counties have yet to submit any claims for either school year. Additional information regarding the CPSE Administrative Cost Claiming process is available on the Preschool Correspondence page of the STAC webpage.

Note: While 2019-20 and 2018-19 school years are open for CPSE Administrative Cost Claiming through 6/30/23 and 6/30/22 respectively, per NYS §4410 Law, claims processed during the current state fiscal year (April 1, 2021 – March 31, 2022) will be reimbursed prior to any 2021-22 AVL payments made during the next state fiscal year (April 1, 2022 – March 31, 2023).


02-02-2022
§4410 Preschool AVL Schedule

The §4410 AVL Schedule for the period beginning April 2022 through March 2023 is now available under Preschool AVL, on the STAC webpage.

For questions on this notice, please email OMSSTAC@nysed.gov.


02-02-2022

ADDITIONAL REMINDER: Verification Deadline for:

  • 10-Mo. Chapter 47, 66, and 721
  • Summer Chapter 47, 66, and 721
  • §4408 Summer Education
  • §4408 Summer Transportation Costs
  • §4408 Related Services Summer Transportation Costs
  • §4201 Summer Transportation Costs

To be included in the upcoming Approved Payment Reports, please verify your education and transportation costs on or before the deadlines listed in the table linked below:

For 10-month chapter placements, all costs (education, transportation, administrative, CSE) are verified on the DVCHP screen.

For summer transportation, it is important to note that these costs need to be:

  1. Entered on respective service approval on EFRT or claimed directly on the transportation verification screen.
  2. Verified on the appropriate transportation verification after the education/maintenance has been verified. (Note: education/maintenance costs must be claimed/verified in order for transportation to be claimed/verified).
    1. Summer §4408: verify Education/Maintenance on DVSUM, Transportation on DVSTR
    2. Summer §4408 Related Services: verify Educ./Main. on DVSRL, Tran. on DVST2
    3. Summer §4201 State-supported Schools & State Operated Schools: verify Tran. on DVST3
    4. Summer Chapter 47, 66, and 721: verify Educ. On DVCSM, Tran. On DVSTC
  3. Upload/Submit summer transportation cost explanation form and back-up documentation to the NYSED File Transfer Manager (FTM) for verified transportation costs exceeding $6,500. Please send an e-mail to OMSSTAC@nysed.gov to notify the STAC/Medicaid Unit of your upload/submission. Make sure to include the filename of the transportation cost explanation form and back-up submission in your e-mail.

School districts are encouraged to take advantage of these claiming opportunities.

“Other District” and BOCES verification for 10-month High Cost Public placements for the 2020-21 enrollment year will be opening in the coming weeks. A separate announcement will be made once those placements are available for verification.

If you have any questions about this verification process or the submission of required forms and back-up documentation, please send an e-mail to OMSSTAC@nysed.gov.


02-01-2022
2020-21 County Administrative Cost Claiming

The following information regarding 2020-21 County Administrative Cost Claiming is now posted to the Preschool Correspondence page of the STAC webpage:

  • 2020-21 County Administrative Costs

Questions regarding this process should be sent via email to Robert Wojtkiewicz (Robert.Wojtkiewicz@nysed.gov) or Nicholas Thayer (Nicholas.Thayer@nysed.gov).


01-26-2022
STAC NOTICE: §4410 Preschool AVL(s) Available for Claiming

The following §4410 Preschool AVL(s) are now available for claiming:

  • 2018-19 §4410 Preschool Programs & Services AVL #11
  • 2020-21 §4410 Preschool Programs & Services AVL #04

Each AVL listed is due back to STAC by February 18, 2022.

Informational memo is available:(PDF)(HTML)


For Online Verification:

For FTP Verification:

§4410 Preschool Programs & Services AVL 1819 #11
CCCC_1819_AVL_20220125.txt

§4410 Preschool Programs & Services AVL 2021 #04
CCCC_2021_AVL_20220125.txt

*Note - "CCCC" represents the first four letters of a county’s name, except for New York City (NEWY) and Saint Lawrence (STLA).

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


01-19-2022
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 4 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 1/14/22 and 1/19/22.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


01-12-2022
STAC NOTICE: §4410 Preschool Closed-Year AVL(s) Available for Claiming

The following §4410 Preschool Closed-Year AVL(s) are now available for claiming:

  • 2010-11 §4410 Programs & Services AVL #25
  • 2011-12 §4410 Programs & Services AVL #25
  • 2013-14 §4410 Programs & Services AVL #22
  • 2014-15 §4410 Programs & Services AVL #20
  • 2015-16 §4410 Programs & Services AVL #18
  • 2016-17 §4410 Programs & Services AVL #16
  • 2017-18 §4410 Programs & Services AVL #14

Note: Not every County will receive an AVL for each school year listed.

Each AVL listed is due back to STAC by February 11, 2022.

Informational memo is available:(PDF)(HTML)


For Online Verification:

For FTP Verification:

§4410 Programs & Services AVL 1011 #25
CCCC_1011_AVL_20220111.txt

§4410 Programs & Services AVL 1112 #25
CCCC_1112_AVL_20220111.txt

§4410 Programs & Services AVL 1314 #22
CCCC_1314_AVL_20220111.txt

§4410 Programs & Services AVL 1415 #20
CCCC_1415_AVL_20220111.txt

§4410 Programs & Services AVL 1516 #18
CCCC_1516_AVL_20220111.txt

§4410 Programs & Services AVL 1617 #16
CCCC_1617_AVL_20220111.txt

§4410 Programs & Services AVL 1718 #14
CCCC_1718_AVL_20220111.txt

*Note - "CCCC" represents the first four letters of a county’s name, except for New York City (NEWY) and Saint Lawrence (STLA).

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


01-11-2022

Webinar Open for Registration: Homeless Training

The NYSED STAC/Medicaid Unit has scheduled a webinar designed to assist districts in processing requests for reimbursement for homeless placements. Topics covered include:

  • school district and STAC/Medicaid Unit responsibilities
  • a step-by-step guide for submitting eligibility forms, entering requests for reimbursement approval, and verifying submitted claims for payment
  • an overview of chargebacks

This training is recommended for all district personnel who are responsible for reporting STAC homeless placements.

Date and time: Tuesday, March 8 2022 1:30 PM
Eastern Standard Time (New York, GMT-05:00)
Duration: 1 hour

Please click here to register


01-10-2022
Close Out of 2018-19 Preschool Claims per the Statute of Limitations

The Statute of Limitations (HTML) (PDF) memo is now available to view on the STAC webpage under the Preschool Policy section.

For questions on this notice, please email OMSSTAC@nysed.gov.


01-03-2022
STAC Online Verification Deadlines for the 2021/2022 State Fiscal Year

To be included in the February round of Approved Payment Reports, which will be paid prior to the end of March 2022, please verify the education/maintenance and/or transportation for the school years and placement types listed in the table linked below:

These represent the last claiming opportunities for the 2021/2021 state fiscal year, which concludes March 31, 2022.


12-22-2021
STAC NOTICE: New School Age Payment Reports (APRs) Available for Export to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has processed 12 Approved Payment Reports (APRs) that are now available for export to school district shared folders on the SED File Transfer Manager (FTM) via the DQPAY screen.

The School Age Payment Reports Available for Export to the SED File Transfer Manager (FTM) listing has been updated with these Approved Payment Reports with the following issue dates: 12/22/21.

For instructions on sending APRs to the SED File Transfer Manager using the DQPAY screen, please refer to the memo below:

  • Using DQPAY to Look Up APR Information and Export to SED FTM: (HTML) ( PDF)

Reimbursement information is also available on the STAC Online System DQPAY screen. Notice of total payment amount and check date may also be reviewed on the Payment Certificates posted to the State Aid View District Data page.

A district will not receive an APR for a school year where no payment, or payment adjustment, is currently due. Please review your district folder for APRs even when no payment has been generated, as important rate changes or record updates may be detailed in a payment adjustment.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the APRs listed, please email OMSSTAC@nysed.gov.


12-21-2021
STAC NOTICE: Preschool Payments

The Division of the Budget (DOB) has approved the following Preschool payment(s):

  • 2013/2014    AVL #21   §4410 Programs & Services
  • 2015/2016    AVL #17   §4410 Programs & Services
  • 2016/2017    AVL #15   §4410 Programs & Services
  • 2017/2018    AVL #12   §4410 Programs & Services
  • 2017/2018    AVL #13   §4410 Programs & Services
  • 2018/2019    AVL #09   §4410 Programs & Services
  • 2018/2019    AVL #10   §4410 Programs & Services
  • 2019/2020    AVL #04   §4410 Programs & Services
  • 2020/2021    AVL #02   §4410 Programs & Services
  • 2020/2021    AVL #03   §4410 Programs & Services
  • 2017/2018    AVL #12   §4410 Programs Evaluations
  • 2018/2019    AVL #09   §4410 Programs Evaluations
  • 2019/2020    AVL #05   §4410 Programs Evaluations
  • 2019/2020    AVL #06   §4410 Programs Evaluations
  • 2020/2021    AVL #02   §4410 Programs Evaluations
  • 2020/2021    AVL #03   §4410 Programs Evaluations
  • 2017/2018    PAY #10   §4410 CPSE Administration
  • 2018/2019    PAY #04   §4410 CPSE Administration

For questions on this notice, please email OMSSTAC@nysed.gov.


12-16-2021
STAC NOTICE: §4410 Preschool AVL(s) Available for Claiming

The following §4410 Preschool AVL(s) are now available for claiming:

  • 2019-20 §4410 Preschool Evaluations EVAL-AVL #07

Each AVL listed is due back to STAC by January 14, 2022.

Informational memo is available:(PDF)(HTML)


For Online Verification:

For FTP Verification:

§4410 Preschool Evaluations EVAL-AVL 1920 #07
CCCC_1920_EVAL-AVL_20211215.txt

*Note - "CCCC" represents the first four letters of a county’s name, except for New York City (NEWY) and Saint Lawrence (STLA).

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


12-15-2021
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 5 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 12/14/21.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


12-10-2021

2020/21 Private and High Cost Public STAC Approval Student Detail Used to Calculate 2021/22 PUB and PRI Output Reports Available on the SED File Transfer Manager

The STAC/Medicaid Unit has made prior year student enrollment backup listings (which match against your current aid year PUB and PRI reports) exclusively available on the SED File Transfer Manager (FTM). These reports list the 2020/21 enrollment year STAC Approvals used to generate the 2021/22 PRI Line 13 Private Excess Cost Aid and 2021/22 PUB Line 8 Public High Cost Apportionment Aid.

See links below for more information:

  • EFH277 Student Listings for 2021 Approvals Memo (HTML) (PDF)
  • Authorization Form for Access to the SED File Transfer Manager (PDF)

11-30-2021
2019-20 CPSE Administrative Cost Claiming

The following information regarding 2019-20 CPSE Administrative Cost Claiming is now posted to the Preschool Correspondence page of the STAC webpage:

  • 2019-20 CPSE Administrative Cost

Questions regarding this process should be sent via email to Robert Wojtkiewicz (Robert.Wojtkiewicz@nysed.gov) or Nicholas Thayer (Nicholas.Thayer@nysed.gov).


11-24-2021

Webinar Open for Registration: Navigating the STAC Online (EFRT) System

This webinar will provide an introduction to the STAC online (EFRT) system, with a focus on new users and existing users who haven't used EFRT in a while. However, this training will be potentially useful for all EFRT users who wish to enhance their understanding of the system and learn new tips and tricks to complete their work more efficiently and troubleshoot common problems.

Date and time: Wednesday, January 19 2022 10:00 AM
Eastern Standard Time (New York, GMT-05:00)
Duration: 1 hour, 30 minutes

Please click here to register


11-23-2021
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 8 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 11/18/21 and 11/23/21.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


11-18-2021

Presentations and Questions & Answers for Recent Webinars

On September 23, 2021 the STAC/Medicaid Unit hosted a webinar for school districts, municipalities, and SED-approved education providers. This webinar covered:

  • a general overview of High Cost Public 10-month claiming;
  • the fall verification window for 2020-21 High Cost Public in-district claims;
  • batch submissions of the “High Cost Student Worksheet” Screen (DCPUB) via the SED File Transfer Manager;
  • registering for and using the SED File Transfer Manager;
  • protecting personally identifiable information (PII) of students

Please see the links below for a PDF version of the presentation and the Q&A:

On October 7, 2021 the STAC/Medicaid Unit hosted its Fall 2021 STAC Workshop. The morning session was intended for existing users who hadn't used EFRT in a while and any users who wished to enhance their understanding of the STAC Online (EFRT) System. The afternoon session was intended for school business officials, assistant superintendents for business, directors of special education/PPS, and other staff using STAC's EFRT Online Screens to claim School Age STAC reimbursement. This second session focused on the verification claims within the STAC Online (EFRT) System in order to receive reimbursement, as well as more advanced payment topics.

Please see the links below for PDF versions of the presentations and the links to the Q&As:


11-09-2021
STAC NOTICE: §4410 Preschool AVL(s) Available for Claiming

The following §4410 Preschool AVL(s) are now available for claiming:

  • 2018-19 §4410 Preschool Evaluations EVAL-AVL #10
  • 2019-20 §4410 Programs & Services AVL #05

Each AVL listed is due back to STAC by December 10, 2021.

Informational memo is available:(PDF)(HTML)


For Online Verification:

For FTP Verification:

§4410 Preschool Evaluations EVAL-AVL 1819 #10
CCCC_1819_EVAL-AVL_20211108.txt

§4410 Programs & Services AVL 1920 #05
CCCC_1920_AVL_20211108.txt

*Note - "CCCC" represents the first four letters of a county’s name, except for New York City (NEWY) and Saint Lawrence (STLA).

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


10-22-2021
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 15 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 10/14/21.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


10-22-2021

Two Webinars Open for Registration

  1. Locating or Creating a STAC ID
    This training, provided by the STAC/Medicaid Unit of the NYS Education Department, is designed for school districts and counties in searching for and creating a STAC ID. The training will also highlight problems encountered when creating duplicate/multiple STAC IDs for the same student. District/county responsibility for protecting student personally identifiable information (PII) will also be discussed. It is recommended as a refresher for all individuals responsible for creating STAC IDs in the STAC Online (EFRT) System and to be used as training for new personnel.
    Date and time: Wednesday, November 3 2021 10:00 AM
    Eastern Standard Time (New York, GMT-05:00)
    Duration: 1 hour

    Please click here to register


  2. Requesting reimbursement for child-specific aides, nurses, and interpreters
    This training, provided by the STAC/Medicaid Unit of the NYS Education Department, will explain the application and reimbursement process for various child specific aides, nurses, and interpreters. Topics include: preschool and school age request forms, situations where child specific support personnel can be claimed without form submission, calculating Aide Percentages, and impacts of the COVID-19 pandemic to aide claiming and reimbursement.
    Date and time: Wednesday, November 17 2021 9:30 AM
    Eastern Standard Time (New York, GMT-05:00)
    Duration: 1 hour

    Please click here to register


10-06-2021

2022-23 Executive Budget Aid Projections for Excess Cost Aid

To have excess cost aid projection information included in the 2022-23 state fiscal year Executive Budget, it is necessary for school districts to have their 2020-21 school age 10-month high cost public and private STAC approval records entered in the STAC Online System by October 19, 2021.


09-22-2021

Online Verification for 2020-21 ten-month High Cost Public In-District placements

The online cost worksheet screen (DCPUB) and online verification screen (DVPUB) are now open for verification for all 2020-21 ten-month High Cost Public In-District placements.

  • In-District Claims: Verify Starting September 22, 2021
  • Other District Claims: Verify Starting late 2021 or early 2022
  • BOCES Claims: Verify Starting Spring 2022

See links below to memo and additional DCPUB/DVPUB information:

  • 2020-21 DVPUB In-District Memo (HTML) (PDF)
  • DCPUB-Quick Reference Guide (HTML) (PDF)
  • DVPUB-Online Instruction Guide (HTML) (PDF)

09-01-2021

2019/20 Private and High Cost Public STAC Approval Student Detail Used to Calculate 2020/21 PUB and PRI Output Reports Available on the SED File Transfer Manager

On September 1, the STAC/Medicaid Unit made 2019/20 student enrollment backup listings (which match against your 2020/21 PUB and PRI State Aid Output Reports) exclusively available on the SED File Transfer Manager (FTM). These reports list the 2019/20 enrollment year verified STAC approvals used to generate the 2020/21 PRI Line 13 Private Excess Cost Aid and 2020/21 PUB Line 8 High Cost Apportionment Aid.

Click on the filename to download each file. The public student enrollment backup listing PDF filename begins with "EFH277_2021_PUB", while the private student enrollment backup listing PDF filename begins with "EFH277_2021_PRV".

See links below for more information:

  • EFH277 Student Listings for 1920 Verified Approvals Memo (HTML) (PDF)
  • Authorization Form for Access to the SED File Transfer Manager (PDF)

09-01-2021
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 1 §4410 Preschool Payment Report in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with this Payment Report, dated 8/6/20.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


09-01-2021
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 11 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 8/30/21 and 8/31/21.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


08-27-2021

Webinar Open for Registration: Public High Cost In-District Claiming for the 2020-21 Enrollment Year

The NYS Education Department, STAC/Medicaid Unit has scheduled a webinar designed to assist school districts in verifying their 2020-21 Public High Cost 10-month student data. This webinar will provide an overview of the High Cost Public claiming and verification process for the 2020-21 enrollment year. Topics covered include: a general overview of High Cost Public 10-month claiming; the fall verification window for 2020-21 High Cost Public in-district claims; and batch submissions of the “High Cost Student Worksheet” Screen (DCPUB) via the SED File Transfer Manager. This training is recommended for all district personnel who are responsible for any of the following: calculating 10-month annualized costs, entering approvals, and verifying public high cost claims. A brief refresher on registering for and using the SED File Transfer Manager will be provided. District responsibility for protecting personally identifiable information (PII) of students will also be discussed.

Date and time: Thursday, September 23, 2021 10:00 am
Eastern Daylight Time (New York, GMT-04:00)
Duration: 1 hour, 30 minutes

Please click here to register


08-06-2021

Webinars Open for Registration: Fall 2021 STAC Workshop

NOTE: While these webinars are presented in coordination with Nassau BOCES and Eastern Suffolk BOCES, STAC users from across the state are encouraged to register.

We are offering two different sessions on different aspects of STAC school age processing. The first is a general overview designed for new users. The second session offers information regarding the verification process and payments for school business officials and more experienced users. You can register for one or both of these session offerings.

Session 1 - Introduction to School Age STAC Processing
Presented in coordination with Nassau BOCES and Eastern Suffolk BOCES: This first session will provide an introduction to the STAC online (EFRT) system. The following Personnel are encouraged to attend: New users, existing users who haven't used EFRT in a while, any users who wish to enhance their understanding of the STAC Online (EFRT) System.

Date and time: Thursday, October 7 2021 10:30 AM
Eastern Daylight Time (New York, GMT-04:00)
Duration: 1 hour, 30 minutes
To Register: Please click here to register for Session 1

Session 2 - STAC Verification and Payments for School Business Officials
Presented in coordination with Nassau BOCES and Eastern Suffolk BOCES: This second session will focus on verification claims within the STAC Online (EFRT) System in order to receive reimbursement, as well as more advanced payment topics. The following Personnel are encouraged to attend: District Business Officials, Assistant Superintendents for Business, Directors of Special Education/PPS and STAC Coordinators and other staff using STAC's EFRT Online Screens to claim School Age STAC reimbursement.

Date and time: Thursday, October 7 2021 1:30 PM
Eastern Daylight Time (New York, GMT-04:00)
Duration: 1 hour, 30 minutes (plus additional Q&A at the end)
To Register: Please click here to register for Session 2

08-05-2021
STAC NOTICE: New School Age Payment Reports (APRs) Available for Export to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has processed 23 Approved Payment Reports (APRs) that are now available for export to school district shared folders on the SED File Transfer Manager (FTM) via the DQPAY screen.

The School Age Payment Reports Available for Export to the SED File Transfer Manager (FTM) listing has been updated with these Approved Payment Reports with the following issues dates 8/11/20, 7/21/21, 7/23/21, 7/26/21, and 8/3/21.

For instructions on sending APRs to the SED File Transfer Manager using the DQPAY screen, please refer to the memo below:

  • Using DQPAY to Look Up APR Information and Export to SED FTM: (HTML) ( PDF)

A district will not receive an APR for a school year where no payment, or payment adjustment, is currently due. Please review your district folder for APRs even when no payment has been generated, as important rate changes or record updates may be detailed in a payment adjustment.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the APRs listed, please email OMSSTAC@nysed.gov.


08-04-2021
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 6 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 8/4/21.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


07-22-2021

SED Guidance on Extending School Age Services to Age 23

The NYS Education Department released guidance to BOCES, school districts, and charter schools regarding the use of federal Elementary and Secondary School Emergency Relief (ESSER) and Governor’s Emergency Education Relief (GEER) funds for recovery and compensatory services to students over the age of 21.

These services are ineligible for state aid. As a result, state reimbursement is NOT available through the STAC Online (EFRT) System for students who have already turned 21 at the start of services.

A copy of the guidance memorandum is available on NYSED’s Coronavirus (COVID-19) Guidance for P-12 Schools website:


07-19-2021
STAC NOTICE: Preschool Payments

The Division of the Budget (DOB) has approved the following Preschool payment(s):

  • 2018/2019    AVL #08   §4410 Programs & Services
  • 2019/2020    AVL #03   §4410 Programs & Services
  • 2020/2021    AVL #01   §4410 Programs & Services
  • 2017/2018    AVL #11   §4410 Evaluations
  • 2018/2019    AVL #08   §4410 Evaluations
  • 2019/2020    AVL #04   §4410 Evaluations
  • 2020/2021    AVL #01   §4410 Evaluations
  • 2019/2020    AVL #01   §4410 County Administration
  • 2017/2018    AVL #09   §4410 CPSE Administration
  • 2018/2019    AVL #03   §4410 CPSE Administration

For questions on this notice, please email OMSSTAC@nysed.gov.


07-15-2021
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 10 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 7/15/21.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


07-09-2021
STAC NOTICE: Deadline Extensions

Due to the ongoing health crisis, the STAC/Medicaid unit has extended some of its STAC claiming deadlines as detailed below. If additional STAC claiming deadlines are extended, this chart will be updated.

School Year Category Placement Type Original Deadline Revised Deadline
2019-20 School Age Homeless 06/30/21 10/29/21

06-22-2021
STAC NOTICE: New Payment Reports Available for Export to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has processed the following Approved Payment Reports (APRs) that are now available to export to school district folders on the SED File Transfer Manager (FTM) via the DQPAY screen.

The School Age Payments Available for Export to the SED File Transfer Manager (FTM) listing has been updated with these Approved Payment Reports with the following issue dates: 6/15/21.

School Year APR Type SED FTM File Name Begins With: Date Report Issued
2020-21 §4201 04-Month Education EFH691_4201_2021_EDUC_01 6/15/21
2019-20 §4201 10-Month Education EFH691_4201_1920_EDUC_03 6/15/21

For instructions on sending APRs to the SED File Transfer Manager using the DQPAY screen, please refer to the memo below:

  • Using DQPAY to Look Up APR Information and Export to SED FTM: (HTML) ( PDF)

A district will not receive an APR for a school year where no payment, or payment adjustment, is currently due. Please review your district folder for APRs even when no payment has been generated, as important rate changes or record updates may be detailed in a payment adjustment.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the APRs listed, please email OMSSTAC@nysed.gov.


06-18-2021
New School Age Summer Transportation Form
The Explanation/Correction of Student Transportation Costs of $6,500+ Verified with Pay Stops for Summer Section 4408 & 4201 Students form has been revised to encourage electronic submission, and allow for the use of e-signatures.
For best results, open in Adobe Acrobat or Adobe Reader instead of directly in the web browser.


06-11-2021
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 5 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 6/7/21.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


05-21-2021

June 30, 2021 Verification Deadline for 2019-20 10-Month Public Excess Cost and Private Excess Cost

In order to receive current year aid (based on prior year enrollment and education costs), please utilize the DVPUB and DVPRV screens and the Gold Star report to confirm that all 2019-20 10-Month High Cost Public and Private Excess Cost approvals have been verified by June 30, 2021.

June 30, 2021 Verification Deadline for 2018-19 10-Month Public Excess Cost and Private Excess Cost

The 2018-19 10-Month Public Excess Cost and Private Excess Cost claiming period closes on June 30, 2021. In order to receive prior year aid, please utilize the DVPUB and DVPRV screens and the Gold Star report to confirm that all 10-Month High Cost Public and Private Excess Cost approvals have been verified by June 30, 2021.

These excess cost verification deadlines have NOT been extended despite the impacts of the COVID-19 pandemic.

To assist districts in confirming their verification status, the following reports have been generated:


05-14-2021
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 4 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 5/4/21 and 5/10/21.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


04-23-2021

Amendment to Education Law regarding Preschool Transportation

Education Law § 4410(8), as amended by section 22-a of Part A of S.2508C/A.3006C, authorizes state reimbursement for preschool transportation operating and maintenance expenses incurred by a municipality during the period between the issuance of executive order 202.4 on March 16, 2020, and the issuance of executive order 202.28 on May 7, 2020. To be eligible for state reimbursement, the individual student STAC records must include these expenses, and the municipality must have paid for those expenses, prior to submitting the claim to the STAC unit.

For questions on this notice, please email OMSSTAC@nysed.gov


04-22-2021
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 7 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 4/21/21.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


04-09-2021

2021/22 REAPPLICATIONS

The following 2021/22 Reapplications are now available on the STAC Online (EFRT) System:
  • 2-Month Summer Reapplications- DRSUM screen
  • 2-Month Summer Chapter Reapplications- DRCSM screen
  • 10-Month Public Reapplications-DRPUB screen
  • 10-Month Private Reapplications- DRPRV screen
  • 10-Month Chapter Reapplications- DRCHP screen
  • 10-Month §4201 Reapplications- DRSSY screen

Reapp Memo (HTML) (PDF) and Reapplication Guides


04-07-2021

Verification Now Open: 2019-20 10-Month High Cost Public BOCES Placements

Verification is now open for 2019-20 ten-month High Cost Public BOCES placements on the DVPUB online verification screen.

2019-20 DVPUB Online Verification Process Overview:

  • In-District: In-district claims opened for verification on January 5, 2021.
    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 5, 2021.
    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 April 07, 2021.
    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.
    When verifying BOCES placements on DVPUB, you must reference the BOCES Year-End Final Cost Report that matches the exact title and Calculation Date indicated on the 2019-20 BOCES Year-End Report table linked below.

In-district, other district, and BOCES claims must all be verified on the DVPUB screen to be eligible for reimbursement. To receive current year funding, verification for all In-District, Other District, and BOCES placements must be completed by June 30, 2021.

See links below to memo and additional information:

  • 2019-20 DVPUB BOCES Field Memo (HTML) (PDF)
  • Allowable and Non-Allowable Costs for Public High Cost Placements (HTML)
  • DCPUB-Quick Reference Guide (HTML) (PDF)
  • DCPOD-Quick Reference Guide (HTML) (PDF)
  • DVPUB-Online Instruction Guide (HTML) (PDF)
  • 2019-20 BOCES Year-End Report Table (HTML) Revised: April 26, 2021

04-05-2021

2021-22 Program Dates

Special education providers, school districts (including special act districts), and BOCES providers should use their assigned STAC Usercodes to access their program information online and, if necessary, correct their 2021-22 program dates by June 15, 2021.

Below are links to the memorandum and instruction guide regarding the 2021-22 Program Service Dates.

If you have questions regarding STAC program date changes, including FTE impacts from the observance of Rosh Hashanah immediately after Labor Day, contact the STAC/Medicaid Unit by e-mail at OMSSTAC@nysed.gov. Contact the SED Office of Special Education at SPECED@nysed.gov if you have programmatic questions.


03-30-2021

Using the Percentage Aide Box to request Reimbursement for Student-Specific Education Aides Webinar and Q&A

On January 14, 2021 the STAC/Medicaid Unit hosted a webinar for school districts, municipalities, and SED-approved education providers. This webinar:

  • provided an overview of the reimbursement process for student-specific aides;
  • introduced the new Aide Percentage box in the STAC Online (EFRT) System;
  • directed users on how to utilize the Aide Percentage Calculation Worksheet to calculate Aide Percentages;
  • explored considerations resulting from the COVID-19 pandemic;
  • and included a brief refresher on protecting personally-identifiable student information.

Please see the links below for a PDF version of the presentation and the Q&A:

The Questions & Answers document will be continually updated as new questions arise.


03-25-2021

Webinar Open for Registration: Locating or Creating a STAC ID

This training, provided by the STAC/Medicaid Unit of the NYS Education Department, is designed for school districts and counties in searching for and creating a STAC ID. The training will also highlight problems encountered when creating duplicate/multiple STAC IDs for the same student. District/county responsibility for protecting student personally identifiable information (PII) will also be discussed. It is recommended as a refresher for all individuals responsible for creating STAC IDs in the STAC Online (EFRT) System and to be used as training for new personnel.

Date and time: Wednesday, May 12 2021 10:30 AM
Eastern Daylight Time (New York, GMT-04:00)
Duration: 1 hour, 30 minutes

Please click here to register


03-15-2021
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 4 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 3/12/21.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


03-15-2021
STAC NOTICE: Preschool Payments

The Division of the Budget (DOB) has approved the following Preschool payment(s):

  • 2014/2015 AVL #18 §4410 Programs & Services
  • 2015/2016 AVL #16 §4410 Programs & Services
  • 2016/2017 AVL #14 §4410 Programs & Services
  • 2017/2018 AVL #11 §4410 Programs & Services
  • 2019/2020 AVL #02 §4410 Programs & Services
  • 2017/2018 PAY #08 §4410 CPSE Administration
  • 2018/2019 PAY #02 §4410 CPSE Administration

For questions on this notice, please email OMSSTAC@nysed.gov.


03-10-2021
STAC NOTICE: School Age Payments - Remaining 20% on Hold

The Division of the Budget (DOB) has approved the following School Age 20% Remaining Amount On Hold payment(s):

School Year APR Placement Type Service Type Amt On Hold
2018/19 #03 §4201 10-month Educ./Main. Click Here
2019/20 #02 §4408 Summer Educ./Main. Click Here
2019/20 #02 §4408 Summer Transportation Click Here
2019/20 #02 Summer Chapter 47, 66 & 721 Educ./Main. Click Here
2019/20 #01 Summer Chapter 47, 66 & 721 Transportation Click Here

For questions on this notice, please email OMSSTAC@nysed.gov.


03-10-2021
STAC NOTICE: New School Age Payment Reports (APRs) Available for Export to the SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has processed 20 Approved Payment Reports (APRs) that are now available for export to school district shared folders on the SED File Transfer Manager (FTM) via the DQPAY screen.

The School Age Payment Reports Available for Export to the SED File Transfer Manager (FTM) listing has been updated with these Approved Payment Reports with the following issue dates: 3/1/21, 3/2/21 , and 3/10/21.

For instructions on sending APRs to the SED File Transfer Manager using the DQPAY screen, please refer to the memo below:

  • Using DQPAY to Look Up APR Information and Export to SED FTM: (HTML) (PDF)

Reimbursement information is also available on the STAC Online System DQPAY screen. Notice of total payment amount and check date may also be reviewed on the Payment Certificates posted to the State Aid View District Data page.

Payments will be distributed when funding becomes available.

A district will not receive an APR for a school year where no payment, or payment adjustment, is currently due. Please review your district folder for APRs even when no payment has been generated, as important rate changes or record updates may be detailed in a payment adjustment.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the APRs listed, please email OMSSTAC@nysed.gov.


03-04-2021
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 7 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 2/24/21, 3/1/21, and 3/4/21.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


02-26-2021
STAC NOTICE: Preschool Payments

The Division of the Budget (DOB) has approved the following Preschool payment(s):

  • 2018/2019 AVL #07 §4410 Evaluations
  • 2018/2019 AVL #07 §4410 Programs & Services
  • 2017/2018 PAY #07 §4410 CPSE Administration
  • 2018/2019 PAY #01 §4410 CPSE Administration

For questions on this notice, please email OMSSTAC@nysed.gov.


02-23-2021

2021-22 Reapplication Reminder

The 2021-22 reapplications will be available to the field by early April 2021. In order for districts to fully utilize this reapplication process, the STAC/Medicaid Unit encourages districts to review all 2020-21 service approvals currently on the STAC online system. If necessary, districts should add any outstanding 2020-21 service approvals no later than March 26, 2021.

For placements at §4201 State-supported schools, districts must use the DRSSY reapplication screen to add missing 10-month 2020-21 approvals. If the §4201 approval is not available for reapplication from the DRSSY screen, please notify Andrew Kitzrow (Andrew.Kitzrow@nysed.gov) of the STAC/Medicaid Unit.


02-19-2021
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 18 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 2/19/21.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


02-10-2021
STAC NOTICE: Preschool Payments – 20% Remaining Amount On Hold

The Division of the Budget (DOB) has approved the following Preschool 20% Remaining Amount On Hold payment(s):

  • 2016/2017 AVL #11 §4410 Evaluations*
  • 2016/2017 AVL #12 §4410 Evaluations
  • 2017/2018 AVL #08 §4410 Evaluations
  • 2017/2018 AVL #09 §4410 Evaluations
  • 2017/2018 AVL #10 §4410 Evaluations
  • 2018/2019 AVL #05 §4410 Evaluations
  • 2018/2019 AVL #06 §4410 Evaluations
  • 2019/2020 AVL #01 §4410 Evaluations
  • 2019/2020 AVL #02 §4410 Evaluations
  • 2019/2020 AVL #03 §4410 Evaluations
  • 2011/2012 AVL #23 §4410 Programs & Services
  • 2014/2015 AVL #17 §4410 Programs & Services
  • 2015/2016 AVL #15 §4410 Programs & Services
  • 2016/2017 AVL #12 §4410 Programs & Services
  • 2016/2017 AVL #13 §4410 Programs & Services
  • 2017/2018 AVL #08 §4410 Programs & Services*
  • 2017/2018 AVL #09 §4410 Programs & Services
  • 2017/2018 AVL #10 §4410 Programs & Services
  • 2018/2019 AVL #05 §4410 Programs & Services
  • 2018/2019 AVL #06 §4410 Programs & Services
  • 2019/2020 AVL #01 §4410 Programs & Services
  • 2018/2019 PAY #01 §4410 County Administration
  • 2016/2017 PAY #07 §4410 CPSE Administration
  • 2016/2017 PAY #08 §4410 CPSE Administration
  • 2017/2018 PAY #02 §4410 CPSE Administration*
  • 2017/2018 PAY #04 §4410 CPSE Administration
  • 2017/2018 PAY #05 §4410 CPSE Administration
  • 2017/2018 PAY #06 §4410 CPSE Administration

*Payments not dispersed during 2019/2020 NYS fiscal year.

For questions on this notice please email OMSSTAC@nysed.gov.


02-04-2021

ADDITIONAL REMINDER: Verification Deadline for:

  • §4408 Summer Transportation Costs
  • §4408 Related Services Summer Transportation Costs
  • §4201 Summer Transportation Costs

To be included in the upcoming Approved Payment Reports, please verify your transportation costs on or before the deadlines listed in the table linked below:

For summer transportation, it is important to note that these costs need to be:

  1. Entered on respective service approval on EFRT or claimed directly on the transportation verification screen.
  2. Verified on the appropriate transportation verification after the education/maintenance has been verified. (Note: education/maintenance costs must be claimed/verified in order for transportation to be claimed/verified).
    1. Summer §4408: verify Education/Maintenance on DVSUM, Transportation on DVSTR
    2. Summer §4408 Related Services: verify Educ./Main. on DVSRL, Tran. on DVST2
    3. Summer §4201 State-supported Schools & State Operated Schools: verify Tran. on DVST3
    4. Summer Chapter 47, 66, and 721: verify Educ. On DVCSM, Tran. On DVSTC
  3. Upload/Submit summer transportation cost explanation form and back-up documentation to the NYSED File Transfer Manager (FTM) for verified transportation costs exceeding $6,500. Please send an e-mail to OMSSTAC@nysed.gov to notify the STAC/Medicaid Unit of your upload/submission. Make sure to include the filename of the transportation cost explanation form and back-up submission in your e-mail.

As noted previously, school districts are encouraged to take advantage of these claiming opportunities.

If you have any questions about this verification process or the submission of required forms and back-up documentation, please send an e-mail to OMSSTAC@nysed.gov.


01-28-2021

Webinar Open for Registration: Public High Cost In-District, “Other District”, & BOCES Claiming for the 2019-20 Enrollment Year

The STAC/Medicaid unit within the NYS Education Department has scheduled a webinar designed to assist districts in verifying their 2019-20 Public High Cost 10-month student data. This webinar will provide an overview of the High Cost Public claiming and verification process for the 2019-20 enrollment year. Topics covered include: a general overview of High Cost Public 10-month claiming: in-district claiming, "other district" claiming, and BOCES claiming. This training is recommended for all school district personnel who are responsible for any of the following: calculating 10-month annualized costs, entering approvals, and verifying public high cost claims. A brief refresher on registering for and using the SED File Transfer Manager will be provided. District responsibility for protecting personally identifiable information (PII) of students will also be discussed.

Date and time: Thursday, February 25 2021 10:00 AM
Eastern Standard Time (New York, GMT-05:00)
Duration: 1 hour, 30 minutes

Please click here to register


01-28-2021

Changes to Preschool Summary File Description

Beginning with the Preschool Summary files created on 1/23/2021, changes have been made to include the information for the newly added 1:1 Aide Percentage field (PCT-AIDE). The *NEW* file description is available on the STAC webpage under the following location: Electronic Data Transfer Options/Pre-School Summary Files/4410 County Summary Layout. Please note, the length of the *NEW* file description is three characters longer than the previous version.

For questions on this notice, please email OMSSTAC@nysed.gov.


01-22-2021

County Administrative Cost Claiming Memo

The 2019-20 County Administrative Cost Claiming memo (HTML) (PDF) and Guide Book is now available to view on the STAC webpage under the Preschool Correspondence section.

For questions on this notice, please email OMSSTAC@nysed.gov.


1-20-2021
STAC NOTICE: New Preschool Payment Reports Posted to SED File Transfer Manager (FTM)

The NYSED STAC and Medicaid Unit has placed 4 §4410 Preschool Payment Reports in county folders on the SED File Transfer Manager (FTM).

The Preschool Payment Reports Released to the SED File Transfer Manager (FTM) listing has been updated with these Payment Reports, dated 1/19/21 and 1/20/21.

Counties will receive an Approved Payment Listing (APL) for each payment, however the other report types listed will only be available when applicable.

Payments will be distributed when funding becomes available.

More information on the SED File Transfer Manager (FTM) is available here. For questions on this notice, or the AVLs listed, please email OMSSTAC@nysed.gov.


01-19-2021
STAC NOTICE: Preschool Payments

The Division of the Budget (DOB) has approved the following Preschool payment(s):

  • 2016/2017  AVL #12   §4410 Evaluations
  • 2017/2018  AVL #08   §4410 Evaluations
  • 2017/2018  AVL #09   §4410 Evaluations
  • 2017/2018  AVL #10   §4410 Evaluations
  • 2018/2019  AVL #05   §4410 Evaluations
  • 2018/2019  AVL #06   §4410 Evaluations
  • 2019/2020  AVL #01   §4410 Evaluations
  • 2019/2020  AVL #02   §4410 Evaluations
  • 2019/2020  AVL #03   §4410 Evaluations
  • 2011/2012  AVL #23   §4410 Programs & Services
  • 2014/2015  AVL #17   §4410 Programs & Services
  • 2015/2016  AVL #15   §4410 Programs & Services
  • 2016/2017  AVL #12   §4410 Programs & Services
  • 2016/2017  AVL #13   §4410 Programs & Services
  • 2017/2018  AVL #09   §4410 Programs & Services
  • 2017/2018  AVL #10   §4410 Programs & Services
  • 2018/2019  AVL #05   §4410 Programs & Services
  • 2018/2019  AVL #06   §4410 Programs & Services
  • 2018/2019  PAY #01   §4410 County Administration
  • 2016/2017  PAY #08   §4410 CPSE Administration
  • 2017/2018  PAY #05   §4410 CPSE Administration
  • 2017/2018  PAY #06   §4410 CPSE Administration

Due to the ongoing pandemic and subsequent fiscal climate of NYS, pursuant to DOB direction, the payment(s) represent 80% of the total amount due. The remaining 20% has been placed on hold until DOB approval is received.

For questions on this notice, please email OMSSTAC@nysed.gov.


01-19-2021
STAC NOTICE: §4410 Preschool AVL Schedule

The §4410 Preschool AVL Schedule for the period beginning April 2021 through March 2022 is now available under Preschool AVL, on the STAC webpage.

For questions on this notice, please email OMSSTAC@nysed.gov.


01-11-2021

Issuance of §4410 2019-20 Programs and Services AVL #02

The STAC/Medicaid unit will issue §4410 2019-20 Programs and Services AVL #02 for county claiming on February 1, 2021. This will allow counties time to process any changes needed in the STAC Online (EFRT) System to student approval records previously submitted.

In making those changes, counties should note the following posted correspondence regarding 1:1 aide services and §4410 preschool transportation:

Utilizing the Aide Percentage Box in EFRT for Student-Specific Education Aides:
Pursuant to direction from the New York State Division of the Budget, for the 2019-20 and 2020-21 school years, state reimbursement will only be provided for 1:1 aides for days on which the aides actually provide(d) either in-person or remote services consistent with the student’s IEP. State reimbursement will not be provided for days that 1:1 aides were laid off, furloughed, or did not provide support services to students consistent with IEP requirements.

Transportation Reimbursement During Periods of Program Closure:
Under current law, in the absence of an Executive Order or statutory change, counties may only submit claims for state reimbursement for actual costs incurred in physically transporting students to/from an approved service provider.

This Programs and Services AVL represents the last claiming opportunity for the 2019-20 school year during the 2020-21 state fiscal year, which concludes March 31, 2021. Due to the current state fiscal climate, counties are encouraged to take advantage of this claiming opportunity.

For questions on this notice, please email OMSSTAC@nysed.gov.


01-08-2021
STAC Online Verification Deadlines for the 2020/2021 State Fiscal Year

To be included in the February round of Approved Payment Reports, which will be paid prior to the end of March 2021, please verify the education/maintenance and/or transportation for the school years and placement types listed in the table linked below:

These represent the last claiming opportunities for the 2021/2021 state fiscal year, which concludes March 31, 2021. Due to the current state fiscal climate, school districts are encouraged to take advantage of these claiming opportunities.


01-07-2020

2019/20 Private and High Cost Public STAC Approval Student Detail Used to Calculate 2020/21 PUB and PRI Output Reports Available on the SED File Transfer Manager

The STAC/Medicaid Unit has made prior year student enrollment backup listings (which match against your current aid year PUB and PRI reports) exclusively available on the SED File Transfer Manager (FTM). These reports list the 2019/20 enrollment year STAC Approvals used to generate the 2020/21 PRI Line 13 Private Excess Cost Aid and 2020/21 PUB Line 8 Public High Cost Apportionment Aid.

See links below for more information:

  • EFH277 Student Listings for 1920 Approvals Memo (HTML) (PDF)
  • Authorization Form for Access to the SED File Transfer Manager (PDF)

01-05-2021 (Updated: 01/08/2021)

Verification Now Open: 2019-20 10-Month High Cost Public In-District & "Other District" Placements

The online verification screen (DVPUB) is now open for verification for all 2019-20 ten-month High Cost Public In-District and Other District placements.

In-District Claims: Verify Starting January 5, 2021
Other District Claims: Verify Starting January 5, 2021
BOCES Claims: Verify Starting Spring 2021

IMPORTANT: Pursuant to a NYS Division of the Budget directive, costs for student-specific aides are not eligible for excess cost aid for periods where the student was not provide(d) either in-person or remote services consistent with the student's IEP.

See links below to memo and additional DCPUB, DCPOD, & DVPUB information:

  • 2019-20 DVPUB In-District/"Other District" Field Memo (HTML) (PDF)
  • Allowable and Non-Allowable Costs for Public High Cost Placements (HTML)
  • DCPUB-Quick Reference Guide (HTML) (PDF)
  • DCPOD-Quick Reference Guide (HTML) (PDF)
  • DVPUB-Online Instruction Guide (HTML) (PDF)

01-04-2021

Webinar Open for Registration: Using the Percentage Aide Box to request Reimbursement for Student-Specific Education Aides

To assist in calculating state reimbursement, the STAC/Medicaid unit has introduced a new Aide Percentage box in the STAC Online (EFRT) System to document the percentage of time education aides spend assisting a specific student during the enrollment period of the service approval. This box should only be utilized by school districts and counties when the cost of the aide/assistant is not included in a tuition rate.

Pursuant to direction from the New York State Division of the Budget, for the 2019-20 and 2020-21 school years, state reimbursement will only be provided for 1:1 aides for days on which the aides provide(d) in-person services consistent with their job function.

This webinar will provide an overview of these changes and give school districts and counties an opportunity to submit questions for an FAQ document.

Date and time: Thursday, January 14 2021 10:00 AM
Eastern Standard Time (New York, GMT-05:00)
Duration: 1 hour, 30 minutes

Please click here to register


01-04-2021 (Updated: 01/06/2021)

Calculating Aide Percentages for Student-Specific Support Personnel During Education Hours;
Determining Reimbursement Eligibility During School Closures and Remote Learning

To assist in calculating state reimbursement, the STAC/Medicaid unit has introduced a new Aide Percentage box in the STAC Online (EFRT) System to document the percentage of time education aides spend assisting a specific student during the enrollment period of the service approval. This box should only be utilized by school districts and counties when the cost of the aide/assistant is not included in a tuition rate.

The instructions also document how to claim for student-specific nurses, interpreters, and maintenance aides.

Pursuant to direction from the New York State Division of the Budget, for the 2019-20 and 2020-21 school years, state reimbursement will only be provided for 1:1 aides for days on which the aides actually provide(d) either in-person or remote services consistent with the student's IEP. State reimbursement will not be provided for days that 1:1 aides were laid off, furloughed, or did not provide support services to students consistent with IEP requirements.

The STAC/Medicaid unit is available for technical assistance regarding this new process, and will be developing an FAQ document as questions arise. A webinar will also be scheduled in the coming weeks.


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Last Updated: July 1, 2022