2023-24 DVPUB Memo (Other District)

TO: Official State Aid Designee December 2024
FROM: Adam Lenhardt, School Age/Data Coordinator
SUBJECT: 2023-24 STAC On-Line Verification (DVPUB) Now Open
for School Age 10-Month High Cost Public “Other District” Placements pdf file

Under Section 3602 of New York State Education Law, the Committee on Special Education (CSE) responsible school district may file a Request for Reimbursement Approval for school age special education students in 10-month district or BOCES programs and who have an annualized special education cost that exceeds their district public excess cost threshold dollar amount.

2024-25 excess cost aid is based on 2023-24 school year enrollment and education costs. Current year funding is available to districts for 2023-24 claims verified by June 30, 2025.

2023-24 DVPUB Online Verification Process Overview:

  • In-District: In-district claims opened for verification on September 18, 2024.
    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 December 17, 2024.
    Complete the DCPOD High Cost Worksheet to provide cost breakdowns for all claims that exceed the district threshold.
  • BOCES: BOCES claims open for verification in 2025.
    Complete the DCPUB High Cost Worksheet for all BOCES claim records where the claimed cost exceeds the cost listed on the BOCES Year-End Final Cost Report.

School districts must verify all High Cost Public claims on the DVPUB screen to be eligible for reimbursement.

Instructions on how to utilize the High Cost Worksheet online screens can be found at:

Guidance for “Other District” Verifications:

Updated guidance for claiming “other district” reimbursement can be found at:
https://www.oms.nysed.gov/stac/schoolage/
schoolage_placement_summary/public_excess_cost/district_claims_nonresident.html

Before you begin your DVPUB online verification process, please review the “Guide to Online Verification of 10-Mo. High Cost Public Placements” which can be found at:
https://www.oms.nysed.gov/stac/stac_online_system/online_instructions/
guide_DVPUB.pdf

Keep in mind that:

  • The DVPUB online verification screen includes all public (in-district and other district) and BOCES 10-month excess cost school age placements.
  • The DVPUB online verification screen allows amendments in the “To/From” date fields and the “10-month Annualized Costs” field. Prior to amending the “To/From” dates, check the “Education Provider Program Dates” displayed at the top of the DVPUB screen. If a student was enrolled for the entire 10-month school year and the FTE displayed for the student is 1.000, there is no need to adjust the “To/From” dates.
  • DVPUB online verification must be processed one public educational provider (in-district, other district, or BOCES) at a time.
  • For each student, check/amend the “To/From” dates and the “10-Month Annualized Cost” and click the “verify” box on the DVPUB screen. A list of your unverified students can be obtained on either the DQAPP online screen or the DVPUB online screen.
  • Districts are only required to submit additional back-up documentation for verified 2023-24 claims selected by the STAC/Medicaid Unit for in-depth review. Districts that are required to provide such documentation will receive an e-mail from the STAC/Medicaid Unit specifying what must be submitted.

Guidance for Calculating 10-Month Annualized Costs for In-District Verifications:

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 at:
https://www.oms.nysed.gov/stac/schoolage/payments/
annualized_cost_calculation.html

More information about the in-district verification process can be found at:
https://www.oms.nysed.gov/stac/schoolage/correspondence/
DVPUB_202324_Letter_InDistrict.html

Guidance for BOCES Verifications:

A follow-up memo with more detailed guidance on the BOCES verification processes will be released once BOCES placements have opened for verification. The BOCES will not populate on the DVPUB dropdowns until their year-end final cost reports have been approved by the STAC/Medicaid Unit.

2022-23 Prior Year Claims:

More information about the prior year claiming process can be found at:
https://www.oms.nysed.gov/stac/schoolage/schoolage_placement_summary/
public_excess_cost/prior_year_claims.html

NOTE: Verified records reviewed and approved by the STAC/Medicaid Unit will be locked. If a district needs to amend and re-verify a locked STAC record, please follow the instructions on the page linked above.

If you have questions regarding the DVPUB online verification process, please contact the STAC/Medicaid Unit at OMSSTAC@nysed.gov.

Last Updated: December 17, 2024