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9/17/2021NAVIGATING THE SCHOOL-BASED ACCESSPROGRAM (SBAP) COST SETTLEMENTFall 2021 Statewide TrainingSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission AGENDA Introduction Cost Settlement Interim Rates vs Interim Payments (Reports) Timeline System AccessThe Cost Report Overview Direct Medical Service Costs Specialized Transportation Costs Tuition Cost Allocation FactorsBeyond the Cost Report Desk Review Cost Reconciliation CPE FormsOversight & Monitoring Slide#OverviewFrequently Asked QuestionsSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission21
9/17/2021YOUR TEAMStephanie O’ConnorProject ManagerAaron LinkRebecca StoddardDirector ofOperationsProject Manager3Sivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written PermissionCOST SETTLEMENTA cost-based reimbursementmethodology used todetermine the actual cost ofdelivering school-basedservices to special educationstudents.InvoiceInterimPaymentSchool provides healthservices to Medicaid andnon-Medicaid eligiblestudentsSchool claims Medicaidreimbursement (Interimpayments) for individualservicesa:b%School-certified annualcosts for staff performingMedicaid-eligible healthservices (total staff cost)Discounted byapplying variousratio andpercentage factorsEquals allowableMedicaidreimbursementclaimed at yearendSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written PermissionMinus interimpaymentsEquals CostSettlement42
9/17/2021INTERIM PAYMENTSVSINTERIM RATESInterim Payment# of services billed(by provider type)Direct Services billed to Medicaid INTERIM RATE(LEA specific / Annual – Oct. 1, 2021)INTERIM PAYMENTSSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission5INTERIM RATES LEAs will initially receive payment for services rendered based on an interim paymentprocess. DHS will determine provider-specific interim rates for school-based directhealth-related services per unit of service. The provider-specific interim rate is the provisional rate established for a specific servicefor a time period pending completion of the cost reconciliation process for that period. Provider-specific interim rates are adjusted annually for each LEA and for each servicetype, based on the prior year’s cost settlement by SSG. Where NO services have been provided or calculations result in less than 1.00, thedefault rate for that provider type service will be 1.00 Interim Rates can be found in e-sivicMACs under Reports/Interim RatesLEAs will be notified of 2021-2022 Interim Rates on October 1, 2021Sivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission63
9/17/2021COST SETTLEMENT ROADMAPIt is highly recommended that your cost report be completed by December 17, 2021Oct.1,2021CostReportOpenJan. 31,2022DeskReviewOpensDec. 17, 2021Suggested SubmissionDeadlineDec. 31, 2021Cost ReportClosesEarly May 2022CostReconciliationNotification toLEAsFeb. 28,2022DeskReviewClosesLate May2022CompletedCPE FormDueSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written PermissionCOSTREPORT7 Reportable Direct Medical Service Types Unallowable CostsSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission84
9/17/2021REPORTABLE DIRECT SERVICE TYPESCosts may only be included forindividuals providing services to MAenrolled students and only forquarters the provider participated inthe RMTS when:Provider Type Current state licensure orcertification demonstrating theireligibility to provide such services ismaintained.* Individual is included on the staffpool list for reported time period.*NOTE: Failure of the individual to hold theappropriate licensure, or certification, or of theLEA to maintain documentation of such, mayresult in the recoupment of all MA paymentsmade for services by that providerAdditional HandbookInformation by ProviderAudiologyHearing ImpairedNursing ServicesOccupational TherapyOrientation, Mobility & VisionPersonal Care AssistantPhysical TherapyPsychological, Social Work andCounselingSpecial TransportationSpeech LanguageDefinitionPrescriptionProvider QualificationsCredentialsSupervision (if needed)Individual / GroupExamples of servicesProcedure CodesUnits of ServiceSBAP Handbook Section 3-Covered Direct ServicesSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission9UNALLOWABLE DIRECT MEDICAL COSTSCosts that may not be included for claiming are: Direct costs related to staff that are not identified as eligible time studyparticipants (i.e., costs related to non-special education teachers, cafeteria,transportation, and all other non-school-based administrative areas) Direct costs related to eligible staff that fail to hold current, appropriatelicensure, or certification, and/or cannot be supported with documentation Costs that are paid with 100 percent federal funds Any costs that have already been fully or partially paid by other revenuesources (state/federal, recoveries, etc.)SBAP Handbook Section 11 – Financial ReportingCompliance RequirementsSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission105
9/17/2021LEAs annually report and certify allowable costs, including: Direct health-related services, including salaries, benefits, staffACCURATEREPORTING OFCOSTS&COST REPORTELEMENTStraining and professional development, travel expensesand license dues and fee of providers on their Direct StaffPool List. NOTE: Cost for staff training/professional development, traveland license dues and fees are recorded as benefits. Health-related supplies and materials Transportation costs, including salaried/contract bus drivers, fuel,repairs and maintenance Health-related purchased services, including contracted costsand tuitionSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission11DIRECT MEDICAL SERVICE COSTS: SALARY & BENEFITSThe financial data reported (salaries, benefits, supplies, purchased services, and other expenditures) must bebased on actual (accrual-based) detailed expenditure reports generated by the LEA payroll and financial systems.SALARY - Pre-tax earningWagesfor the period when:Overtime staff are included in thePaid time off, etc.direct staff pool Staff hold current properlicense and credentialsCONTRACTOR COST – Contracted amountfor the period when: Staff included in the direct staff pool Staff hold current proper license and credentials* NOTE: Other expenses such as staff expenses thatare part of the contractual agreement should berecorded (added) here and clear “comment” includedBENEFITS - EMPLOYERpaid benefits for the periodwhen: Staff are included in thedirect staff pool Staff hold current properlicense and credentials DentalHealthLifeRetirementStaff Training*Professional Dev.*Travel Expenses*License Dues/Fees** NOTE: Staff training, professional development,travel expenses and license dues and fees should berecorded (added) in the benefits section with clear“comment” regarding inclusion of additionalbenefits that may not be obviousSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission126
9/17/2021DIRECT MEDICAL SERVICE COSTS: SALARY & BENEFITS The annual financial data to be included in the calculation of the annual cost report for the costreconciliation process must be completed using accrual-based accounting. Due to the differences in accounting methodologies (MAC quarterly report VS Cost report), costsentered for the quarterly reports will not roll over into the annual cost report. Replacements should be clearly documented (who replaced who)DOCUMENTATION Individual provider earnings (quarterly and annual) should be broken out by salary and benefits andinclude an end of report summary that clearly reconciles payroll report and represents claimed costs. All financial data used to complete the annual Cost Report should be maintained and kept readilyavailable should the LEA be selected for monitoringSBAP Handbook Section 5– DocumentationSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission13DIRECT MEDICAL SERVICE COSTS: HEALTH-RELATED SUPPLIES/MATERIALSAllowable supply and material costs are those primarily used to provide covered direct medicalservices for special education students. Single items costing 5000 or less Single items with a cost of 5000 or more should be depreciated.The financial costs reported for materials and supplies must be based on actual detailed expenditurereports generated by the LEA financial systems or invoices and be incurred during the reporting period. Reportable materials and supplies are only those listed on the Supplies and Materials Listprovided.Supplies and materials list available on the e-SivicMACS Home ScreenSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission147
9/17/2021TRANSPORTATION: APPLYING TRANSPORTATION COSTSSpecial transportation services include: Travel to and from school and between schools or school buildings on a day when an MA service is onthe IEP to be rendered on school premises and special transportation is included on the IEP as aseparate service. Travel to and from off-site premises on a day when an MA service is on the IEP to be rendered off-siteand special transportation is included in the IEP as a separate service. Use of a specialty adapted vehicle (such as a specially adapted bus, van or other vehicle such as awheelchair lift, special harness, safety vest or special car seat).Special Transportation costs are reportable when LEA had a paid claim within the year, and: Transportation is billed as an individual service, when a same-day MA service (on IEP) isrendered Services are provided on a specially adapted school vehicle Services are documented in a transportation log and represented as a one-way trip (2/day)Sivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission15TRANSPORTATION COSTS: APPLYING TRANSPORTATION COSTSTransportation Other CostsTransportation Salary & Benefits Reported annually on cost report Providers of special transportation only Drivers Substitute Drivers MechanicsNote: Transportation personnel do not participate inRMTS so names are not pre-populated in systemCosts may include: Fuel & Oil Repairs & Maintenance Contract Use Cost Insurance Lease/RentalsMay not include:Ø General Ed (only) Costs Ø Federally Funded CostsDepreciation Straight-line depreciation is used for theplanned write-down of an asset over time dueto wear and tear or obsolescence (Cost-Federal funds) Years of Useful life Costs greater than 5000. Years of Useful Life # determined by the AHA "TheEstimated Useful Life of Depreciable Hospital Assets" resources are available on the FAQs.Sivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission168
9/17/2021TRANSPORTATION COSTS : (SPECIAL vs NOT SPECIAL)OnlySpecial TransportationNot OnlySpecial TransportationGeneral Education TransportationDescriptionTransportation costs for servicesand assets only used by specialeducation students.The LEA cannot separate specialeducation transportation costs fromgeneral education transportationcosts.These are costs for transportationservices provided only to generaleducation students. These costs shouldNOT be included in your cost report.ExampleA bus, driver, fuel, etc. that isspecial fit with a wheelchair liftand only services specialeducation children.There is a bus that picks up generaleducation students and somespecial education students. Thecosts for the driver, bus, fuel, etc.can be reported as Not Only SpecialTransportationYou are not allowed to report the costsof a bus, driver, etc. that only is used totransport general education students.What Ratio isappliedOne‐way Trip RatioSpecial Transportation RatioANDOne‐way Trip RatioNotUsedSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission17 Guidelines and OverviewCLAIMINGTUITIONCOSTS Tuition and Contracted Costs Institution unavailable for Reporting,What to do? Health-Related Tuition Percentage (HRT%)Sivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission189
9/17/2021TUITION COSTS: GUIDELINES & OVERVIEWCan my LEA report tuition costs?Is your school paying tuition to another school outside the district?YesIf you answer YES to allquestions, the LEA can reporttuition costsIs the student receiving Medical Assistance (MA) health-related servicesthat are listed on their IEP from the outside school?Yes To report tuition, the studentIs your LEA the home district for the student? (Only one responsibleentity can report for a student to ensure no duplication of claiming)YesNo claims for the MA health-related service were submitted for thestudent this school year by either institution? (No double dipping)YesAre you participating fully in the SBAP Program? You must also havereceived interim payments for delivery of direct health‐related servicesin order to report costs for tuition.YesQuestionAnswermust be receiving healthrelated services asdocumented in his/her IEP. LEAs may report 100%tuition costs for eligiblestudents enrolled in anApproved Private School(APS) or Charter School forBlind and Deaf (CSDB),including those withpartial PDE funding.Sivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission19TUITION COSTS: TUITION AND CONTRACTED COSTSWhen reporting tuition, Do Not: Include out-of-district service providers on the LEA’s Direct Service Cost Pool Submit separate claims to receive interim payments for health-related services that are included intuitionContracted tuition costs are subject to an individual health-related tuition percentage to determine theMedicaid allowable health-related tuition costs.Sivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission2010
9/17/2021TUITION COSTS: HEALTH-RELATED TUITION PERCENTAGE (HRT%) Tuition payments (net federal funds) are multiplied by theHealth-Related Tuition Percentage. Purpose of the Health-Related Tuition Percentage is todetermine how much of the tuition costs are being used forHealth-Related Services. Health-Related Tuition Percentage is unique for eachschool/institution. Calculated by SSG using Annual Financial Report (AFR)2020-2021 HRT% list and collectiontemplate available on homepage / Resourcesinformation or cost data collected by the LEA. LEAs reporting tuition costs may want to obtain Health- If you choose to not obtain theRelated Tuition Percentage cost data from the applicableinstitution(s).Health-Related TuitionPercentage, the institution willdefault to a rate of 2.5%Additional information regarding HRT% financial data and/or collection provided during upcoming webinars!Sivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission21TUITION COSTS: INSTITUTION IS NOT ON TUITION DROP DOWNDHS may approve requests for the additional institutions when written requests includeverification of the following: Tuition does not include costs for residential services (Tuition is for daily servicesonly). There are health-related services included in the daily tuition rate (nobehavioral/mental health services, i.e., facilities focused on behavior). Must be aservice covered under SBAP. Student for whom the LEA intends to report tuition is in fact receiving a healthrelated service, provided as part of tuition and is per the student’s IEP. If the LEA is sending a student to another LEA, the LEA reporting tuition hasverified that the other LEA is not billing for student services! If LEA cannot providewritten verification, theinstitution will not beapproved for reporting.Check your tuitionproviders in thee-SivicMACS tuitiondropdown early!Requests submitted after November 18, 2021 will not be approvedSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission2211
LDATA Individualized education Program (IEP) Ratio Unrestricted Indirect Cost Rate (UICR) Special Transportation Ratio One-Way Trip RatioAdditional allocation factors such as FMAP Rate & RMTS% willbe included in upcoming cost settlement webinarsSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission23COST ALLOCATION FACTORS / GENERAL STATISTICAL DATAIndividualized education Program (IEP) Ratio LEAs are required to provide an IEP Ratio on their annual costreports. Student data and eligibility from December 1, 2020would be used to determine the IEP ratios for the FY2020-2021cost settlement.Total number ofMedicaid Eligible Special Education StudentsWith a Health-Related service in their IEPTotal Number ofAll Special Education StudentsWith a Health-Related Service in their IEPThe IEP Ratio is used to apportionallowable Direct Medical ServiceCosts for: Direct Medical Providers Direct Medical Supplies andMaterials Direct Medical Service EquipmentDepreciation IEPRatio Tuition & TransportationNOTE: LEA must be able to supportentries for both numerator anddenominatorFailure to maintain documentation to support your reported ratio (in a monitoring situation) will resultin recoupment of all FY received payments, including interim payments.Sivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission2412
9/17/2021COST ALLOCATION FACTORS / GENERAL STATISTICAL DATAIndividualized education Program (IEP) Ratio How to collect the data for these numbers? Start with a list of students with IEPs that includes each student’s full name and date of birth.Clearly indicate the presence of a health-related service in the IEP.Clearly indicate the eligibility status of each student on December 1 of reporting year.To support the IEPRatio for the 2020-2021 school year, you would need to document eligibility on 12/1/2020.Sivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission25COST ALLOCATION FACTORS / GENERAL STATISTICAL DATAUnrestricted Indirect Cost Rate (UICR) The Unrestricted Indirect Cost Rate (UICR) is an allowablecomponent for LEA reimbursement and is used to identify theoverhead costs of doing business that cannot be easily identified,but needed for normal district operation (Building Lease, Utilities,etc.) The UICRs are LEA-specific, calculated and certified by thePennsylvania Department of Education (PDE), and are updatedannually. LEAs must follow PDE’s instructions to complete the IndirectCost section of the Annual Financial Report (AFR) and providethe required information each year, by October 31, in orderto receive an approved UICR. The UICR is provided to SSG by DHS when available. The LEAwill not be able to populate this field.Sivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written PermissionUICR EXAMPLENet Direct Medical Service (- Federalfunds)Indirect Cost Rate (12%)Indirect CostsNet Direct Service IndirectCosts!500,000*12%60,000560.00If the UICR is not requestedtimely and PDE does not providea certified UICR to DHS by theFebruary 15, 2022 deadline, azero rate will be applied,resulting in a reduced SBAP costsettlement.2613
9/17/2021COST ALLOCATION FACTORS / GENERAL STATISTICAL DATASpecial Transportation Ratio The special Transportation Ratio is applied when an LEA cannot discretely separate its specialtransportation and general transportation costs.Total number ofSpecial Education StudentsWith Special Transportation Services in their IEPTotal Number ofAll StudentsReceiving transportation services(Special Ed & non-Special Ed) SPECIALTRANSPORTATIONRatioThe Special Transportation Ratio isonly applied to costs reported asNot Only Special Transportation:The LEA will not need to enter a special transportation ratio if NO transportation costs are claimed.HOWEVER, if special transportation costs of any kind are claimed, BOTH Special Transportation and OneWay Trip Ratio(s) must be entered.Sivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission27COST ALLOCATION FACTORS / GENERAL STATISTICAL DATAOne-Way Trip Ratio The One-Way Trip Ratio is used to determine the Medicaid-allowable portion of specialtransportation costs incurred by LEAs for the provision of SBAP Special Transportation services.Total number ofMEDICAID PAID One-Way Trips (MMIS)for special education studentswith Special Transportation Services in their IEPTotal Number ofOne-Way TripsFor special education studentsWith special transportation Services in their IEPMedicaid PAID One-way Trip data ispopulated by SSG once available ONE-WAY TRIPRatioThe Special Transportation Ratio isonly applied to costs reported asNot Only Special Transportation:The LEA will not need to enter a one-way trip ratio if NO transportation costs are claimed. HOWEVER, ifspecial transportation costs of any kind are claimed, BOTH Special Transportation and One-Way TripRatio(s) must be entered.Sivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission2814
9/17/2021 Desk ReviewBEYOND THECOST REPORT Roles and Responsibilities Timelines Cost Reconciliation Notification / CPE Forms Viewing your Cost SettlementCOSTRECONCILIATION Viewing your CPE Form CPE FormSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission29DESK REVIEW (Late January 2022)Once all Cost Reports are certified, SSG systemically reviewsall the data from the Cost Reports. This process helps withLEA compliance and may minimize pay-back scenarios.Tips for Navigating Desk Review Organize your cost reportdocumentation for quick and easy accessduring the desk review periodCost ReportCertifiedSSG Reviews foraccuracyFlags generated Be ready to respond timely to flagsNo flagsgenerated Since this is usually a financial flag, thefinance officer, bookkeeper, or designeeshould review the data for accuracy If you are not 100% sure if a cost or ratiois accurate and cannot support withdocumentation, LEAVE THE COST OUT.LEA Notified andReviews FlagsCorrection NeededLEA Requests cost report open, makechanges and Re-SubmitSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written PermissionLEA received nonotificationNothing furtherrequired of LEA3015
9/17/2021COST RECONCILIATION (EARLY MAY 2022)Cost Settlements are calculated by comparing the total Medicaid allowable costs to the LEA’s interimpayments for health-related services provided during the applicable FY being reportedA notice of cost settlement is issued to the LEA and indicated the amount due to OR to be paid by theLEA.Viewing your Cost Settlement View Cost Settlement from the Cost Reconciliation area of e-SivicMACS View Cost Summary Report and Cost Settlement Summary (Excelformat) Approve your Cost SettlementCost Settlement and CPE forms will be covered at lengthin upcoming webinars!Sivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission31CERTIFIED PUBLIC EXTENDITURE (CPE) FORM (LATE MAY 2022) A CPE is a statutorily recognized Medicaid financingapproach by which a local education agency, incursan expenditure eligible for FFP under the state’sapproved Medicaid state plan. Based on thiscertification, the state is able to claim the federalshare of these costs, which may then be paid to theLEAs.Viewing/Completing the CPE Form View the CPE Form from the Cost Reconciliationarea of e-SivicMACS Click View CPE Form / Print Add complete Financial Account Codes in Section II Complete authorized signer contact information Upload into system & click SUBMITCPE Form Check List Did I complete and submit my LEA’s CPE form timely?Example Did I provide a COMPLETE Financial Account Code(s) in Section II ? Did I sign the form? Did I include complete authorized signer contact information? Did I double check I have attached the correct, completed, signeddocument before clicking UPLOAD and SUBMIT?Sivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission3216
9/17/2021 A number of randomly selected LEAs will be required toparticipate in Oversight and Monitoring Reviews in order toverify compliance with the components of the costreconciliation process.OVERSIGHT&MONITORING These reviews are conducted annually by Sivic Solutions Groupafter the cost reconciliation process has been completed. Upon selection of a review, an LEA must provide sourcedocumentation to support the costs and ratios reported ontheir cost report. Categories may include: Salaried StaffContracted Staff and ServicesDirect Medical Service Staff (Credentials & Licensing)Direct Medical Materials and Other CostsIEP RatioTuition PaymentsSpecial Transportation & One-Way Trip ratiosTransportation Payroll and Other costsSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission33OVERSIGHT & MONITORING: February 2022A detailed review to ensure thatLEA documentationdemonstrates that Medicaidpayments were made for validservices performed bycredentialed providers.Selected LEAs will be notifiedvia letter from DHSReports issued by DHS Upon selection of areview, an LEA mustprovide sourcedocumentation tosupport the informationreported on their costreport.SSG Team may reach out toLEAs for clarification oradditional documentationLEAs will have two months toprovide supportingdocumentationSSG Team reviews documentsto verify that reported costsmatch supporting dataSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission3417
9/17/2021MOST FREQUENTLY ASKED QUESTIONS & ANSWERSQ Can the 40/60 students be included in Tuition?A LEAs can claim 100% of the tuition cost, including the subsidyQ Can other nursing related supplies (ex. Gloves) that may have been used and purchased forthe dental hygienist or another special education group be claimed?A YES, Supplies should be used either by Special Education students only, or by both General and Special Educationstudents. Please do not record the costs for any supplies which would be used only by General Education students.Q Can other special education supplies (ex. Furniture and harnesses for special education students) thatweren’t directly purchased for health related service providers be claimed?A NO, supplies and materials must be used in the delivery of a health-related service.Q Can we include money spent for health-related services such as speech supplies in our quarterly and annualcosts if we are using ACCESS money?A YES.You can include costs for direct services on the annual cost report if you used ACCESS money to purchase theitems and they are on the approved supplies and materials list.Q Why can’t the Quarterly Cost Report import the data in for the Annual Cost Report?A The Quarterly Cost Report is calculated on a cash basis, meaning the cost is reported when it is paid. The AnnualCost Report uses accrual accounting, meaning the cost is reported when it is incurred, not when it is paid.Sivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission35HOW CAN YOU BE PREPARED? Maintain clear documentationthat supports costs claimed incost report Attend scheduled trainings andwebinars Be familiar with timelines andprocess due dates START PROCESS EARLYSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission3618
9/17/2021COST SETTLEMENT WEBINARS: (1 1/2 hours in length)COST SETTLEMENTDateTime (EST)Thursday, October 7, 20212:00 PMWednesday, October 13, 202110:00 AMTuesday, October 19, 20212:00 PMThursday, October 21, 202110:00 AMWednesday, October 27, 20219:00 AMThursday, November 4, 20211:00 PMTuesday, November 9, 20219:00 AMWednesday, November 17, 202110:00 AMDateCOST SETTLEMENT 101, BEGINNERTime (EST)Wednesday, October 13, 20211:00 PMTuesday, October 19, 202110:00 AMSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission37PROGRAM RESOURCESHelp Desk Allowable Supplies & Material ListTraining presentation slidesSBAP HandbookCost Reconciliation FAQsSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written Permission3819
9/17/2021THANK YOU!THANK YOUADDITIONAL ASSISTANCE By Phone:SURVEYWe appreciate your feedback!Toll free: 1-877-916-3222Live support availableM-F, 8:00 am–5:00 pmAPRIL HANSSON 1 23By email:987 EARCH.COM DHS Dedicated emailTREY RESEARCHRA-PWSBAP@pa.govPlease take a few moments to complete thesurvey at the link below.https://www.surveymonkey.com/r/7PQSV2YSivic Solutions Group Confidential & Proprietary InformationDo Not Disclose or Copy Without Solix’s Written P
COST SETTLEMENT A cost-based reimbursement methodology used to determine the actual cost of delivering school-based services to special education students. students services . School-certified annual costs for staff performing Medicaid-eligible health services (total staff cost) a:b % Equals allowable Medicaid reimbursement claimed at year end
