Source: http://www.oms.nysed.gov/stac/
Timestamp: 2019-04-25 22:28:55+00:00

Document:
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.
NOTE: Private Excess Cost is not currently available for the 2019-20 school year because some enhancements are being made to the Private Placement Certification (DCERT) screen. An update will be sent out in a few weeks once DCERT & DSPRV are open for 2019-20.
Beginning April 25, 2019, 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 2019-20 program dates by June 15, 2019.
Below are links to the memorandum and instruction guide regarding the 2019-20 Program Service Dates.
Online verification for tuition reimbursement is now open for the September 2018 through December 2018 period for students placed by your district at one of the eleven §4201 State Supported Schools (this does not include the NYS School for the Blind at Batavia or the NYS School for the Deaf at Rome).
Online verification of student enrollment, using the DVSSY screen in the STAC Online System (EFRT) must be completed by June 1, 2019 to receive reimbursement in the next payment scheduled for the end of June.
(Paula.Cooper@nysed.gov or Andrew.Kitzrow@nysed.gov) with any questions, or to notify us of any missing record(s) for student(s) enrolled at a State Supported School during the September – December 2018 period.
The 2019-20 reapplications will be available to the field by mid-April. In order for districts to fully utilize this reapplication process, the STAC Unit encourages districts to review all 2018-19 service approvals currently on the STAC online system. If necessary, districts should add any outstanding 2018-19 service approvals by close of business Wednesday, April 10th.
For placements at §4201 State-supported schools, districts must use the DRSSY reapplication screen to add missing 10-month 2018-19 approvals. If the §4201 approval is not available for reapplication from the DRSSY screen, please notify the STAC and Medicaid Unit.
The NYSED STAC and Medicaid Unit has placed 14 Approved Payment Reports (APRs) in school district folders on the GoAnywhere(FTP) Site.
The School Age Payments Released to GoAnywhere in Calendar Year 2019 listing has been updated with these Approved Payment Reports (APRs), dated 3/25/19.
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.
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.
More information on GoAnywhere is available here. For questions on this notice, or the APRs listed, please email OMSSTAC@nysed.gov.
STAC Unit Reminder: STAC IDs Beginning with the Letter "I"
Please note that all new STAC IDs assigned since January 18, 2019 have the letter "I" as the first character. This should not be confused with the number "1". If you’re having trouble with a recent STAC ID, make sure you’re using the letter "I" at the beginning instead of the number "1".
The 2018-19 reapplications will be available to the field by late March/early April 2019. In order for districts to fully utilize this reapplication process, the STAC Unit encourages districts to review all 2018-19 service approvals currently on the STAC online system. If necessary, districts should add any outstanding 2018-19 service approvals as soon as possible.
For placements at §4201 State-supported schools, districts must use the DRSSY reapplication screen to add missing 10-month 2018-19 approvals. If the §4201 approval is not available for reapplication from the DRSSY screen, please notify Paula Cooper (paula.cooper@nysed.gov) of the STAC and Medicaid Unit.
Focus on summers of 2017 and 2018. Summer 2017 Approved Payment Reports (APRs) to be run on Monday 2/25 or Tuesday 2/26. Summer 2018 APRs to be run in early March.
On January 29, 2019 at 10:00 am the STAC and Medicaid Unit hosted a webinar to provide districts with an overview of the new GoAnywhere Secure File Transfer Manager. This webinar detailed the registration process, as well how to navigate through the site and upload/download files.
Please see the links below for the STAC-603 Authorization Form, a PDF version of the GoAnywhere presentation, and the Q&A.
The online verification screen (DVPUB) is now open for verification for all 2017-18 ten-month High Cost Public In-District, Other District, and BOCES placements. Verification should be completed by April 19, 2019.
In-District: In-district claims opened for verification on October 17, 2018.
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 open for verification on February 15, 2019.
Complete the new DCPOD High Cost Worksheet to provide cost breakdowns for all claims that exceed the district threshold.
BOCES: BOCES claims open for verification on February 15, 2019.
In-district, other district, and BOCES claims must all be verified on the DVPUB screen to be eligible for reimbursement. To permit time for review, please verify by April 19, 2019.
Verification of 10-month 2017-18 School Year Chapter 47, 66, and 721 STAC approvals must be completed by February 15, 2019 to be included in the February 2019 payment cycle. The memo below contains an overview of the new DVCHP Screen used to submit verifications. The DVCHP (District Verify 10-Month Chapter) screen includes all OPWDD Chapter 47 (Group or Family Care Home), Chapter 66 (Developmental Center), and Chapter 721 (Intermediate Care Facility (ICF) or Individualized Residential Alternative(IRA) students approved on STAC for the 2017-18 school year.
The memo below contains an overview and timeline for the introduction of automated processing for STAC-5 preschool evaluations, STAC-1 service approvals, and new child records submitted in batches via GoAnywhere. As a result of this automation, there will be a blackout period for processing and there will be new requirements for file submission.
For questions regarding this memo, please contact the Robert Wojtkiewicz at Robert.Wojtkiewicz@nysed.gov.
The NYS Education Department, STAC & Medicaid Unit has scheduled a webinar designed to familiarize school districts, counties, consultants, and other service providers with the GoAnywhere Secure File Transfer Platform. This webinar will describe the benefits of using GoAnywhere, how to utilize the important features, and how to navigate the registration process. Topics covered will include: an overview of NYSED privacy policies and protecting personally identifiable information; what reports will be available on GoAnywhere; how to register for GoAnywhere; how to create your log-in credentials; how to access and log-in to GoAnywhere; how to move between folders; an overview of the various icons and features; and how to upload/download files. As the STAC Unit will eventually cease the physical mailing of all reports, this webinar is strongly recommended for all individuals who need to access payment and approval data contained in reports generated by the STAC Unit, in addition to all individuals who submit documentation electronically.
The NYS Education Department, STAC & Medicaid Unit has scheduled a webinar designed to assist districts in verifying their 2017-18 Public High Cost 10-month student data. This webinar will provide an overview of the High Cost Public claiming and verification process for the 1718 enrollment year. Topics covered include: a general overview of High Cost Public 10-month claiming; a brief revisiting of 1718 High Cost Public in-district claiming; an overview of High Cost Public 10-month BOCES claiming; and an overview of High Cost Public 10-month "other district" claiming. 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 GoAnywhere secure file transfer manager will be provided. District responsibility for protecting personally identifiable information (PII) of students will also be discussed.
The memo below contains a table showing Approved Payment Reports (APRs) that were mailed to districts last week. Districts may also view payment details by referring to the DQPAY screen on EFRT.
All 2016-17 school age 10-month excess cost public and private STAC approval records verified in the STAC Online System by January 10, 2019.
All 2017-18 school age 10-month excess cost private STAC approval records verified in the STAC Online System by January 10, 2019.
In-district 2017-18 school age 10-month excess cost public STAC approval records verified in the STAC Online System by January 10, 2019.
Other district and BOCES 2017-18 school age 10-month excess cost public STAC approvals records entered on the STAC Online System by January 10, 2019.
All 2018-19 school age 10-month excess cost public and private STAC approval records entered in the STAC Online System by January 10, 2019.
The STAC and Medicaid Unit has made prior year student enrollment backup listings (which match against your current aid year PUB and PRI reports) exclusively available on GoAnywhere. These reports list the 2017-18 enrollment year STAC Approvals used to generate the 2018-19 PRI Line 13 Private Excess Cost Aid and 2018-19 PUB Line 8 High Cost Apportionment Aid.
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 EFRT system and to be used as training for new personnel.
On October 17, 2018 at 10:00 am the STAC and Medicaid Unit hosted a webinar to provide districts with an overview of the 2017-18 Public High Cost claiming process. This webinar provided an overview of the changes to Public High Cost submission, calculation, and verification for the 2017-18 enrollment year.
The online cost worksheet screen (DCPUB) and online verification screen (DVPUB) are now open for verification for all 2017-18 ten-month High Cost Public In-District placements.
To have excess cost aid projection information included in the 2019-20 state fiscal year Executive Budget, it is necessary for districts to have their 2017-18 school age 10-month high cost public and private STAC approval records entered in the STAC Online System by October 19, 2018.
The NYS Education Department, STAC & Medicaid Unit has scheduled a webinar designed to assist districts in verifying their 2017-18 Public High Cost 10-month student data. This webinar will provide an overview of the High Cost Public claiming and verification process for the 1718 enrollment year. Topics covered include: a general overview of High Cost Public 10-month claiming; the new fall verification window for 1718 High Cost Public in-district and other district claims; and enhancements to the "High Cost Student Worksheet" Screen (DCPUB). 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 GoAnywhere secure file transfer manager will be provided. District responsibility for protecting personally identifiable information (PII) of students will also be discussed.
As a result of a recent update, the GoAnywhere secure file transfer manager web client is no longer working correctly in Internet Explorer. In particular, attempts to reset a password using the Internet Explorer browser will result in the account being disabled.
We recommend using Google Chrome or Mozilla Firefox when accessing GoAnywhere via the web.
The Agency Approvals List (DQAPP) is now available to export as a PDF document. Please note that these PDFs have no left margins. To print them correctly, choose the "Fit" option under Paper Sizing & Handling in Adobe Reader or Adobe Acrobat.
On the DQAPP screen within EFRT, bring up the records you want to export and click the "Send File to GOAnywhere" button.
Log into GoAnywhere. If you have already registered and don’t remember your login information, click the "Forgot Password" link. Multiple incorrect login attempts will result in your account being suspended.
Once logged in, click on the "Secure Folders" option.
Click on the "outbasket" folder.
The "Agency Approvals List" PDF filename begins with "DQAPP_LIST", followed by the school year. Click on the filename to download the file.
After the form has been processed by the STAC and Medicaid Unit, the applicant will receive an individualized email invitation to register.
The STAC and Medicaid Unit plans to shift additional mailings, including Approved Payment Reports (APRs), to electronic transmission via GoAnywhere. It’s recommended that at least one person in the business office and one person in the CSE/pupil personnel office at each agency sign up for GoAnywhere.
Please note: The recently posted 1718 PUB output reports (based on STACs for the 1617 enrollment year) switched from using approval STAC data to verified and locked STAC data as of July 11. However, the STAC and Medicaid Unit is still in the process of completing its review for the 1617 enrollment year so there were many records that had not yet been locked as of that date.
STAC will be completing its review and locking the remaining outstanding records prior to the next update of the PUB output reports at the end of July.
The memo below contains a table showing Approved Payment Reports (APRs) that will be mailed to districts in the next two to three weeks. Until then districts may view payment details by referring to the DQPAY screen on EFRT.
Beginning with the listing dated 06/12/18, the STAC-3 approval information listing is being transmitted to school districts, municipalities, providers, and Departments of Social Services electronically using the GoAnywhere secure file transfer system. Except for the Incarcerated Youth STAC-3 listings (on yellow paper), the listings with an issue date of 06/12/18 will be the last ones physically mailed as hard copies.
The electronic versions of the reports are being made available as PDF documents. Please note that these PDFs have no top or left margins. To print them correctly, choose the "Fit" option under Paper Sizing & Handling in Adobe Reader or Adobe Acrobat.
The STAC-3 mailing PDF filenames begin with "EFHMAIL", followed by the school year, followed by the date and time the PDF was placed on GoAnywhere. Just click on the filename to download the file.
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 2016-17 10-Month High Cost Public and Private Excess Cost approvals have been verified by June 30, 2018.
The 2015-16 10-Month Public Excess Cost and Private Excess Cost claiming period closes on June 30, 2018. 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, 2018.
Note: Please refer to the STAC June 2018 Deadlines Memo (HTML) (PDF) for additional June 30, 2018 verification deadlines.
Below are links to the memorandum regarding upcoming June 2018 STAC Deadlines.
The 10-Month Annualized Cost verified on the DVPUB screen should match the 10-Month Annualized Cost column from the BOCES year-end final cost report.
The start and end dates verified on the DVPUB screen should match the start and end dates listed on the BOCES year-end final cost report. If the BOCES year-end final cost report reflects enrollment dates based on full months, school districts should verify using the students' actual enrollment dates.
If the student received additional services that were not included on the BOCES year-end final cost report, and this resulted in a verified 10-Month Annualized Cost exceeding the amount from the BOCES year-end final cost report, districts are required to complete a DCPUB worksheet in order to qualify for the additional reimbursement.
In order to expedite review for timely payment, please review your 1617 BOCES 10-Month verifications to make sure the records were verified in accordance with the guidance above.
On April 10, 2018 at 10:00 am the STAC and Medicaid Unit hosted a webinar	to assist districts in verifying their 2016-17 Public High Cost 10-month student data. This webinar provided an overview of the changes to the Public High Cost verification process for the 2016-17 enrollment year.
Beginning April 2, 2018, 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 2018-19 program dates by June 15, 2018.
Below are links to the memorandum and instruction guide regarding the 2018-19 Program Service Dates.
The memo below contains a table showing Approved Payment Reports (APRs) that will be mailed to districts in the coming weeks. In the interim, districts are encouraged to view their APRs via the DQPAY screen on the STAC system until the paper APRs are received.
The NYS Education Department, STAC & Medicaid Unit has scheduled a webinar designed to assist districts in verifying their 2016-17 Public High Cost 10-month student data. This training highlights the new "High Cost Student Worksheet" Screen (DCPUB) along with updates to the DSPUB (High Cost Public Service Approval Screen) and the DVPUB (High Cost Public Verification Screen). This training is recommended for all district personnel who are responsible for verifying their district's public high cost claims. District responsibility for protecting personally identifiable information (PII) of students will also be discussed.
The online verification screen (DVPUB) is now open for verification for all 2016-17 ten-month High Cost Public In-District, Other District, and BOCES placements. Verification should be completed by April 20, 2018.
BOCES records where verified cost exceeds 10-Month Annualized Cost listed on the BOCES year-end final cost report. Without completion of DCPUB for these BOCES students, records will be capped at amount from BOCES report. Districts must identify these records; do not wait for DCPUB Required label on DVPUB screen.
Districts can also optionally use the DCPUB screen as tool to calculate 10-Month Annualized Costs for additional in-district records.
New for 2016-17: The paper DVPUB Signature Form has been discontinued. School districts must electronically notify the STAC Unit that verification has been completed directly on the DVPUB screen.
The 2018-19 reapplications will be available to the field by late March/early April 2018. In order for districts to fully utilize this reapplication process, the STAC Unit encourages districts to review all 2017-18 service approvals currently on the STAC online system. If necessary, districts should add any outstanding 2017-18 service approvals as soon as possible.
For placements at §4201 State-supported schools, districts must use the DRSSY reapplication screen to add missing 10-month 2017-18 approvals. If the §4201 approval is not available for reapplication from the DRSSY screen, please notify Paula Cooper (paula.cooper@nysed.gov) of the STAC and Medicaid Unit.
The documents below contain guidance in regard to claiming 2015-16 CPSE Administrative Costs. Please contact either Robert Wojtkiewicz or Sheila Costa at 518-474-7116 with questions regarding the new claiming procedures.
The 2017-18 Summer 4408 Transportation Verification screens are now open for verification (DVSTR, DVST2, DVST3, and DVSTC verification screens). Beginning with the 2017-18 year, school districts will be required to check a box for each student indicating if a student was transported by "District-Operated Transporter" or a "Contracted Transporter."
Please call the STAC and Medicaid Unit at 518-474-7116 if you need any assistance.
To be included in the February round of Approved Payment Reports, which will be paid prior to the end of March 2018, please verify online the following education/maintenance and/or transportation reimbursement approvals as per the chart below.

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