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TRANSCRIPT
School Health Services ProgramDepartment of Health Care Policy and Financing (Department)
Annual Training – Annual Cost Reporting
Summer 2020
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Agenda
Introduction
Annual Cost Reporting Overview
Annual Payroll Costs
Direct Medical Other Costs
Transportation Cost Reporting
General & Statistical Information
SHS Program Reimbursement
Resources and Reminders
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Introduction
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Acronyms
Acronym Full Names
CMS Centers for Medicare and Medicaid Services
COVID-19 Coronavirus Disease 2019
FMAP Federal Medicaid Assistance Percentage
FY Fiscal Year
IEP Individualized Education Program
IFSP Individualized Family Services Plan
SHS School Health Services
SPL Staff Pool List
SPA State Plan Amendment
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Interactive Instructions
Log into the following Poll Everywhere website: PollEV.com/schoolhealth731
You should see a screen that displays “Waiting for schoolhealth731's presentation to begin…”
Once PCG activates a question, you will have an opportunity to respond by clicking on the answer of your choice
Your answer will be anonymous and can be changed by selecting ‘Clear last response’
PCG will refresh the PowerPoint to display all responses received and facilitate a discussion around the correct answer
Annual Cost Reporting Overview
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Overview
The SHS program is a joint federal and state program that funds allowable medical and transportation services for eligible students
• Districts incur costs for providing services to Medicaid enrolled special education students
• Medicaid reimburses a portion of district costs based on what is allowable as outlined in the CMS approved SPA
• Annual cost settlement reimbursement is based on the district’s allowable costs of providing eligible direct medical and specialized transportation services to Medicaid enrolled students as prescribed in their IEP/IFSP or other plans of care
Receive monthly
interim payments
throughout the fiscal
year (FY)
Report direct service
& transportation costs
on the annual cost
report after the close
of the (FY)
Reconcile costs
through the annual
cost settlement
process
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Annual Payroll Costs
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Payroll
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Direct Service providers
included on your quarterly SPLs
Providers who appear on the salaried and contracted
pages of the annual cost
report
The annual payroll information is pre-populated with the name and position from the district’s quarterly direct service staff pool list
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Allowable Payroll Costs
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Utilize the job span bar to accurately report allowable payroll costs
• Only costs associated with services provided while included on the SPL are allowable on your annual cost report
• Hover over the job span bar for exact dates eligible for annual cost reporting
• Accrual accounting methodology is based on dates of service
• Check with Human Resources to ensure the coordinators are aware of anyone who left the district and/or should not have been eligible during the year to report costs and update SPL accordingly
Free Care costs will be eligible starting with the FY 2020-21 annual cost report
• Staff costs for eligible Free Care providers will be based on costs reported under the salaried and contracted staff screens
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Federal Funds
Districts should use the ‘Compensation Federal Revenues/Non-Allowable’ field to identify costs that were paid with federal funds or that are non-allowable
• Examples include stipends, federal grants, etc.
• The PCG Claiming System will automatically deduct the federal and non-allowable funds from the total gross reported costs
Total Salary and
Benefits
Amount Paid with Federal
Funds
Total Costs minus
Federal/Non-Allowable
Funds
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Direct Medical Other Costs
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Direct Medical Other Costs
• Direct Medical Other Costs are allowable ONLY when used in the provision of a direct medical service
• Cannot be 100% federally funded
• Districts must be able to answer ‘Yes’ to the following three questions to confirm the item is allowable:
• Is the item used for a medical purpose?
• Is the item used in a direct medical service prescribed in the student’s IEP?
• Is the desired outcome of using the item to achieve direct medical goals?
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Transportation Cost Reporting
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Allowable Transportation Costs
Salary and benefit costs for drivers, bus aides, and mechanics who provide specialized transportation
transportation services or equipment costs associated with contractors
Insurance for all vehicles that provide specialized transportation
Lease and rental costs for all vehicles that provide specialized transportation
Fuel and oil for all vehicles that provide specialized transportation
Maintenance and repairs for all vehicles that provide specialized transportation
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Transportation Decision Tree
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Only Specialized vs. Not Only Specialized Transportation Costs
Only Specialized Transportation
Not Only Specialized Transportation
Report When:
Costs are incurred only by students with specialized transportation in their IEP, without the general population, and can be discretely identified
Costs are incurred by students with and without specialized transportation in their IEP, including both the specialized and general population
Example:
The fuel/oil bill for all specialized buses used only for specialized transportation
A mechanic works on all buses or a bus driver that drives shared routes
Ratio(s)Applied:
One-Way Trips Ratio ONLYTransportation Services IEP Students Ratio AND One-Way Trips Ratio
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Transportation Financial Questions Cont’d
If one of the transportation questions were answered incorrectly, the answers can be reset• At the top of each transportation page you will have the option to
‘Clear Questions’• You will automatically be redirected to the transportation questions
page
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Transportation - Salaried Staff Cont.
The list of transportation salaried staff rolls over from the previous annual cost report and must be updated annually
• Click the red ‘X’ under the delete column to remove a transportationemployee
• Select ‘Add New Line Item’ to enter new staff that were not reported in theprevious year
• Transportation payroll will more than likely be lower than in previous yearsdue to districts moving to remote learning
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Transportation Other Costs
{✓ Fuel and Oil✓ Lease/rental✓ Maintenance and
Repairs✓ Insurance
✓ Contract:✓ Transportation
Services✓ Transportation
Equipment
✓ Transportation Other costs should only beincluded if they fit the criteria for the OnlySpecialized Transportation or Not OnlySpecialized Transportation category
• Please ensure to not include fuel and oil for the timeremote learning was implemented
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Transportation Equipment Depreciation
Districts may report ‘Transportation Equipment Depreciation’ costs for buses,vehicles and wheelchair lifts pertaining to physically modifying a vehicle. Assets can only be depreciated if the costs are greater than $5,000
Depreciation is automatically calculated by the system according to a straight-line depreciation method; should the asset be placed into or removed from service or become fully depreciated during the cost reporting period, the depreciated cost will be prorated accordingly by month
X = (Cost - Federal Funds) ÷ Years of Useful Life
Once entered on the Transportation Equipment Depreciation page, these items will rollover from year to year until fully depreciated
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Districts need to review the list to ensure each vehicle is still in use and is eligible
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SHS Program Reimbursement
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Annual Reimbursement
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$27,718,858
$34,667,136 $39,113,242
$44,062,618
$48,078,442
$20,000,000
$25,000,000
$30,000,000
$35,000,000
$40,000,000
$45,000,000
$50,000,000
$55,000,000
FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2018-19
Annual Health First CO Reimbursement(Federal Share Less Withhold)
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Annual Reimbursement Cont.
Annual Medicaid Interim Cost Fiscal Year
Reimbursement Payment Settlement
2016-17 $39,113,242 $22,024,461 $16,143,715
2017-18 $44,062,618 $29,268,414 $14,794,204
2018-19 $48,078,442 $33,321,123 $14,757,319
Annual reimbursement for FY 2019-20 may be slightly lower than previous years due to COVID-19
State Withhold
FY 2013-14 to FY 2016-17 = 8%
FY 2017-18 to FY 2018-19 = 6%
FY 2019-20 =2.5%
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Resources and Reminders
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Annual Key Dates
FY 2019-20 Annual Cost Report opens on 8/3
FY 2019-20 Annual Cost Report due on 11/2
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*Desk Reviews will continue to be released on a rolling basis
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Program Resources
Free Care resources can be found in the following locations:
School Health Services Program: colorado.gov/pacific/hcpf/school-health-services
PCG Claiming System: claimingsystem.pcgus.com/co
• Free Care recorded Webinars
• Free Care FAQs
• User Guides
• Stakeholder information
• Program Manual
• Program Calendar
• Training schedule
• Newsletters
• Fact Page
• Annual training PowerPoint presentations
• Staff Pool List Decision Tree
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Contact Information
If you have any questions, please feel free to contact us!
Department
Marissa Visscher
Email: [email protected]
Phone: 303-866-6328
PCG
Annual Help Desk
Email: [email protected]
Phone: 866-317-0223
RMTS/MAC Help Desk
Email: [email protected]
Phone: 866-766-9015
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