2025 Annual Training Fequently Asked Questions (FAQs)
Annual FAQs:
Q: Should specialized transportation be reported based on dates of service?
A: Yes. All costs on the annual cost report, including those associated with transportation, should be reported using accrual-based accounting, which is reporting costs based on the dates of service.
Q: Can testing and evaluation materials be claimed under Direct Medical Other Costs of the annual cost report?
A: Yes. Testing and evaluation materials purchased to determine if a student requires a medical plan of care can be reported under direct medical services other costs.
Q: Can our district still report the salaries and benefits for bus aides after the Centers for Medicare and Medicaid Services (CMS) Guidance is implemented?
A: Yes. Even with upcoming changes to transportation, costs for bus aides are still allowable under the transportation salaried staff reporting category.
Q: Under the new CMS guidance, beginning July 2026, if five students on a physically modified bus require specialized transportation in their IEP but one student out of the five students only requires the presence of a bus aide, does it disqualify the trip?
A: Yes. In this example, the one-way trip would be disqualified. All students riding a physically modified vehicle must have specialized transportation prescribed in their Individual Education Plan (IEP) and be utilizing one of the physical modifications/equipment on the vehicle. In order for the district to claim the costs of the bus (fuel, oil, etc.) in the above example, the district would need to report all transportation costs under not only specialized transportation.
Q: Can mileage to and from district buildings be reported on the annual cost report?
A: Yes. If the district reimburses their providers’ mileage when traveling between district buildings to provide direct medical services, the costs can be reported on the annual cost report.
Program Compliance FAQs:
Q: Should I provide Public Consulting Group (PCG) parental consent forms for students selected for the comprehensive review?
A: No, parental consents should be delivered to CDE. CDE will contact your district via email regarding parental consent for the selected students within the same week of your Comprehensive Review notification email.
Q: How many cost reports are reviewed during the comprehensive review?
A: If selected for a Comprehensive Review, the district will have multiple cost reports examined as a part of this process. Districts will be required to provide supporting documentation for an annual cost report and one quarterly Medicaid Administrative Claiming (MAC) cost report.
Quarterly FAQs:
Q: Can mileage be claimed on the quarterly MAC cost report?
A: Yes. District reimbursed mileage to attend training or conferences that pertain to the provider’s primary job duties relating to the SHS program can be reported under Staff, Travel, and Training.
Q: If I forget to put someone on a Staff Pool List (SPL) for a quarter, can I still claim their costs?
A: No. To report quarterly financials for any individuals, they must appear on the SPL for that quarter.
Q: How are my district’s financial thresholds calculated?
A: PCG calculates both annual and quarterly thresholds for your district on a yearly basis. If you anticipate staff pay increases or a large increase in benefits in the upcoming fiscal year, please contact PCG.
Random Moment Time Study (RMTS) FAQs:
Q: Do Medicaid coordinators automatically go on the administrative cost pool?
A: No. Like all administrative positions, you should evaluate what roles and responsibilities each individual is performing on a routine basis. If they are not doing Medicaid-related activities as outlined in the Time Study Implementation Guide on a routine basis, they should not be included on the SPL.
Q: How can I know when tasks are due?
A: The PCG Claiming System homepage is regularly updated with important announcements and due dates. Additionally, under the Resources section of the PCG Claiming System, you will find the Program Calendar, which outlines all key dates for the entire fiscal year.
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