Administrative Outreach Claiming Program (AOP) Quarterly AOP Financial Data Submission Training March 2011
Administrative Outreach Claiming Program (AOP)
Quarterly AOP Financial Data Submission Training
March 2011
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Outline
Medicaid and Administrative Outreach (AOP) Claiming
Allowable Costs
Non-Allowable Costs
Financial Site - Medicaid Cost Reporting and Claiming System (MCRCS)
Quarterly Financial Submission
Important Dates
Contact Information
Demo of Financial Site
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What is Medicaid?
Medicaid provides health care coverage and medical services to several low-income populations including: children
pregnant women
families
individuals with disabilities
elderly citizens
Medicaid is collaboratively funded by the states and the federal government through a matching relationship.
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Schools and Medicaid
Schools provide an array of health-related (medical) services in addition to traditional “educational services” to ensure that students are able to fully participate in the school environment. These direct medical services form the basis for the School Based Services Medicaid
Direct Medical Fee-for-Service (FFS) program.
School staff are uniquely positioned to assist with the enrollment of eligible students into Medicaid, with the delivery of medical services, and with the administrative support of the services they require. These administrative services form the basis for the School Based Services Medicaid
Administrative Outreach Program.
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What is the Administrative Outreach Program (AOP)? The Administrative Outreach Program (AOP) offers reimbursement for the
costs of the administrative activities, such as outreach, that are in support of the Medicaid State Plan and that support efforts to identify and enroll potentially eligible persons into Medicaid.
These activities fall into several categories: Medicaid Outreach
Facilitating Medicaid Eligibility Determination
Transportation Arrangement Related to Medical Services
Translation Related to Medical Services
Program Planning, Policy Development, and Interagency Coordination Related to Medical Services
Medical-Related Training
Referral, Coordination and Monitoring of Medical Services
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Timeline for Quarterly Process
AOP Process Timeline: Begin Timeline: Due
Staff Pool List RMTS site opens 8 weeks prior to the start of the quarter
ISD Certified Staff Pool List due 4 weeks prior to the start of the quarter
Moment Completion Moments begin on the first day of the quarter or the first day of school after the start of the quarter
Moments end on the last day of the quarter or the last day of school prior to the end of the quarter
Financials Financial site opens the first week after the quarter closes
Financials due to PCG 45 calendar days after the opening of the financial site
Claim Review for ISDs Distribution one month prior to the claim due date
2 weeks prior to the claim due date
Claim Submission 4 months after the close of the quarter
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Allowable Costs
Only costs incurred by qualified providers are allowable Report only those costs associated with specific individuals who are qualified and
participating in the program (i.e. how much does it cost to employ each staff person)
Costs should be reported using a cash basis accounting method.
Cost reporting by providers should be consistent with generally accepted accounting principles (GAAP), which are those principles approved by the American Institute of Certified Public Accountants (AICPA).
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Allowable Costs
Allowable Costs Salaries (Object Code 1000)
Include only the salary information for the quarter and during normal school day hours
Do not include extra curricular supplemental compensation
Benefits (Object Code 2000) Include all benefits paid to staff. Some examples include:
Dental Insurance Health and Accident Insurance Life Insurance Long-term Disability Insurance FICA Medicare Worker’s Compensation Teachers Retirement or Other Retirement Payments
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Allowable Costs
Other Costs All costs must be reported on an individual level Only report costs for AOP, AOP/DS, and support staff No other costs allowed for PC or TCM Other Costs include:
Materials & Supplies (Object Code 5000) Materials & supplies must be identified as used by the staff for which they are included
Travel and Training (Object Code 3200) Costs for specific Medicaid related staff travel Costs for specific Medicaid related Training
Staff Professional Dues and Fees (Object Code 7400) Include only dues and fees for membership in professional memberships or
organizations.
Contracted Staff Costs Costs for Contracted Staff (non-employees) can only be claimed when costs
relate to staff listed on the quarterly staff pool list.
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Non-Allowable Costs
Non-allowable costs include: Federal funds (Revenue Code 400s)
The web-based system requires that total costs be reported, with a separate column for reporting costs paid with federal funds. The federal funds are not included in the system calculated Medicaid-allowable costs.
State flow-through funds (Revenue Codes 412 and 414) Funds received from the Federal government by the State of Michigan and then
distributed to local education agencies.
Costs included in the calculation of the Unrestricted Indirect Cost Rate Expenditure Function Codes 252, 257, and 260 Expenditure Function Codes 232 and 280 (if these costs are included in the calculation
and development of the Unrestricted Indirect Cost Rate by your LEA)
Certain codes within the 5000 Expenditure Object Code are not allowable 5200 – Textbooks 5600 - Food
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Electronic Signature Form
An L Letter was issued by MDCH in November 2010 announcing the publication of the electronic signature form. Trainings occurred via WebEx Jan 26, 27 and Feb 1, 2, 3
An Electronic Signature Form must be on file with the state in order to utilize the electronic certification process within the online financial site to certify your quarterly costs.
Name of ISD or MI School
for the Deaf or Detroit Public
Schools
“PCG Financial Certification”
ISD’s NPI number
Your email address
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ISD NPI Numbers
INTERMEDIATE SCHOOL DISTRICT
NPI NUMBER
Allegan 1144265620Alpena-Montmorency-Alcona (AMA) 1699876581
Barry 1053406496
Bay-Arenac 1477635282
Berrien 1780618819
Branch 1154342186
C.O.O.R. 1548293210
Calhoun 1396778023
Charlevoix-Emmet 1134232853Cheboygan-Otsego-Presque 1336233675
Clare-Gladwin 1366487076
Clinton 1679589345
INTERMEDIATE SCHOOL DISTRICT
NPI NUMBER
Copper Country 1871539254
Delta-Schoolcraft 1518993781
Dickinson Iron 1164500104
Eastern Upper Peninsula 1033128566
Eaton 1467474445
Genessee 1750390720
Gogebic-Ontonagon 1508918228
Gratiot-Isabella 1245322494
Hillsdale 1528078334
Huron 1902988611
Ingham 1770652489
Ionia 1679585319
Iosco 1487664702
Jackson 1205851623
Kalamazoo 1518994698
Kent 1326050857
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ISD NPI Numbers
INTERMEDIATE SCHOOL DISTRICT
NPI NUMBER
Lapeer 1609804343
Lenawee 1336257302
Lewis Cass 1174639728
Livingston 1902848302
Macomb 1770522716
Manistee 1821171596
Marquette-Alger 1174601439
Mason-Lake 1750315131
Mecosta-Osceola 1174637714
Menominee 1346271848
Midland 1831127588
Monroe 1578654745
Montcalm 1326077330
Muskegon 1932143211
Newago 1417041179
Oakland 1437160884
INTERMEDIATE SCHOOL DISTRICT
NPI NUMBER
Oceana 1417040429
Ottawa 1588751747
Saginaw 1962595140
Sanilac 1710994900School District for the City of Detroit 1457469140School for the Deaf and Blind (State of MI) 1437184033
Shiawasee 1033154901
St. Clair 1659307726
St. Joseph 1578633269
Traverse Bay 1144238940
Tuscola 1447276001
Van Buren 1447356688
Washtenaw 1225103096
Washtenaw 1225103096
Wayne 1578582045
Wexford-Missaukee 1659394856
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Logging In
To access the Medicaid Cost Reporting and Claiming System (MCRCS), open an internet browser and enter: https://costreporting.pcgus.com/mi
The username is the submitted email address. Passwords will be sent to LEAs via email. Once logged in, the site users will be prompted to reset the password.
If users forget their passwords, simply click on the ‘Forgot Password’ hyperlink. Once you have responded correctly to the security question the system will be prompted to send a password to the user.
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Dashboard
Once logged in, the Dashboard screen will display. From this page it is possible to navigate to multiple screens. Also displayed are important dates, training information, and resources. Please check this page at every log in.
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System Contact Types
The web-based reporting system has three levels of access and functionality available to LEA staff:
1. District Administrators (All LEAs must have at least 1 District Administrator) Manage contacts for the LEA Edit financial submission information Certify costs (only available once electronic signature form is on file with MDCH) Examples of District Administrators: Business Manager, CFOs, Superintendents, etc.
2. Report Editors Edit financials submission information Examples of Report Editors: Support staff of Business Managers, etc. Note: Not able to certify data
3. Report Viewers View financial information Note: Not able to edit Note: Not able to certify Examples of Report Viewers: Staff Pool List Contact, ISD Coordinators, etc.
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Managing Contacts
The District Administrator contact type will be able to add and delete users. Financial contacts will no longer be managed separately by PCG.
Select ‘Manage Contacts’ from the menu bar. Select the appropriate hyperlink to inactivate a user, to edit a user’s information, or to edit the level of access in the system.
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Managing Contacts
The ‘District Admin’ for the LEA will need to add any users to the system that require access to submit data or receive related correspondence. To add users, use the ‘Create New User’ hyperlink located at the top of the ‘Manage Contacts’ section of the application. After all the information has been entered, click ‘Create User’.
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Managing Contacts
The contact types Report Editor and Report Viewer will only be able to edit their own information in the site. Select ‘Manage Contacts’ from the menu bar. Scroll down until you reach your contact information in the list, select ‘Edit User Info For This District’. Enter the updated information and select ‘Save Changes’.
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Quarterly Financial Submission
LEAs will submit their financial information on a quarterly basis via the Financial Site
Select the ‘Quarterly Financial Submission’ tab from the Dashboard The Quarterly Financial Submission Steps menu will appear
In the upper right corner there is a drop down to select any LEAs you have access to as well as the appropriate quarter you’d like to update
Select ‘Quarterly Payroll Information’ to begin entering costs
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Quarterly Payroll Information
The system has been pre-populated with following information from the Random Moment Time Study (RMTS) staff pool lists: First and last name
Staff employment status
RMTS job category
LEA job title
Client Participant ID
Each quarterly submission requires the reporting of payroll costs for staff listed (or those who replaced someone listed), as well as costs for staff travel/training, professional dues/fees, and allowable materials and supplies.
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Quarterly Payroll Information
Users can enter financial information directly into the site or download the data and open in an Excel spreadsheet , then upload to the site
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Quarterly Payroll Information
Description of fields within the system
Staff Employment Status: This field notates whether a staff position is a full-time, part-time, or contracted employee. It can be edited by LEA.
Job Category: This field cannot be edited by the LEA. If changes are required, please contact PCG.
LEA Employee ID: This field is not required and is for use by the LEA. Note: Do not report Social Security numbers in this field.
LEA Job Title: This field is not required and is for use by the LEA.
Payroll Information includes: Paid hours, Salary, Benefits, Contracted Staff Costs, Materials & Supplies, Travel & Training, Dues & Fees, and Federal and Other Offsets.
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Exporting and Importing Data
To expedite the data submission process, a LEA can organize their data in a spreadsheet using an application such as Microsoft Excel™. Then they can upload their information into a comma separated values (CSV) file for importing.
At the bottom of various pages (including the Quarterly Payroll Information Page) there are import/export buttons.
The first step will be to export the template from the system by clicking Export. The user will be prompted to click another Export button in order to export the file as a CSV file. Note: This is the only available option. The system will then ask the user to Open or Save the file. It is suggested that the file be saved to the desktop so that it can be found easily for upload. Once the user has saved the template file, please open it in a spreadsheet application, such as Microsoft Excel™.
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Exporting and Importing Data
The LEA District Coordinator can now enter the LEA salary and benefit information into the spreadsheet. Please do not format any of the cells to currency or date. For all currency, please enter only decimal points. DO NOT ENTER CURRENCY SYMBOLS OR COMMAS.
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Exporting and Importing Data
Once the data is entered into the template, save the file in the exact same format as it was upon exporting it (.csv file). Once saved, return to the page for importing the data and click Browse. Select the .CSV file that you have just updated on the desktop. Notice that the path to the file then displays in the field to the left of the Browse button. Click ‘Import’.
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Importing and Exporting Data
If the system detects no errors in the data, it will upload the file into the online financial system immediately. If there are errors, they will be circled in red on the top of the page. All errors must be corrected before the system will allow further upload of any data.
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Support Staff Costs
Support staff costs will be entered into the system using the hyperlink for ‘Support Staff Costs’
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Support Staff Costs
Enter the names, and cost information associated with those support staff that perform support duties for participants on the AOP and/or DS cost pools.
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Support Staff Costs
Enter a percentage of time amount for each of the Admin Cost Pool and Direct Service Cost Pool. It is required to enter a value in each of the two columns.
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Quarterly Edit Checks
Select the ‘Quarterly Edits’ hyperlink from the Quarterly Financial Submission menu to view, correct, or refute errors.
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Edit Checks
Edit Checks are items the online financial system identifies as possible errors. In order to certify the quarterly financial submission, errors must be corrected or an explanation as to why it is not an error entered into the system.
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Common Errors flagged in Edit Checks
Once the information has been entered, the web-based system analyzes the reported payroll information and reviews it for common errors. Examples of common errors include: Reporting salaries or contracted compensation in excess of 1 standard deviation
above the average across the state in a particular staff category.
Reporting employees benefits in excess of 50% of reported employee salaries.
Reporting other costs in excess of 15% of payroll costs.
Reporting more federal or other offsets for a staff person than the amount of reported payroll costs for that staff person.
Not entering values in each of the Admin and Direct Service Cost Pool Percentage columns for Support Staff
If a common error is identified, the provider must make necessary revisions to resolve the issue, or if allowed, provide a written explanation as to why the reported information is accurate.
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Quarterly Certification
Select the ‘Quarterly Certification’ hyperlink from the Quarterly Financial Submission menu to certify costs.
Note: Only ‘District Admins’ that have submitted their electronic signature forms (DCH-3890) to MDCH will have access to certify costs
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Quarterly Certification
Once the edit checks have been resolved or explained, the web-based financial system will generate quarterly financial summaries based on the reported information. There are 3 types of summary reports that are displayed..
Salary and Benefits Summary by Cost Pool and Job Category Support Staff Cost Summary AOP and Direct Service Totals For AOP Claims
The LEA then certifies the quarterly financial data
The financial system automatically transmits the financial submission to PCG.
Once the quarterly costs have been submitted, the system is locked. No further changes can be made to the quarterly costs after submission of the quarterly financial report.
If changes are required after submission, the LEA must contact PCG to have the system unlocked. Once the system is unlocked, the LEA can make the necessary changes, certify the revised data, and electronically submit the revised financial submission.
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Certifying Quarterly Financial Submission
Verify that your financial summary information is calculated correctly and click ‘Certify Quarterly Financial Submission’ when complete.
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Certifying Quarterly Financial Submission
The status symbol will change from Yellow (in progress) to Green (certified).
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Questions? Comments? Contact Us!
Email Address Contact Numbers
[email protected] Toll Free: 877-395-5017Fax: 312-425-0565