5/9/2019 1 Special Education Funding and Reporting Mike Jacoby, Executive Director, IASBO Julie Jilek, NSSEO Assistant Superintendent - CSBO May 8, 2019 1 Special Education Funding Agenda Overview State Funding • Evidence Based Funding (EBF) • Personnel Reimbursement • Remaining Mandated Categorical Pupil Reimbursements • Private Tuitions • Orphanage • Transportation • Excess Cost Reimbursement Federal Funding: • IDEA Flow-Through Grant & Preschool Grant and Claims • Medicaid – Administrative Outreach and Fee for Service Funding for Transition Age Students 2
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• Teachers, social workers, psychologists, speech language = 10.1% TRS
Penalty
• Percent of benefits allowable must be equal to percent of staff salary
• Acceptable to expend salaries with no benefits, but it is not acceptable to
expend benefits without a salary
– Supplies & equipment used for special education students
– Travel expenses for personnel
– Professional development, in-service & presenter fees
– Tuition (not attributable to TRS salaries)
– Proportionate Share22
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Maintenance of Effort and
Excess Cost Requirements
Maintenance of Effort
• A Year-to Year Comparison
• Requirement: A district is required to
expend at least the same amount of
local, or state and local funds for the
education of children with disabilities
as it expended in precious years on a
total or per capita basis.
Excess Cost
• Not a Year-to-Year Comparison
• Requirement: Districts must use IDEA
funds to pay only the excess cost of
providing educational services for
children with disabilities.
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Excess Cost Worksheet
Federal Regulation requiring districts to calculate, document and verify
the excess cost of educating students with disabilities based on an annual
per pupil expenditure.
IDEA excess cost worksheet collects district expenditure and student
population data to calculate an average annual per pupil expenditure
(APPE) and IDEA excess cost threshold.
Excess Cost Worksheet – Due January 31st to ISBE
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Special Education Reporting
Maintenance of Effort
Federal Regulation requiring districts to expend at
least the same year-over-year on educating students with
disabilities based on total year Special Education
expenditures.
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Maintenance of Effort Requirement
Four Ways to meet the Maintenance of Effort
Requirement
1. Local expenditure comparison,
2. State and local expenditure comparison
3. Per capital comparison
4. By exceptions.
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Maintenance of Effort Exceptions
Exception #1
The voluntary departure, by retirement, resignation, or for just cause, of special education or
related services personnel
• Does not include contract non-renewal, reassignment or staff lay-off due to RIF
Exception #2
The termination of the obligation to provide an exceptionally costly special education
program to a child with a disability
• Leaves the district
• Ages out of the district (from 8th Grade into High School)
• Graduates
• No longer needs the program due to IEP change
Exception #3
The termination of costly expenditures for long-term purchases
• acquisition of equipment (with a unit cost of at least $5,000)
• construction of school facilities
Alternative Way to Meet MOE
• Increase in per capita spending
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MOE Calculations
FY16 Expenditures $1,000,000
FY17 Expenditures $1,500,000
Met MOE by $ 500,000
FY16 Expenditures $1,000,000
FY17 Expenditures $ 950,000
Missed MOE by $ 50,000
District would be required to reimburse Federal Government for $50,000
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IDEA Grant Guidance/Tips
• Funds are specific to the fiscal year, all expenditures must take
place within the grant period
• May begin to obligate funds when a substantially approvable
grant has been submitted to ISBE
• Liquidation period – 90 days from end of grant
• Start date for expenditures is tied to the start of the grant and
approved amendments
• Only working lunches, no snacks, water, etc. Keep proof of the
necessity for a working lunch. No refreshments.
• Maintain backup to be Audit and MOE ready29
Medicaid Claiming
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Medicaid
School personnel may be involved in identifying, coordinating, delivering and monitoring students’ needs for health and related services. Many of these activities are covered by
Medicaid and are reimbursable through the school-based Medicaid programs.
There are two Medicaid programs that districts can participate in to get reimbursed for Medicaid services: Medicaid Administrative Claiming (MAC) and Fee for Service (FFS).
Administrative Outreach• Allows districts to receive partial reimbursement for the administrative costs
related to the identification and assistance of students who are considered at-risk and in need of service.
Fee For Service• Allows for reimbursement to schools for health-related services provided to
Medicaid eligible students who are receiving special education services.31
Administrative Outreach
• The Illinois Department of Healthcare and Family Services (HFS) partners
with Fairbanks LLC in the implementation of a statewide Medicaid
Administrative Claim (MAC) Program through a Random Moment in Time
Study (RMTS) process.
– Staff are selected for Random Moments in Time throughout the quarter.
– A moment represents one minute at a particular time.
– 4 Quarters – October, January, April, July
– Staff receive notification of time and date – they log on and answer 4
simple questions
– Results of this study determine reimbursement rates for activities.
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Fee for Service
• Federal reimbursement for direct therapy services.
• Student must be Medicaid eligible, have an IEP, and have services that are necessary for development of the IEP or are specified in the IEP.
• Services eligible for federal Medicaid reimbursement:
Audiology
Physical Therapy
Developmental Assessments
Speech Therapy
Social Work
Psychologist Services
Occupational Therapy
Nursing Services
Health Aide Services
Transportation
Medical Equipment, Services and
Supplies
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Medicaid Claiming Tips
• Before the quarter starts, identify all of your positions that qualify and the employees assigned to those positions.
• Make sure staff are not being funded through IDEA if possible
• Identify the expenditures that will be needed for the claim.
o Fairbanks has excellent resources on their website
• Third Party Vendors
• Collaboration between Special Education and the Business Office
o Collecting Data
• Being Audit Ready
o System for maintaining documents (staff logs, parent consents, referrals/scripts)
o Errors found from previous federal audits include:
• Missing / Insufficient Documentation
– Service not on IEP, Student not Present on Date of Service, etc.
• Procedure Coding Errors
• Medically Unnecessary Services
• Services Rendered by Excluded Provider 34
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Funding for Transition Age Students
(post high school, up to age 22)
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Transition
Funding is available for transition age students (post high school, up to age 22)
through:
• The Department of Rehabilitative Services (DRS),
• The Secondary Transitional Education Program (STEP), and
• The Workforce Innovation and Opportunity Act (WIOA) grant funded by
the Department of Labor.
These grant dollars help offset program costs and more importantly, provide
students with disabilities access to education, training, and employment
opportunities. It is the goal of the transition program to prepare the students to
be competitively employed by the time they reach the age of 22.
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Aligning Resources to Student Needs
• District Priorities and Goals
• Identified Student Needs
• Resource Identification and Allocations
• Economy of Scale
• Evaluate Effectiveness and Efficiency
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Legislative Update
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Questions
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Disclaimer
This presentation provides information based on the