CCMIS R 3.2 Fiscal Policy/System Training May 2006

Overview Case/Client Payment Search Payee Indicator Cross Fiscal Year Enrollments Cross Fiscal Year Payments Payment Recap Report Half Co-payment Automation Cash Needs Assessment Recap

Case/Client Payment Search Workers will be able to identify payment amounts for specific clients or cases  Payment amounts will consist of: Amounts contained on paid provider invoices Authorized adjustment amounts

Case/Client Payment Search

Initial search results will show Total Payment amounts based on the search criteria Use the total payment hyperlink to view individual client’s payment details – by provider invoice/service period

Case/Client Payment Search

Payee Type Enrollment Detail page allows you to indicate where payment is to be made – the Provider or Client Use the General Enrollment Detail page to change the Payee Payee Type defaults to Provider In-Home Care indicator will only be used to indicate where care is provided

Payee Type

Payee Type indicator is effective dated by service period Payment is made to the payee effective as of the first day of the service period Note: If the payee needs to change in the middle of the month, a new enrollment will need to be created with a new payee - without a provider. The original enrollment will then need to be discontinued/closed.

Payee Type Invoice Calculation Detail page displays who receives the payment:  Provider Payment Line Item (provider)  Case Payment Line Item (client)

Payee Type

If the In-Home Care indicator is set to ‘Yes,’ the Payee must be the Client. There will be an edit on the General Enrollment Information page, preventing you from updating the In-Home indicator to ‘Yes’ unless the corresponding Payee for the month is set to Client. Provider AgreementIn-Home Care IndicatorPayee CCIS Provider AgreementNoProvider CCIS Provider AgreementYesClient NO AgreementNoClient/Provider NO AgreementYesClient Interim AgreementNoClient/Provider Interim AgreementYesClient

Cross FY Enrollments (FY) Enrollments After books have closed for a fiscal year, enrollments can now be created in that fiscal year and be funded with the current fiscal year service dollars. Only Supervisors or Directors will be able to create enrollments in a prior fiscal year after books have closed.

Cross FY Enrollments Per policy, cross fiscal year enrollments can only go back:  60 days for Fund A  183 days for Former TANF Extenuating circumstances – Appeals, etc.  CCISs will need to consult with their Subsidy Coordinators before creating a cross fiscal year enrollment beyond the current policy limits

Cross FY Enrollments To create cross fiscal year enrollments use the following pages in CCMIS: Enrollment Maintenance page – use this page to move the dates back when there is not an enrollment with this provider in the previous fiscal year Enrollment Detail page – create a new enrollment when extending the dates of an enrollment in the previous fiscal year.

Cross FY Enrollments Move a Fund C enrollment back to 6/1/06

Cross FY Enrollments Create a new enrollment using the cross fiscal year Override Reason code for an enrollment with 6/15/06 effective date that really should begin 6/1/06 CCMIS will automatically discontinue/close the enrollment effective 6/15

Cross FY Enrollments Using the Sleep Hour indicator for a Cross FY Enrollment Use the sleep hour indicator:  For the intended purpose per policy  For an enrollment suspended in the previous fiscal year that should be enrolled  For an enrollment that has a gap between the pre-enrolled and enrolled status. (ex. Application date is 6/1, books are closed for the fiscal year, enrollment should begin 6/1, but due to worker error enrollment actually began on 7/1.) CCMIS will not automatically end date a sleep hour enrollment. Pre 6/15 Enrolled 7/1

Cross FY Payments In conjunction with Cross FY Enrollments functionality, several changes have been made to the Payments Management subsystem  Invoices will have a Funding Fiscal Year attribute  Invoices processed on the same day from two different funding fiscal years will create two separate Payment Summaries – one for each fiscal year

Cross FY Payments Provider Invoices  Invoice Search criteria now include a “Funding Fiscal Year” field A provider will have more than one invoice for the same service period – but with different funding fiscal years – when cross fiscal year enrollments are created

Cross FY Payments

Multiple FY Payments Two separate payment summaries will be generated for a provider when the following criteria are met:  Two fiscal years are open at the same time (i.e. July & August)  A provider’s invoices from two different funding fiscal years are authorized for payment on the same day (i.e. June 2006 service period with funding and July 2006 service period with funding)

Payment Recap Report New report – not a text file Required as part of annual recap in place of the Paid Invoice Extract report  Data elements match the Paid Invoice Extract  Report results will match Paid Invoice Extract when identical search criteria are used

Payment Recap Report Parameters Fiscal Year – will pull all payments made using the selected year’s funds (i.e. Funding Fiscal Year):  Current FY is  After books closed for FY , cross FY enrollment and payment made for June 2006 in October 2006  Payment Recap Report generated in December 2006 will include all payments made for invoices processed/paid with a Funding FY of

Payment Recap Report

Half Co-pay Automation New batch process to assess half/full co- pay based on eligibility criteria – as of the school begin/end dates in CCMIS  Case with one eligible, enrolled child  Child has only one active enrollment  Child’s care level is PRE, YSA or OSA  Attending School Indicator (ASI) is “Yes”  Schedule is traditional, PT for first four weeks of school year; FT first four weeks of summer

Half Co-pay Automation Batch New batch process will be run twice a year  Around first weekend in August – will flip full co-pay to half co-pay with “Half Co-pay” override reason in co-pay assessment for the school year  On or near the second week of May – will flip half co-pay to full amount for the summer

Half Co-pay Considerations CCMIS takes numerous issues into consideration when determining half/full co-pay for a case  Seven Exception Reports will be generated by Deloitte and sent to CCISs – after the batch process runs

Half Co-pay Exception Reports Report 1 – All cases updated by the batch process Report 2 – Cases that were updated when the eligible, enrolled child’s enrollment status was SUS Report 3 – Cases that were eligible in all instances EXCEPT child has more than one active enrollment Report 4 - Cases that were eligible in all instances EXCEPT the ASI is “No”

Exception Reports, cont. Report 5 - Cases that were eligible in all instances EXCEPT the schedule has at least one FT or non-traditional unit of care in the first four weeks of the school year and/or at least one PT or non-traditional unit of care in the first four weeks of the summer Report 6 - Cases that were eligible in all instances EXCEPT case co-pay has an override reason code Report 7 - Cases that were eligible in all instances EXCEPT case has a future effective co-pay

Half Co-pay Automation Exception Report 1 will identify cases for which CCISs need to manually generate Enrollment Summaries and Confirmation Letters because of the co-pay change.  RE310 – Family Co-payment Validation Report can still be used to list cases with co- pay mismatches.

Half Co-pay Automation Current functionality for assessing half (and full) co-pay will continue to exist as it does today.  CCISs can still manually assess half (and full) co-pay In the event that a new enrollment is created after the batch process has run Enrollment change/family composition change makes a case eligible for the half co-pay override

Fiscal Year-End (FYE) Cash Needs Assessment Case Needs Assessment form and instructions will be ed to Directors by mid-June Completed forms are due to Marci Walters by July 10, Cash needs assessment form is the same as last year (except R&R has been removed)  Enter service allocation, encumbrance, unused FSS funds & interest earned.

FYE Cash Needs Assessment Assessment form calculates the amount a CCIS may need for a final payment in FY Joinders must complete a separate form for each county. If additional funds are needed, budget revision(s) due by July 19, 2006 to your Subsidy Coordinator.

Recap – FY REMINDERS:  Per Provider Agreement – May and June 2006 provider invoices are only to be paid if CCIS receives them by July 31, 2006  Per Commonwealth guidelines, recap checks to return funds must be received by Department staff no later than August 31

Recap – FY Projected Timelines  By July 15, 2006 – OCD to provide CCISs with CCIS revenue amounts to date  By August 31, 2006 – DPW has received all recaps and checks for return payments (estimated is permitted, if actual amounts are not available)  September 1, 2006 – Official books closing date in CCMIS allows CCIS to work on August 31 in prior FY