1. Administrative Outreach Claiming Program (AOP) Quarterly AOP Financial Data Submission Training March 2011

2. Page 2 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

3. Medicaid and MI AOP

4. Page 4 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.

5. Page 5 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.

6. Page 6 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

7. Page 7 Timeline for Quarterly Process AOP ProcessTimeline: BeginTimeline: Due Staff Pool ListRMTS 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 CompletionMoments 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 FinancialsFinancial 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 ISDsDistribution one month prior to the claim due date 2 weeks prior to the claim due date Claim Submission4 months after the close of the quarter

8. Claiming Allowable Costs

9. Page 9 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).

10. Page 10 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

11. Page 11 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.

12. Page 12 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

13. Electronic Signature Form

14. Page 14 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

15. Page 15 ISD NPI Numbers

16. Page 16 ISD NPI Numbers

17. Web-Based Reporting System

18. Getting Started

19. Page 19 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.

20. Page 20 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.

21. Contacts

22. Page 22 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.

23. Page 23 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.

24. Page 24 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’.

25. Page 25 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’.

26. Quarterly Financials

27. Page 27 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

28. Page 28 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.

29. Page 29 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

30. Page 30 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.

31. Exporting and Importing Data

32. Page 32 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™.

33. Page 33 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.

34. Page 34 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’.

35. Page 35 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.

36. Support Staff Costs

37. Page 37 Support Staff Costs  Support staff costs will be entered into the system using the hyperlink for ‘Support Staff Costs’

38. Page 38 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.

39. Page 39 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.

40. Edit Checks

41. Page 41 Quarterly Edit Checks  Select the ‘Quarterly Edits’ hyperlink from the Quarterly Financial Submission menu to view, correct, or refute errors.

42. Page 42 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.

43. Page 43 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.

44. Certifying Quarterly Financial Submission

45. Page 45 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

46. Page 46 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.

47. Page 47 Certifying Quarterly Financial Submission  Verify that your financial summary information is calculated correctly and click ‘Certify Quarterly Financial Submission’ when complete.

48. Page 48 Certifying Quarterly Financial Submission  The status symbol will change from Yellow (in progress) to Green (certified).

49. Page 49 Questions? Comments? Contact Us! Email AddressContact Numbers miaop@pcgus.comToll Free: 877-395-5017 Fax: 312-425-0565