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 casesPayment amounts will consist of:

Amounts contained on paid provider invoices Authorized adjustment amounts

Case/Client Payment Search

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

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

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 periodNote: 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

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 Agreement In-Home Care Indicator Payee

CCIS Provider Agreement No Provider

CCIS Provider Agreement Yes Client

NO Agreement No Client/Provider

NO Agreement Yes Client

Interim Agreement No Client/Provider

Interim Agreement Yes Client

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 EnrollmentsMove a Fund C enrollment back to 6/1/06

Cross FY EnrollmentsCreate 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 EnrollmentsUsing the Sleep Hour indicator for a Cross FY Enrollment

Use the sleep hour indicator:For the intended purpose per policyFor an enrollment suspended in the previous

fiscal year that should be enrolledFor 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 05-06 funding and July 2006 service period with 06-07 funding)

Payment Recap Report

New report – not a text file Required as part of annual recap in place

of the Paid Invoice Extract reportData elements match the Paid Invoice ExtractReport 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 2006-07After books closed for FY 2005-06, 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 2006-07

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 CCMISCase with one eligible, enrolled child Child has only one active enrollmentChild’s care level is PRE, YSA or OSAAttending 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 yearAround 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 caseSeven 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 e-mailed to Directors by mid-June

Completed forms are due to Marci Walters by July 10, 2006.

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 2005-06.

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 2005-06

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 2005-06 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