Contract Claim Submission Deadlines for the 2017 Contract Year

New York State Education Department Seal

THE STATE EDUCATION DEPARTMENT / THE UNIVERSITY OF THE STATE OF NEW YORK / ALBANY, NY 12234

To: 
Core Rehabilitation Services Contract Service Providers
From: 
Tina Seda, ACCES Fiscal and Administrative Services Team
Subject: 
Contract Claim Submission Deadlines for the 2017 Contract Year
Date: 
Thursday, January 18, 2018

Per Attachment D – Payment and Reporting Schedule of your Core Rehabilitation Services (CRS) contract, contractors are reminded of the 90-day reconciliation period for the 2017 contract year, which ended on December 31, 2017.  All outstanding billing is due to the ACCES-VR District Offices (VR-370s and Group Orientation vouchers) and ACCES Fiscal and Administrative Services Team (SE Extended only) no later than March 31, 2018 for the 2017 contract period.  As indicated in Attachment D, late submission will not be accepted. 

It is imperative that CRS contractors review the monthly utilization reports sent to them from ACCES-VR and work with the local District Offices(s) to resolve any discrepancies during this 90-day period.  A final reconciliation payment will be issued in May 2018, if necessary, following ACCES-VR’s review of 2017 claims.

ACCES-VR District Offices will need to be sure that all VR-370 report data is entered on the mainframe no later than April 30, 2018 to ensure inclusion in the May 2018 final payment and utilization report.

In April 2018, all authorizations that have a start date in 2017 will no longer display on the VR-370 report.  This will minimize the chance of error in billing for 2017 after the close out period ends.

If there are any questions regarding the VR-370 reports, please contact your local ACCES-VR District Office in advance of the March 31, 2018 deadline.  If there are questions regarding the payments or for CRS monthly utilization report distribution issues, please contact the ACCES Fiscal and Administrative Services Team at CRS@nysed.gov or (518) 486-6585

 

Attachment

c:       Ceylane Meyers-Ruff, Frank Coco, Raymond Pierce, Pat O’Neil, Rich Evans, Michelle Doyle, ACCES-VR Regional Coordinators,     ACCES-VR District Office Managers, ACCES-VR Business Managers, ACCES Fiscal and Administrative Services Team

 

CRS Contract Year 
January 1, 2017 – December 31, 2017

Contract Reconciliation Process

What Who When
VR-370
Released to Contractors
ACCES-VR By the 5th of Each Month
VR-370
Due Back to ACCES-VR District Office by Contractors
Contractor By the 15th or 22nd of Each Month -  See Contractor’s Reporting Deadline Found in Attachment D Under Item B -  Interim and/or Final Claims for Reimbursement
Billing Discrepancy Resolution
Between Contractor and ACCES-VR District Office
Contractor In coordination with ACCES-VR January 1, 2018 – March 30, 2018
Final VR-370/Group Orientation Billing/Supported Employment Extended Claims for Payment Due Contractor No Later than March 31, 2018
Final VR-370/Group Orientation Billing/Supported Employment Extended Claims for Payment Data Processed ACCES-VR By April 30, 2018
Final 2017 Contract Year Payment ACCES-VR Approximately May 15 or May 22, 2018, based on contractor’s monthly reporting deadline for all other routine payments

Note:  Regular monthly payments for December 2017 will be made in February 2018 following the routine district office review.