Contract Claim Submission Deadlines for the 2018 Contract Year
THE STATE EDUCATION DEPARTMENT / THE UNIVERSITY OF THE STATE OF NEW YORK / ALBANY, NY 12234
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 2018 contract year, which ended on December 31, 2018. 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, 2019 for the 2018 contract period. As indicated in Attachment D, late submission will not be accepted. Because the five-year contract term has now ended, the 2014 – 2018 contracts will be closed with the NYS Financial System after the reconciliation period is complete.
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 2019, if necessary, following ACCES-VR’s review of 2018 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, 2019 to ensure inclusion in the May 2019 final payment and utilization report.
In April 2019, all authorizations that have a start date in 2018 will no longer display on the VR-370 report. This will minimize the chance of error in billing for 2018 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, 2019 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, 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, 2018 – December 31, 2018
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, 2019 – March 31, 2019 |
|
Final VR-370/Group Orientation Billing/Supported Employment Extended Claims for Payment Due |
Contractor |
No Later than March 31, 2019 |
|
Final VR-370/Group Orientation Billing/Supported Employment Extended Claims for Payment Data Processed |
ACCES-VR |
By April 30, 2019 |
|
Final 2017 Contract Year Payment |
ACCES-VR |
Approximately May 15 or May 22, 2019, based on contractor’s monthly reporting deadline for all other routine payments |
Note: Regular monthly payments for December 2018 will be made in February 2019 following the routine district office review.