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