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Provider Notice Issued 11/30/2021

Date:   November 30, 2021

To:       Local Education Agencies and School Based Health Services Providers

Re:      Changes in SBHS Administrative Claim Program Quarterly Financial Reporting and Certification of Public Expenditure (CPE) Time Frames

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 This notice informs providers of a change in the School Based Health Services (SBHS) Medicaid Administrative Claim (MAC) Program quarterly financial reporting and Certification of Public Expenditure (CPE) submission due dates.

Currently, financial data must be submitted by the 15th of the month following the close of the quarter, and the CPE form completed by the 21st of the month following the close of the quarter to be included in the quarterly claim submission. Local Education Agencies (LEAs) that do not complete the submission in that period currently have seven (7) subsequent quarters to file their claims or lose reimbursement for that period.

HFS is changing the quarterly financial reporting time frames to accommodate for program changes awaiting federal approval. Participating LEAs/Joint Agreements (JAs) will now have six weeks following the close of the quarter to submit and certify the required quarterly financial data to be included in the claim process. HFS's vendor, Public Consulting Group, will also publish a two-week timeframe in which Certification of Public Expenditures will be available to complete, and LEAs/JAs will have that time to complete the final CPE documentation.

This change will become effective for the claim submission process that begins in January 2022. For Fiscal Year 2022 quarters, LEAs/JAs that fail to submit these quarters in the extended period will have one subsequent quarter in which to file this information or the claim window will expire, and reimbursement will not be available for that period. Effective for Fiscal Year 2023 quarters, LEAs/JAs that fail to complete the required information during the open quarterly reporting period, the claim window will expire, and reimbursement will not be available for that period.

Claims for quarters prior to Fiscal Year 2022 will remain open for the current seven (7) quarter period before expiring.  Any remaining claims for January – March 2020 must be submitted by January 15, 2022, to be eligible for reimbursement.

Questions regarding this notice may be directed to the Bureau of Program and Policy Coordination at 217-558-1389.

 
Kelly Cunningham, Administrator
Division of Medical Programs



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Illinois Department of Healthcare and Family Services

JB Pritzker, Governor • Theresa Eagleson, Director