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Medicaid Administrative Claiming MAC

Key Training Objectives. What is Medicaid Administrative Claiming (MAC)?What is the role of the Local Education Agency (LEA) in the MAC program? What is the overall quarterly MAC process?What variables influence the MAC claim?What Financial Data is required?District Cover SheetMAC Employee's S

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Medicaid Administrative Claiming MAC

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    1. Cost Reporting Requirements: A Guide for Finance Personnel Medicaid Administrative Claiming (MAC)

    2. Key Training Objectives What is Medicaid Administrative Claiming (MAC)? What is the role of the Local Education Agency (LEA) in the MAC program? What is the overall quarterly MAC process? What variables influence the MAC claim? What Financial Data is required? District Cover Sheet MAC Employee’s Salaries and Benefits District Wide Expenditures How does MAXIMUS calculate the claim How do you submit the cost data? What are the financial reporting time frames? Questions?

    3. What Medicaid Administrative Claiming (MAC)? MAC is a federal program that allows Arizona school districts/charter schools to receive reimbursement for costs associated with employing individuals who routinely perform Medicaid Administrative and Outreach Activities.

    4. MAXIMUS administers the MAC Program by using a Random Moment Sampling (RMS) System. The RMS System compiles personnel roster data from each participating LEA to form a statewide sample pool. 1,200 random moments in time are chosen and assigned to randomly chosen participants . Every participant has an equal chance of being selected. The sampled participant then completes an observation form to identify what activity he/she is doing at that randomly selected moment in time.

    5. What is the LEA’s role in the MAC Program? MAC Coordinator: Identifies the employees and contractors in a district/charter school that routinely perform Medicaid Administrative/Outreach Activities MAC Financial Contact: Identifies the actual expended costs related to employing the individuals listed on the personnel roster for the claimable quarter & identifies the District Wide Expenditures

    6. Summary of the Quarterly Information Flow MAC Coordinator Duties: Personnel Rosters are submitted (RMS forms are created) RMS are returned on completion (RMS results are calculated) Student Rosters are submitted periodically (MER is calculated) MAC Financial Contact Duties: Financial Information is due from the Business Contact no later than 30 days after the end of the quarter. (Claim is calculated from the financial data submitted, RMS results, MER, & ICR)

    7. Summary of the Quarterly Information Flow

    8. What variables influence the MAC claim? MAC Financial Information Salary, Benefits, & Purchased Professional Services expended by your district/charter school for individuals listed on the personnel roster (LEA Specific) - This amount is reported on the MAC Employee Salary and Benefit sheet of the template. District Wide Expenditures (DWE) – Total LEA expenditures for funds/functions/objects reported on the District Wide Expenditure Sheet of the Template.

    9. Random Moment Sample (RMS) The results of the RMS that identify what percentage of time employees are participating in Medicaid Administrative/Outreach Activities (Statewide) Calculated using the RMS Observation Forms

    10. What variables influence the MAC claim? Medicaid Eligibility Rate (MER): The percentage of students in a district/charter school that are AHCCCS eligible out of the total student population (LEA Specific) Calculated using your LEA Student Roster

    11. Indirect Cost Rate: The unrestricted indirect cost rate is applied when calculating the LEA’s invoice (LEA Specific) Provided by the Dept. of Education What variables influence the MAC claim?

    12. Summary of the variables that influence the MAC claim? Costs: The actual salaries/benefits/purchased services expended by your district/charter school for individuals listed on the personnel roster and Total District Wide Expenditures for the quarter (LEA Specific). Medicaid Eligibility Rate (MER): The percentage of students in a district/charter school that are AHCCCS eligible out of the total student population (LEA Specific). Percentage of time identified as reimbursable: The results of the RMS process that identifies what percentage of time employees are participating in Medicaid Administrative/Outreach Activities (Statewide). Indirect Cost Rate: The unrestricted indirect cost rate is applied when calculating the LEA’s invoice (LEA Specific).

    13. What financial documentation is required? MAXIMUS requires that the financial information be submitted electronically on the excel template provided The template is used to report quarterly financial information. This is the same template that the MAC Coordinator uses to submit the personnel roster Supporting documentation should be kept in a quarterly audit file. The template is available online at: http://maximusschools.com/atrainingdocuments.html

    14. What documentation is required? Although there are multiple worksheets within the template the following is a list of those used for reporting the cost data: District Cover Sheet MAC Employee Salaries and Benefits Summary of MAC Employee Salaries & Benefits District Wide Expenditures

    15. District Cover Sheet

    16. MAC Personnel Roster

    17. MAC Employees’ Salaries and Benefits This sheet provides the detailed cost data for each of the individuals on your personnel roster. For each person on the roster you will report their: Fund, Function, Quarterly salary amount, Quarterly benefit amount, or if applicable The quarterly price for their contracted service

    18. MAC Employees’ Salaries and Benefits

    19. MAC Employees’ Salaries and Benefits

    20. MAC Employees’ Salaries and Benefits

    21. MAC Employees’ Salaries and Benefits

    22. MAC Employees’ Salaries and Benefits

    23. MAC Employees’ Salaries and Benefits

    24. MAC Employees’ Salaries and Benefits

    25. MAC Employees’ Salaries and Benefits

    26. MAC Employees’ Salaries and Benefits Reminders: Federal dollars are not allowed. Note any changes in personnel with the reason. Different fund/function combinations should be on different rows (add lines as needed).

    27. Summary of MAC Employees’ Salaries and Benefits

    28. Summary of MAC Employees’ Salaries and Benefits This sheet is protected and automatically sums the information provided on the MAC Salaries and Benefits sheet for the funds/functions listed. The Salaries and Benefits sheet must be complete for this worksheet to work (Fund/Functions must be completed correctly). This sheet only pulls over outlined information. If you have funds greater than or equal to 3000 listed on the Salaries and Benefits sheet, they will not appear on this sheet. Funds/Function amounts to be subtracted from District Wide Expenditures will carry over to the District Wide Expenditure sheet, but only for funds/functions listed on the District Wide Expenditure sheet. This amount may or may not balance with the amount in column N of the District Wide Expenditures sheet.

    29. District Wide Expenditures

    30. Allowable Function Codes: Function 1000: Instruction Function 2100, 2200, 2700-2900: Support Services – Includes all Support Services functions EXCEPT 25XX (Business) and 2840 (Data Processing) Function 2300-2400: Support Services Administration – Includes all Support Services Admin. functions EXCEPT 26XX (Operation & Maint. of Plant) and 2330 (Lobbying) For each function code above LEAs can report expenditures for the following object codes: Object 6100: Personal Services – Salaries Object 6200: Employee Benefits Object 6300: Purchased Professional Services Object 6500: Other Purchased Services Object 6600: Materials and Supplies Object 6800: Other (Please list)

    31. All the fund/function/object Codes shown are allowed. Only the fund/function/object Codes shown are allowed. PLEASE NOTE: Fund/Function/Object Codes have been rounded up to the highest level for space, but the entire category should be reported (1000 includes 1000-1999) These codes have been predetermined to be allowable codes. Beginning with the Q4-05 MAC Claim, only the costs for all listed fund/function/object codes are allowable. The predetermined codes safeguards against future audit findings. This eliminates your need to document how these funds support Medicaid on a LEA basis, because the allowable expenditures have been predetermined on a statewide basis. District Wide Expenditures What expenditure codes should be reported?

    33. District Wide Expenditures LEAs will list the actual district wide/charter wide expenditures. It is no longer necessary to deduct the dollar amounts reported on the MAC Employee Salary and Benefit worksheet as the calculation automatically occurs. MAXIMUS listed the allowable non federal fund numbers listed in the Arizona Chart of Accounts; as such not all fund numbers will have dollar amounts reported. It is also important to remember that the MAC Program is not limited to only those expenses incurred with the special education programs in LEAs. A student does not have to be in the special education program in order to be on AHCCCS (Arizona’s Medicaid Program).

    34. How does MAXIMUS calculate the claim *Adjusted DWE = District Wide Expenditures (DWE) Reported x (M&O Participant Salaries & Benefits ÷ District Wide M&O Salaries & Benefits)

    35. How do you submit the cost data? Please save the cost data, using the following naming scheme: [your district name] Q#-YY.xls E-mail the file to AZMAC@MAXIMUS.COM. The subject line of the email should include the LEA name, Quarter, and the phrase “MAC Cost Data” Or mail the file on disk to: MAXIMUS Attn: Cost Data 1208 East Broadway Road Suite 205 Tempe, Arizona 85282 If you elect to submit your financial data on a disk please: Ensure the information is accessible Label the disk adequately (LEA/Quarter/“Cost Data”) We cannot accept paper copies of MAC Cost Data.

    36. What are the financial reporting time frames? Deadlines for submitting the cost data for each quarter of the MAC Program will be one month after the quarter ends. Deadlines are shown on the program calendar. All LEAs will receive their quarterly template, training announcement, and deadline via e-mail at least 30 days prior to the deadline. The calendar is available online at: http://maximusschools.com/acalendar.html

    37. Questions If you have any questions about the cost reporting process or LEA specific questions please feel free to contact MAXIMUS via the following methods: E-mail at AZMAC@MAXIMUS.COM Telephone at (480) 736-0195 or (877) 877-8011

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