Self-Determination Uniform Fiscal System Regional Center

1. Self-Determination Uniform Fiscal System Regional Center

2. Revision History

3. SDP UFS Training • Program Information • Process Overview • Service Codes • Rate Setup • Vendor Setup • Authorizations • New Authorization Report • New SDP Fiscal Maintenance • Inbound Audit • Invalid Invoice Processing • Selecting for Batch • Valid invoice Processing • Invoice Edit • Accrual & Payment • Deleting Paid SDP Invoices • Note about Trust • System Operator Information

4. Self-Determination Program Information • General information about the self determination program can be found on the DDS website at: • http://www.dds.ca.gov/SDP/ • Policy related training and other material can be found at: • http://www.dds.ca.gov/SDP/SDPMaterials.cfm • eBilling and UFS training materials are located at: • http://www.dds.ca.gov/ast/

5. SDP Business Process Overview

6. Service Codes • All SDP Service Codes will be in the 310-399 range • SDP Service Codes Desk Guide (AST Website) • Living Arrangement (310-330) aka Budget Category 1

7. Service Codes • Employment and Community Participation (331-355) aka Budget Category 2

8. Service Codes • Health and Safety (356-3XX) aka Budget Category 3

9. Service Codes • Health and Safety (356-3XX) aka Budget Category 3 con’t

10. Rate Setup • A generic rate record for the service code must be set up in the rate table with no vendor and no sub-code before other combinations can be setup. This is current functionality, no changes were made for SDP • Recommend zero dollar rates - Authorization dollars can be entered manually in UFS if you do not bridge your Authorizations. • Be aware there are no Units or Subcodes on the FMS Invoice • Unit Type • Recommend M = Monthly, V = Variable, PI=Per Item • Residential Rate • Vendor, Service, and Subcode Required • Recommend UCI Base 36 conversion for Subcode (AST Website) • Monthly Rate + B&C • G/L must be residential • Must be Monthly, no daily rates Note: Consumer Trust must be setup (rep payee 3), and the Service & Subcode must be added to the BORP record before an Authorization is created for service code 321.

11. Rate Setup con’t • FMS Rates can be found on the DDS website: https://www.dds.ca.gov/SDP/docs/FMSRates.pdf • Only one FMS Service Authorization is allowed per Consumer for a given time period.

12. Vendor Setup • No changes were made to the Vendor Master file maintenance • Menu PSMEN1 Accounts Payable Services File Maintenance - Option 1 • The vendor record must be entered and have the SDP service codes in the detail record in order to create authorizations. • Monthly Calendar and Attendance Required flags should be entered • Do not forget to finish EB setup in menu Accounts Payable Services - Electronic Funds Transfer (PSME81)

13. Authorization • FMS will always be Vendor# • Annual or Monthly Frequency Authorizations ONLY • Authorizations that Cross FY’s set flags for One Time Service Y, Renewal Flag N • Recommend multiple Service Headers for SDP Consumers if using one unit and zero dollar rate. • See Desk Guide Multiple Service Headers Authorizations (AST website) • Residential • Frequency - Monthly Only • One Unit • DO NOT use Respite or other visit type. The FMS should only invoice using the residential service code for the consumers actual residence payment

14. Authorization Example • Residential authorization example, subcode used is the base 36 conversion of the consumers UCI. FMS will invoice for $4,212.63.

15. Authorization Example Example of multiservice and annual authorization setup. This if 5th service header for this auth. Total amount authorized for the service is the authorization amount.

16. Authorization Example From service header select F5=Non Standard to create the non-standard record. Remove dollar amount from all monthly buckets except for the begin month of the authorization. Enter on screen to confirm changes.

17. Authorization Edit Menu: PSME22 A/P Services Authorizations – Option 2 Edit Authorizations • Two edits • SVCD SRC = S IN PSSOF2 - Consumer is not enrolled in SDP and service code used is SDP service code (300-3XX). • To resolve check CLISDP file in UFS and make sure UFS has received the SDP enrollment transaction. If not, wait till next day to run edit. • SD DATES OVERLAPS AUTH DATES - The consumers service delivery type changes during the authorization dates used • View the self determination service delivery dates for the consumer to determine appropriate authorization start and end dates. • Possibly have error due to Traditional services and SDP services being combined on the same authorization and auth dates are outside SDP service delivery dates. • We do not recommend combining SDP and Traditional services on the same authorizations.

18. Authorization Posting Menu: PSME22 A/P Service Authorizations – Option 3 Post Authorizations • Posting Report (PS02301S) – Will generate if question “Do you want SDP Posting Register by UCI#,Budget Category?” Is answered with Y. • Report totals services by budget category – The report may not reflect all SDP services depending on authorizations being posted.

19. New Authorization Report • Menu PSME52 A/P Services Listing • Option 10. SDP Open Authorizations by UCI (PS057BR1) • Input FY • Input UCI#’s • <Enter> • F6=Process Page breaks occur between UCIs

20. Example SDP Open Auth by UCI Report

21. New SDP Fiscal Maintenance SDP allows consumers to move funds within budget categories and between budget categories. In order to assist the RCs in maintaining the authorizations associated to the consumers budget, a new option was added to allow for easier Authorization Fiscal maintenance when appropriate. Menu: PSME22 A/P Services Service Authorizations - Option 8. SDP Authorization Fiscal Maintenance • This option can be used to Add money to a service when budget funds are increased. • Remove funds from a service and add them to another service • Is only available on Posted SDP authorizations with a Non Standard pay record • Is only available when the unit is one • This option will update the encumbrance fields in PAUTHM and the G/L encumbrance amounts. Note: Invoices must be processed through accrual in order to decrease available encumbrances on the authorization screen display.

22. New SDP Fiscal Maintenance • Input Authorization Number • Service Code • Subcode if any • Initials to process Authorization Edit

23. SDP Fiscal Maintenance con’t • Example Authorization

24. SDP Fiscal Maintenance con’t • Encumbered Amt + Paid Amt = Current AuthAmt

25. SDP Fiscal Maintenance con’t • To decrease the funds by 200 dollars • Input 14200.00 in New AuthAmt field (use decimal or do not type cents for whole dollar amounts) • <Enter> • F8=Update to complete the change • Edit & Post the authorization The system will not allow new auth amount to be less then total paid amount.

26. SDP Fiscal Maintenance con’t • To increase the funds by 200 dollars • Input 14600.00 in New AuthAmt field (use decimal or do not type cents for whole dollar amounts) • <Enter> • F8=Update to complete the change • Edit and Post the Authorization

27. SDP Fiscal Maintenance con’t • The authorization is in unposted status after it has been updated. If you fail to edit and post the authorization SDP invoices will fail when they are received by UFS from eBilling. This will create extra work for the RC and the FMS. • If you are moving funds between service codes and all the services are on one authorization, you must edit and post the first service, before you can access the second service record you need to change. • Option 8 SDP Fiscal Maintenance is only available for authorizations with an existing non-standard record. Standard Monthly Authorizations can be maintained through Option 1 Enter/Update Service Authorizations by creating a non standard record (F5) on service header screen.

28. Inbound Audit New Inbound Audit reports have been created for SDP Invoices. • Generated with the nightly job, or on demand • Similar to traditional but SDP specific (Viewed in eBilling or UFS) • PS817R1S – SDP Inbound Audit Report (Detail) • PS819R1S – SDP Inbound Audit Exception Report (Summary) • New to SDP (these are in the ebilling spool file only in UFS) • PS064SDIVR – SDP Invalid Invoice – Invoices cannot be processed in UFS and must be deleted via new SDP Invalid Invoice Delete Option (PSME23 Option 13) • PS064SDRGR – SDP Valid Invoice – Invoices that can be selected for batch and processed. (These invoices passed an initial authorization check)

29. Inbound Audit Examples

30. Invalid Invoice Example • If even one line fails the whole invoice fails. • Other reasons for failing: • Invamt > encamt (invoice amount is greater then remaining encumbered amount)

31. SDP Invalid Invoices • SDP Invalid invoice file is SINVINV • When the invoice has been deleted it will write to a file (SEBILOUT) to go back out to eBilling and mark the invoice as deleted and return the funds to the budget categories. • An email will be sent to the vendor administrator, however the information contained may not be sufficient for the vendor to address the issue. We recommend communicating with the vendor as well. • The FMS will enter a new Invoice • The FMS will be able to see the deleted invoice in their SDP Invoice History

32. SDP Invalid Invoices • To delete an Invalid Invoice go to the Accounts Payable Services Invoices Screen (PSME23) • Select Option 13 Delete SDP Invalid Invoices

33. SDP Invalid Invoices • Input Invoice Numbers from Report PS064SDIVR • Enter to verify • F2=Generate

34. Valid Invoice Example

35. Selecting for Batch • To process Valid Invoice go to Accounts Payable Services Electronic Billing – Option 1 - Select EB Invoices for Batch (PSEB01) – Only Valid Invoices

36. Selecting for Batch • Service Complete Y/N: • Since FMS will be able to submit multiple invoices for a service month/year on a service code, the Service Complete flag should be ‘N’. The Invoice Edit process will check for total service code, service M/Y encumbrance amounts to determine if funds are available. • New SDP Invoices Y/N field – this field can be left blank and will display all invoices • Service Codes – Do not filter for service codes since invoices will contain multiple service codes • Subscreen PS8101 – Only the first svc code on the invoice will display. Select Invoices you want to batch and process. • Invoices available to process in EB Batch are in the UFS file SINVOI

37. SDP Valid Invoice Process • After an SDP invoice has been selected for batch via PSEB01 Option 1 • The invoice is written to appropriate invoices files (PAPCTL, PSSPYL, & PSPPYM) • The invoice is marked with Invoice type ‘SD’ • Invoices are edited via PSME23 Option 5 or PSEB01 Option 4 Invoice Edit • There is NO Enter/Update on SDP Invoices • DO NOT create manual invoices for SDP services authorized through the budget.

38. SDP Invoice Edit • PSEB01 Option 4 or PSME23 Option 5 Edit Invoice • Selected via Initials • Will process through normal edit procedures plus an SDP edit • New edit criteria: • When there is more than one active, un-accrued invoice for the same vendor, authorization #, service code, and service month year. • The invoices will total together and then check against the available encumbrance in the Auth Pay record (PAUTHM) • If the total of the invoices is more than the available funds then the invoices will fail edit. • If the total of the invoices is equal to or less than the available funds, then the invoices will pass edit.

39. SDP Invoice Edit con’t • Failed Edit Error Report (existing PS004S01) • New error code ‘S’ will display on the invoice line with the error EXCEPTION/WARNING/ERROR LIST ---------------------------- ERRORS ------ 0 "M" = P&I/NON P&I MIXED 1 CSOFT RECORD NOT FOUND 2 DUPLICATE SVC/SUB FOR CLIENT 3 INSUFFICIENT COMMITTED FUNDS 4 SVC/SUB IS DIFFERENT ON AUTH 5 INVOICE IS NOT COMPLETE 6 INVALID G.L. ACCOUNT A SERVICE REQUIRES EQUAL DATES S INVOICES TOTAL > ENCUMBRANCE

40. SDP Invoice Edit con’t • What do you do with invoices that failed edit? • Review the available funds for the service and service month/year. • A/P Inquiry (PSME51) Option 16 Authorization DMA records

41. SDP Invoice Edit con’t • Determine what invoice(s) are appropriate to delete. • To Delete invoices that have failed edit • Menu A/P Invoices (PSME23) Option 10 Delete Invoice • The invoices will be marked with D status in PAPCTL/PSPPYL/PSPPYM and populate to SEBILOUT to go back out to eBilling SDP. • Funds will be returned to the budget in eBilling. • If you only delete some of the invoices, you can edit again to reprocess the other invoices

42. SDP Invoice Accrual and Payment There is no change to the functionality for accrual or payment. • PSME23 Option 6/PSEB01 Option 5 Accrue Invoices • PSME24 A/P Checks

43. Delete Paid SDP Invoice PSME23 Option 10 Delete Invoices – • Will D status Invoice • Create reversing JE • Populate SEBILOUT with invoice and D status. • When information is received by eBilling the Invoice will flag as deleted and funds will be returned to the consumers budget. • The FMS Vendor Administrator will receive a generic email stating the invoice was rejected.

44. Notes about Trust • Consumer Trust records should be setup as normal for all payee types. • Money management should be used for P&I and other non-budget covered payments that are paid through consumer funds. • Advanced Invoicing may be used to generate the B&C payment if the consumer residence provider is vendored, otherwise use money management. • The FMS should not be billing for B&C through the budget. You can use traditional service codes on SDP consumers. You can process P&I with a traditional service code if the consumers residence has been vendorized. Otherwise use an alternative method as described above.

45. System Operator Information The following slides contain information for the Regional Center System Operators only. • New data transfer options available under SYOPEB menu • Default values for Authorization Edit and Post screen • Default value for EB Batch screen • Printer Control for new reports

46. System Operator SYOPEB • To manually pump data through a UFS menu instead of eBilling • Option 8 and 9 added for SDP • Data transfer for SDP was added to the nightly process

47. Default Value for Auth Edit and Post screens • eMail the Application Support Team to set the default values for these screens. • Edit Report Type can be set with a default value

48. Default Value for Auth Edit and Post screens • eMail the Application Support Team to set the default values for these screens. • Authorization Posting Register can be set with a default value • Do you want SDP Posting Register question can be set with a default value.

49. Default Value SDP Invoices File name is SSDPINV. To set default: • Type update ssdpinvon the command line. • Input your RC initials in all CAPS. • <Enter> • Input a capital Y or N in the field SDP Inv Y/N: • <Enter> • F3 = Exit • <Enter> Returned to menu screen Note: Filler fields are for future use, do not input anything in them.

50. Printer Control • Printer Control is available for all the new SDP reports. • Printer control is accessed via menu SYOPMAIN Option 11 Update Report Printer Defaults