MCRCS Training (1-31-13) - Public Consulting Group

Report
Pennsylvania School Based ACCESS
Program Administrative Claiming System
Medicaid Cost Reporting & Claiming System (MCRCS)
www.pcgeducation.com
Agenda
• Financial Process Overview
• Medicaid Cost Reporting &
Claiming System (MCRCS)
walk-through
• Reporting Guidelines
• Benefits of the New Financial
Website
• Questions?
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Medicaid Administrative Financial Reporting
•
After the close of each quarter PCG will open the financial website
•
All allowable staff will be listed on the financial website
• This list feeds directly from the active staff in the staff pool list
•
•
Districts typically have 45 days to submit and certify their financial information for
the previous quarter
Website
•
•
https://costreporting.pcgus.com/Default.aspx?ReturnUrl=%2fpa
If you have trouble logging in, you should click on “Forgot Password” on the login
screen
• Your username is always your email address
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Login Screen
•
When you enter the web-address on your web browser, you will come to the
following page to login (Your User Name is always your email address)
4
Dashboard
•
Once you have logged in, you will be on the dashboard
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Quarterly Financial Submission

Districts will submit their financial information on a quarterly basis via the
Medicaid Cost Reporting and Claiming System (MCRCS)

Select “Quarterly Financial Submission” to begin
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Quarterly Payroll Information

Select “Quarterly Payroll Information” to begin entering costs
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Quarterly Payroll Information
•
The system has been pre-populated with information from the RMTS
Staff Pool Lists:
•
•
•
•
•
Last Name;
First Name;
Staff Employment Status;
RMTS Job Code; and
District Job Title. A user with the Report Edit role can edit some of the prepopulated fields.
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Quarterly Payroll Information

Contacts can enter financial information directly in the site or download to
an Excel spreadsheet, enter the financial information, and upload

Now choose how many records per grid to view (10, 20, 50, 100, or 500)
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Quarterly Payroll Information
•
•
•
You may click “Edit” next to the individuals name to enter their costs
This will open up the fields to the right of the employee and allow you to
enter costs
Click “Update” to save those costs
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Quarterly Payroll Information
•
•
•
You may also use export the list of employees, add costs, and import it back
into the system
To use the upload functionality, simply scroll down and click “Export”
After the file is updated, save it to your computer
•
•
•
Be sure to not change headers or delete columns or rows
Be sure to enter costs with no dollar signs or commas
Go back to the below section, browse for the file, and import it back in
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Quarterly Other Costs
•
Quarterly Other Costs
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Quarterly Other Costs
•
You may enter “other costs” for each job category
•
•
•
Staff Travel and Training costs
Staff Professional Dues and Fees
Materials and Supplies
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Direct Support Staff Costs
•
Click on the direct support staff costs tab
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Direct Support Staff Costs
•
•
•
Direct Support Staff were not included in the random moment time study
Direct Support Staff are strictly clerical and administrative staff that
support other staff included in the staff pool list (Must keep support
documentation)
Be sure to allocate percentage of costs with percentage of time spent
supporting
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Direct Support Staff Costs
•
You may type the names of the direct support staff and enter their costs
•
Must include allocation of time spent supporting
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Quarterly Edits
•
Click on the Quarterly Edits
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Quarterly Edits
•
•
•
•
•
You must ensure that all edits are resolved or explained before you may
certify your quarter
If you are entering an explanation for the costs, please be detailed and
answer the question “why”
Salaries Exceed Threshold
Benefits Exceed Threshold
No Payroll Information Reported
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Quarterly Certification
•
Click on the Quarterly Certification
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Quarterly Certification
•
Confirm totals and click certify
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Quarterly Certification
•
After you certified your costs, you will receive the Certified message which
means that you have completed the process
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Reporting Guidelines
•
Allowable Costs:
•
These are all represented by the individual participants available on the websystem
• Salary and Benefits (includes FICA, retirement and insurance)
• Operational Costs (travel/training, dues/fees, materials/supplies).
•
Non-Allowable Costs:
•
•
•
•
Federal Funds
State-Flow Through Funds
Third party costs
Costs included in the calculation of the Unrestricted Indirect Cost Rate
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Benefits of MCRCS
• Costs are per participant which makes it easier to tie the costs back
in the case of an audit
• PCG is able to perform detailed desk reviews
on the data submitted to ensure that you
are claiming all allowable costs
• Since the individual edit checks are done
online, it allows for you to have more
time to complete the financials
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Financial Frequently Asked
Questions
Q: I need to made revisions to my financials that I certified, but it is now
locked. How can I make changes?
A: You must contact PCG. If the claim has not been processed, we can roll-back
your quarter. If the claim has been submitted, we may be able to file an
adjustment for your district depending on whether the costs are increasing or
decreasing.
Q: I added a new staff person to the RMTS website on April 15th. I am entering
financial information for the July-September quarter and this person is still
not appearing. Why?
A: This is because there is no time study for the July-September quarter and the
staff pool list certified for the April – June quarter is also used for the JulySeptember quarter.
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Financial Frequently Asked
Questions (Cont.)
Q: Bob is listed on the financial spreadsheet, but left the district half-way
through the quarter. Since he had a direct replacement (Frank), whose
costs do I claim?
A: You may claim the costs for Bob up until the day he was replaced by Frank. After
that day, you may claim the costs for Frank through the rest of the quarter. You
may not claim both participant costs at the same time since they are only filling
one position.
Q: There are professional dues and fees that were incurred for Bob Barker,
but there is no field to enter these next to his name. Where do I enter
them?
A: You must enter these costs in the “Quarterly Other Costs” section and include
them in the job category section that Bob was listed under.
Q: What if I forgot my password to the new financial website?
A: #1 – Use the “Forgot Password” feature on the login screen
- Your User Name is always your email address
#2 – Call or email PCG to have us reset your password
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MCRCS Questions
The PA SBAP Team can be contacted at:
[email protected]
Please place “MCRCS” in the subject line of your email.
or
1-866-912-2976
You can find this presentation on the PA SBAP website, along with
your designated IU and other useful information:
http://www.publicconsultinggroup.com/client/paaccess/
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Public Consulting Group, Inc.
148 State Street, Tenth Floor, Boston, Massachusetts 02109
(617) 426-2026, www.publicconsultinggroup.com
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