1. Presented by: The SMAA Workgroup
LGA MAA/TCM
Annual Conference 2017
SMAA: What’s New?
Presented by: The SMAA Workgroup

2. Agenda The new released SMAA manual The RMTS System
SMAA-What’s New?
Agenda
The new released SMAA manual
The RMTS System
Reviewing the RMTS invoices
Reviewing the backcast invoices
Comprehensive Audit File
Other Topics

3. SMAA Manual Recently approved by CMS Effective January 1, 2015
SMAA-What’s New?
Recently approved by CMS
Effective January 1, 2015
Designed to clarify and enhance school staff participation
Requires RMTS as the only authorized claiming methodology in California
Defines RMTS implementation
Clarifies coding of IEP related activities

4. SMAA Manual
SMAA-What’s New?
Enhanced reimbursement (75%) rate for Medi-Cal related translation activities
Limits claimable amount for vendor fees (15%)
Clarifies proper claiming of administrative fees charged to claiming unit
Record Retention – five years after the date of payment for that claim
New RMTS invoice

5. The RMTS System
SMAA-What’s New?
The RMTS System Software Platform is a computer-based system that utilizes the Internet to generate and catalog time survey moments
Public Consulting Group (PCG) is our current system provider

6. The RMTS System Levels of Access LEA Coordinators LGA Coordinators
SMAA-What’s New?
Levels of Access
LEA Coordinators
LGA Coordinators
RMTS Host/Admin. Hub.
DHCS
PCG (system provider)
Fairbanks (coders)
TSPs – through a LINK only when submitting their moments

7. The RMTS System
SMAA-What’s New?
The LGA Coordinator performs time survey management through the RMTS system. Utilization of the system includes but not limited to:
Monitoring moments
Resending moments
Vacating TSPs and moments
Monitoring compliance
Downloading multiple reports

8. Reviewing The RMTS Invoice
SMAA-What’s New?
Accurate Time Survey percentages for each code – LGA SMAA Collaborative results
TSP Roster – use the Quarterly Participant Snapshot (QPS) report
TSP Roster for Averaged Quarter
Indirect Cost Rate (ICR)
Medi-Cal Percentage
Signature pages

9. Reviewing The RMTS Invoice
SMAA-What’s New?
Accurate Time Survey percentages for each code – LGA SMAA Collaborative results
TSP Roster – use the Quarterly Participant Snapshot (QPS) report
TSP Roster for Averaged Quarter
Vendor Fee Calculation (15% limit); annualized starting FY 15/16 ivoice submission
Indirect Cost Rate (ICR)
Medi-Cal Percentage
Signature pages

10. Reviewing The Backcast Invoice
SMAA-What’s New?
Accurate Time Survey percentages for each code
Use averaged collaborative results of first four quarters of RMTS: FY 14/15 quarters 3 and 4; FY15/16 quarters 1 (averaged) and 2
No unauthorized job classifications (page 6-6 of the current SMAA manual)
TSP Roster (CUFG) for Averaged Quarter (Q1)
15% Vendor Fee limit applies to all deferred invoices

11. Reviewing The Backcast Invoice
SMAA-What’s New?
LGA Submission Due Dates: Group 1: June 30, 2017 Deferred invoice claims >$25,000 from SFY 09/10 – SFY 10/11 Group 2: December 31, 2017 Deferred invoice claims >$25,000 from SFY 10/11 All deferred claims from SFY 12/13 Group 3: June 30, 2018 All deferred claims from SFY 13/14

12. Developing A Comprehensive Audit File (SMAA Manual, Section 7)
SMAA-What’s New?
Developing A Comprehensive Audit File (SMAA Manual, Section 7)
Federal regulations require that all records in support of allowable SMAA activities must be retained for a minimum of five fiscal years after the payment of that claim. If an audit is in progress, or is identified as forthcoming, all records relevant to the audit must be retained throughout the duration of the audit, or the final resolution of all audit exceptions, deferrals and/or disallowances whichever is later.

13. Developing A Comprehensive Audit File (SMAA Manual, Section 7)
SMAA-What’s New?
Developing A Comprehensive Audit File (SMAA Manual, Section 7)
Each claiming unit must develop an Audit File/Operational Plan (OP) beginning the first quarter in which a time survey is conducted.
Each claiming unit must develop and maintain an audit file of comprehensive documents in support of the invoice prior to its submission to DHCS.
The OP components are subject to review by the LEC/LGA, DHCS, and/or CMS upon submission of the invoice.

14. Developing A Comprehensive Audit File (SMAA Manual, Section 7)
SMAA-What’s New?
Developing A Comprehensive Audit File (SMAA Manual, Section 7)
The operational plan should include:
RMTS Time Survey Data
Duty Statements
Invoice documents
Refer to pages 7-2 and 7-3 of the SMAA manual for the Audit File/Operational Plan checklist.

15. Quality Control Three Levels of Review for quality control:
SMAA-What’s New?
Quality Control
Three Levels of Review for quality control:
LEA Coordinator Review
LGA Review
DHCS Review

16. Quality Control LEA Coordinator Review:
SMAA-What’s New?
Quality Control
LEA Coordinator Review:
Ensure that the OP is complete and accurate
Accuracy of invoices
Complete invoice supporting documents
Monitoring moments regularly
RMTS response compliance
Coding review

17. Quality Control LGA Coordinator Review: Continuous Training
SMAA-What’s New?
Quality Control
LGA Coordinator Review:
Continuous Training
Site Visits, desk reviews
Accuracy of invoices
TSP Universe List
Ensure that all LEAs meet the required RMTS response compliance rate
Moments Coding Review (10% minimum)

18. Quality Control DHCS Review: TSP Universe List
SMAA-What’s New?
Quality Control
DHCS Review:
TSP Universe List
Coding Review ( minimum of 10%)
Financial Reporting
Documentation Compliance
Monitor LGAs at least once every 3 years (site visits or desk reviews)

19. Questions