Information Letter No. 09-75

August 3, 2009

Page 2

August 3, 2009

To: Home and Community-Based Service (HCS) Providers

Texas Home Living (TxHmL) Waiver Providers

Subject: Texas Department of Aging and Disability Services

Chief Financial Office

Information Letter No. 09-75

Cutoff Dates for Miscellaneous Claims and Year-end Closeout Processing

This letter notifies providers of the following important claims processing cutoff dates. Please review the information detailed in the remainder of this letter:

·  FY07 Miscellaneous Claims Cutoff: NOON Friday, August 7, 2009

·  FY09 Claims Processing Cutoff: NOON Friday, August 21, 2009

Miscellaneous Claims

September 1, 2009, starts a new state Fiscal Year (FY09). This is a reminder that, with the fiscal-year change, any claims for services performed in FY07 (September 1, 2006 – August 31, 2007) that are received after NOON Friday, August 7, 2009, will become miscellaneous and cannot be paid through the MR CARE System.

Miscellaneous claims occur when the service dates on a claim are earlier than the current fiscal year plus the two prior fiscal years. Claims for services that are less than eight years old and/or those that total less than $50,000 owed to a single legal entity are paid on a first-come, first-served basis using funds appropriated during each legislative session. Miscellaneous claims that total over $50,000 and/or are for services more than eight years old cannot be paid except as a special line item in the State budget.

End of Year Processing Schedules

DADS must receive all claims for FY09 processing prior to NOON Friday, August 21, 2009, in order to process them routinely through the Claims Management System. The following DADS End of Fiscal Year 2009 Processing Downtime Schedules calendar is being provided below for your use.

DADS End of Fiscal Year 2009 Processing Downtime
Provider Type / For claims submitted on: / Comptroller expected to issue warrant on:
HCS/TxHmL / §  NOON August 21, 2009
§  August 28, 2009 / §  August 27, 2009
§  September 4, 2009

Note: Dates provided are based on the best information available at time of publication and are subject to change.

Important: The date payments are issued to your account will vary by the financial institution you bank with. To obtain information about the status of claim payments, providers may access the Texas Comptroller of Public Accounts website at https://ecpa.cpa.state.tx.us and choose the State-to-Vendor-Payment Info-Online-Search link.

Providers should continue to enter claims as usual throughout the FY09 claims processing closeout period.

If there are questions regarding the above information, contact DADS Provider Claims Services (PCS) Hotline staff at 512-438-2200, option 5.

Sincerely,

[signature on file]

Gordon Taylor

DADS Chief Financial Officer

GT: nmp