Staff Training Billing and Reimbursement Process

Helping Families. Supporting Communities. Empowering Individuals.
Illinois Department of Human Services
Division of Developmental Disabilities
Information Bulletin
DD.16.073

Staff Training Billing and Reimbursement Process
January, 2016

Policy

This Information Bulletin outlines submission requirements for staff training billings and details reimbursement process for these billings. The Bulletin replaces Information Bulletin DD.14.034 dated January 2014. The training addressed by this Bulletin includes staff training reimbursement requests for Community Providers, ICF/DD and SNF/PED Facilities.

Process and Procedures

The Division of Developmental Disabilities (The Division) is notifying stakeholders of the following procedural changes:

  1. Previously, the Division accepted submission of training billings two times per year. Now, Community Providers, ICF/DD and SNF/PED Facilities should submit reimbursement forms as staff complete training. Agencies shall endeavor to submit all reimbursement requests no later than August 15th following the fiscal year in which the training was delivered; however, any requests submitted after August 15th will be processed and paid out of the next fiscal year. The Division recommends all requests be submitted within 30 days after completion of training. All reimbursement requests received and date stamped after August 15th shall be processed in the next fiscal year.
  2. All bills for reimbursement must contain the correct training code and correct number of required training hours. Submissions may include only one type of training per line. Reimbursement requests containing same staff on multiple lines for the same training will be returned to the agency for revisions and resubmission. In such cases, the resubmission must be completed and returned so they are received by August 15th.
  3. For each training type, the entire training must be billed on one line at one time. Partial billings will be accepted and reimbursed. However, there will be no further reimbursement for that individual for that same training type in the designated fiscal year as noted in the Staff Training Reimbursement Manual. As an example: QIDP Continuing Education hours should be submitted for a minimum 12 hours with the training end date being the last date Continuing Education hours were taken. DO NOT submit billings for 6 hours on one billing and an additional 6 hours on another billing for the same individual for the same fiscal year. This second billing request will be denied and returned to the Agency. These codes and the appropriate hours are clearly defined in the Staff Training Reimbursement Manual dated April 3, 2000.
  4. All submissions must be signed and dated by an administrator or authorized representative of the submitting agency. Reimbursement requests not completed with ALL information will be rejected and returned to the agency for revision and resubmission. In such cases, the resubmission must be completed and returned with receipt by August 15th.
  5. Submissions must not contain billing end dates for multiple fiscal years. Reimbursement requests containing billings reflecting multiple fiscal years will be rejected and returned to the submitting agency for revisions and resubmission. In such cases, the resubmission must be completed and returned with receipt by August 15th.
  6. Staff Training Reimbursement billing information provided must be for actual wages and fringes paid to the training staff, actual hours trained and amounts actually incurred for other items. Providers should submit actual incurred costs. Reimbursements will be lesser amount not to exceed the ceiling rate. 
  7. Reimbursement submissions shall be mailed to the attention of: Department of Human Services, Division of Developmental Disabilities, Staff Training Reimbursements, 600 East Ash Street, Building 400, 2nd Floor, Springfield, IL 62703.
  8. Questions related to this Information Bulletin can be directed to the email address: DHS.DDDBCR@illinois.gov.

Effective Date

The effective date for these procedural changes is immediately upon release of this Information Bulletin.