Staff Training Billing and Reimbursement Process

Policy

This Information Bulletin outlines submission requirements for staff training billings and details reimbursement process for these billings. The Bulletin replaces Information Bulletin DD.16.073 dated January 2018. The training addressed by this Bulletin includes staff training reimbursement requests for Community Providers, Intermediate Care Facilities for Developmental Disabilities (ICF/DD) and Medically Complex Facilities for Individuals with Developmental Disabilities (MCDD).

Process and Procedures

The Division of Developmental Disabilities also referred to as the Division is notifying stakeholders of the following procedural changes:

1. Title 89: Part 140.20 ftp://www.ilga.gov/JCAR/AdminCode/089/089001400B00200R.html  Submittal of Claims states that to be eligible for payment consideration a bill must be received by the Department no later than 180 days after the date that the services were provided. Previously, the Division accepted submission of training billings up to two years after the training date. Now, Community Providers, ICF/DD and MCDD Facilities should submit reimbursement forms as staff complete training. However, any requests submitted after 180 days will be required to follow the Court of Claims procedures outlined by the Secretary of State of Illinois. The Division recommends all requests be submitted within 30 days after completion of training.
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 within 180 days from the date that the agency was informed of the error.
3. For each training type, the entire training must be billed on one line at one time. Partial billings will not be accepted or reimbursed.
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.
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.
6. Staff Training Reimbursement billing information provided must be for actual wages and fringes paid to the training staff, actual hours trained, and actual amounts incurred for other items. Providers should submit actual incurred costs. Reimbursements will be lesser amount not to exceed the ceiling rate.
7. Hours submitted over the allowable ceiling rate will not be paid without prior Department Authorization. Effective immediately, the Division will no longer reimburse DSP training hours in excess of 120 hours.
8. 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.
9. 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 January 1, 2019.