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Elizabeth M. Whitehorn, Director

Provider Notice issued 07/22/02

Time Study Dates for FY '03 for Administrative Claiming

​To: ​Local Education Agencies
​Date: ​July 22, 2002
​Re: ​Time Study Dates for FY '03 for Administrative Claiming

The random time study dates to be used for each quarter in the 2002-2003 school year beginning October 1, 2002 are shown in the table below:

Quarter Starting Day for First 5 Day Block Alternative Start Date Starting Day for 2nd 5 Day Block Alternative Start Date
Oct.-Dec. '02 Wed., Oct. 30, '02 N/A Tues., Dec. 10, '02 N/A
Jan.-Mar'03 Tues., Feb. 18, '03 N/A Wed., Feb. 26,'03 N/A
April-June'03 Thurs., May 15, '03 N/A Thurs., May 29,'03 Tues., Apr.15,'03
July-Sept. ‘03 Thurs., July 31,'03 N/A Mon., Sept. 22,'03 N/A

The day sampling process uses two, five-day blocks of consecutive days. Section 410 of the Illinois Guide for School-Based Health Services Administrative Claiming (Cost Allocation Plan/CAP) explains this process.

410 Day Sampling

DPA will determine which days in a quarter are to be used for sampling of employees in a time study. DPA will provide each LEA with two random start dates for each quarter. All participating LEAs will use the random start date, along with the next four consecutive days in which school employees are required to report to work, as their representative week for a time study. Thus, each claim will consist of time study data from two five-day blocks of time for each quarter. DPA will determine random start days with a random number generator. The universe of days from which start dates may be selected will include typical school work days, which include every Monday through Friday, excluding Thanksgiving Day, the Friday after Thanksgiving and the week beginning on Christmas Day through New Years Day. To allow for a full five-day period, the last four typical schoolwork days from each quarter will be excluded as potential random start dates. To avoid overlap between two five-day blocks, the initially chosen five-day block will be eliminated as potential days for the selection of the second random start date for each quarter.

Using the table above, for the October – December 2002 quarter, LEAs will begin their first day of time studies on Wednesday, October 30, 2002 and continue for the next four consecutive days. The second five-day block will begin on Tuesday, December 10, 2002. If any five day block includes a day in which employees are not required to report to work, the LEA will simply extend the five-day block to the next scheduled workday. If for any reason, such as a spring break falling during the five-day block in a quarter, the random start date is to be treated as the random end date. Count backwards five days from the stated begin date to get your new start date.

 

For the April through June quarter, the second five-day block begins when some school districts may be closed for the summer. In such cases, there is no opportunity to extend the five-day block to the next workday in the quarter. Therefore, the alternative start date of Tuesday, April 15, 2003 was selected and should be used if necessary.

 

For the July through September 2003 quarter, start dates will only be used if your LEA has elected to time study employees during the summer quarter.

 

If you have any questions about this notice, or administrative claiming, please call me at 217-524-4976, or e-mail the Illinois Healthcare and Family Services.