Catastrophic Cost Reimbursement

The catastrophic cost program is open April 5 – April 30, 2018 for use by traditional school districts, community schools and JVSD’s to submit reimbursement requests for costs exceeding the threshold to educate K-12 students with disabilities in Categories 2-6 during the 2016-17 school year.  For traditional school districts, in most cases the students are those who reside in and are educated by that school district.  However, if another school district or career tech center educates the student and files excess cost against the resident school district, that district may request catastrophic cost reimbursement of the excess cost filed against it if the cost exceeds the threshold.  In addition, traditional districts, which enrolled nonresident students with disabilities for whom tuition and excess cost could not be charged to the district of residence pursuant to RC 3313.64(F), may request catastrophic cost reimbursement for those students.

Changes for requesting catastrophic cost reimbursement have been made to the program and a new Catastrophic Cost Manual and detailed calculation spreadsheet have been added to the materials on this page.  However, use only the FY17 spreadsheet located below or in the catastrophic program under the tab “User Manuals and Forms” to upload student information and costs to the program.

The calculations for catastrophic cost reimbursement are on an annualized basis.  This is a change from previous years.  For example, a student enrollment was for 4/9 of the year with a monthly cost of $9,000 for a contracted education program.  The expense would be $81,000, not $36,000.  The FTE will reduce the actual cost for the student within the program calculation, similar to excess cost. Another way to calculate the annual cost for a student who did not receive services for the entire year is to divide the actual cost by the FTE of the student.  This yields the annual cost to be entered.  The system will multiply the FTE to generate the actual cost.

FY17 costs from all funds may be reported when requesting catastrophic cost reimbursement, whereas only costs from the General Fund may be reported for excess cost. Since the program automatically populates the regular education teacher cost, administrative cost and staff support cost as a per capita cost from the General Fund, you may override those costs with supporting documentation if some or all the costs were from funds other than the General Fund by entering specific costs for those categories.

The deadline for filing requests for catastrophic cost reimbursement is April 30, 2018.  Please submit your requests as soon as possible to give school finance area coordinators and Office of Exceptional Children staff adequate time to review and approve the applications.  Our goal is to approve applications in time for the reimbursements to be paid before the end of the FY17 fiscal year, but every application (over 11,000 statewide last year) must be individually reviewed and approved, which is a time-consuming task.
Catastrophic Aid is available as a supplemental payment to districts, joint vocational schools, and community schools for special educational students in funding categories two through six.  This reimbursement is available to the financially responsible district or school for any child in categories two, three, four or five whose educational and related expenses exceeded $27,375, and any child in category six whose expenses exceeded $32,850 in the prior fiscal year.

All applications for reimbursement must be submitted through this web-based tool.  The User Manual and spreadsheet for uploading students and their costs are below.  District-wide per capita costs for regular teacher salary and benefits, staff support, and administration will automatically appear on the student application once uploaded.  District can edit these costs and provide supporting documentation if an alternative amount should be used for any of these three cost items.

Last Modified: 4/3/2018 10:21:26 AM