SHARS FFY25 Maximum Cost Allocation Ratio Numerators
HHSC has collected data from the Texas Medicaid & Healthcare Partnership (TMHP) to provide the Local Education Agencies (LEAs) participating in the School Health and Related Services (SHARS) program with their maximum cost allocation ratio numerators for federal fiscal year 2025 (FFY25).
Cost Allocation Ratio Numerators
The cost allocation ratio numerators for each LEA were calculated using paid interim claims data from TMHP. They represent:
- The number of Medicaid students with at least one paid interim claim for a SHARS direct medical service for the Individualized Education Program (IEP) ratio numerator,
- the number of Medicaid students with at least one paid transportation interim claim for the Specialized Transportation Services IEP (STS IEP) Student Count numerator, and
- the total number of paid transportation interim claims for the One-Way Trip (OWT) ratio numerator.
These numerator values are provided as a file in the new State of Texas Electronic Provider System (STEPS).
Downloading Maximum Ratio File
- Login to STEPS and Open the SHARS Cost Report for FFY25.
- Navigate to the end of the Cost Report to the File Upload Section.
- Download the file labeled “LEA Document” as an excel file.
- Review the “FFY 2025 Max Ratios for STEPS” tab, this will contain the maximum IEP numerator, STS IEP numerator, and OWT numerator for your LEA.
Compliance Risk Assessment Form
As a reminder, per 1 TAC §355.8443, in order to be eligible to be included in the cost allocation ratio numerators, students must be enrolled in Medicaid, have paid interim claims, and have parental consent on file to bill Medicaid.
Medicaid and parental consent information can be provided by completing the Compliance Risk Assessment Form available download on the PFD SHARS website under the “SHARS Compliance Risk Assessment Form” heading. Submission of this form is optional, however, failure to submit this form, or the submission of an unnotarized form will subject the LEA to more in-depth reviews of all supporting documentation. When providing ratio documentation, ensure that your LEA is redacting all data for non-Medicaid individuals and Medicaid individuals without parental consent. Refer to the following notice (.pdf) for more information on this updated guidance.
For questions regarding this notice, contact the HHSC SHARS staff at (512) 730-7400 or by email. LEAs can also contact their assigned School-Based Medicaid Resource and Training (SMRT) team Reimbursement Analyst (RA) by emailing the SMRT mailbox.
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