Each quarter, MSB collects information from you in order to compile and submit your quarterly Administrative Activity Claim (AAC). The expenditures you report in the claim include, among other costs, the actual costs for out of district tuitions paid during the quarter.
We have come to learn from Executive Office of Health and Human Services (EOHHS) that if the district is prepaying tuitions in one quarter, only the portion of the costs that are attributable to that quarter can be claimed in that quarter’s AAC claim. The prepaid costs that are attributable to subsequent quarters can be claimed in the corresponding quarter’s AAC claim. In the case of prepaid tuition that represents the entire year, the prepaid amount should be divided by four – with ¼ of the tuition to be reported in each quarter that the child attends and receives services at the Out of District school.
The district should track the actual expenditures in each quarter and report as closely as possible the respective amount of costs for that quarter’s services. Districts should maintain whatever documentation is necessary to demonstrate that the student was in attendance for the reported quarter and that the prepaid tuition reflects the services rendered in the particular quarter .
We expect that EOHHS will release an updated AAC Guide in the near future with this clarification. When the AAC Guide is updated, we will update the Guide that is on our website.
Should you have questions, please do not hesitate to contact Steve Courter.