UCS Utilization Detail Reports
The utilization detail report with samples
is also available in Word.
The UCS Detail Reports are run within the first few business day of each month. The reports stored on VESID’s internal network available to VESID staff and individual vendor reports can be e-mailed to the vendor. The report lists all UCS services authorized for consumers with service start dates within the report’s contract period (usually one year). All vouchers or cancellations against those authorizations that has been entered into VESID’s financial system will be listed after each authorization. Check numbers for vouchers are not available on this report at this time.
The report will be run, for a given contract period, after the end of each month in that contract period and will continue to be run for a few months after the end of the contract period. It is possible for a vendor to get two reports each month for the first few months of a contract period. One report would be for the previous period and the other report would be for the current period. The reports identify the contract period covered and the e-mail’s subject line includes the period’s start and end years (09 – 09, 10 – 10, …).
The information on the report includes the service authorized, the person the service was authorized for (name and VESID ID), the person’s current status code, the VESID office and counselor the case is currently assigned to, authorization number and authorization line number, authorization start and end dates, units authorized and contracted rate for unit based services and amount authorized. If there have been and vouchers or cancellations processed against the authorized service, they will be listed including date the transaction was processed, start and end dates for the transaction (billing period for vouchers), units for rate based services and amount. If there are any vouchers or cancellations against the service, a balance line will be printed. This information can be used to resolve differences between the vendor’s information and VESID’s information. There can still be differences between VESID’s information and information sent to and processed by the Comptroller.
There is a summary page(s) at the end of the report listing, by service, units contracted, contract rate, units authorized, units cancelled, units authorized minus units cancelled and units vouchered for each office with contracted services and statewide totals. This page can be used to monitor contract utilization.
Vendors who wish to receive this report will need Microsoft Word or a program capable of reading Word documents, WinZip (available at www.winzip.com for $29.95) and an e-mail account the report can be sent to. The report is sent as a zipped/encrypted attachment to e-mail from VESIDCONTRACTS@mail.nysed.gov. Vendors may need to have their IT people allow zipped/encrypted attachments through their firewalls from the above e-mail address. To start receiving the reports, a vendor should contact VESID’s contract unit (THodder@mail.nysed.gov) and provide their contract number, their VESID vendor code and the e-mail address for the reports to be sent to.
Reports e-mailed to vendors can be saved locally and then opened. If the computer they are opened on has WinZip and Word installed, double-clicking on the file will open WinZip with a box listing the files included in the zip file. There will only be one file listed in the box. Double-clicking on the file in the box will result in a prompt for a password. Enter the password and the report will open in Word.
The vendor will be given the password when they request the reports be e-mailed to them. The password will not change unless absolutely necessary. All vendors will be notified if the password changes.
If a vendor has requested the reports and doesn’t receive them in the first week of the following month, they should contact JCebula@mail.nysed.gov or PDockstader@mail.nysed.gov.
You may view a sample of the utilization detail report with identifying information replaced.