School-Based ACCESS Program
Funds that are reimbursed from the federal Medicaid School-Based ACCESS Program (SBAP) for direct health-related services are kept in Local Education Agency (LEA) specific accounts at the Pennsylvania Department of Education (PDE). To receive these funds, each LEA must complete form PDE-352 and submit it to the Bureau of Special Education (BSE) along with a short narrative explaining what the funds will be used for and how they will expand or enhance special education programs. The chief administrative officer must sign this form. Funds may be used to support the education of any special education student, not only those who are Medicaid eligible. Once the funds have been approved for disbursement, PDE-352 is sent to the Comptroller's office for processing. Funds are transferred to the LEA's local bank account approximately two months after the request is received by BSE. Narratives are filed along with copies of the PDE-352.
Do not send copies of invoices or purchase orders. Provide a general description of the items or services purchased and their effect on the special education program. If possible, bundle several small requests and submit on one form. It is more cost effective to process two or three large requests per year per school district than ten or twelve small ones. The Comptroller's office will not process requests that are under $1,000.00.
There are several restrictions on the use of ACCESS funds. They must be used within the special education program. They may not be used to supplant professional positions that the LEA has been supporting. They may not be transferred to the district general fund and used outside the special education program. The following list of acceptable uses of ACCESS money is a sampling.
Allowable School-Based ACCESS Expenditures
(Use Form PDE-352)
Personnel
New professional special education positions (teachers, therapists)- salaries and benefits
Special Education classroom instructional aides-salaries and benefits
Personal Care aides-salaries and benefits
School Based Access Program coordinators-salaries and benefits
Nurses-salaries/benefits for percentage of time spent with special education students
Clerical support staff for ACCESS record keeping-salaries and benefits
Clerical support staff for the special education program for the time spent in direct
student support (typing, filing, mailing of IEPs, ERs, Invitations to IEP meetings)
-salaries and benefits.
Substitutes for special education classes for teachers attending IEP meetings or trainings
Access Program Costs
Copiers
Computers
Paper Supplies
Equipment Maintenance
FAX machine
Printers
File Cabinets
Internet access for purposes of accessing Leader’s Web-Based Program; e.g. SBAP Billing program and IEP writer program
Training
CPR and First Aid Training
Conferences and Workshops for Special Educators and Administrators
Inclusion Conferences and Workshops for Regular Educators
Parent Training for Special Education
Manuals or other materials required for training programs
Property
Student computers
Staff computers when they are used for writing IEPs, ERs, lesson or treatment plans, or record keeping
Specialized furniture for students
Treatment room furniture
Furniture needed for computer use
Televisions and VCR s (with closed caption capability)
Portable stair climbers
Wheel chairs
Computer networking
Swimming pool lifts
Therapy equipment
Contracted Services
Psychological testing
Specialized transportation outside the regular school transportation system
Training for staff
Community based program costs
Maintenance contracts on computers, copiers, etc.
Transportation
Refitting specialized buses with car seats, seat belts, etc.
Specialized buses for special education transportation
Supplies
Personal care supplies for special education students
Health room supplies for special education students
Paper supplies needed for School Based ACCESS Program, IEPs, ERs, or other student specific documents
Student and Curriculum Specific
Field trips that are tied to the curriculum
Speakers and programs brought into the school
Programs above the ESY provided by the district such as swimming lessons, additional community based programs
Tests
Books
Software
Workbooks
Adaptive feeding equipment
IEP writer programs and support /training needed for implementation
Instructional materials
Teacher manuals
PDE-352 Available Here (excel)
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