Maryann Durrant (USBE):
Now how to organize IEFs. Most sponsors keep the IEFs in a 3 ring binder, organized alphabetically by benefit category. So there’d be a section of IEFs approved at the free rate, all in alphabetical order, then the reduced, and paid, each with IEFs organized alphabetically. Some centers will have separate binders for each of the benefit categories. This might work better if you have a large amount of participants. We developed a claiming percentage snap shot that you could use if you wanted. It’s completely optional, but it’s a place for you to put in your free, reduced, and paid percentage numbers so that you can quickly and easily see what your numbers are and if it’d be to your advantage to update them.
One way to organize IEFs would be to have a specific binder or folder for the IEFs that you used in establishing your claiming percentages. Those would be the snap shot IEFs, you’d keep them in that binder regardless of if they’ve expired, you’d only change this folder if you updated your claiming percentages, which you’ll do at least one time per year. You would organize any additional IEFs that came in in a separate binder but move them over to the claiming percentage binder if you updated your percentages using them.
Please remember that these are suggestions. As long as you can locate the IEFs we need to see during the review, it’s up to you as to how it works best for you to organize them. We would never give you a finding for organizing something a different way than we suggested as long as you can locate the paperwork during the review.
Now on to the organization for the master list. You can keep either an electronic copy or a hard copy, either one is fine. We’d recommend printing or saving one for each month, but the requirement is only that you have an updated list, so monthly is just a suggestion. If you use a computer system such as Procare or Maggey for your master list, you’ll want to be careful about printing off a master list for a previous month and expecting it to be correct. We’ve found on some reviews that if the child’s benefit category has been updated, it will retroactively update the benefit category so the master list printed off at the later date doesn’t reflect what actually happened at that time. If you’re printing the list, put it in a folder that is clearly labeled with the month and year. Make sure that the master list for the month you established claiming percentages is easy to locate. You could label the file folder with a sticky note or file tab that says “Claiming Percentages” or something similar.
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