Sonoma County Office of Education

LEC and LEA Responsibilities

This page describes the responsibilities for the Region 1 Local Education Consortium (LEC), the Sonoma County Office of Education (SCOE), and its LEAs.

Sabrina Dawson, Fiscal Analyst

Region 1 LEC
Sonoma County Office of Education
5340 Skylane Boulevard
Santa Rosa, CA 95403
(707) 524-2765

General Role of the LEA Claiming Unit:

  • Adhere to all rules and regulations of the MAA Manual.
  • Enroll with Regional LEC or LGA and maintain a current contract with them.
  • Participate in MAA claiming procedures training.
  • Prepare an audit file before invoicing.
  • Conduct time surveys as required and monitor performance of participants.
  • Retain eligibility in the LEA billing program.

Each LEC/LGA has a contract with the LEA that further outlines specific activities the LEA must perform.

Mission of the LEC Committee

The DHCS-MAA Education Advisory Committee will represent the interests of LEAs choosing to participate in MAA through their regional LEC. The committee will be charged with the development of documentation outlining MAA participation requirements. The committee will oversee the operational aspects of LEC participation in the MAA program and will facilitate the analysis of MAA policies and procedures. The committee will also make policy recommendations for consideration by DHCS.

Role of the LEC Committee

The DHCS-MAA Education Advisory Committee, otherwise known as the LEC Committee, has the following roles and responsibilities. SCOE, as LEC for Region 1, participates on the LEC Committee.

  • Make recommendations to DHCS regarding MAA program policies and procedures.
  • Exchange information between LECs and DHCS.
  • Educate LEAs in MAA program policy and procedures.
  • Assist in maintaining the integrity of the MAA program.

Training and Technical Assistance

  • Attend statewide or regional LEA MAA training sessions conducted by the DHCS, the CDE, the MAA Advisory Committee, and others as required.
  • Ensure that local LEA training is conducted in a timely manner to maintain compliance with MAA policies and program requirements.
  • Ensure a mechanism for providing MAA updates to both the fiscal and the program staff of the LEAs
  • Identify areas of LEA training needs within the LEC region.
  • Inform the DHCS and LEC Committee of the need for statewide or regional training or local technical assistance.

Review and Coordination of Required Documents

  • Be actively involved in the preparation, review, and timely submission of program-required documents including MAA Claiming Plans and amendments, LEC/DHCS MAA Contracts, Host County/LEC Agreements and Participation Fees, etc.
  • Ensure the processing of LEC/LEA subcontractor agreements.
  • Oversee the preparation and timely submission of MAA invoices, ensuring that claims do not duplicate reimbursements received from other payment mechanisms.
  • Develop, establish, and maintain MAA program-monitoring procedures, information, and documents.

Compensation for the Performance of LEC Responsibilities

MAA is a Federal Financial Participation (FFP) program. Fifty percent (50%) of all MAA Coordination and Claims Administration activities will be reimbursed. Allowable costs may include the salaries and benefits of the LEC staff performing the activities, applicable operating expenses, and appropriate overhead expenses.

California state statute allows the LECs to charge the participating LEAs an "administrative fee." Payments for approved MAA claims will be made directly to the LEC. Therefore, the LEC may secure payment of this administrative fee through the retention of a percentage of the amounts forwarded to the participating LEAs. The determination of the fee charged to the participating LEAs may be based on one or more of the three (3) factors noted below.

State legislation requires that all participating LECs pay an annual Participation Fee to pay for a portion of the costs of the state Department of Health Care Services to administer the MAA program. The annual fee also pays for a consultant to serve as an advocate for all participating programs and to provide statewide technical assistance. In addition, it pays for the costs of meeting and training facilities. Fees are based on actual or projected claiming amounts. For the last three (3) years, this fee has been approximately one percent (1%) of claiming amounts.

The LEC may choose to charge participating LEAs an additional percentage for the services the LEC provides on their behalf. This percentage may be based on the level of services required by the LEAs.

The LEC may choose to retain a percentage of paid claims to maintain an audit reserve. This factor does not provide compensation for the LEC. However, it protects the LEC in the event of a LEA audit exception.

Program Policy

  • Ensure that MAA policies and program requirements are clearly understood and complied with by all participating LEAs.
  • Actively participate in policy discussion and provide constructive input for decision-making and problem resolution through the related Work Groups. Inform the MAA/TCM Host County Liaison of the DHCS assigned analyst of program issues requiring policy clarification or revision.

Information Flow

  • Receive and review all MAA related correspondence, including information and policy directives for the DHCS, the California Department of Education (CDE) and information from the federal government liaison Center for Medicaid Services (CMS).
  • Ensure that pertinent information is forwarded to affected staff/programs in a timely manner.
  • Maintain a roster of LEA contact persons within the region who must receive MAA information.
  • Respond promptly to requests for information from DHCS, the CDE, and CMS.
  • Ensure that all MAA program-related correspondence directed to and sent from the LEAs is routed through the LEC.
  • Inform the MAA Regional Coordinators of changes in LEC/LEA contact information.
  • Receive and disseminate MAA reimbursements.