20 CAR § 403-903 – Claims submission

(a)
1. (1) Claims for reimbursement of expenses incurred for nursing assistant training costs shall be submitted to the Department of Human Services monthly on Form DMS-755.
2. (2) Claims for the expense month can be submitted no earlier than the first day of the month or the last day of the month following the expense month.
3. (3)
  1. (A) The report forms will be designed to capture the above cost categories by use area in either formal approved or combined cooperative training.
  2. (B) Therefore, documentation of these costs should be accounted for in a manner consistent with these categories.
(b)
1. (1) Claims must be submitted to the department within thirty (30) calendar days following the end of the expense month.
2. (2) Claims not submitted timely or claims that are incomplete will not be accepted for payment and shall be returned to the facility.
3. (3) Corrected claims must be submitted within fifteen (15) calendar days of the date returned.
(c)
1. (1) A claim for reimbursement may not be submitted for any month in which no students completed training.
2. (2) Unclaimed costs in this circumstance may be carried over to the month when students complete training and will still be subject to the four hundred eighty dollars ($480) maximum cost limit per student (see 20 CAR § 403-904, maximum cost limit).
(d) All submitted claims must include a copy of each trainee’s Certificate of Completion from the training program and a copy of the department-issued criminal records check.
(e) Determination letter. In accordance with 20 CAR § 404-203(a)(1), the facility must complete the criminal record check for each trainee prior to conducting the nursing assistant training or prior to sponsoring the trainee through the letter of intent to employ provisions as specified in 20 CAR §§ 403-901(b) and 403-902(13).
(f) Reimbursements are not allowed and shall be denied to facilities for the following:
1. (1) Individuals listed on the Adult and Long-term Care Facility Resident Maltreatment Central Registry with a disqualification status due to a substantiated administrative finding of abuse, neglect, misappropriation of resident property, or a disqualifying criminal record in accordance with Arkansas Code § 20-38-101 et seq.;
2. (2)
  1. (A) Individuals listed on the registry with an expired certification.
  2. (B) These individuals are not required to be retrained and may retest in accordance with 20 CAR § 403-603(c); and
3. (3) Individuals who, prior to training, did not complete a criminal record check in accordance with Arkansas Code § 20-38-101 et seq.
(g)
1. (1) All claim forms (DMS-755) must be submitted with original signatures of the nursing facility administrator.
2. (2) Copies will not be accepted.