2.2 Components

Administrative Expenditures Section

Administrative Expenditures Section Walkthrough:

This section of the RSR should only contain expenditures covering the administration of the School Health Services Program in the LEA. 

Examples of Administrative Costs by Category

1. FTE/Contracted Personnel: Can include salary for the Medicaid program coordinator, certain indirect costs, or contracted personnel to administer the Medicaid program. 
2. Equipment/Material/Supplies: Can include supplies needed for the administration of the Medicaid program (ex: supplies for the Medicaid coordinator). This would not include equipment, materials, or supplies that would be categorized under a health service category.
3. Professional Development/Trainings:  Can include travel to health-related conferences or trainings, or membership related fees to those organizations like the National Alliance for Medicaid in Education (NAME).
4. Other Administrative Costs: Can include costs not clearly captured by other administrative expenditure categories like billing agency fees.

Health Services Expenditures Section

Health Services Expenditures Section Walkthrough:

This section of the RSR should only contain expenditures related to providing health services to students. Expenditures can be categorized across six (6) categories, outlined below:

1. Nursing
2. Mental Health
3. Student Health
4. Special Services Provider
5. Outreach & Enrollment
6. Transportation 

Each category has five (5) subcategories, outlined below:

• FTE/Contracted Personnel
• Equipment/Material/Supplies
• Professional Development/Trainings
• Screenings/Assessments
• Assistance/Emergency Funds

The next module will cover each main category in detail, providing a definition for the category, as well as what each subcategory may contain.

(B) Equipment/Materials/Supplies

(C) Professional Development/Trainings

(D) Screenings/Assessments

(E) Assistance/Emergency Funds

What goes in this Health Service category?

Expenditures in this category can include psychology, social work, counseling, behavior therapy, suicide prevention, anti-bullying programs and other mental health services. It may also include assessment tools, curriculum, and mental health training for staff to provide tools used to deliver mental health services.

(A) FTE/Contracted Personnel

Districts may hire or contract with a Psychologist, Social Worker, Counselor, or Applied Behavior Analyst.

Example expenditures:

• Salary & benefits for professionals providing mental health services like school Psychologists, social workers, counselors, or Applied Behavior Analysts.
• Contracted hours for FTE in the above examples.

(B) Equipment/Materials/Supplies

This broad category includes all health-related equipment, materials, and supplies directly related to the Mental Health category. Purchases in this category may also be for use by personnel under the Mental Health category. Some examples may include general office supplies, stability balls, sensory swings, weighted blankets, etc.

Example expenditures:

• Supplies or equipment used to supply the LEA crisis team.
• General office supplies, including printing costs to be used by FTE or activities under this category. Printing of educational brochures on mental health topics, as an example.
• Equipment purchased for a quiet room, or other room used for mental health-focused activities. This can include items like white noise machines, journals, and weighted blankets.

(C) Professional Development/Trainings

This category includes staff development and training. It could also include health-oriented materials such as books and computer software used for staff development and for attending conferences and trainings related to the Mental Health category. Costs in this category may also include purchase of curricula focused on mental health topics such as bullying-prevention or suicide-prevention.

Example expenditures:

• Registration and/or travel costs associated with a mental health-focused training event or conference.
• Costs associated with providing a mental health-focused training like mental health first aid or crisis prevention training.
• Membership dues tied to health-related professional organizations, if it is needed to receive additional professional development.

(D) Screenings/Assessments

Expenditures associated with screenings or assessments conducted by FTE/Contracted Personnel identified in the Mental Health category may be included in this section. Examples of expenditures may include mental health screening software. 

Example expenditures:

• Costs related to evaluating students for a mental health diagnosis. This is not restricted to evaluations associated with Individualized Education Plans (IEP).
• Contracts with external providers that provide screening or assessment services.
• Mental health screening or assessment software expenses.

(E)Assistance/Emergency Funds

Assistance or emergency funding to help low income students access basic health-related necessities. Costs in this category may include vouchers to assist with services relevant to the Mental Health category. 

Example expenditures:

• Creation of a fund to support emergency student mental health services.
• Vouchers to provide access to students that need external mental health services.

What goes in this Health Service category?

Expenditures in this category may include health-related assistive technology, costs associated with health-related case management services, sub-contracted services for dental or physician services or follow-ups, health education curriculum or instruction for students not categorized in the Mental Health category, or health-oriented feeding programs such as providing breakfast to low-SES students.

(A) FTE/Contracted Personnel

Districts may hire or contract with a licensed Physician, Vision Specialist, or Care Coordinator. 

Example expenditures:

• Salary and benefits for licensed physicians, vision specialists, care coordinators, paraprofessionals, or health & welness coordinators.
• Contracted hours for any of the above FTE examples.

(B) Equipment/Materials/Supplies

This broad category includes all health-related equipment, materials, and supplies directly related to the Student Health category. Purchases in this category may also be for use by personnel under the Student Health category. Some examples may include health-related educational pamphlets, health-related assistive technology, wheelchairs, hearing aids, etc. 

Example expenditures:

• Items like wheelchairs, crutches, changing tables, or other specialized equipment purchased for student use.
• Supplies like health-related educational pamphlets for broad use in schools.
• Health-related assistive technology like hearing aids, text-to-speech software, or other communication devices.

(C) Professional Development/Trainings

Expenditures in this category may include purchases of health-related curricula for classroom or group settings. Other purchases may also include staff development and training to deliver curricula (Train the Trainer). It could also include health-oriented materials such as books and computer software used for staff development and trainings related to the Student Health category. Note: Mental health related professional development/trainings would be best categorized under the “Mental Health” category.

Example expenditures:

• Non-mental health focused training directed to students like nutrition education, life skills training, or physical health-related programming.
• Non-mental health focused training directed to FTE under this category like education to paraprofessionals on health-related care, or certifications for CPR/First Aid.
• Travel and other costs associated with attending a health-related conference for FTE under this category.

(D) Screenings/Assessments

Costs associated with screenings or assessments conducted by FTE/Contracted Personnel identified in the Student Health category may be included in this section.

Example expenditures:

• General health screenings provided by FTE under this category.
• Screening software to aid in the screening of students.

(E) Assistance/Emergency Funds

Assistance or emergency funding to help low income students access basic health-related necessities on a limited basis. Expenditures in this category may include vouchers for dental or physician visits and follow-ups, or other services relevant to the Student Health category.

Example expenditures:

• Dental, or other health-related service, vouchers for students needing additional assistance.
• Establishment of a nutrition-assistance program for low-socioeconomic status students.

What goes in this Health Service category?

Expenditures in this category may include services delivered by an Audiologist, Physical Therapist, Occupational Therapist (or Certified Occupational Therapist Assistant), Speech Language Pathologist, or other Special Services Provider not covered in the Nursing or Mental Health Category.

(A) FTE/Contracted Personnel

Districts may hire or contract with a Speech Language Pathologists (including SLPAs), Physical Therapists (including PTAs), Occupational Therapists (including COTAs), or Audiologist. 

Example expenditures:

• Salary and benefits for positions like Speech Language Pathologists (SLP), Occupational Therapists (OT), Physical Therapists (PT), Audiologist, and Orientation & Mobility Specialist (O&M)
• Contracted hours from an organization for FTE in the above examples.

(B) Equipment/Materials/Supplies

This broad category includes all health-related equipment, materials, and supplies directly related to the Special Service Providers category. Purchases in this category may also be for use by personnel under the Special Service Providers category. Some examples may include general office supplies, hand exercisers, adaptive tricycles, walkers, adaptive devices, gait belts, exercise bands, etc.

Example expenditures:

• Diagnostic equipment used by professionals under this category 
• Sound amplification systems used by hearing-impaired students, usually under the guidance of an SLP.
• Full body swings used by OTs or PTs for students with limited mobility and coordination.

(C) Professional Development/Trainings

This category includes staff development and training. It could also include health-oriented materials such as books and computer software used for staff development and for attending conferences and trainings related to the Special Service Providers health service category.

Example expenditures:

• Health-related, professional organizations conference expenses, including travel-related expenses.
• Professional development for FTEs in the SSP category.
• Licensure renewal fees required to provide health services for students.

(D) Screenings/Assessments

Costs associated with screenings or assessments conducted by FTE/Contracted Personnel identified in the Special Services Providers category may be included in this section. Examples of expenditures may include software related to speech and language related screening. 

Example expenditures:

• Testing or assessments forms used by an SSP, like a speech assessment used by an SLP.
• Costs associated with upkeep or calibration of screening equipment used by a provider.

(E) Assistance/Emergency Funds

Assistance or emergency funding to help low income students access basic health-related necessities on a limited basis. This may include funds for vouchers.

Example expenditures:

• Vouchers providing health services for students in the community.
• Creation of a fund to cover health-related needs for students.

What goes in this Health Service category?

Expenditures in this category can include activities related to referral services, enrollment support, translation services, insurance outreach activities, parenting training and services, or other outreach/enrollment services delivered.

(A) FTE/Contracted Personnel

Districts may hire or contract personnel for outreach services, translation services, or other relevant role compatible with the Outreach & Enrollment category.

Example expenditures:

• Salary & benefits for FTE covering outreach and enrollment services for Medicaid or CHIP, including any translation services.
• Outreach and enrollment specialists working at a local public health department.
• Contracted hours from an organization for FTE in the above examples.

(B) Equipment/Materials/Supplies

This broad category includes all health-related equipment, materials, and supplies directly related to the Outreach & Enrollment category. Purchases in this category may also be for use by personnel under the Outreach & Enrollment category. Some examples may include general office supplies, educational pamphlets, or other material related to outreach and enrollment.

Example expenditures:

• General supplies, including printing, for the outreach & enrollment office.

(C) Professional Development/Trainings

This category includes staff development and training. It could also include health-oriented materials such as books and computer software used for staff development and for attending conferences and trainings related to the Outreach & Enrollment category. 

Example expenditures:

• Training for parents on different topics related to this category like Medicaid or CHIP eligibility information or enrollment.
• Any related costs to events related to this category, including translation services.
• Sponsoring events to improve Medicaid-related outreach efforts for underserved populations.

(D) Screenings/Assessments

Costs associated with screenings or assessments conducted by FTE/Contracted Personnel identified in the Outreach & Enrollment category may be included in this section. 

Example expenditures:

• Software or other costs relating to screening for Medicaid or CHIP eligibility.

(E) Assistance/Emergency Funds

Assistance or emergency funding to help low income students access basic health-related necessities on a limited basis. This may include funds for vouchers. 

Example expenditures:

• Establishing a fund to provide emergency health services or supplies to uninsured or underinsured populations, while in the process of enrolling for Medicaid.
• Providing temporary assistance to uninsured/underinsured students who need health services, and who were identified by the Outreach & Enrollment office.

What goes in this Health Service category?

(A) FTE/Contracted Personnel

Districts may hire or contract with a Bus Aide or other relevant role appropriate for the Transportation category. 

Example expenditures:

• Salary and benefits for transportation related FTE like specialized bus drivers, bus aides, paraprofessionals, or other FTE providing health-related transportation services to students.
• Contracted hours from an organization covering FTE in the above example.

(B) Equipment/Materials/Supplies

This broad category includes all health-related equipment, materials, and supplies directly related to the Transportation category. Purchases in this category may also be for use by personnel under the Transportation category.

Example expenditures:

• Purchasing, maintaining, or replacing costs for specialized transportation vehicles.
• Equipment for vehicles like safety vests, camera systems for contact tracing, or specialized restraints for buses.
• Specialized equipment like wheel chair lifts added to vehicles.

(C) Professional Development/Trainings

This category includes staff development and training. It could also include trainings like CPR, First Aid, or other health-oriented training relevant to the Transportation. 

Example expenditures:

• Health-related training provided to FTE under this category, like CPR/First Aid certification for bus drivers.
• Any costs associated with attending health-related trainings for FTE under this category.

(D) Screenings/Assessments

Costs associated with screenings or assessments conducted by FTE/Contracted Personnel identified in the Transportation category may be included in this section. 

Example expenditures:

• Costs associated with screenings provided by FTE under this category.

(E) Assistance/Emergency Funds

Assistance or emergency funding to help low income students access basic health-related necessities. Costs in this category may include items like vouchers for transportation services in areas with low access to health care providers or pharmacies. 

Example expenditures:

• Transportation vouchers to ensure students are able to receive a health-related service in the community.

Other RSR Sections

Aside from the cover page, administrative, and health services section, the RSR also has a section covering annual notifications, intention to continue participation, and a final acknowledgements page. Completion of these other sections will not only ensure a successful submission, but will help CDE in reviewing the RSR to limit the administrative burden on the LEA.

The video below will cover these other sections present in the RSR:

Annual Notifications & Intent to Continue Participation RSR Section

The purpose of this section is to ensure that public agencies are compliant with the regulations set forth by the U.S. Department of Education regarding the annual notification requirements under the Individuals with Disabilities Education Act (IDEA). Additionally, this section aims to confirm the district's intention to participate in the School Health Services program for the fiscal year specified.

Note: Both questions serve to help CDE better assist LEAs. Answers not in the affirmative will simply trigger a follow-up from the CDE School Health Services to ensure no further support to the LEA is required.

Final Review RSR Section

The purpose of the Final Review section is to ensure that all information and data presented in the report are accurate, complete, and in compliance with relevant CDE School Health Services Program guidelines. This section serves as the last checkpoint before the report's submission, emphasizing the importance of thoroughness and accuracy.

Relevant Support Tools

Report Narrative Support

The purpose of this document is to assist LEAs in writing their narratives in the RSR. This topic is also covered in this course. Click on this link to visit the Report Expenditure Narratives module. Otherwise use the link below to access a 1-page PDF on the topic.

Click here to download the Report Narratives Support document (PDF) 

Category Transition Support Tool

LEAs who are transitioning from a previous set of categories, which were discontinued on the RSR as of October 2020, can use this tool to complete their RSR. The tool also serves to assist any LEA in understanding how their expenditures may be categorized.

Click here to download the Category Transition Support Tool (PDF)

The Reimbursement Spending Report Cheat Sheet

LEAs may use this excel tool as a placeholder for data that they will eventually submit to the Reimbursement Spending Report to CDE. This excel document collects the same information as the real RSR, with the exception of the annual notice acknowledgement and the intent to continue participation. This tool also has an optional calculator that LEAs can use to review their data. 

Note: The Reimbursement Spending Report Cheat Sheet serves only as a support tool. LEAs must submit their RSR through the Formsite link.

Click here to download the Reimbursement Spending Report Cheat Sheet (XLSX)

Below is a video overview of the tool: