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SHARS Certification of Funds Letter Waived Notary Requirement and Electronic Process Expires June 30, 2021

Last updated on 6/14/2021

This is an update to the article titled, “Second Update to ‘Certification of Funds Letter to be Emailed to SHARS Providers,’” which was posted on this website on November 19, 2020.

The update is that the interim process of the waived requirement for notarization of certification of funds (COF) letters is set to expire on June 30, 2021. The COF letter emailed to providers and the submission of the electronic COF form temporary process will expire June 30, 2021.

Effective July 1, 2021, the process that was in place prior to the COVID-19 public health emergency will be reinstated. Through this process, Texas Medicaid & Healthcare Partnership (TMHP) mails the quarterly COF statement to School Health and Related Services (SHARS) providers after the end of each quarter of the federal fiscal year (October 1 through September 30) when providers have funds that must be certified.

Providers will receive a mailed letter and must submit a notarized paper COF response letter to TMHP by mail. Providers can review and update their mailing address if needed by accessing the Provider Information Management System (PIMS) through their secure TMHP portal. If providers would like their COF letters mailed to a different address than other letters, providers can specify that the mailing address change is for the COF letter only.

TMHP will allocate a grace period for accepting the electronic COF letter through July 31, 2021. Effective August 1, 2021 after the grace period has ended, if TMHP receives an electronic COF letter, TMHP will direct SHARS providers to return a notarized COF letter via mail.

Providers may refer to the Texas Medicaid Provider Procedures Manual, Children’s Service Handbook, Volume 2, Section 3.5.3.1, for more information regarding the current COF requirements.

For more information, call the TMHP Contact Center at 800-925-9126.