Fairbanks released 2 important email memos on Friday, July 19th regarding 2025 annual RMTS.

One is a training reminder regarding their four AUGUST training opportunities for Primary and Secondary LEA employees. Remember – each LEA is REQUIRED to have at least two (2) DISTRICT EMPLOYEES trained EACH YEAR for RMTS in order to access their Participant List for SHARS.  The other email further details those training requirements.

Please see copy of their posting below:

Random Moment Time Study (RMTS)

Mandatory Annual Training for Local Education Agency (LEA)

Federal Fiscal Year 2025

(October 2024–September 2025)

TRAINING REMINDER #1

 

Random Moment Time Study (RMTS) annual training is mandatory for all Local Education Agencies (LEAs) that wish to participate in the Medicaid Administrative Claiming (MAC), School Health and Related Services (SHARS) programs, or both. The Texas Health and Human Services Commission (HHSC) conducts all training sessions.

*NEW* HHSC has made the following changes to RMTS training:

1. HHSC will no longer have “Initial” and “Refresher” trainings. These trainings have now consolidated into one single training.
2. First quarter trainings will begin in August 2024.
3. Fourth quarter training added in April 2024.
4. Morning training will begin at 9:00 a.m.
5. February 2025 and April 2025 RMTS trainings are make-up trainings for those granted permission by Time Study only.

Annual training is mandatory for at least two district employees (Primary RMTS Contact and Secondary RMTS Contact) designated by the entity as RMTS Contacts. A third-party vendor, Shared Service Arrangement (SSA), or Cooperative Education (Co-op) training credit will not count as fulfilling a district’s annual training compliance. The

Primary RMTS Contact is responsible for ensuring the district complies with all RMTS requirements and serves as a liaison between HHSC and their district participants.

• A Primary RMTS Contact must complete annual training (August 2024) before the first quarter participant list (PL) closes on September 13, 2024.
• A Secondary RMTS Contact must complete annual training (November 2024) before the second quarter PL closes on December 13, 2024.

If a district has multiple Secondary RMTS Contacts who are district employees, the primary contact may select one person who will be responsible for completing the annual training. Each district is notified of any upcoming training throughout the entire fiscal year.

The HHSC Provider Finance LEA Training Information webpage provides details about training requirements, training registration, and a list of contact information for school districts.

Upcoming Training Sessions for Federal Fiscal Year 2025:

To register for fiscal 2025 RMTS training, click the training date in the “registration” column of the training date of your choice and fill out the form. Please make sure the selected training date adheres to the training deadline date for your contact role as either primary or secondary. The training dates with the asterisks represent the last training date available for the primary and secondary RMTS contact to meet training compliance. Third and fourth quarter RMTS trainings are only for districts with new onboarding staff resulting in staff changes during the second and third quarter time study periods.

 

Table 1. 2025 Training Dates.

Date	Program	Mode	Start	End	QTR	Registration
8/06/2024	LEA	Webinar	1:00 p.m.	3:00 p.m.	1st	Register 8/06
8/08/2024	LEA	Webinar	9:00 a.m.	11:00 a.m.	1st	Register 8/08
8/13/2024	LEA	Webinar	1:00 p.m.	3:00 p.m.	1st	Register 8/13
8/22/2024*	LEA	Webinar	9:00 a.m.	11:00 a.m.	1st	Register 8/22
11/05/2024	LEA	Webinar	1:00 p.m.	3:00 p.m.	2nd	Register 11/05
11/14/2024*	LEA	Webinar	9:00 a.m.	11:00 a.m.	2nd	Register 11/14
2/04/2025	LEA	Webinar	1:00 p.m.	3:00 p.m.	3rd	Register 2/04
2/13/2025	LEA	Webinar	9:00 a.m.	11:00 a.m.	3rd	Register 2/13
4/08/2025	LEA	Webinar	1:00 p.m.	3:00 p.m.	4th	Register 4/08

* The last training dates available for the primary and secondary RMTS contact to meet training compliance.

Note: The training times are central standard time. If you are more than 15 minutes late to any training, you are automatically ineligible to receive training credit.

Once a district’s Primary and Secondary RMTS contact have completed their required two-district employee annual training, the district will be in full training compliance for the current federal fiscal year. Compliance with the RMTS annual training requirement is required for continued program eligibility.

 

Full access to the online time study system is granted when the annual training requirement is met. Districts that fail to adhere to the RMTS training requirements will not be eligible for RMTS, MAC or SHARS. The district will also be unable to submit a MAC claim for the quarter or submit a SHARS cost report for the entire fiscal year.

RMTS contacts may check training status in State of Texas Automated Information Reporting System (STAIRS), 24 hours a day, 7 days a week, by following the steps below:

1. Log into Fairbanks: www.Fairbanksllc.com.

1. Select the “Manage” tab.
2. Select “Manage Training Status.”

An RMTS Contact training is separate from a training for a MAC and SHARS Financial Contact. MAC and SHARS contact trainings are both different, held separately, and offered near their actual financial reporting period. It is mandatory for the MAC Contact to attend the MAC Financial training and the SHARS Contact to attend the SHARS Cost Report training to access the online financials.

Information about the MAC Financial and SHARS Cost Report training sessions is available at the links provided below.

• MAC – https://pfd.hhs.texas.gov/medicaid-administrative-claiming/mac-independent-school-districts-isd/mac-isd-training-information
• SHARS – https://pfd.hhs.texas.gov/acute-care/school-health-and-related-services/shars-training

If you have any questions, please contact the Texas Health and Human Services Commission (HHSC) Time Study Unit at Timestudy@hhs.texas.gov or at (737) 867-7794.