Medi-Cal Quarter · LEA BOP interim claim
The eleven numbers on your quarterly Medi-Cal claim, from your own ledger, in the portal's order.
Drop the general ledger export for the quarter and Medi-Cal Quarter returns the five cost pools and six revenue buckets the Department of Health Care Services portal asks for on Steps 5 and 6 of the LEA Medi-Cal Billing Option Program interim claim. Laid out row for row like the portal, tied to your file, with the exclusions in the open before you key a single field.
First-quarter claims open in October. Your ledger export is all it takes.
| Step 5 · cost pools | Portal row | Amount |
|---|---|---|
| Non-admin salaries | 1 | 11,406,212.37 |
| Non-admin benefits | 2 | 4,118,900.15 |
| Admin salaries | 3 | 1,012,455.80 |
| Admin benefits | 4 | 366,201.44 |
| Admin other costs | 5 | 88,740.19 |
| Tie-out to the export, after exclusions | ties | 16,992,509.95 |
Sample district. Each amount carries a copy on its line and a tick for each one keyed; the exclusions are listed with their amounts.
Schedule B
What comes back every quarter
| MCQ-01 | The eleven numbers, in the portal's order Five cost pools for Step 5 (non-admin salaries and benefits; admin salaries, benefits and other costs, by function and object range) and six revenue buckets for Step 6 (federal, LCFF, other state, other local, other financing sources, contributions), laid out row for row like the two portal pages, with a copy on every line and a tick for each one keyed. | Free, every quarter |
| MCQ-02 | Tie-out and open items Every pool ties back to the export total, and each exclusion is listed with its amount: federal resources 3000 through 5999, resource 5640, and anything posted to Period 13. Rows that landed somewhere odd are called out before you key. | Free, every quarter |
| MCQ-03 | Support schedule The Step 7 workpaper as a PDF: each pool traced to its function and object ranges, the exclusions with their totals, and figures that reproduce the keyed numbers to the cent. Built from the same export, so the paper and the claim cannot drift apart. | With your license |
| MCQ-04 | Worksheet An .xlsx with a sheet for every pool and bucket, the ledger rows behind each amount, the exclusions and the tie-out. One file for the next audit. | With your license |
| MCQ-05 | Record of what was keyed Freezes the eleven amounts with the portal confirmation and the files behind them, so the claim reconciles to the ledger later even after the ledger moves. Builds the year-so-far table quarter by quarter, which is where the annual reconciliation starts. | With your license |
Procedure
How a quarter flows
- Export the quarter.
The general ledger detail export you already pull, for the three periods of the quarter. Period 13 is never part of a quarter, and the tool says so if it finds one.
- Drop it in the browser.
The file is read on your machine, the way SACS Pre-Flight reads a .dat file. The eleven numbers, the tie-out and the open items come back in seconds.
- Key the portal from the card.
Open the portal view, or the keying card as a small window beside the portal, and copy each amount into its field. Tick it as you go. Nothing of ours ever runs on the portal page.
- Keep the paper.
Record what was keyed, attach the support schedule at Step 7, and the year builds up quarter by quarter toward the annual reconciliation.
Founding districts
The eleven numbers, free. The paper, free through June 2027.
- WhoCalifornia LEAs that file their own LEA BOP interim claim, or key it themselves while a billing vendor runs the encounter side. The first five districts.
- CostThe eleven numbers, the tie-out and the open items are free for every district, every quarter. The support schedule, the worksheet and the keyed record are free for founding districts through June 30, 2027, then $1,000 per district per year, flat. Never per quarter or per seat.
- In returnTell us where a pool disagreed with your own workpaper. That is the whole commitment.
- Optional, laterWith your chief business official's okay, a listing here as a founding district. Never asked before your third quarter.
- LeavingEither side can stop at any time. Your schedules and worksheets are already files on your own machine.
First-quarter claims open in October. Send your district's name and the quarter you want to start with, and a founding spot is yours if one of the five is open.
Ask for a founding spottyler@districtfiscaltools.org. If you got an email from us, replying to it does the same thing.
The method behind Medi-Cal Quarter produced one California district's Step 5 and Step 6 figures for its 2025-26 first-quarter claim from a single ledger export, tied to the ledger to the cent, with the Step 7 support file built from the same ledger.
Notes
What stays where
The export is parsed in the browser. Nothing is uploaded, nothing is stored, and we never see a line of it. The same way SACS Pre-Flight has worked since day one.
No extension, no bookmark, nothing installed. The keying card is a window from the tool, set beside the portal, and the portal only ever sees what you paste.
Federal resources 3000 through 5999, resource 5640 and Period 13 are excluded the way the portal instructions say, and each exclusion is printed on the schedule with its amount, so an auditor sees them the way you do.
The encounter side of the claim stays with whoever runs it today. This is the cost side, from your own ledger, checked before it is keyed. The interim pools true up at the annual reconciliation, and the year-so-far record is where that reconciliation starts.
Same shop, same rule. Your SACS Other Export gets the same treatment before the Official Export runs: SACS Pre-Flight runs every technical review check on it, free, in your browser, nothing uploaded.