VA form 10-5588

OMB Approval No. 2900-0160
Estimated Burden: Avg. 30 min.

INSTRUCTIONS FOR STATE HOME REPORT AND STATEMENT OF
FEDERAL AID CLAIMED

1. USE OF VA FORM 10-5588, STATE HOME REPORT AND STATEMENT OF FEDERAL AID CLAIMED
The VA Form 10-5588 consists of several parts. This report is a monthly statement of gains and losses, days of care, average daily census,
total per diem cost, per diem claimed and total amount claimed for hospital, nursing home, domiciliary, and adult day health care. The State
home will be paid monthly. Payments will be made only after the State submits a completed VA Form 10-5588.
a. One copy of the monthly statement of account will be submitted by each State home to VA medical center of jurisdiction by the end of the
5th workday after the close of each monthly report period.
b. VA medical center of jurisdiction staff will review each monthly report for accuracy, resolve any discrepancies with the State
home, make payment by electronic fund transfer and file the report. A report should not be accepted by a VA medical center staff if the report
is incomplete (i.e., all appropriate blanks are complete and report is signed by the State home administrator and State employee when under
management contract arrangement).
c. The original monthly statement will be verified and signed by the VA medical center staff person assigned as the point of contact for
oversight of the State Home Program and forwarded in duplicate to the Business Office for audit and payment. On completion of VA
accounting certification, one copy of each report will be sent to VA Central Office, not later than the 15th workday after the month ends. This
information is used to prepare the quarterly program reports of expenditures that are the basis or long range budget projections. The VA
Central Office copy will be addressed to: Chief Consultant/Chief State Home Per Diem Program, Office of Geriatrics and Extended Care
(114), VA Headquarters, 810 Vermont Avenue, NW, Washington, DC 20420.

2. GENERAL INSTRUCTIONS
a. Enter the last day of the calendar month covered by the report in the box labeled "For Month Ending."
b. Enter line entries for domiciliary, column A; nursing home, column B; hospital, column C; or adult day health care, column D in
appropriate columns.
c. Lines 1 through 13 are to be completed for each level of care. Lines 1-9 will be completed as a monthly veteran residents accountability.
Lines 10- 13 will be completed as the end of month resident accountability.
(1) Line 1, Total Veteran Residents Remaining End of Prior Month. Enter the number of veteran eligible residents present and remaining on
the rolls of the State home as of midnight on the last day of the prior month. Entries on this line will be the same as those shown on line 9 for
the prior month.
(2) Line 2, Admissions (Change of Status). Enter the number of eligible veterans whose status was changed by transfer from one level of care
to another.
(3) Line 3, Admissions (Other). Enter the number of eligible veterans admitted to the State home during the report month.
(4) Line 4, Return From Leave of Absence of 10 consecutive overnight absences at a VA or other hospital and for the first 12 other types of
overnight absences in a calendar year.
(5) Line 5, Discharges (Change of Status). Enter the number of eligible veterans whose status was changed by transfer to another level of care
in the State home. The total entries on line 2 and 5 for the month will be the same.
(6) Line 6, Discharges (Others). Enter the number of eligible veterans who were discharged from the State home or dropped from the rolls,
except for deaths.
(7) Line 7, Deaths. Enter the number of eligible veterans who died during the report month. Attach a separate sheet to identify deaths by
name.
(8) Line 8, Leave of Absence of 10 consecutive overnight absences at a VA or other hospital and for the first 12 other types of overnight
absences in a calendar year
(9) Line 9, Total Veteran Residents Remaining End of Month. Enter the number of eligible male and female veterans present and remaining
as of midnight on the last day of the report month. This entry will be equal to the sum of lines 1, 2, 3 and 4 minus lines 5, 6, 7 and 8.
(10) Line 10, Non-Veteran Residents Remaining End of Month. Enter number of residents not eligible for reimbursement by VA that are
present on the last day of the report month. DO NOT REPORT eligible veteran residents in this cell.
(11) Line 11, Total Nursing Home Care Veterans that are 70% Disabled or Admitted for a Service Connected Condition. Enter number of
residents included on line 9, that are over 70% service connected disabled or admitted for a service connected condition.
(12) Line 12, Female Veteran Residents Remaining at the end of the month.
VA FORM
MAY 2009

10-5588

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CONTINUED INSTRUCTIONS FOR STATE HOME REPORT AND STATEMENT OF FEDERAL AID
(13) Line 13, Total Veteran Days of Care Provided. Enter total number of days of care provided, including days of care for eligible veterans
with 10 consecutive overnight absences and for the first 12 other types of overnight absences in a calendar year. One day of care may be
counted for a veteran on the day the veteran is admitted. A day of care is not counted on the day of discharge. A gain and a loss on the same
day will be reported as one day of care. When accounting for Nursing Home Care use lines 13a and 13b.
(13a) Line 13a, Total Veteran Days of Care Provided for Nursing Home Care. Enter total number of days of care provided to veterans 70%
or more disabled or admitted for a service connected disability, including days of care for eligible veterans with leave of absence of 10
consecutive overnight absences at a VA or other hospital and for the first 12 other types of overnight absences in a calendar year. One day of
care may be counted for a veteran on the day the veteran is admitted. A day of care is not counted on the day of discharge. A gain and a loss
on the same day will be reported as one day of care.

3. INSTRUCTIONS FOR MONTHLY SUMMARY STATEMENT ACCOUNT.
a. Column E, Days of Care, Lines 14, 15, 16, and 17. Enter from line 13 the data in columns A for domiciliary, C for hospital care and D for
adult day health care to show the total number of days for each level of care for the month. Enter from line 13b for B for nursing home care
to show the total number of day for Nursing home Care for patients less than 70% service disabled or not admitted for a service connected
condition. One day of care may be counted for a veteran on the day the veteran is admitted. A day of care is not counted on the day of
discharge. A gain and a loss on the same day will be reported as one day of care.
b. Column F, Average Daily Census, Lines 14, 15, 16, and 17. Enter the average daily census computed by dividing the appropriate entry in
column J by the number of calendar days in the month, carried to one decimal place.
c. Column G, Total Per Diem Cost, Lines 14, 15, 16, and 17. Enter on the appropriate line the total per diem costs for the month computed in
accordance with relevant cost principles set forth in the Office of Management and Budget(OMB) Circular number A-87, dated May 4,
1995, "Cost Principles for State, Local, and Indian Tribal Governments." The total per diem cost will include the direct and indirect costs
appropriate for each level of care.
d. Column H, Per Diem Claimed, 14, 15, 16, and 17. Enter the authorized (VA approved per diem rate for the Fiscal Year) per diem rate or
one-half the amount shown in column L carried to two decimal places whichever is the lesser, for the appropriate level of care. VA will pay
monthly one-half of the cost of each eligible veteran's care (domiciliary, nursing home, hospital or adult day health care) for each day the
veteran is in a facility recognized as a State home, not to exceed the approved per diem rate for that level of care.
e. Column I, Total Amount Claimed.
(1) Line 18. Verify that the total amount claimed in line 17 does not exceed one-half the sum of products of entries in columns E and I, lines
14, 15, 16 and 17.

4. INSTRUCTIONS FOR CLAIM PER DIEM PAYMENTS OF 70% SC VETERANS IN STATE NURSING
HOMES.
a. Column J, Days of Care, Lines 19 and 20 total number of days for each level of care for the month. Including days of care for eligible
veterans absent 10 consecutive overnight absences at a VA or other hospital and for the first 12 other types of overnight absences in a
calendar year. One day of care may be counted for a veteran on the day the veteran is admitted. A day of care is not counted on the day of
discharge. A gain and a loss on the same day will be reported as one day of care. Total on line 21.
b. Column K, Total Veterans, Lines 19 and 20. Enter the total number of eligible veterans present on the last day of the report month on line
21.
c. Column L, Rate Per Day of SC Vet, 19 and 20. Use prevailing rate chart or (G) 15, whichever is less.
d. Column M, Amount Claimed, Lines 19 and 20. Enter the total amount by adding line 19 to line 20.

5. OPERATING BEDS
a. At the end of each month, State home management will enter the current operating bed capacities for domiciliary, nursing home, hospital
or adult day health care in the appropriate spaces on Page 2 of the report form.b. Also on Page 2, facility management will enter bed
capacities approved by VA. The approved bed capacity and the operating beds should be the same number of beds. If operating beds are
closed for any reason, facility management is required to provide the date of closure, expected date the beds will be operational, type of bed
(domiciliary, nursing home, hospital, or adult day health care), and the reason for the closure. Please specify if these beds were constructed
with federal funds. Information related to closed beds may be entered under "Remarks".

6. CERTIFICATION
a. The facility management must certify that the information in the report is correct by signing and dating the report.
b. If the facility is operated by an entity contracting with the State, the State must assign a State employee to monitor the operations of the
facility on a full-time, on site basis. This State employee must also certify that the information in the report is correct by signing and dating
the report.
VA FORM
MAY 2009

10-5588

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STATE HOME REPORT AND STATEMENT OF
FEDERAL AID CLAIMED
NAME AND ADDRESS OF STATE HOME

VA FACILITY

TO

FROM
FOR MONTH ENDING

PAY TO

CHANGES IN RESIDENCY FOR THE MONTH
LINE
NO.

DOMICILIARY
(A)

ITEM

1

TOTAL VETERAN RESIDENTS
REMAINING AT END OF PRIOR MONTH

2

ADMISSIONS (Change of status)

3

GAINS

NURSING
HOME CARE
(B)

HOSPITAL
(C)

ADULT DAY
HEALTH CARE
(D)

HOSPITAL
(C)

ADULT DAY
HEALTH CARE
(D)

HOSPITAL
(C)

ADULT DAY
HEALTH CARE
(D)

ADMISSIONS (Other)

4

RETURNS FROM LEAVE
OF ABSENCE

5

DISCHARGES (Change of status)

6

DISCHARGES (Other)
LOSSES

7

DEATHS

8

LEAVES OF ABSENCE

TOTAL VETERAN RESIDENTS
AT END OF THE MONTH

9

STATUS AS OF THE END OF THE MONTH
LINE
NO.

DOMICILIARY
(A)

ITEM

10

TOTAL NON-VETERAN RESIDENTS
AT THE END OF THE MONTH

11

TOTAL NURSING HOME CARE VETS
THAT ARE 70% OR MORE SC OR IN NEED
OF NH CARE FOR A SC CONDITION

12

FEMALE VETERAN RESIDENTS
REMAINING AT THE END OF THE MONTH

NURSING
HOME CARE
(B)

TOTAL DAYS OF CARE FOR THE MONTH
LINE
NO.

DOMICILIARY
(A)

NURSING
HOME CARE
(B)

TOTAL DAYS OF CARE FURNISHED TO
VETERANS WHO ARE ELIGIBLE FOR PER
DIEM PAYMENTS (Excluding 13a)

13
13a
VA FORM
MAY 2009

ITEM

TOTAL DAYS OF CARE FURNISHED TO
VETERANS 70% OR MORE SC OR IN NEED OF
CARE FOR A SC CONDITION

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STATE HOME REPORT AND STATEMENT OF FEDERAL AID CLAIMED CONTINUED
CLAIM FOR BASIC PER DIEM PAYMENTS FOR ELIGIBLE VETERANS
LINE
NO.

FEDERAL AID CLAIMED UNDER
SEC.1741, TITLE 38, U.S.C., AS
AMENDED

14

DOMICILIARY CARE

15

NURSING HOME

16

HOSPITAL CARE

17

ADULT DAY HEALTH CARE

18

TOTAL AMOUNT CLAIMED

DAYS OF CARE
(E)

AVERAGE DAILY
CENSUS
(F)

DAILY COST OF
CARE FOR THE
MONTH*
(G)

PER DIEM
CLAIMED
(H)

TOTAL AMOUNT
CLAIMED
(I)

CLAIM FOR PER DIEM PAYMENTS FOR CERTAIN SC VETERANS IN STATE NURSING HOMES
LINE
NO.

VETERAN CATEGORY

19

HAS A SINGULAR OR COMBINED
RATING OF 70% OR MORE BASED ON
1 OR MORE SERVICE-CONNECTED
DISABILITIES OR A RATING OF TOTAL
DISABILITY BASED ON INDIVIDUAL
UNEMPLOYABILITY

20

IS IN NEED OF NH CARE FOR A VA
ADJUDICATED SC DISABILITY

21

TOTALS:

AVERAGE DAILY
CENSUS
(K)

DAYS OF CARE
(J)

PREVAILING RATE
FROM CHART OR
(G) 15 WHICHEVER
IS LESS
(L)

AMOUNT
CLAIMED
(M)

FOR UNITED STATES DEPARTMENT OF VETERANS AFFAIRS USE ONLY

I certify that this report is correct based on documentation provided to VA and that the bed capacity approved by
VA is correct.
BED CAPACITY APPROVED BY VA
DOMICILIARY CARE

RECEIVING REPORT

NURSING HOME CARE

HOSPITAL CARE

ADULT DAY HEALTH CARE

TOTAL AMOUNT APPROVED BY VA FOR PAYMENT (add block 18i and 21M)

DATE
- Services authorized under provisions SIGNATURE AND TITLE OF VA STATE HOME COORDINATOR
of Sec. 1741, 1742, 1743 and 1745,
Title 38, U.S.C., have been rendered
ACCOUNTING CERTIFICATION - AUDIT BLOCK
in the quantity claimed and payment is
recommended except as follows:
DATE
VOUCHER AUDITOR
AMOUNT DUE
SIGNATURE AND TITLE OF AUDITOR

DATE

The daily cost of care per veteran is the direct cost plus the indirect cost for the month, divided by patients or residents days of care. Compute
this cost in accordance with relevant cost principles set forth in the Office of Management and Budget (OMB) Circular number A-87, dated
May 4, 1995, Cost Principles for State, Local, and Indian Tribal Governments.
VA FORM
MAY 2009

10-5588

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STATE HOME REPORT AND STATEMENT OF FEDERAL AID CLAIMED CONTINUED
TOTAL STATE OPERATING BEDS AT END OF THE MONTH
DOMICILIARY CARE

NURSING HOME CARE

HOSPITAL CARE

ADULT DAY HEALTH CARE

I certify that this report is correct, that all residents included in the report were physically present during the period
for which Federal aid is claimed, except for authorized absences, and that facility management has complied with all
provisions of Title VI, Public Law 88-352, entitled Civil Rights Act of 1964.
SIGNATURE OF STATE HOME ADMINISTRATOR

DATE

SIGNATURE OF STATE EMPLOYEE WHEN APPLICABLE

DATE

REMARKS

The Paperwork Reduction Act of 1995 requires us to notify you that this information collection is in

accordance with the clearance requirements of section 3507 of the Paperwork Reduction Act of 1995. We may not
conduct or sponsor, and you are not required to respond to, a collection of information unless it displays a valid OMB
number. We anticipate that the time expended by all individuals who must complete this form will average 30
minutes. This includes the time it will take to read instructions, gather the necessary facts and fill out the form.
Although completion of this form is voluntary, VA will be unable to provide reimbursement for services rendered
without a completed form. Failure to complete the form will have no effect on any other benefits to which you may
be entitled. This information is collected under the authority of Title 38 CFR Parts 51 and 52.
VA FORM
MAY 2009

10-5588

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