ASO Policies and Procedures
Your First Day in NMSTAR - Lead Agency
Welcome to the New Mexico State Tracking and Reporting system. Please review the following sections to become familiar with the flow of NMSTAR, approving provider invoices, reviewing reports, and updating your user information.
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Creating your Account and Logging in to NMSTAR
To access NMSTAR, an invitation will be sent to you from donotreply@fallingcolors.com with a link to create a password and access your account. If you need an account, please get in touch with your Lead Agency Oversight to submit a request to Falling Colors Support.
Once you have created an account in NMSTAR, you can access your account at nmstar.org at any time. You can use the Forgot your password? link from the login screen to reset your password if you forget it.
Once you have logged into NMSTAR, you will be directed to the NMSTAR Welcome Screen. As a Financial Approver, you will see two types of permissions:
Invoices (Lead Agency): See project overview information, take action on invoices, and run reports.
Provider Name (Lead Agency): Review your provider’s pending services, project configurations, and assist with troubleshooting.
Your access is configured based on the Projects that you have access to in NMSTAR (not by fund source).
We recommend using Google Chrome or Mozilla Firefox as your web browser for the best experience navigating NMSTAR and our other applications.
Invoicing, Allocations, and Reports
By clicking on Invoices (Lead Agency), you will see information regarding Invoices, Allocations, and Projects.
Invoice Overview Tracking
From the Overview tracking, you will see four trackers that direct you into the STAR Invoicing Module.
Corrections Required: for any pending invoices that the provider will need to take additional action on in order to be approved. See our Correcting an Invoice guide for more information.
Pending Approval: Invoices that are pending the Lead Agency’s approval.
Pending Payment: Invoices that have been approved by the Lead Agency and are awaiting Falling Colors approval.
Invoice History: All invoices for your projects can be reviewed here.
Pending services in NMSTAR are typically generated into invoices each Monday at 12:01 AM.
The invoices you see in NMSTAR are dependent on three things:
Your NMSTAR Project Permissions
If your providers have submitted services.
Project invoice generation date.
Take Action on an Invoice
To learn more about taking action on an invoice, please see the following linked guide and training video overview. Take Action on an Invoice.
NMSTAR Reports
The Run Reports for Overview can pull information specific to your provider, including:
Activity Detail: Review specific services submitted in STAR.
Payment Detail: Review payments made to a provider from NMSTAR. (Must be viewed from the Provider (Lead Agency) link).
…and more!
If you have additional data needs, please see our Submit a Data Request guide and contact us at support@fallingcolors.com.
Provider Agreements and Standard Requests
Scopes of Work (SOWs)
A Scope of Work is a written agreement between the Lead Agency and a Provider for expected deliverables for financial reimbursement for a project. SOWs are drafted at the agency’s direction and are facilitated for signature by Falling Colors.
An SOW is required:
To onboard a new provider into NMSTAR.
To grant a provider an allocation in NMSTAR.
You can locate your Agency Approved SOW template here.
Open Billing Window Requests
The billable window in NMSTAR is set to the 1st of the previous month to encourage timely filing for provider service submissions. If your provider needs to backbill for any reason, they will need to submit an Open Billing Window Request form to you and your Lead Agency Finance Manager for approval.
Example: If today is February 15th, the billable window will be set to January 1st. As of March 1st, it will reset to February 1st.
Learn more about how to submit an Open Billing Window Request here.
Allocations
To allocate funding to a provider in STAR, please draft a Change Request Form for processing and send it to the Contract Manager for your Agency/Division. CRFs are used to allocate funding to a provider under a distinct Provider Location, Project, Fund Source, and Amount. Or, an Open Fund Pool concept can be used.
Allocations can only be added if a provider has an executed SOW and if they have signed their annual attestation (where applicable).
Learn more about Change Request Forms here.
Project Configuration
Projects in NMSTAR can be configured to collect information on distinct deliverables. (For instance, if you are overseeing a housing program, housing-specific services can be configured for your project for data collection and financial reimbursement).
Project Resources:
Video Trainings
Please see our four-part video training series for an in-depth look at how to best utilize NMSTAR as a lead agency approver.
Contacting Support
Our Falling Colors Support Team is here and happy to help Monday through Friday from 9 AM to 5 PM MT. If you have any questions about NMSTAR, please reach out to us at support@fallingcolors.com. We can help with:
Accessing your account or creating new user accounts.
Verifying the status of SOWs and Allocations.
Providing instructions on how to complete tasks in STAR.
Navigate difficulties or errors you may encounter.
Answer any questions about NMSTAR, Falling Colors as the ASO, and more!
For HIPAA compliance purposes, please do not share any PHI in your support request to Falling Colors. For more information on how to contact support, please see our help guide on Contacting Support.
Have questions? Contact support@fallingcolors.com
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