Memorandum

To: Office Services Supervisor III & II (NO4, SO4)
District Administrators (NO2, SO2)
CRD Specialists
Supported Employment Liaisons

 

From: Sandra Hamel, Statewide Supported Employment Coordinator

Through: Pat Santillanes, Acting Assistant Deputy Director
    Community Programs Support & Development

 

Date: July 2, 2009

Subject: VR/WAP Program – Authorizations and Invoices

This memo provides procedures regarding VR/WAP authorizations and invoices for work services. Department of Rehabilitation (DOR) work services rates in the Vocational Rehabilitation/Work Activity Program (VR/WAP) remain the same as the rates on the FY08-09 and FY09-10 DOR Work Activity Program (WAP) Rate List on the G-Drive.

The Department of Developmental Services (DDS) instituted a 3% percent "payment discount" on (non-DOR) WAP work services rates paid by the Regional Centers effective February 1, 2009 – June 30, 2010. However, these payment discounts do not apply to work services rates for DOR clients in the VR/WAP program.

Confusion may arise because Community Rehabilitation Programs (CRPs) are vendors of work services for both DOR consumers in our VR/WAP program and Regional Center consumers at rates set by DDS. Senior Vocational Rehabilitation Counselors may question the authorization rate and/or CRP’s may submit an incorrect invoice to DOR for VR/WAP work services.

PROCEDURE:

Authorized rates for work services in the VR/WAP program should be checked against the current DOR Work Activity Program (WAP) Rate List.

If CRPs incorrectly invoice DOR for work services or DOR staff incorrectly authorize at rates 3% lower than those listed on the DOR WAP Rate Lists, correction must be made to avoid potential payment problems.

• If this occurs prior to payment, DOR staff shall complete Adjustment/Correction procedures below.
• If the CRP has already been paid at the discounted rate, The CRP will submit an additional invoice for the 3% difference with copies of the original authorizations attached. The additional invoice will include (1) clarification that the difference is for an incorrectly applied DDS payment discount on DOR work services rates, and (2) consumer names, invoice numbers, and billing period (month, year). DOR staff shall complete Adjustment/Correction procedures below.

Adjustment/Correction Procedures – If the difference between the incorrectly invoiced and/or authorized amount and the correct amount is:

• Under $20 – The local accounting staff shall process invoice at the correct rate.
• Over $20 – The local accounting staff shall:

• Notify the SVRC who shall enter a case note to approve an increase as follows:

  "The authorization(s) for February 2009 – July 2009 shall be increased to make up the difference for the DDS payment discount (pursuant to AB X3 6 Sec. 10 [2009] and effective February 1, 2009 – June 30, 2010). The DDS payment discount was incorrectly applied to CRP invoicing/DOR payment of the DOR work services rate."

• Complete DR277 Encumbrance Adjustment/Correction Report to increase the existing authorization by the difference.
• Process invoice at the corrected rate.

Please direct questions to Sandra Hamel, Statewide SE Coordinator, at shamel(at)dor.ca.gov, or (916) 558-5471. If more information is desired, or you would like a copy of the February 27, 2009 DDS Notice to Vendors, please also contact Sandra.

cc: Nina Presmont, Chief, Centralized Services