Vendor Registration Process for Colorado DVR Services

1. New VendorOrientation

2. Overview of DVR • Division of Vocational Rehabilitation • Mission: DVR assists individuals whose disabilities result in barriers to employment to succeed at work and to live independently. • www.dvrcolorado.com www.dvrcolorado.com

3. American with Disabilities Act • ADA gives civil rights protections to individuals with disabilities. • It guarantees equal opportunity for individuals with disabilities in public accommodations, employment, transportation, State and local government services, and telecommunications. • It provides the right to request a reasonable accommodation for the hiring process and on the job. www.ada.gov www.dvrcolorado.com

4. DVR Internal Process • Referral – Application / intake interview • Eligibility Determination (within 60 days of application) • Comprehensive Assessment Analysis • Individualized Plan for Employment (IPE) Developed (within 90 days of eligibility) • VR services provided • Employment Obtained • Suitable and Satisfactory Employment – 90 days, minimum • Case Closure www.dvrcolorado.com

5. Eligibility • Social Security = presumed eligible OR • Physical or mental impairment • Substantial impediment (barrier) to employment because of the disability • Without DVR services, employment is unlikely www.dvrcolorado.com

6. What Vendors Need to Know www.dvrcolorado.com

7. Registration Process 1. Initial contact with DVR representative to discuss available services and/or goods. Vendors understand they are NOT state employees, but rather independent contractors. 2. Prospective vendor accesses forms on DVR website: http://www.dvrcolorado.com/partners.php 3. Prospective vendor sends completed W-9 and Vendor Registration Form (or Provider Agreement) to cdhs_dvrosu_vendor@state.co.us. Vendor must agree to all terms and conditions. www.dvrcolorado.com

8. Process, con’t 4. DVR staff reviews standards, certifications and/or qualifications and conducts background check (if necessary). 5. DVR adds appropriate service codes and approves for processing. www.dvrcolorado.com

9. Fee Schedule • The Fee Schedule establishes a range of fees which govern allowable rates for specific goods and services. The dollar amounts listed are the maximum DVR will pay. • All vendors must adhere to the Code of Ethics in the Introduction chapter. • Vendors must provide the appropriate documentation and credentials to DVR when registering to become a vendor. www.dvrcolorado.com

10. What is on the Invoice? • Billing statements should include: • Name of service provider and client • Authorization number and invoice number • Monthly breakdown of service hours provided –Total hours • Total Invoice Amount • Additional information regarding allowable fees can be found at www.dvrcolorado.com/PDFs/FeeSchedule.pdf www.dvrcolorado.com

11. What should the Progress Report Include? • Detail information regarding services provided, updates, recommendations, etc. • Vendors are expected to submit progress reports to VR counselors with an invoice, otherwise payment may be rejected or delayed. www.dvrcolorado.com

12. Frequently Asked Questions (FAQs) • Q: After paperwork is approved, how long does it take to become a vendor? • A: Between 1-2 business days. • Q: Once the paperwork is received by DVR, how long before I can start providing services as a new vendor? • A: As a vendor, services cannot be provided until an authorization for service is received. • Q: Is my DBA my legal name or just the name of my business? • A: The legal name of your business is what the IRS has listed for your Tax Identification Number. Your DBA is the name by which your customers know you. • Q: Do I have to complete all of the forms if I am only going to be used once? • A: Yes, the Vendor Registration Form and W-9 must be completed. www.dvrcolorado.com

13. FAQs Continued • Q: I am an individual operating out of my house and I do not have an EIN (Employer Identification Number), what should I do? • A: You can use your Social Security Number. • Q: As a vendor, I don’t have an office; can I use state offices to conduct business? • A: No. • Q: Since I am being paid by DVR, does that mean I am covered by DVR’s insurance if anything goes wrong? • A: No. You are an independent contractor with the State of Colorado and must carry your own insurance. www.dvrcolorado.com

14. FAQs Continued • Q: How do I get DVR staff to know that my business exists? • A: The marketing of your business is your responsibility. • Q: My mom is the daycare provider for my family. Can I have DVR pay her? • A: Yes, but she will need to sign up as a vendor. • Q: Can I provide services without a valid or current authorization in hand? • A: No, you must have written authorization in hand. Without written authorization, you risk not being reimbursed for services rendered. www.dvrcolorado.com

15. FAQs Continued • Q: Who do I contact with questions after I am already a vendor? • A: Speak with the authorizing Counselor for specific questions regarding clients. Other questions can be referred to the Operations Support Unit. • Q: How do I get paid? • A: A State generated check or by Electronic Funds Transfer (EFT) • Q: When do I get paid? • A: Per state fiscal rules, you will get paid within 45 days of an invoice received. We make every effort to expedite this process to provide a quicker delivery of payment. www.dvrcolorado.com

16. Disclaimers • DVR retains the right to terminate business with a vendor at anytime without cause or notice • It is the responsibility of the vendor to know and understand all terms and conditions, including checking for updates to the Fee Schedule. The Fee Schedule is updated at a minimum of every state fiscal year (July 1). www.dvrcolorado.com

17. Operations Support Unit Contacts • Registration/Payment- David Hood, 303-866-4860 • Vendor questions regarding Terms/Conditions and Legalities, David Hood, 303-866-4860 • Manager of Unit, Joel Pavelis, 303-866-4889 • Email Address: cdhs_dvrosu_vendor@state.co.us www.dvrcolorado.com