Transcript Vendor Registration Process - PowerPoint

New Vendor
Orientation
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
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
DVR Internal Process
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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
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
What Vendors Need to
Know
www.dvrcolorado.com
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
[email protected]. Vendor must agree to all
terms and conditions.
www.dvrcolorado.com
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
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
What is on the Invoice?
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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
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Additional information regarding
allowable fees can be found at
www.dvrcolorado.com/PDFs/Fee
Schedule.pdf
www.dvrcolorado.com
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
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Q:
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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.
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After paperwork is approved, how long does it take to become a vendor?
Between 1-2 business days.
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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.
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Do I have to complete all of the forms if I am only going to be used once?
Yes, the Vendor Registration Form and W-9 must be completed.
www.dvrcolorado.com
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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
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How do I get DVR staff to know that my business exists?
The marketing of your business is your responsibility.
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My mom is the daycare provider for my family. Can I have DVR pay her?
Yes, but she will need to sign up as a vendor.
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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
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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.
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When do I get paid?
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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.
How do I get paid?
A State generated check or by Electronic Funds Transfer (EFT)
www.dvrcolorado.com
• 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
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: [email protected]
www.dvrcolorado.com