Reimbursement Guidelines for Supported Employment

For the 7/1/06-9/30/07 Contract Period

(September, 2006)

 

 

 

Advance Payments:  One advance payment is made by NYSED/VESID effective July 1, 2006 for the contract period (7/1/06 – 9/30/07). This advance will be recouped on a quarterly basis throughout the renewal period as specified in Appendix C – Payment and Reporting Schedule of the contract.

 

VES-416 Reporting ,“Consumer Monthly Progress Report”:

 

·       VES-416 Consumer Monthly Progress reports for Intensive Services for each client served need to be completed by the 15th of every month after the month of service and sent to the appropriate district office. The purpose of these reports is for the VESID counselors to ensure that authorized services are provided and to provide for fee for service reimbursement.  The approved reports also serve as support documentation that such service has been approved by your VR Counselor.   Note: Please do not send copies of the VES-416 with the Standard Vouchers to the Central Office.  The Contract and Grants Unit uses the data from these reports in processing payments after it is entered by your VESID District Office.

 

·       VESID counselors approve and VESID Business Office staff enter VES-416 data by the end of the month after the month of service.

 

·       The VES- 416 report is available for download at: http://www.vesid.nysed.gov/supportedemployment/report.htm

 

Utilization Reports for Intensive Services:

 

·       Data is submitted by contractors and entered by VESID in the month following provision of services as follows:

 

·       Vendors submit VES - 416’s by the 15th

·       VESID District Offices enter the data by the last day of the month

·       VESID Central Office generates the monthly Utilization Reports by the 5th of the following month

     

·       A detail Utilization Report is sent by email to all Supported Employment vendors by the 5th of the second month after services are provided. It is important to review this when it comes in for any discrepancies. If there are discrepancies, contact your District Office to resolve them. If you are not receiving these reports, please contact your Contract Specialist in the VESID Central Office Contract and Grants Unit as listed:

 

·       Todd Harrigan – (518) 486-4706 (even numbered contracts, except FEGS)

·       William Raymer – (518) 486-4706 (odd numbered contracts, plus FEGS)

 

Utilization Reports (cont’d):

 

·       A summary Utilization report is provided to Central Office Contract and Grants Unit staff responsible for contract administration and voucher payments. When quarterly vouchers are received from vendors, a comparison is made between the Intensive Hours listed on the voucher against the hours entered on the report. Payment is based on report hours and is calculated cumulatively. For example, VESID has paid 250 hours on the 1st quarter voucher. A vendor reports on their second quarter Standard Voucher 300 units of Intensive service. The report shows a cumulative total of  500 hours for the entire contract period to date for this vendor. The second quarter voucher will be reduced to and paid for 250 hours (500 cumulative minus 250 paid).  The additional units would be eligible for payment once approved and entered by the VESID District Office and identified on the subsequent Utilization Report.

 

·       Note: A reminder that Central Office staff does not process Standard Vouchers for Intensive service on a per client basis. It is up to the vendor to resolve questions regarding Intensive units for an individual with the District Office.

 

Quarterly Payments:

 

·       Quarterly Standard Vouchers should be submitted by the 15th of the month after the quarter has ended. For example, a voucher for July-Sept would be submitted  by October 15.

 

·       Quarterly Standard Vouchers should contain the number of Intensive Units for each quarter listed separately and the hourly rate for the totals per quarter to be placed in the right-hand column. If there are any VESID Extended or OMRDD services provided, list them separately by month as well. These services are to be reported and will be calculated on a monthly unit basis but reimbursed quarterly on the same voucher as intensive. The monthly unit rates for this contract period are as follows: $ 208.33 per monthly unit for VESID Extended and $ 266.67 per monthly unit for OMRDD Transfer services. A monthly unit is defined as 2 or more visits to a consumer in a month.

 

·       Enclosed is a sample completed voucher for reference.

 

·       A Monthly Report for VESID Extended Services and OMRDD Transfer Services needs to be submitted along with the Standard Vouchers. These are Microsoft Excel worksheets that calculate the payments for these services based on the monthly units provided. These should be printed and signed by appropriate personnel and attached to the Standard Vouchers.  Spreadsheets and instructions are attached.

 

All standard vouchers and Extended Service Reports must have original signatures.  Please send Standard Vouchers and Extended/OMRDD Monthly Reports to:

 

VESID Contracts and Grants Unit

99 Washington Avenue

Room 1609

Albany, NY 12234

 

Reporting Requirements:  Vendors must comply with all VESID Supported Employment reporting requirements as contained in the Provider Guidelines for Supported Employment including monthly progress reports, service plans, VES-416’s, NYISER reporting and other reporting as VESID may require.

 

Helpful Information:

 

 Even Number Contracts (except for FEGS):  Todd Harrigan

Odd Number Contracts and FEGS:   Bill Raymer

 

 

Copies of all forms are enclosed with these guidelines.  Blank copies for downloading may be obtained at the following website: