Guidelines to Providers for Completion of VR-370 Monthly Service

Memo to Provider Agency Liaisons – VESID Unified Contract Services (UCS) is also available in Word

SUBJECT: VESID Financial Reporting Requirement for UCS Services and Payment

To: Provider Agency Liaisons –VESID Unified Contract Services (UCS)

From: John F. LaFrank, VESID Contract Management

Date: March 23, 2009

Please Note: This package contains the information necessary to meet the financial reporting requirements and for your agency to be paid under the VESID UCS Contract. Please make sure that these are delivered to the person responsible for claiming reimbursement.

VESID is transmitting to you the reporting instructions needed to report units of service delivered for VESID consumers for your UCS contract which is effective January 1, 2009. This package also contains information on how your agency will be paid for those units delivered.

Included with this mailing are the following:

• Provider instructions for completion of VR 370 Monthly Service Report (3/4/09) and billing for Services to Groups:
  • Instructions (Guidelines to Providers for Completion of VR-370 Monthly Service Report)
  • Questions and Answers
  • Rules for Successful Completion of Your VR-370 Report
  • Information/Tips
• Instructions for receiving the monthly Utilization Report and database extract
• Mailing and phone listing of VESID District Office liaisons for the VR 370

Please look them over and contact the appropriate person from VESID if you have any questions:

• For questions regarding the VR 370 Report, units of services provided, specific entries for specific consumers, you will need to contact your local VESID District Office liaison – listing attached
• Questions regarding contract payments may be directed to Timothy Hodder of the VESID Contract Unit in Albany at (518) 486-4706

Finally, VESID is requesting that each UCS contractor help us update our database of contacts who will receive the VR370 report and the Utilization report.  You MUST provide an email address and physical address as described below to get paid and to reconcile the services you provided.  We ask that you send an email to UCS@mail.nysed.gov, prior to March 31, 3009, with the following information:

Subject:  Contract ####### - VR370 Contact Details (This number will start with a C or S, not the 6-digit vendor code)

Body:

• VR370 Name:  Person who is responsible for completing the VR370 report
• VR370 Address:  Physical address to send the report to
• VR370 Email:  Email address of person responsible for the report.  Please note, at this time, the report is not available by email.
• VR370 Phone & Fax:  Phone and fax numbers for person responsible for completing the VR370 report
• Utilization Report Name:  Person responsible for receiving the electronic detail report.
• Utilization Report Email:  Email address for person who will receive the utilization report.

Emails received by the deadline will ensure that the March VR370 and utilization reports are received timely by the appropriate individual.  We will accept the information after that date, and at any time in the future when a staffing change is made by your agency.

            Thank you.