VRS leadership has made the decision to no longer authorize for the following three services through P/T contracts. The rationale for each decision is below.
Effective January 1, 2019, DEED-VRS cannot authorize for cancellation fees on the P/T contracts. The VR federal funder, the Rehabilitation Services Administration, has issued information that cancellation or “no show” fees are not an acceptable use of VR funds. They cite federal regulations that costs must be allowable, reasonable, and allocable to the VR program and to be allocable to a program, the cost must be relative to the benefit received. RSA has said that payment for services not rendered is not an allowable, reasonable, or allocable cost. DEED-VRS is asking community partner organizations with cancellation fees on their P/T contracts to amend their contracts to remove cancellation fees.
Effective immediately, DEED-VRS will not authorize for site development. It is the position of DEED-VRS that site development is one component of an individualized service for paid work experiences or placement services and should not be extracted from those services. DEED-VRS is asking community partner organizations with site development on their P/T contracts to amend their contracts to remove the service.
Effective immediately, DEED-VRS cannot authorize interpreting services for deaf and hard-of-hearing individuals through the P/T contracts. DEED-VRS is required to use the State of Minnesota’s state master contract for purchasing interpreting statewide. DEED-VRS is asking community partner organizations with interpreting on their P/T contracts to amend their contracts to remove the service.
Application to Vend Services to Vocational Rehabilitation Services
DEED purchases community resources on behalf of Minnesotans with disabilities in the VR program so that they may achieve their goals for competitive, integrated employment and career development. The P/T Contracts facilitate the purchase of these services. Under state contracting requirements, CRPs and LUVs must complete an application to be a provider of services. The application is reviewed and approved by DEED-VRS leadership.
Review of new providers includes an assessment of service need, an assessment of provider to deliver the service, and an assessment of proposed rate for the service. New LUVs will undergo the same assessment as new CRPs, with some additional scrutiny because they are not CARF accredited. As a result of the application process, a new contract number will be assigned to each contractor.
VRS staff continuously monitors CARF accreditation status for CRPs. Failure to maintain CARF accreditation will result in the termination of the P/T contract.
WIOA requires DEED-VRS to reserve 15% of its funding (approximately $6.5 million per year) to provide Pre-Employment Services to students with disabilities. Since this mandate took effect, current activities have proven insufficient to meet this federal requirement. For that reason, DEED-VRS will be significantly increasing the referrals for Pre-ETS services to Community Partners. Those services fall into the following five required activities:
If you have questions about the services, please contact Anne Paulson, DEED-VRS Rehabilitation Program Specialist at 651-259-7135.
Requests to Amend P/T Contracts
Twice per year, community partners have the opportunity to adjust their service offerings in accordance with their business needs, the needs of individuals they work with, and the needs of the state VR program.
After the amendment request period is closed, DEED-VRS will evaluate amendment requests based on an assessment of the need for a particular service, an assessment of the provider to deliver the service, and an assessment of the proposed rate for the service.
If approved by DEED-VRS leadership, DEED-VRS will develop, process, obtain approvals, and signatures for the amendments. Depending on the volume, this process may take about 2 months.
Amendment Request Instructions
Please refer to your current P/T contract in developing your amendment request. Contracts can be found on the DEED website. If you have questions as you develop your amendment, please contact Anne Paulson, DEED-VRS Rehabilitation Program Specialist at 651-259-7135.
Complete Amendment Request Form per the instructions on the form.
The following information is provided to aid Vocational Rehabilitation Services Community Rehabilitation Providers and Limited Use Vendors in completing and submitting invoices and the accompanying reports under a P/T contract. If you have questions please contact Anne Paulson, DEED-VRS Rehabilitation Program Specialist at 651-259-7135.
An invoice submitted to VRS must include the following:
Dates of Service: Range of dates is acceptable on the invoice. (This is the dates of service, not the dates of the authorization.) The report must show the actual dates the services were provided.
Unique Invoice Number (The number must be unique for each payment. Delineation by number or letter is acceptable.)
Work Authorization Number
Type of Service
Number of Units
Cost Per Unit
Remit to Address
An invoice must be submitted within 90 days from the end date of the work authorization. Failure to submit an invoice within 90 days from the end of the work authorization will be considered a material breach of contract and will result in non-payment for that service.
Invoices cannot contain handwritten information.
In order for VRS staff to process the invoice there must be an accompanying report.
The invoice and accompanying report should be emailed to the email address printed on the specific authorization. The email address will be for the appropriate VR office.See
A report submitted to VRS must include the following:
A description of the services provided
The actual date(s) that services were provided: The report must show the actual dates the services were provided. (This is the dates of service, not the dates of the authorization.) Range of dates is acceptable on the invoice.
For hourly services: the number of hours provided on each date
For the PBA 1st Milestone: a summary report
For On the Job Work and Training Opportunities: an accounting of the hours worked
Documentation (phone calls, emails, report writing, case note) time is built into the fee structure and rates, therefore is not billable.
If the service is not complete a partial report can be submitted for the service(s) provided to date.
The invoice and accompanying report should be emailed to the email address printed on the specific authorization. The email address will be for the appropriate VR office.
The Workforce Innovation and Opportunity Act (WIOA) established six federal performance accountability indicators designed to measure the performance of state Vocational Rehabilitation Services programs. One of these performance measures is the Measurable Skill Gains (MSG) indicator which measures in-progress skill gains of individuals enrolled in education or training services.
Individuals participating in an internship can achieve Measurable Skill Gains. VRS has developed a new form to document job specific skills that were gained or improved during an internship.
Effective July 15, Community Partners who have Internship on their P/T contract must coordinate the completion of the Employer Verification of Skills Attainment form with the employer and submit the form to VRS prior to receiving final payment for the internship.
The VR program receives 74.05 percent of its funding through a grant from the U.S. Department of Education. For federal fiscal year 2019, the total amount of grant funds awarded were $41,796,129. The remaining 25.5 percent of the costs ($14,300,000) were funded by Minnesota state appropriations.