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Forms and Reports

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.

Invoice Requirements

  • 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 
  • See Sample Invoice

Report Requirements

  • 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.
  • See Sample Report

Internships

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.

Other Sample Reports

The VR program receives 74.9 percent of its funding through a grant from the U.S. Department of Education. For federal fiscal year 2020, the total amount of grant funds is $42,740,250. The required state match for these funds is $11,514,652. The state of Minnesota has appropriated $14.3 million - 25.1 percent of the total - to exceed the matching requirement.

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