Expenditures should be individually negotiated in all cases based on the client’s needs and the Individualized Plan for Employment (IPE), reasonable cost and prudent use of public funds.
This Section lists the Counselor's maximum spending authority for specific categories of services. Counselors or clients may initiate requests for exceptions. Approvals above the Counselor's spending authority must be reasonable and based on individual circumstances, an identified vocational rehabilitation need, and IPE services.
In all circumstances, the standard Exceptions Request Form (Section 8 / Part 54) or KMIS exceptions screens must be completed. Upon final action (approval or denial) the form must be routed to the Central Office. This information will be used for an ongoing review of the appropriateness of the spending authority levels, statewide consistency, and for program evaluation.
Key to Abbreviations:
LOC = Life of Case
PA = Per Authorization
SC = Service Codes
RM = Rehabilitation Manager
CO = Central Office
|
Service code and title |
Examples |
Counselor spending authority |
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|
001 Customer service |
See service description Hourly fee only. Use service code 801 for mileage. |
Negotiated hourly fee; may be authorized by PA only. |
||
|
025 IPE research #1: Referral |
See service description 30% of negotiated total fee for IPE research. |
$150 LOC |
||
|
026 IPE research #2: Research |
See service description 30% of negotiated total fee for IPE research. |
$150 LOC |
||
|
027 IPE research #3: IPE/signed |
See service description 40% of negotiated total fee for IPE research. |
$200 LOC |
||
|
028 Case Coordination #1: Referral |
See service description Negotiated fee. |
$200 LOC |
||
|
029 Case Coordination #2: Qtrly intervals |
See service description Negotiated fee. |
$2,000 LOC |
||
|
030 Purchasing Support #1: Referral |
See service description 30% of negotiated total fee for Purchasing Support. |
$150 LOC |
||
|
031 Purchasing Support #2: Purchase authorized |
See service description 30% of negotiated total fee for Purchasing Support. |
$150 LOC |
||
|
032 Purchasing Support #3: Item delivered |
See service description 40% of negotiated total fee for Purchasing Support. |
$200 LOC |
||
|
110 Driver Assessment
Does not include driver’s ed training. See SC 545.
May be used only if on IPE. |
Driver evaluation Evaluation for driver accommodations Evaluation for zero-effort steering
|
$2,000 LOC |
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120 Radiology & Laboratory
|
Blood tests CAT scans Chemical profiles CT scans Dental X-rays EKG Imaging services Lab work MRI Myelogram Panoramic X-ray TB test Urinalysis X-rays |
$500 PA |
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|
130 Medical/Physical/Dental Assessment |
Audiological exam Dental exam ENT exam Eye exam Functional capacity evaluation General medical exam Hearing assessment Low vision exam Neurological exam Occupational therapy evaluation Optical exam Physical exam Physical therapy evaluation Specialized medical exams Tympanometry |
$500 PA |
|
|
|
140 Records
Best practice: Define the date range of the records you want to receive. |
Addiction recovery summary Addiction treatment records Alcohol and drug treatment records Copy charges Court records Definitive medical summary Doctor’s notes Hospital records Medical history Medical records Mental health center information Patient records Police report Post-secondary school records Probation or parole reports Psychiatric hospitalization records Psychologist’s notes or records Psychotherapy reports Transcripts Treatment records Written medical summary |
$100 LOC
|
|
150 Vocational Evaluations |
Vendor mileage, if approved, goes in SC 801 |
$450 LOC |
|
155 Community Based Work Assessment |
Provider fee EACH is the unit |
$750 LOC |
|
156 CBWA client compensation
|
COMP is the unit |
80 hours $580 |
|
160 Independent Living Assessment
|
|
$150 LOC |
|
170 Psychological/Alcohol/Drug Assessment |
|
$350 LOC |
|
180 Assistive Tech Assessment |
|
$2,200 LOC |
|
200 Health Insurance Premium |
|
$2,400 LOC |
|
210 Drugs & Supplies |
Prescriptions must be on file. |
$1,500 LOC |
|
220 Surgery |
Surgeon fees Assistant surgeon Cataract surgery Laser surgery |
$10,000 LOC combined authority with SC 250
(220 and 250 may not exceed $10,000 counselor spending authority for LOC) |
|
230 Anesthesia |
Anesthesiologist fees and charges Dental anesthesia under SC 280 for dental services |
$1,000 LOC |
|
240 Medical Treatment
(Related to the disability, as opposed to general medical treatment under intercurrent illness) |
Follow up eye exam Follow up doctor visit Physician’s office visit
|
$500 LOC |
|
245 Intercurrent Illness Treatment
Policy regarding authorization—requires PA approval if was an emergency that wasn’t authorized in advance of the treatment occurring. |
Medical care for acute conditions arising during rehabilitation and constituting a barrier to employment. |
$6,750 LOC |
|
250 Hospital Care (In/Out Patient) |
|
$10,000 LOC combined authority with SC 220
(220 and 250 may not exceed $10,000 counselor spending authority for LOC) |
|
260 Chiropractic Services |
|
$500 LOC |
|
270 Visual Aids/Optical Devices |
Large print measuring cups and liquid level indicators Braille labeler Brailler Cane, folding White cane CCTV Digital voice recorder Dome magnifier Large print overlay Low vision magnifier Recorder Speaking dictionary Talking calculator Talking compass Talking watch Video magnifier Visual aids CCTV repair Digital notetakers |
$11,250 AT LOC
|
|
271 Glasses and contact lenses |
Eye glass frames and lenses Contact lenses Glasses Lens Tinted lenses |
$250 LOC |
|
280 Dental Services |
Anesthesia associated with dental services Dental services Bridges – moved from SC 380 (prosthetics) Crowns Dentures– moved from SC 380 (prosthetics) Caps Partial dentures Fillings Root canal Teeth cleaning Tooth extraction Oral surgery |
$3,000 LOC |
|
290 Hearing Aids/Audiological Devices
Does not include hearing aid dispensing fee due to federal distinction between the device and services to help acquire the device – see SC 417
|
Amplifier Batteries for hearing aids Doorbell amplifier Ear molds Flasher alarm Hearing aids Signalers Sonic boom alarm clock TTD TTY Hearing aid repair Hearing aid reprogramming |
$3,000 LOC |
|
|
320 Psych Treatment (Not Assessment) |
Psychiatric medication checks Psychiatric therapy sessions |
$720 LOC |
|
|
330 Alcohol/Drug Services (Not Assess) |
|
$300 LOC |
|
|
340 Psychological Services (Not Assess) |
|
$720 LOC |
|
|
350 Physical/Occupational Therapies |
|
$500 LOC |
|
|
360 Speech/Hearing Therapies |
|
$1,000 LOC |
|
|
365 Counseling & Guidance-General
Includes information and referral. |
Provided by the VR counselor |
|
|
|
370 Counseling & Guidance-Substantial |
|
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375 Benefits Counseling
This must now be included on the IPE if it is anticipated that it will be provided, per federal requirements.
This service is provided to individuals who are interested in employment but who are uncertain of the impact of work income on benefits and entitlements being received. This service typically involves an analysis of current benefits, financial situation, and the effect of different income levels. It is intended to provide the individual with the opportunity to make an informed choice regarding the pursuit of employment. |
Consultation with Working Healthy Benefits Specialist or other qualified benefits counselors |
No cost, or provided as a comparable benefit |
|
|
380 Prosthetics
Does not include fitting fee – see SC 417 |
Prosthesis
|
$15,000 LOC |
|
|
390 Orthotics
|
Braces Cane (for support, not white or folding cane) Compression stocking Crutches Orthotic shoes Shoe inserts Sit/stand stool Support stockings Walker |
$500 LOC |
|
|
410 Other Assistive Devices, Not Otherwise Listed |
Back cushion (not for WC) Communication boards |
$11,250 LOC |
|
|
411 Wheelchairs |
Custom seating Jay or Roho cushions WC Power WC Footplates Three-wheel scooter WC parts WC repair |
$20,000 LOC |
|
|
412 Vehicle Modification |
Vehicle modifications for accessibility Repairs to vehicle modification equipment |
$13,500 LOC |
|
|
413 Computer Equipment
All computer equipment uses this service code. KMIS will have an additional field on the Service Authorization to indicate if the computer or software is being purchased for training, reasonable accommodations, business establishment, job placement or other (specify). This will allow all computers to be purchased under one code, but then correlated correctly to the RSA category. |
Would NOT include internet which would be included under maintenance (except internet tied specifically to business establishment).
Computers Disks Hardware Docking stand Keyboard Mouse Power supply Printer Scanner Software Tablets Wrist rest JAWS or other screen reading software Zoom text |
$2,500 LOC |
|
|
414 Home Modification
Home modifications are intended to remove barriers to access and functioning as needed to achieve the employment outcome. All home modification requests require central office approval. If modification of rental property is being considered, the following issues must be addressed: portability of the modification, the property owner's agreement to the modification, the client's rent history (frequency of moves), and evidence that the client intents to remain at the residence for a reasonable period of time. |
Accessible remodeling Door widening Grab bar installation Ramp Bath lift |
$11,250 LOC Central Office approval required. |
|
|
415 Worksite Modification |
|
$11,250 Central Office approval required. |
|
|
417 Assistive Technology Services
Does not include assistive tech training. See SC 591. |
Hearing aid dispensing fee Prosthetic fitting WC analysis and recommendations Evaluation of the need for AT equipment Assistance in acquiring AT equipment Selecting, designing, fitting, customizing, adapting, repairing AT devices |
$1,500 LOC |
|
|
510 4-Year College and University
Academic training leading to a bachelor’s degree. |
Tuition and fees only |
$5,000 PA |
|
|
511 Graduate-Level College or University
Academic training leading to a degree beyond the bachelor’s level, such as a master’s degree, Ph.D., or JD. |
Tuition and fees only |
$6,500 PA |
|
|
512 Junior College, Community College, Technical College
Academic training above the high school level leading to an associate’s degree, a certificate or other recognized educational credential. |
Tuition and fees only |
$3,000 PA |
|
|
520 Basic Academic or Remedial Training |
Remedial training Literacy training |
$300 PA |
|
|
530 Occupational or vocational training
Occupational, vocational or job skill training provided by a community college and/or business/vocational/trade school to prepare individuals for employment in a recognized occupation. Does NOT lead to an associate’s degree, a certificate or other recognized credential. |
Tuition and fees only
Computer training Office skills training Peer specialist training
|
$1,600 LOC |
|
|
535 Tutors
Rate: Not to exceed $10 per hour.
When this service is provided to individuals in post-secondary education, it is subject to the Memorandum of Agreement with Institutions of Higher Education. See: http://www.dcf.ks.gov/services/RS/Pages/RSpartners.aspx
|
|
$3,000 LOC
|
|
|
540 Training books |
Would not include computers – moved to SC 413. Would not include parking permits – moved to SC 800. Would not include supplies |
$600 PA (per semester)
|
|
|
541 Supplies for training |
Paper supplies Pens, pencils Ink cartridges |
$50 PA (per semester) |
|
|
545 Training services not otherwise listed
|
GED training Training leading to high school diploma CPR training Driver education |
$500 LOC |
|
|
550 Job readiness training
Training provided to prepare an individual for the world of work on issues such as appropriate work behaviors, getting to work on time, appropriate dess and grooming, increased productivity. |
|
$500 LOC |
|
555 Job Preparation |
|
$1,700 LOC |
|
560 On-the-Job Training
Training in specific job skills by an employer. The trainee is paid and will remain in the same or similar job upon successful completion. Usually VR pays the employer for a share of the trainee’s salary during the on-the-job training time period. |
|
$1,500 LOC |
|
561 Apprenticeship Training
This is a work-based training program that combined hands-on, on-the-job work experience in a skilled occupation with related classroom instruction. The following factors are associated with apprenticeships: includes supervision and structured mentoring; provides for wage increases as skills increase; based on an employer-employee relationship; and provides an industry-recognized certification of completion. |
|
$1,500 LOC |
|
575 Job Coaching – short term
On-the-job supports provided to an individual who has been placed in employment. Services are intended to stabilize the placement and enhance retention. Such services include short-term job coaching for persons who do not have a supported employment IPE. |
|
$1,020 30 hours @ $34 per hour |
|
576 Job Coaching – supported employment
On-the-job supports needed to support and maintain an individual with a most significant disability in supported employment. Individuals have a supported employment IPE.
May be used when all five components of Customized Employment are authorized, or for Discovery/Supported Employment cases. |
|
$1,700 LOC 50 hours @ $34 per hour |
|
590 Independent living Skills Training |
|
$1,000 LOC |
|
591 Assistive technology training |
Service provider agreement |
$1,200 LOC |
|
593 Comprehensive Blind Skills Training (facility-based) |
Service provider agreement |
$10,000 LOC |
|
594 Orientation & Mobility (community-based) |
Service provider agreement |
$3,000 LOC |
|
595 Rehabilitation Teaching (community-based) |
Service provider agreement |
$3,000 LOC |
|
596 Communication skills training for persons who are blind or visually impaired |
Service provider agreement |
$3,000 LOC |
|
609 Guided Placement |
Service provider agreement |
$1,700 LOC |
|
610 Self-Directed Placement |
|
No cost |
|
614 Job Development-Action Plan |
Service provider agreement |
$500 LOC |
|
615 Job Development-Placement |
Service provider agreement |
$500 LOC |
|
616 Job Development-Stabilization |
Service provider agreement |
$500 LOC |
|
617 Job Development-45 Days |
Service provider agreement |
$500 LOC |
|
618 Job Development-Extended Plan |
Service provider agreement |
$500 LOC |
|
619 Job Development-Closure |
Service provider agreement |
$1,000 LOC |
|
620 Occupational Tools
All tool purchases must use this service code. KMIS will an additional field on the Service Authorization to indicate if the tools were purchased for training, job placement or other (specify).
Does not include initial stocks and supplies, see SC 623 |
Mechanic tools Drafting tools |
$3,000 LOC |
|
621 Licenses
Reinstatement fees are not allowed. |
Commercial driver’s license Driver’s license Nursing license Occupational license SW license Real estate license |
$125 LOC |
|
622 Business Establishment |
Accounting services Advertising Business start-up expenses Deposit on business rental property Liability insurance for business Office supplies for business |
$2,000 LOC |
|
623 Internet for business establishment if necessary on approved business plan |
|
$150 LOC |
|
624 Technical Assistance for business establishment |
Review of feasibility of business plan
Service provider agreement/$60 per hour |
$180 LOC |
|
625 Initial stocks and supplies |
|
$1,000 LOC |
|
640 Job Placement Action Plan SOARING STUDENTS ONLY |
Service provider agreement |
$200 LOC |
|
641 Placement SOARING STUDENTS ONLY |
Service provider agreement |
$300 LOC |
|
642 30 days on the job SOARING STUDENTS ONLY |
Service provider agreement |
$200 LOC |
|
655 Community-Based Job Tryout |
Provider fee Unit is EACH |
$175 LOC |
|
656 CBJT client compensation |
Unit is COMP |
80 hours $580 |
|
700 Maintenance/Basic Subsistence
Increased costs due to participation in VR for basic subsistence (food, shelter, clothing)
Maintenance analysis worksheet is required.
|
Rent Housing Utilities Natural gas Electricity Propane Trash Water Cable Internet Cell phones Telephone College room and board (dorm or off-campus housing) |
$450 per month
|
|
725 Maintenance/Interview/Work Clothing
On Service Authorizations, be specific regarding the type of clothing, for example: “khaki pants for uniform”, rather than “work clothing.” |
|
$300 LOC |
|
726 Maintenance/Enrichment Activities (during post-secondary education) |
Supplementary activities and programs that contribute to the learning objectives of the courses being taken or the degree being pursued. Field trips Weekend seminars Excludes club memberships and out-of-state activities |
$50 per semester |
|
800 Client transportation
Rate: The mileage rate is indexed to 50% of the State of Kansas official mileage rate as published by the Department of Administration each July. Annual changes will be announced by Rehabilitation Services Administration prior to implementation. Effective March 23, 2016 the rate is 27 cents per mile. Remember: Mileage must be based on an estimate of actual miles necessary for purposes of the Individual Plan for Employment, and not a lump sum or “stipend” amount. Mileage must be authorized in advance and mileage logs are required for payment. Mileage may be paid door-to-door, sometimes referred to as portal-to-portal.
Parking fines are not an allowable expense. |
Mileage Bus coupons Taxi tickets Parking (not in SC 540) Turnpike fees Parking fees
|
$450 per month
|
|
801 Vendor transportation
Rate: The mileage rate will be indexed to 65% of the State of Kansas official mileage rate as published by the Department of Administration each July. Annual changes will be announced by Rehabilitation Services Administration prior to implementation. Effective March 23, 2016, the mileage rate is 35 cents per mile. Remember: Mileage must be based on an estimate of actual miles necessary to carry out the service, and not a lump sum or “stipend” amount. Mileage may be paid door-to-door, sometimes referred to as portal-to-portal. Currently vendor mileage must be entered into a KMIS vendor table before it can be authorized. To begin this process, send the vendor’s name, address, SMART ID, and purpose of the travel to peg.spencer@dcf.ks.gov.
KMIS will have an additional field to identify the core service code that this vendor mileage supports – such as vocational evaluation, interpreting, customer service, personal assistance, etc. |
Mileage
Hotel costs for personal assistants or drivers when travel with client is necessary as reasonable accommodation
Personal assistant or driver meals |
$200 PA |
|
802 Client airfare
One round trip per semester if comparable training is not available in Kansas |
|
$600 PA
|
|
803 Relocation expenses
If more than 25 miles from current residence.
Only one relocation per training is permitted.
|
Relocation expenses related to job placement or approved IPE services
Relocation for training if comparable training is not available in the home community
Moving truck Movers Mileage
|
$1,500 LOC |
|
805 Bicycles and scooters for transportation
Must be necessary for transportation for IPE activities or employment. Includes scooters when used for transportation as opposed to scooters used for indoor & outdoor accommodations for individuals with mobility impairments. For the latter, see SC 411.
May be used only one-time during the life of the case. |
Mopeds Scooters Bicycles |
$500 LOC |
|
810 Vehicle Purchase
Excludes Sales Tax or fees.
Check Kelly Blue Book value.
|
|
$3,500 LOC Requires Rehabilitation Manager or PA approval of analysis and rationale. IF RM or PA authority is used in addition so that the cost is $5,000, DCF prior authorization is required. |
|
811 Vehicle purchase sales tax
Must be comparable to the purchase price provided by VR |
|
$300 LOC |
|
820 Vehicle Insurance
Allowable only if the IPE created the need for this service. Not allowed when this was a client responsibility prior to the IPE. |
|
$750 LOC |
|
821 Vehicle property tax |
|
$100 LOC |
|
822 Vehicle tags/registration
Allowable only if the IPE created the need for this service. Not allowed when this was a client responsibility prior to the IPE. |
Includes 60-day tag with vehicle purchase |
$30 LOC |
|
830 Vehicle Repair |
Add vehicle inspection (prior to purchase and for repair estimates) |
$1,000 LOC |
|
910 Foreign Language Interpreter |
|
$500 LOC |
|
915 Accommodations for persons who are deaf or hard of hearing
Rate for sign language interpreters
Authorize for the first hour, and then in 15-minute increments thereafter.
Rate for notetakers: Current minimum wage and not to exceed 30 hours per week.
When this service is provided to individuals in post-secondary education, it is subject to the Memorandum of Agreement with Institutions of Higher Education. See: http://www.dcf.ks.gov/services/RS/Pages/RSpartners.aspx
|
Sign language interpreting Captioning Notetaking |
$6,000 LOC
|
|
916 Sign language interpreter travel time |
Hourly professional fee for travel time. Mileage would be in SC 801 |
$150 PA |
|
920 Accommodations for persons who are blind or visually impaired
Rate for readers: Current minimum wage and not to exceed 30 hours per week.
Rate for notetakers: Current minimum wage and not to exceed 30 hours per week.
When this service is provided to individuals in post-secondary education, it is subject to the Memorandum of Agreement with Institutions of Higher Education. See: http://www.dcf.ks.gov/services/RS/Pages/RSpartners.aspx
|
Reader services Reading aloud Sound recording of print Audio books Transcription of regular print to Braille or large print Notetakers |
$500 LOC |
|
930 Personal Attendant Services
Rate: Not to exceed $7.45 per hour and not to exceed 30 hours per week. |
Hourly fee for services provided
Use service code 801 for travel related expenses |
$500 LOC |
|
935 Other Personal Assistance Services
Rate for drivers: Current minimum wage for drive time only.
Rate for notetakers: Current minimum wage and not to exceed 30 hours per week.
Use service code 801 for travel related expenses. |
Drivers (drive time only) Guide dogs Service dogs Companion dogs Note-taking for consumers with cognitive impairments |
$500 LOC |
|
955 Child Care |
|
$5,000 LOC DCF rate structure |
|
970 Discovery/SE action plan ONLY FOR GEI DEMONSTRATION SITES |
Service provider agreement |
$100 LOC |
|
971 Discovery completed ONLY FOR GEI DEMONSTRATION SITES |
Service provider agreement |
$1,600 LOC |
|
972 Discovery/SE job development action plan ONLY FOR GEI DEMONSTRATION SITES |
Service provider agreement |
$150 LOC |
|
973 Discovery/SE on-the-job 10 days and instructional plan ONLY FOR GEI DEMONSTRATION SITES |
Service provider agreement |
$1,500 LOC |
|
974 Discovery/SE stabilization achieved ONLY FOR GEI DEMONSTRATION SITES |
Service provider agreement |
$100 LOC |
|
975 Discovery/SE plan for extended services ONLY FOR GEI DEMONSTRATION SITES |
Service provider agreement |
$100 LOC |
|
976 Discovery/SE successful employment ONLY FOR GEI DEMONSTRATION SITES |
Service provider agreement |
$1,000 LOC |
|
999 One-time emergency service necessary to start or keep a job.
This service will automatically print on all IPEs. The IPE will include this statement: This service will be provided only for emergencies necessary to start or keep a job. This service will not be provided in all case.
Requires Status 20, 22 or 32 to issue a service or payment authorization.
Requires an additional field on the authorization form for the customary service code for the goods or services provided to be noted (necessary to assure proper tracking back to federal reporting). |
|
$250 LOC |