Implementation Date:  October 1, 2013

Section 3/Part 8

Service codes and spending authorities

Rehabilitation Services (RS) Policy

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.

 


Service code and title

Examples

Counselor spending authority

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

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

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

 

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

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

 

 

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

 

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.

 

 

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

 

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

 

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

$100 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

 

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

$4,500 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

 

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

$500 LOC

930       Personal Attendant Services

Hourly fee for services provided

 

Use service code 801 for travel related expenses

$500 LOC

935       Other Personal Assistance Services

 

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

940       Other Services to Client

 

 

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