Section 3 / Part 8
Effective Date: April 10, 2006
Summary of spending authorities (cost caps)
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.
- Rehabilitation Managers have the authority to approve expenditures of no more than $1,999 above the Counselor's spending authority as well as authority to approve exceptions to established rates on an individualized client-by-client basis.
- RS Regional Program Administrators have the authority to approve expenditures of no more than $4,999 above the Counselor's spending authority. Each RS Regional Program Administrator will establish a procedure for routing such exception requests specifying whether the request must first go through the RS Manager or whether the request can be made directly to the RS Program Administrator. RS Program Administrators may also approve exceptions to established rates.
- Requests for approval of higher amounts should be directed to the RS Field Liaison in the Central Office. Such requests must include the RS Program Administrator's recommendation.
In all circumstances, the standard Exceptions Request Form (Section 8 / Part 54) must be completed. Upon final action (approval or denial) the form must be routed to the Policy Specialist at 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.
Services are listed in alphabetical order.
Assistive technology (rehabilitation
technology)
Service Code: 270 (excluding eye glasses), 290, 380, 390, 410, 411, 413, 416, 417
Counselor's Spending Authority: $11,250 for the life of the case.
Business establishment
Service Code: 622
Counselor's Spending Authority: $2,000 for the life of the case based on the business plan and budget.
Notes: May be used in conjunction with initial stocks and supplies, and occupational tools and equipment.
Drivers
Service Code: 935
Counselor's Spending Authority: Current minimum wage.
Notes: As of May 1998, minimum wage is $5.15 per hour. Provided as a reasonable accommodation to allow participation in the IPE services.
Eye glass frames
Service Code: 270
Counselor's Spending Authority: $100 per purchase.
Eye glass lenses
Service Code: 270
Counselor's Spending Authority: Medicaid rate
Foreign language interpreting
Service Code: 910
Counselor's Spending Authority: Usual and customary rate available in the local area.
Home modifications
Service Code: 414
Counselor's Spending Authority: $9,000 for the life of the case.
Notes: Home modifications are intended to remove barriers to access and fuctioning as needed to achieve the employment outcome. Requests to modify rental propperty must be forwarded by the RS Program Administrator to Central Office for approval. Such recommendations must address portability of the modification, the property owner's agreement to the modification, the client's rent history (frequency of moves), and evidence that the individual intends to remain at the residence for a reasonable period of time.
Initial stocks and supplies
Service Code: 620
Counselor's Spending Authority: $900 for the life of the case.
In-patient alcoholism treatment
Service Code: 330
Counselor's Spending Authority: May be purchased for a maximum of 25 attendance days.
Notes: Use the Addiction and Prevention Services (AAPS) referral process. For Further information, go to www.srskansas.org/hcp/aaps/ResourceDirectory.html.
Intercurrent illness
Service Code: 245
Counselor Spending Authority: $6,750 for the life of the case.
Land or building purchases
Service Code: N/A
Counselor's Spending Authority: N/A
Notes: Not allowed.
Lodging and meals
Service Code: 800
Counselor's Spending Authority: Current approved rate for state employees.
Maintenance
Service Code: 700; use Code 750 for emergency food and shelter
Counselor's Spending Authority: No more than $450 a month for basic subsistence needs.
Notes:
The maintenance authority may also be used to purchase client interview or work clothes. Clothing expenditures may be considered separately (not include in the Counselor spending authority monthly maximum).
Maintenance may be provided any time after diagnostic services have begun through the time when post-employment services are being provided. During job placement (Status 20), maintenance may be paid for only three months or until the first paycheck.
Maintenance includes costs for incidentals. Clients participating in facility-based services should have access to funds for incidentals, whether it is from maintenance or their own resources. The amount should be individually negotiated based on the IPE and client need. RS does not necesaarily have to be the source of funds for incidental expense if the client has access to other resources.
Counselors may authorize emergency maintenance for individuals who are homeless for one month only. Additional months require Regional approval.
Mileage for
clients
Service Code: 800
Counselor's Spending Authority: No more than 20 cents per mile AND no more than a total of $450 a month.
Notes: The milage rate for clients is intended to reimburse for reasonable expenses for gasoline only. The vehicle repair expenditure authority may be used for maintenance and repair costs in lieu of a higher mileage rate. Mileage rates should be negotiated based on actual costs to be incurred by the client.
Mileage for
vendors
Service Code: 801
Counselor's Spending Authority:
No more than 25 cents per mile.
Notes: Since vendors are not eligible to use the vehicle repair expenses available to clients, vendors are eligible for a higher mileage rate.
Non-medical care attendants
Service Code: 930
Counselor's Spending Authority: $7.45 per hour, not to exceed 30 hours per week.
Notetakers
Service Code: 935; use Code 915 when related to sign language interpreting.
Counselor's Spending Authority: Current minimum wage, not to exceed 30 hours per week.
Occupational tools & equipment
Service Code: 620
Counselor's Spending Authority: $2,700 for the life of the case.
Readers
Service Code: 920
Counselor's Spending Authority: Current minimum wage, not to exceed 30 hours per week.
Notes: As of May 1998, minimum wage is $5.15 per hour.
Rental property modifications
Service Code: 414
Counselor's Spending Authority: N/A
Notes: Requests to modify rental property must be forwarded by the RS Program Administrators to Central Office for approval. Such recommendations must address portability of the modification, the property owner's agreement to the modification, the client's rent history (frequency of moves), and evidence that the individual intends to remain at the residence for a reasonable period of time.
Surgery
Service Code: 220
Counselor's Spending Authority: $10,000 for hospital and primary doctor fees (excluding radiology, anesthesia, and related expenses) for the life of the case.
Notes: Specific analysis is required prior to including surgery on the
IPE. See Section 4 / Part 11.
Tutors
Service Code: 630
Counselor's Spending Authority: $10 per hour.
Vehicle modifications
Service Code: 412
Counselor's Spending Authority: $13,500 for the life of the case.
Vehicle purchase
Service Code: 810
Counselor's Spending Authority: $1,999 for the life of the case.
Notes: License and Kansas sales taxes can be paid in addition to the vehicle counselor spending authority. Use Code 810 for purchase and sales tax. Use Code 820 for insurance, personal property tax, inspection, and license tags.
Vehicle repair
Service Code: 830
Counselor's Spending Authority: $1,000 for the life of the case.
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