24.16 Other Types of Payments and Purchases

24.16.1 Periodic Payments

Periodic payments are used when a consumer service is provided and paid over a defined but recurring period of time such as training programs that bill monthly, consumer maintenance, and reader services.

The receive date for periodic payments is the last day of the billing period. When the periodic payment is for one month, for example, the receive date for each payment is the last day of the month.

For information about how to enter a periodic payment in ReHabWorks. See ReHabWorks User Guide, Chapter 19: Case Authorizing Payment.

24.16.2 Paying in Advance

Advance payment or prepayment occurs when payment for a consumer service is issued before the service is delivered. Payment usually is not made in advance of service.

In many cases, advance payments are issued directly to the consumer or a member of the consumer's family.

Consumer services for which advance payment may be authorized include:

  • consumer maintenance;
  • consumer transportation (such as airfare, train tickets, and bus tickets);
  • weekly or monthly bus passes;
  • child care; and
  • tuition.

The table below lists the only circumstances when advanced pay may be issued. Advance payments may be received and authorized anytime from the "as early as date" to the actual completion date of the service. The date entered in the receipt acknowledgment in ReHabWorks is the receive date.

Advanced Pay Situations

Pay as early as

Maintenance and transportation paid to the customer

Seven days before the start date

Academic and vocational training and training-related services (when provided by an accredited college or university over a semester or quarter)

Examples:

  • Tuition at an accredited college
  • RN or LVN training at a tax-supported hospital

Time of enrollment

Vocational or technical training (when provided by an accredited college or university)

Time of enrollment

Room and board paid to an accredited college or university

14 days before the start date

State board licenses

14 days before the start date

For example, if room and board had a start date of 8/16/2015 and an end date of 12/17/2015, caseload carrying staff could receive payment any day between 8/2/2015 and 12/17/2015. If the receipt is entered on 8/7/2015, the receipt date is 8/7/2015.

24.16.3 Setting Up and Paying Providers

Individuals may need to be set up as providers to issue payment for services such as reader services, maintenance, or transportation.

Before the service record is generated and before the service authorization is issued, you must ensure that the individual has been:

  • set up as a provider; and
  • linked to the appropriate specification(s).

State law prohibits the state comptroller from issuing a warrant to pay funds directly to anyone who owes the state for delinquent taxes or a defaulted debt, such as a guaranteed student loan.

If the consumer is not already set up as a provider, complete a DARS1768, Application for Payee Identification Number, as follows:

  1. Complete Section 1 of the form.
  2. Use Federal Facility Code 12 if the payee is a consumer or Federal Facility Code 13 if the payee is the consumer's parent or legal guardian.
  3. Do as follows, in Section 4:
    • Indicate if the payee is a consumer or the parent/legal guardian of a consumer
    • Specify the type of payments that will be made to the payee
    • Request that the payee be tied to the specifications for that type of payment

When advance payment is authorized, payment authorization must be delegated in accordance with current ReHabWorks procedures.

24.16.4 Restricted Donations

A restricted donation is a cash donation made to the CRS program for use in providing services to CRS consumers that specifies a purpose, program, DARS office, or caseload for use. When a restricted donation is received, the receiving office immediately forwards it, along with any accompanying instructions, to the DARS accounting office in accordance with the published cash receipts procedures found in Business Procedure Manual, Chapter 23: Accounting, 23.1 Cash Receipts.

The following process describes the approvals required for the use of a restricted donation.

CRS Accounting

  1. Records the information pertaining to the donation on the deposit, including:
  • donor name; and
  • donation amount
  1. Assigns unique donation number if not specified by receiving office
  2. Deposits funds in appropriate CRS budget
  3. Notifies the CRS program manager that the donation has been received
  4. Updates Regular and Restricted Donation spreadsheet monthly and sends to and CRS budget office
  5. CRS program manager sends a letter of appreciation to the donor

Using Restricted Donation Funds

For more information regarding restricted donations see ReHabWorks Users Guide, Chapter 16 Case Service Record, 16.1 Service Record List.

24.16.5 Payment discounts

For information on how to apply payment discounts, See ReHabWorks Users Guide, Chapter 18 Case Acknowledgement of Receipt, 18.1 Receive, 18.1.1 Payment Discounts.

24.16.6 Multiple Consumer Purchases

Multi-consumer purchases can be completed when services from a single provider are purchased for multiple consumers on the same caseload or for multiple consumers on different caseloads. A multi-consumer service record completed in ReHabWorks serves the same function as an individual service record and is used to create a multi-consumer service authorization.

An invoice with multiple consumers’ names is kept in a separate file. Under no circumstances should information with multiple consumers’ names be filed in an individual consumer file.

For additional information on creating a multi-consumer service record and multi-consumer service authorization, refer to the ReHabWorks Users Guide, Chapter 20 Multiconsumer Purchases, 20.1 Multiconsumer Service Record.

24.16.7 Used Goods

The CRS program purchases new equipment unless it is necessary or advantageous to purchase used equipment and supplies. Used equipment is most frequently purchased because:

  • new equipment is unavailable; and/or
  • used equipment meets the consumer's needs and provides significant savings.

When you buy used and demonstration equipment, process the order according to the applicable procurement method, which is based on the estimated cost of the equipment.

Provide the following information in the paper case file of used goods:

  • A description of the condition and value of the equipment
  • A statement in the paper case file that the equipment has been examined
  • Verification of inability to secure new equipment and/or substantial savings