Oklahoma Administrative Code
Title 612 - State Department of Rehabilitation Services
Chapter 10 - Vocational Rehabilitation and Services for the Blind and Visually Impaired
Subchapter 1 - General Provisions
Section 612:10-1-7 - Purchase of services and goods for individuals with disabilities
Current through Vol. 41, No. 13, March 15, 2024
(a) All Department authorizations are made in compliance with the state purchasing policy under legal authority of the Director or by an employee to whom the Director has delegated such authority. Services, other than diagnosis and pre-employment transition services for students with disabilities regardless of whether the student has applied or been determined eligible for vocational rehabilitation services, must be in an approved Individualized Plan for Employment prior to authorization.
(b) A prior vendor contract is required before authorizations can be made to any post-secondary school.
(c) Other nonmedical vendors will not require a prior written purchasing agreement unless stated otherwise in the DRS administrative rule manual section(s) for that service.
(d) All other vocational rehabilitation services will be purchased pursuant to the administrative rules in (j) and (m) of this Section. However, a requisition may be submitted to the DRS Purchasing Section if, in the judgment of the responsible rehabilitation professional, the best interests of the individual and/or the agency would be served by having the Purchasing Section handle the procurement. In either case, once items have been received and checked against the authorization, the appropriate DVR or DSBVI staff, in accordance with (j) and (m) of this Section, approves the claim, then forwards it to the DRS Finance Services Division.
(e) Since the Department is a state-federal agency, it does not pay sales, excise, or transportation taxes.
(f) All claims for medical and/or nonmedical client services must be filed on claim forms approved by the Department. When the provision of an authorization is fulfilled, payment for the authorized client services constitutes payment in full. The client will not have any financial liability other than the amount required of clients who must participate in the cost of the service provided.
(g) The individual is liable for services he/she arranged which were not planned and initiated under the auspices of DRS.
(h) The Department retains right and title to any tools, equipment, durable medical equipment, or other goods costing $500 or more purchased with DVR and DSBVI funds, until and unless such goods are released to the client. Upon delivery of any such goods to the client, a Receipt for Equipment and Title Agreement must be completed and approved.
(i) When the rehabilitation professional determines an authorization or portion of an authorization will not be utilized, procedures to cancel the remaining services will be completed. Before the case is closed, all unliquidated authorizations must be canceled or accounted for to determine if a claim will be made against any outstanding authorization.
(j) Purchasing vocational rehabilitation goods or services, other than direct client payments, when there is no prior written purchasing agreement is basically a three- step process. These steps include specifying the requirements for the goods or services, authorizing for the purchase, and receiving delivery of the goods or services. For audit purposes, no one person can perform more than one of these steps. A different person is required for:
(k) When a prior written purchasing agreement for vocational rehabilitation goods or services, other than direct client payments, is not required, and the service or package of services to be obtained will cost the amount of the OMES-DCAM authority order limit or less, the rehabilitation professional and client will jointly choose an appropriate vendor. The rehabilitation professional will then authorize for the planned services to the chosen vendor. When a prior written purchasing agreement for vocational rehabilitation services, other than direct client payments, is not required, and the service or package of services will cost more than the OMES-DCAM authority order limit, the rehabilitation professional will follow administrative rules in (1) through (7) of this Subsection.
(l) Program Managers will review record of services when submitted for approvals to ensure that purchases are being awarded in a manner that ensures competition and client participation within the scope of DRS and applicable fiscal rules. At least once each fiscal year a random selection of record of services will be reviewed by the DRS Central/Departmental Services Unit to monitor compliance with DRS and applicable fiscal rules. If a Program Manager has reason to believe that a rehabilitation professional is not making a good faith effort to award purchases in a competitive manner and in accordance with agency administrative rules, a fiscal audit of the entire caseload will be requested to determine the appropriate action to take. Prior to the initiation of the Individualized Plan for Employment (IPE), the counselor must determine if:
(m) Pursuant to 74 O.S. 85.44A, any goods or services required under a court order shall be purchased in accordance with DRS fiscal rules.
Added at 10 Ok Reg 4633, eff 9-1-93 (emergency) ; Added at 11 Ok Reg 2449, eff 7-1-94 ; Amended at 12 Ok Reg 1487, eff 7-1-95 ; Amended at 13 Ok Reg 1817, eff 4-3-96 (emergency) ; Amended at 14 Ok Reg 809, eff 1-24-97 (emergency) ; Amended at 14 Ok Reg 2332, eff 7-1-97 ; Amended at 16 Ok Reg 1711, eff 4-13-99 (emergency) ; Amended at 16 Ok Reg 2590, eff 7-1-99 ; Amended at 17 Ok Reg 3066, eff 7-15-00 ; Amended at 18 Ok Reg 2228, eff 7-1-01 ; Amended at 20 Ok Reg 1771, eff 7-1-03 ; Amended at 22 Ok Reg 2186, eff 7-1-05 ; Amended at 27 Ok Reg 1589, eff 7-1-10 ; Amended at 29 Ok Reg 1430, eff 7-1-12 ; Amended at 30 Ok Reg 868, eff 7-1-13