VRS_Important update regarding authorizations and invoices for Pre-ETS services

The following message was sent to VRS staff:

There have been a lot of questions about authorizations for Pre-ETS services.  As Community Partners and VRS staff are having conversations about service provision for Pre-ETS it is important to ensure that a decision is made about how many hours will be allocated for service time, prep time, and travel time for each Pre-ETS service and that this is documented on the authorization.

Effective April 1^st authorizations for Pre-ETS must show how many hours are allotted for:

• Service time (includes providing Pre-ETS services to the student, a first meeting for potentially eligible, employer development, team meetings)
• Preparation (prep) time
• NOTE: Preparation time invoiced cannot exceed 50% of the service time authorized.  For example, if a Community Partner will be providing Pre-ETS services for one hour, then the maximum preparation time that can be invoiced is 30 minutes.
• Travel time

IMPORTANT! 

When the Community Partner submits an invoice, the hours invoiced cannot exceed the hours that were authorized for each item (service time, prep time, travel time). 

If the Community Partner needs more hours than what was originally authorized for any of those items (service time, prep time, travel time) a new authorization must be created in WF1 before the additional service time, prep time or travel time takes place. 

The Pre-ETS Authorizing, Reporting and Invoicing Guide has been updated to reflect this information.

Here are definitions of each item that might be included in the authorization:

1. Service Time:

• Providing Pre-ETS to students: individually or in groups.
• First Meeting Time: The time for the student who is potentially eligible for VR, VRS and Community Partner to meet and talk about the services that will be provided. (Students eligible for VR will have a Pre-ETS intake authorized instead).
• Employer Development Time: Calls/emails/visits to arrange for work-based learning opportunities, internet search for job leads, etc.
• Team Meetings: Attending a meeting (such as an IEP meeting) with the student’s other “team” members (ie. family, VRS, school staff, county case managers) to report on progress of Pre-ETS.
• Preparation Time: Prepare/revise lesson plans; prepare content for 1:1 sessions; get materials for sessions ready; communications/attempted communications with students/parents/schools to get meetings set or plan for/coordinate services; edit resumes, cover letters and other documents related to work experiences.
• Travel Time: Round trip time traveling from primary work location to where services to a student or group of students is provided. Can include time for a provider to pick up/drop off a student.

Thank you! Alyssa, the FOSes and the VRS Leadership Team