(b) Providers must have on file the following:

1. (1) One (1), or all, if appropriate, of the following provider agreements:

   1. (A) TEA-1400, Provider Agreement, Signature Page (nontransporting providers); or
   2. (B) TEA-1432, Memorandum of Agreement to Provide Transportation Services for TEA Participants (transporting providers);

2. (2) Proof of:

   1. (A) Employer identification number;
   2. (B) Social Security number; or
   3. (C) Federal tax identification number;
3. (3) Form W-9, Request for Taxpayer Identification Number and Certification; and
4. (4) Internal Revenue Service Letter 147C, EIN Previously Assigned.

(d) TEA Provider Agreement (TEA-1400).

1. (1) Form TEA-1400, Provider Agreement, will be provided to:

   1. (A) All individuals who provide services, other than individuals who transport TEA participants; and
   2. (B) All individuals designated as a potential provider of services for participants.
2. (2) A TEA-1400 is valid for up to two (2) years, based on state fiscal year, and each provider will be required to sign a new agreement at the end of the second fiscal year.
3. (3) Program Eligibility Specialists will, when requested, give technical assistance to a provider regarding any portions of the agreement when an explanation is requested.

4. (4)

   1. (A) The original TEA-1400 will be filed in a central location in the local office.
   2. (B) A copy will be:

(i) Sent to the Temporary Assistance for Needy Families Contracts Unit of the Department of Human Services;

1. (ii) Filed in the participant’s TEA case record; and

   1. (iii) Given to the provider.
   2. (C) Once a valid TEA-1400 is on file, the provider does not have to sign another TEA-1400 if he or she begins providing services to another participant.

(e) Memorandum of Agreement to Provide Transportation Services For TEA Participants (TEA-1432).

1. (1)

   1. (A) The purpose of the TEA-1432, Memorandum of Agreement to Provide Transportation Services for TEA Participants, is to provide the transportation provider and the local office with a written agreement that details the responsibilities of the:

      1. (i) Provider;
      2. (ii) Participant; and
      3. (iii) Department of Human Services.
   2. (B) In addition, the memorandum of agreement (MOA) provides the provider with procedures for payment.

2. (2)

   1. (A) The local office and the TEA transportation provider will enter into an MOA.
   2. (B) If the provider is providing transportation services for more than one (1) TEA participant, only one (1) signed TEA-1432 is required for that provider.
   3. (C) The original TEA-1432 will be filed in a central location at the local office, and a copy will be given to the transportation provider.
   4. (D) A copy will also be provided to the Central Office Temporary Assistance for Needy Families Contracts Unit of the Department of Human Services.

   5. (E)

      1. (i) The provider information will be documented in the TEA participant’s case record.
      2. (ii) If there are any issues with the agreement, the local office will receive assistance from the Temporary Assistance for Needy Families Policy and Contract Units.
3. (3) The Program Eligibility Specialist will refer the TEA participant to the transportation provider via form TEA-1427, Provider Service Authorization.

4. (4)

   1. (A) Form TEA-1433, Participant Rights and Responsibilities for Transportation Assistance, will be sent to the provider with the TEA-1427.
   2. (B) The provider is responsible for giving a copy of the information sheet to the participant on the first day the transportation services are provided.

(f) TEA Vehicle Vendor Agreement (TEA-1411).

1. (1) The purpose of the TEA-1411, Vehicle Vendor Agreement, is to provide the local office, the vendor, and the participant with a binding written agreement that details the terms and conditions of the sale of a vehicle for which the department is providing down payment assistance.
2. (2) In addition to the TEA-1411, the vehicle vendor must sign a TEA-1400, Provider Agreement, if one (1) is not already on file in the local office.

(g) Employer identification number (EIN).

1. (1)

   1. (A) An employer identification number (EIN) is a federal number obtained from the Internal Revenue Service.
   2. (B) Anyone operating an established business (i.e., taxi company, bus service, etc.) and conducting business with the Department of Human Services in a provider capacity must have or obtain a federal tax ID/EIN number from the Internal Revenue Service prior to becoming a provider.

2. (2)

   1. (A) The vendor must provide proof of the number to the Program Eligibility Specialist.

   2. (B) Acceptable proof may be:

      1. (i) A certificate issued by the Internal Revenue Service; or
      2. (ii) Other correspondence received from/sent to the Internal Revenue Service.
3. (3) The Program Eligibility Specialist will provide information to customer/prospective providers relative to obtaining EIN/federal tax identification number.

(h) Social Security number (SSN).

1. (1) A Social Security number (SSN) is required of providers, e.g., relative, friends, neighbor, etc., who do not operate an established business.

2. (2) The provider will be required to:

   1. (A) Have/obtain an SSN; and
   2. (B) Furnish proof of the number.

3. (3) Acceptable proof of an SSN includes, but is not limited to:

   1. (A) The individual's Social Security card issued by the Social Security Administration;
   2. (B) Any correspondence from the Social Security Administration with the number referenced; or
   3. (C) Tax returns.

4. (4) This proof must be provided prior to any services being authorized.

   1. (i) Request for Taxpayer Identification Number and Certification (W-9).

5. (1)

   1. (A) All nonchildcare providers paid with TEA funds must have a completed/signed W-9 form on file.

   2. (B) Providers will complete and sign this form:

      1. (i) During completion of TEA-1400; or
      2. (ii) When proof of EIN/SSN is submitted.
   3. (C) The individual signing the form must be the same person who signed the TEA-1400.
6. (2) If a provider already has a signed W-9 on file in the local office, it will not be necessary to submit another form.
7. (3) Department of Human Services staff will make certain that all information on the W-9 form is the exact same as the information on the Internal Revenue Service verification document.

(j) Potential provider fails to meet eligibility.

1. (1) When the potential provider fails to meet the provider eligibility guidelines, Department of Human Services staff will explain to the participant the reason or reasons why and what must be accomplished in order for the individual to become a provider.
2. (2) Participants in need of immediate services will be provided with information relative to eligible providers who have met all requirements and can be used until the designated provider satisfies all requirements.