1. (a)

   1. (1) Payment request will not be approved until documentation that the service has been received.

   2. (2) Documentation may include:

      1. (A) Medical reports;
      2. (B) Training progress reports;
      3. (C) Attendance forms;
      4. (D) Receipts; and/or
      5. (E) Invoices.
   3. (3) Payment will not be processed without an attached bill from the vendor.

2. (b)

   1. (1) Current Arkansas Rehabilitation Services policy requires manager approval for all new counselors (20 CAR § 835-1301 et seq.).
   2. (2) Manager and/or administrative approval is also required for several specified purchases and services (20 CAR § 835-601 et seq.).
3. (c) The authorization/payment justification should be reflected in the case note explaining why the services were necessary.

4. (d)

   1. (1) Electronic authorization must be made for the provision of services or goods.
   2. (2) A verbal approval may be given in an emergency followed immediately by a written authorization.
   3. (3) An IPE must be completed before any services or goods, other than diagnostic or to support diagnostic assessment, can be provided.
   4. (4) It is the counselor’s responsibility to document case progress throughout the provision of services.

5. (e) Note.

   1. (1) Comparable benefits are to be utilized prior to service provision by Arkansas Rehabilitation Services.
   2. (2) A client must apply for comparable benefits prior to service provision.
   3. (3) Comparable benefits may include, but are not limited to, hospital charity funding, Medicaid, United States Department of Veterans Affairs benefits, housing, Pell Grant, etc.
   4. (4) Comparable benefits should be explored throughout the VR process.
   5. (5) A comparable benefit will be considered only to the extent that it is available and timely to meet the cost of the particular VR services.

Codification Notes: “IPE” means individualized plan for employment. "VR" means vocational rehabilitation.