1. (a)

   1. (1) Administrative exception must be obtained to provide vehicle modification or van lifts for ILRS cases.
   2. (2) For an exception refer to Appendix G.
   3. (3) If an administrative exception is granted the following procedures are to be used.

2. (b) Modification for motor vehicles.

   1. (1) Purchase and installation of special equipment and/or vehicle modification may be provided to enable the individual to drive their vehicle, or to enable an immediate family member or a designated attendant to provide the individual transportation, if:

      1. (A) The individual or vehicle operator has:

3. (i) A current operator license;

   1. (ii) Proof that insurance will cover equipment; and

      1. (iii) Proof of vehicle ownership;
      2. (B) Equipment is purchased from an approved vendor;

      3. (C)

         1. (i) Equipment purchase and/or vehicle modification is made to enable an individual to participate in an approved full-time VR training program or employment.
         2. (ii) Needed equipment must be established as a criterion for evaluation of progress toward the employment outcome or covered in an amendment;

      4. (D)

         1. (i) A vehicle more than five (5) years old and/or a vehicle with more than fifty thousand (50,000) miles has been determined mechanically sound.
         2. (ii) This requirement does not apply to vehicles less than five (5) years old or with less than fifty thousand (50,000) miles;

      5. (E)

         1. (i) An assistive technology evaluation from the Assistive Technology at Work program has been completed upon a counselor's request.
         2. (ii) The evaluation must include an equipment description or specification;
      6. (F) The individual has been instructed in safe operation and/or use of equipment through a training course; and

      7. (G)

         1. (i) A threshold of five thousand dollars ($5,000) has been established for van modifications, including lift.
         2. (ii) For an exception refer to Appendix G.
   2. (2) The counselor will follow the state purchasing guidelines.
   3. (3) Arkansas Rehabilitation Services will purchase one (1) van lift and/or van modification per individual regardless of the times a case is reopened.
   4. (4) Arkansas Rehabilitation Services retains title to special equipment until the case is closed.
   5. (5) It is the individual and/or family's responsibility to repair the lift and other adaptive equipment after warranty expiration.

   6. (6) Driver’s training is available at Arkansas Career Training Institute, or Arkansas Rehabilitation Services may purchase driver training from an approved instructor or agency.

      1. (c) Procedures — Modification for motor vehicles.
   7. (1) This service cannot be planned on the ILRS plan or amendment until an assistive technology evaluation has been performed.
   8. (2) Documentation of the action to be taken will be made in the case note.
   9. (3) Complete referral procedures to the Access and Accommodation Section for an evaluation/assessment.
   10. (4) Secure the Access and Accommodation evaluation/assessment recommendation.
   11. (5) Counselor will meet with individual to discuss findings of assistive technology evaluation in accordance with informed choice and with similar benefits.

   12. (6)

       1. (A) The counselor will follow the state purchasing guidelines.
       2. (B) See Services, 20 CAR § 835-601 et seq.
   13. (7) Refer to the Arkansas Rehabilitation Services vendor list or secure W-9 from new vendor.
   14. (8) The case management system will generate the status move after required data is keyed for appropriate status.
   15. (9) Key required information into the case management system for Arkansas Rehabilitation Services purchase authorization.

   16. (10)

       1. (A) When device/service is received, verify the individual received device/service and can use device.
       2. (B) Individual will sign the Receipt/Release for Equipment and Title Agreement Instructions (see Appendix E-81).
       3. (C) Document in ECF.

   17. (11)

       1. (A) When billing statement is received, key required information into the case management system for payment.
       2. (B) Support staff will be responsible for making payments.
       3. (C) Payment will not be processed without an attached bill from the vendor.

Codification Notes: “ECF” means electronic case file. "ILRS" means independent living rehabilitation services.