Vocational Rehabilitation Services Manual C-1400: Supportive Goods and Services

This section describes policies and procedures that apply to goods and services that:

• are necessary to support Vocational Rehabilitation (VR) services that are listed on the customer’s IPE or IPE amendment; and
• are included in the Individualized Plan for Employment (IPE), the current IPE amendment, or in a service justification case note.

Supportive goods and services may also be provided when they are necessary for a customer to participate in assessments to determine eligibility for VR services and identify VR needs.

These goods and services may include:

• maintenance;
• customer transportation;
• personal attendant services;
• services to family members;
• child care services;
• occupational licenses; or
• tools and equipment.

In addition to the goods and services listed above, other goods and services detailed throughout this manual may be considered supportive goods and services as long as it is clear that they are necessary to support planned VR services.

If a counselor has determined that an exception will facilitate a customer’s progress and there is not an approval exception listed in policy, counselors are encouraged to staff the request through their chain of management to the Deputy Division Director for Field Services for consideration. VRSM clearly states when no exceptions are allowed.

Transportation is a type of financial support that can be paid directly to an individual who has applied for and/or is receiving VR services or to a third party that will provide the transportation. Transportation payments may not be used to pay for any "normal living expenses."

VR pays transportation to the customer for the use of the customer's vehicle for transportation when this is the most economical and effective method.

VR uses the following categories of transportation:

• Recurring transportation paid to a public or private carrier,
• Nonrecurring transportation paid to a public or private carrier, and
• Airfare.

To be approved, all transportation expenditures must be clearly documented in the case file as necessary and reasonable under the circumstances prevailing at the time a decision is made.

Decision-making factors to consider include, but are not limited to:

• Customer's informed choice,
• Best value,
• Use of comparable benefits, and
• Required customer participation in cost of services (also referred to as BLR).

For more information refer to D-203: Purchasing Decisions.

If transportation assistance is anticipated at the time the Individualized Plan for Employment (IPE) is completed, it must be included on the customer's IPE. However, if the need for nonrecurring transportation is identified after the IPE has been completed, a service justification case note can be used to document this service unless the case is in employment phase in RHW. If the case is in employment phase in RHW an IPE amendment is required. All recurring transportation must be included on the IPE or IPE amendment.

Refer to B-500: Individualized Plan for Employment and Post-Employment for more information on IPEs.

Refer to E-300: Case Notes Requirements for more information on documentation.

C-1402-1: Legal Authorization

34 CFR §361.5(c)(56)

"Transportation means travel and related expenses that are necessary to enable an applicant or eligible individual to participate in a vocational rehabilitation service, including expenses for training in the use of public transportation vehicles and systems."

If a warrant is issued to a customer or other individual who owes the state delinquent taxes, defaulted debt, or other funds, receipt of that payment could be subject to substantial delays. Reference: Texas Government Code Chapter 2252.

C-1402-2: Transportation Providers

Transportation can be provided through the following:

• Public carrier
• Private carrier

Transportation of a customer for any purpose must be by the most economical and effective carrier.

Criss Cole Rehabilitation Center (CCRC) staff members who are formally approved to transport customers may do so but must drive only TWC-owned vehicles. Exceptions to this require consultation with the VR Division Deputy Director of Field Services Delivery and the Office of General Counsel.

With the exception of CCRC staff who are approved to transport customers, VR staff members are not allowed to transport VR customers. There are no exceptions allowed to this restriction.

Public Carrier

A public carrier is a vehicle or set of vehicles in the business of transporting the public, for example:

• city transit service;
• airline;
• bus company; and
• taxi company.

Private Carrier

A private carrier is an individual or private organization that owns a vehicle and is not customarily for hire.

C-1402-3: Recurring Transportation

Recurring transportation includes advance payments that should be paid weekly to the private carrier for transportation that is necessary for the customer to participate in VR services.

VR Manager approval is required for any additional recurring transportation that exceeds a total of 104 weeks. The approval is limited to six-month increments (cumulatively or consecutively).

Transportation costs that are more than $400 for a single service authorization require VR Manager approval.

Documentation of Recurring Transportation

Documentation for recurring transportation must include:

• VR Manager approval (if required); and
• a case note that includes:
  • calculations,
  • the source used to define "actual mileage," and
  • confirms the service for which transportation is required.

Customers must be informed that they are required to maintain the VR2181, Transportation Log, to verify that the private carrier recurring transportation funds were used for their intended purpose. The customer must turn in the VR2181, Transportation Log monthly, which must be reviewed by the VR counselor before the next payment is authorized.

If the VR2181, Transportation Log, for private carrier recurring transportation is not turned in or if it is determined that the funds were not used for their intended purpose, VR Manager review and approval is required before additional transportation payments can be authorized or any new service authorizations for transportation are issued.

VR Manager review and approval must be documented in ReHabWorks (RHW). See the ReHabWorks Users Guide E-100: Purchase Approval Requests for additional information about RHW Purchase Approvals.

Documentation of Recurring Bus Passes for Customers

Documentation for bus passes must include a case note that documents:

• the quantity of bus passes needed to support the VR service, and
• a confirmation of the service for which transportation is required.

If the VR office purchases bus tickets in bulk and issues them directly to the customer, a case note must be entered in RHW identifying the date the customer picked up the bus pass. A copy of the VR2014, Rehabilitation Equipment, Item, and Bus Pass Receipt signed by the customer must be filed in the customer's paper case file. Refer to C-1402-6: Local Bus Passes for VR Customers for more information.

Customers must be informed that they are required to maintain the VR2181, Transportation Log, to verify that the bus passes are being used for their intended purpose. The VR2181 must be turned in and reviewed by the VR counselor before the next bus pass is issued or purchased.

If the VR2181, Transportation Log for recurring transportation is not turned in, or if it is determined that the funds were not used for their intended purpose, VR Manager review and approval is required before additional transportation payments can be authorized or any new service authorizations for transportation are issued.

C-1402-4: Nonrecurring Transportation

Nonrecurring transportation is a onetime advance payment to the private carrier for transportation that is necessary for the customer to participate in a single VR assessment or IPE service.

Transportation costs that are more than $400 for a single service authorization (this excludes airfare) require VR Manager approval.

Documentation of Nonrecurring Transportation

Documentation for transportation must include:

• VR Manager approval (if required); and
• a service justification case note that includes:
  • calculations,
  • the source used to define "actual mileage," and
  • confirms the service for which transportation is required.

If the case is in employment phase in RHW an IPE amendment is also required.

Documentation of Nonrecurring Bus Passes for Customers

Documentation for transportation must include:

• a service justification case note or be included in the IPE or IPE amendment;
• the quantity of bus passes needed to support the VR service; and
• a case note that confirms the service for which transportation is required.

If the case is in employment phase in RHW an IPE amendment is required.

If the VR office issues bus passes, a case note must be issued in RHW identifying the date the customer picked up the bus pass. A copy of the VR2014, Rehabilitation Equipment, Item, and Bus Pass Receipt signed by the customer must be filed in the customer's paper case file. Refer to C-1402-6: Local Bus Passes for VR Customers for more information.

C-1402-5: Processing Transportation Payments

VR staff must email VR RHW Provider Services to have the customer established as a provider when the amount is more than $400 for a single service authorization. Refer to D-211: Setting Up and Paying Providers for more information.

VR staff must authorize the payment of transportation in advance to the customer. The allowable transportation payment rates listed below are based on the rates published on the Texas Comptroller of Public Accounts website. VR reviews and, when necessary, updates these rates annually.

As of April 1, 2020, transportation payments (recurring or nonrecurring) are limited to one of the following:

• Actual cost to customer for public transportation
• Actual mileage times the federal privately-owned vehicle mileage rate published on the Texas Comptroller of Public Accounts website.

Recurring transportation payments should be issued monthly or for the duration of the semester or grading period. Transportation payments are advance payments and should be paid in advance.

For example:

An SA for recurring transportation payments for the fall semester is issued for the entire semester. Transportation payments are paid weekly in advance. The customer is required to turn in the VR2181, Transportation Log monthly. If the VR2181 is not turned in, no further payments are authorized unless VR Manager review and approval is obtained.

Do not use "Maintenance" specifications in RHW to make transportation payments.

Do not split service authorizations to avoid threshold requirements based on specific dollar amounts.

Transportation warrants are mailed:

• directly to the customer or legally appointed third-party payee; or
• to the VR office in exceptional circumstances and only with VR Manager approval. Refer to D-207-5: Customer Warrants Mailed to the VR Office.

Transportation Service Authorizations

A service record must be created with the following specifications for transportation payments:

Level 1—Transportation and Relocation Services—78111

Choose the appropriate level: Level 2, 3, or 4.

C-1402-6: Local Bus Passes for VR Customers

The management support team purchases local bus tickets, passes, tokens, and transfers in bulk for VR customers. Bus passes are distributed to VR customers that are directly related to and required for their participation in VR services. Once received in the VR office, the bus passes must be kept under lock and key.

When the need for bus passes are identified, the:

1. VR counselor must enter service justification case note in RHW justifying the need for transportation, unless the case is in employment phase in RHW. If the case is in employment phase in RHW an IPE amendment is required;
2. Customer/representative must be present and sign the VR2014, Rehabilitation Equipment, Item, and Bus Pass Receipt once they receive the bus pass;
3. Staff will request the bus pass from the management team or designee;
4. VR staff are required to enter the date, customer's name, and case ID number onto the VR2015, Office Bus Pass Log;
5. Management team or designee will also sign the VR2015, Office Bus Pass Log,
6. Once the VR2014, Rehabilitation Equipment, Item, and Bus Pass Receipt document has been completed, VR staff are required to place it in the customer's paper case file; and
7. The VR2015, Office Bus Pass Log must be kept with the management team.

Refer to C-1402-3: Recurring Transportation and C-1402-4 Nonrecurring Transportation for additional information.

C-1402-7: Airfare

Airfare can be purchased to meet a customer's transportation needs only if:

• airfare is the most cost-effective method (flying versus driving);
• airfare is an appropriate means of transportation for the customer based on potential disability-related factors; or
• no reasonable alternative exists.

When considering the cost of airfare as a transportation alternative, the VR counselor considers all related costs, such as the cost of transportation to and from the airport, parking, vehicle rental, fuel, or taxi. The VR counselor documents the cost comparison clearly in a case note.

Customer airfare purchases are completed using the Customer Central Billed Account (CBA).

Using the CBA for customer airfare purchases allows caseload-carrying staff members to purchase customer airfare at state-contracted rates.

In addition to reducing airfare costs for customer travel, using the CBA has the following benefits:

• Advance purchase is not necessary
• No minimum or maximum length of stay
• 100 percent refundable tickets if cancelled or unused

When using the CBA, reservations must be made at least 14 days in advance and ticketed at least seven days in advance to allow for review and to ensure that the itinerary is acceptable to the customer. For travel being requested during holiday periods (October through January), reservations must be made at least 30 days in advance.

Requesting Customer Air Travel

The VR staff member:

• completes and signs VR1762, Central Billing Request for Consumer Airfare, and include the service authorization number in the Comments field (see ReHabWorks Users Guide, E-200: Case Service Record, E-203-10: Consumer Airfare for details); and
• emails the signed VR1762 to the Accounting–Consumer Airfare Team at Payables.ConsumerAirfare@twc.texas.gov.

On VR1762, VR staff notes any special needs or requirements that the customer or passenger may have. For example, VR staff documents whether the customer:

• needs to be on a specific flight to travel with a group;
• requires accommodations; or
• requires special seating (describe the circumstances).

Reserve and Verify Customer Airfare

The following procedures must be used to book and verify the travel:

1. Accounting–Consumer Airfare Team authorizes the charge to the Customer CBA.
2. Travel agency books the airfare and emails the reservation and ticket confirmation itinerary to the Accounting--Consumer Airfare Team.
3. Accounting–Consumer Airfare Team maintains a printed copy of the itinerary in the Customer CBA and forwards the confirmation by email to the VR staff member who requested the travel.
4. The VR staff member must respond by email to the Consumer Airfare mailbox to confirm that the forwarded itinerary is acceptable.
5. The VR staff member, upon confirming the itinerary as acceptable, completes a service record and service authorization using the date, purchase price, and fees information provided. (Note: The VR staff does not create the service authorization for payment now; this will be done in step 8.)
6. The customer or passenger must provide the itinerary or confirmation number and a valid driver's license, photo ID, or other acceptable proof of identification. (Acceptable forms of identification are found at Transportation Security Administration Identification.)
7. The VR staff member receives a mass email from the Accounting–Consumer Airfare Team paying the bank statement once the customer's travel is shown on the bank statement. (Note: The email names all customers that traveled within that bank statement period. The VR staff copies and redacts names of all other customers from the document before filing with the customer's purchasing records.) See ReHabWorks Users Guide, E-200: Case Service Record, E-203-10: Customer Airfare for details.
8. The VR staff member adds the service authorization number in the appropriate column for the customer.
9. Accounting verifies and audits the service authorization and lets the VR staff member know when he or she can receive and authorize payment for the customer's travel.

Processing the Payment

For the Accounting–Consumer Airfare Team to process the payment for customer travel, the VR team must have created the service record and service authorization in RHW.

If discrepancies are noted between the service record, service authorization, or invoice received by the Accounting–Consumer Airfare Team, a team member emails the VR team to resolve the differences.

Cancelled Flights

The ticket is paid for using a VR CBA credit card. If the customer's ticket requires cancellation, the VR team must notify the Accounting–Customer Airfare Team immediately by email at Payables.ConsumerAirfare@twc.texas.gov or by phone at 512-463-1671, option 4, for immediate assistance. The following responsibilities and conditions apply:

• The customer is not authorized at any time for any reason to make any changes or cancel his or her flight itinerary. Additional costs incurred will be the responsibility of the customer. The customer must go through the VR team to make any changes or cancel flight itinerary.
• The VR team is responsible for closing the service authorization in RHW. For all state-purchased Short's Travel itineraries, a cancellation fee is assessed.

Airfare Limits

Air transportation for customers who are attending in-state or out-of-state training is limited to no more than two round-trip economy tickets per year. Exceptions require review and approval by the VR Manager.

If there are questions regarding customer airfare procedures, contact the Accounting–Consumer Airfare Team in one of the following ways:

• Email TWC Consumer Airfare
• Phone 512-463-1671, option 4

C-1402-8: Relocation

If the customer cannot participate in IPE services or employment because transportation is not available, the VR counselor discusses with the customer the option of relocating to a community that meets the customer's transportation needs.

If the customer decides to move, then the VR counselor determines the extent of help necessary to achieve the move. Some customers require minimal help (for example, helping to pay for moving van rental, mileage, and boxes) while others, because of disability-related limitations, may require full assistance (such as packers, movers, and unpackers).

If the VR counselor plans to purchase services from a moving company, he or she contacts TWC Consumer Procurement at consumer.procurement@twc.texas.gov for help in determining if using a state term contract results in best value.

Initial one-time costs, such as a security deposit or charges for the initiation of utilities, that are required in order for an individual to relocate for a job placement or to participate in VR services. These are allowable maintenance costs. Refer to C-1401-3: Nonrecurring Maintenance.

C-1402-9: Vehicle Repair

As with other transportation services, VR provides payment for the repair of the customer's vehicle only when necessary for the customer to participate in other planned services, such as vocational training and job-related services.

Payment for Vehicle Repair

Payment for vehicle repair, including parts and labor, is authorized only when:

• no comparable services or benefits are available to meet this customer's transportation needs; and
• repair is the most cost-effective means to meet those needs.

Authorization covers only repairs that are required to make the vehicle safe and operable.

Approval Requirements

VR Supervisor approval is required for vehicle repairs when the total cost of the repair is greater than $2,500, or when the total cost exceeds the vehicle's value.

Documentation Requirements

Before authorizing payment, the VR counselor considers and documents in a case note that:

• the vehicle is:
  • owned by the customer or a family member (if not, VR Manager approval is required); and
  • the customer's primary means of transportation;
• vehicle repair is a best-value decision to meet the customer's transportation needs, and:
  • based on the vehicle's overall condition, ongoing repairs are not expected; and
  • repair costs do not exceed the vehicle's value as estimated from Kelly Blue Book using the "sell to private party" value (After the VR counselor reviews and makes the decision to authorize the service, he or she files a copy of the computer-generated estimate in the case file.)
• there are no comparable services and benefits available to meet the customer's transportation needs, such as public bus service; and
• the customer has a plan for how to meet transportation expenses after case closure.

For additional information about repairs to vehicle modifications, see C-204: Vehicle Modification Services.

C-1402-10: Vehicle Rental

Vehicle rental can be purchased if:

• it is economically justified; and
• no reasonable alternative exists.

Approval Requirements

VR Supervisor approval is required for vehicle rentals.

Required Vehicle Rental Procedures

VR staff obtains two quotes for an economy class vehicle from a reputable auto rental agency or vehicle modification provider. If the customer requires a higher class of vehicle, document the justification for management review. (Note: Do not request state rates, because only state employees may use them.)

VR staff obtains copies of documents for the customer's case file that confirm that the customer or the customer's driver is:

• over 21 years old;
• has a valid driver's license; and
• has proof of insurance.

If the customer or his or her driver does not have collision insurance, VR may pay the rental agency's additional daily rate for required insurance. VR does not pay for personal accident insurance.

The customer is responsible for:

• returning the rental vehicle in the condition in which it was received; and
• paying any costs above and beyond the original rental agreement.

VR may arrange, purchase, or provide services to the customer's family members only if without such services, the customer would be unable to begin or continue his or her IPE, and the program would be jeopardized or interfered with to the extent that the employment goal would be unnecessarily delayed or could not be achieved.

When required, services are furnished only for family members meeting the definition of family as defined in 34 CFR §361.5(c)(22). The services are not available through existing community resources, agencies, or comparable services or benefits.

C-1404-1: Legal Authorization

34 CFR §361.48(b)(9)

"(b) Services for individuals who have applied for or been determined eligible for vocational rehabilitation services. As appropriate to the vocational rehabilitation needs of each individual and consistent with each individual's individualized plan for employment, the designated State unit must ensure that the following vocational rehabilitation services are available to assist the individual with a disability in preparing for, securing, retaining, advancing in or regaining an employment outcome that is consistent with the individual's unique strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice:

(9) Vocational rehabilitation services to family members, as defined in §361.5(c) (23), of an applicant or eligible individual if necessary to enable the applicant or eligible individual to achieve an employment outcome."

34 CFR §361.5(c)(22)

"(22) Family member, for purposes of receiving vocational rehabilitation services in accordance with §361.48(b)(9), means an individual—

(i) Who either—

(A) Is a relative or guardian of an applicant or eligible individual; or

(B) Lives in the same household as an applicant or eligible individual;

(ii) Who has a substantial interest in the well-being of that individual; and

(iii) Whose receipt of vocational rehabilitation services is necessary to enable the applicant or eligible individual to achieve an employment outcome."

C-1404-2: Documentation of Services for Family Members

Documentation of services to family members must meet all documentation requirements for that service as outlined throughout this manual. Additionally, the VR counselor must clearly describe in case notes:

• the name of the family member or members who need the services;
• the family member's relationship to the customer;
• what services are needed; and
• how the services are expected to make a substantial contribution to the customer's ability to participate in and complete planned VR services and goals.

An occupational license is any license, permit, or fee for the examination of a license, or other written authorization required by the state, city, or other government unit that must be obtained to work or to run a small business. Occupational licenses are one of the tools used in the rehabilitation process.

C-1406-1: Legal Authorization

34 CFR §361.48(b)(16)

"(b) Services for individuals who have applied for or been determined eligible for vocational rehabilitation services. As appropriate to the vocational rehabilitation needs of each individual and consistent with each individual's individualized plan for employment, the designated State unit must ensure that the following vocational rehabilitation services are available to assist the individual with a disability in preparing for, securing, retaining, advancing in or regaining an employment outcome that is consistent with the individual's unique strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice:

(16) Occupational licenses, tools, equipment, initial stocks, and supplies."

C-1406-2: Occupational License Fees

VR pays fees only for:

• licenses; and
• necessary examinations or registrations.

VR does not pay state or municipal tax assessments on occupations. Management must not make any exceptions.

VR does not pay for dues to a professional association or trade union unless paying the dues meets best-value purchasing criteria or unless the VR counselor can justify the purchase as critical to the success of the customer's employment. If the VR counselor believes that payment to a professional association or trade union is critical to the success of the customer's employment, the VR counselor must enter a case note in RHW that explains the justification for the decision and obtain VR Manager approval. The VR Manager may consult with TWC Office of General Council as needed to determine if use of VR funds is allowed.

VR funds cannot be paid to organizations that financially support a lobbyist.

WorkQuest is a private, nonprofit corporation that links Texans with disabilities to meaningful employment opportunities, improving quality of life for thousands of individuals across the state. TWC has entered into a contract with WorkQuest to provide Wage Services for VR customers. Wage Services allow VR to pay a customer's wages when he or she is participating in a Work Experience Service. Wage Services includes gross earnings, worker compensation and associated costs including payroll processing, payroll reporting, and other payroll processing functions.

Work Experience Services are intended to be short-term (12 weeks or less) and part-time.  For additional information, refer to VRSM C-421: Work Experience Services.

WorkQuest CRPs define part-time as not exceeding an average of 30 hours per week over the course of the entire work experience assignment (training period). A customer may work up to 40 hours per week for one or more weeks during the training period, if such a schedule is necessary for completion of training or demonstration of readiness for full-time employment, so long as the average of 30 hours per week over the training period is not exceeded.  For services described and purchased through VR-SFP Chapter 13: Work Readiness Services the customer's hours cannot be greater than part-time.

WorkQuest through one of their Community Rehabilitation Providers (not a TWC-VR provider) will:

• be the employer of record for the customer;
• be responsible for onboarding the customer and completing tasks such as I-9 verification;
• coordinate and collect payroll documentation from the VR customer's work experience worksite entity;
• accurately process a bimonthly paycheck, unless a different frequency is agreed to in writing by VR and WorkQuest;
• make direct deposits or deposits to a pay card, that include a pay stub on the pay date;
• provide W-2 forms in accordance with Internal Revenue Service requirements;
• prepare supplemental payroll to correct errors in pay when necessary and applicable;
• notify the VR counselor of any worker's compensation claims made by or on behalf of VR customers; and
• notify the VR counselor of worksite incidents involving injury, property damage, or behavioral issues that result in termination of a customer's placement at the worksite, as soon as possible, but not later than forty-eight (48) hours after the incident.

Wage Services provided through WorkQuest are intended to support VR customers and "students and youth with disabilities," including those who are potentially eligible when participating in Work Experience Services as defined in the VR-SFP Chapter 14: Work Experience Services.

Students with disabilities, including students who are potentially eligible, may also receive Wage Services through WorkQuest when a Workforce Development Board (WDB) does not provide Wage Services. If Wage Services are available through the WDB, VR Supervisor approval is required when using WorkQuest for students and youth with disabilities instead of a WDB’s Wage Service. If Wage Services are not available through the WDB, VR Supervisor approval is not required to use WorkQuest. For additional information on WDBs that provide Wage Services, refer to the Year-Round Paid Work Experience intranet page. 

Pre-ETS funds may be used in cases where the customer meets the Student with a disability criterion established in VRSM C-1302-1: Student or Transition Services Customer. When a "student with a disability" is potentially eligible, the VR counselor must follow policy found in VRSM C-1305-6: Providing Pre-Employment Transition Services, Working with Potentially Eligible Students.

Wage Services can be purchased for multiple work experiences for the same customer when necessary to meet the customer's goals. Wage Services should not be purchased for a customer to be placed in the same type of position at the same work experience site. Refer to VRSM C-421: Work Experience Services and VR-SFP Chapter 14: Work Experience Services for additional information.

Wage Services can be purchased when a customer obtains a work experience placement through various ways or avenues such as:

• VR-SFP Chapter 14: Work Experience Services;
• On an exception basis to support students in work experience opportunities, when a Workforce Development Board (WDB) is not contracted to perform wage services, or the wage services is otherwise unavailable from the WDB; and
• When VR staff work directly with a business to develop a training model designed around their business structure that includes paid work experience. In these models, the goal is for VR customers to gain training that leads to employment with the business partner. These models are to be coordinated with the Business Relations Coordinator and approved by the Deputy Regional Director or Regional Director.

When VR customers are placed at the job site TWS-VRS staff are responsible for monitoring each worksite.

Prior to making a referral for Wage Services, the customer must obtain a work experience placement, that matches the customer's individualized plan for employment (IPE) or the trial work plan (TWP).

For a Work Experience Placement obtained via VR-SFP Chapter 14: Work Experience Services, a VR3142, Worksite Agreement for Wage Services must be signed by the representative from the work experience site. Either the VR counselor or Work Experience Specialist can obtain the required signatures on the VR3142, Worksite Agreement for Wage Services. The VR3142, Worksite Agreement for Wage Services must be in place prior to making a referral to WorkQuest for Wage Services and before issuing a service authorization for wage services. For additional information refer to Chapter 14: Work Experience Services.

Work Experience via Summer Earn and Learn and work experience placements arranged by VR staff may require a work site agreement or other related agreement.

C-1408-1: Determining the Wage and Associated Cost for Work Services

VR work experience placements are classified into three levels using O*NET's My Next Move Job Zones found at https://www.onetonline.org/find/zone. The VR counselor must identify the 6-digit SOC code that represents the position for which the customer will be fulfilling in the work experience placement and enter the 6-digit SOC code into My Next Move to identify the Job Zone the position falls under. The Job Zone level identifies what the customer's gross income and WorkQuest corresponding bill rate when wage services are purchased for a customer.

C-1408-2: Wage Levels and Rates

The customer hourly wage rates were derived from My Next Move wage rates supplied by the Bureau of Labor Statistics (BLS) data as adapted by O*Net and they serve as the basis for the WorkQuest Bill Rate which are "fully-loaded" with all applicable taxes, insurance, and fees.

TWC-VR is using the O*Net, Job Zones to describe the Entry, Intermediate, and Advanced wage levels associated with a customer's position when in work experience.

Entry Level: Includes O*Nets' My Next Move Job Zones One and Two

• Purpose:
  • determine if customer is ready for competitive integrated employment;
  • explore possible career options for customer; and
  • develop skills to increase a customer's employability.
• Knowledge, experience, responsibilities and level of supervision of a customer:
  • little or no previous work-related skill, knowledge, or experience;
  • may have some transferable skills, basic knowledge from experience;
  • knowledge of the tasks, duties and responsibilities related to position;
  • follows standard procedures and written instructions to accomplish assigned tasks;
  • work is routine, and tasks are standardized; and
  • works under direct supervision.
• Education and training of the customer may require a high school diploma or GED certificate.
• The associated gross wage is $10.90 per hour, and
• WorkQuest bill rate per hour is $19.96.

Examples of positions classified as entry level include, but are not limited to: (Refer to https://www.onetonline.org/find/zone for a complete list.)

• Baristas
• Cooks/ Food preparations / Food Servers
• Counter attendants
• Customer services representatives/ Order Clerk/ Receptionist/ Information Clerk
• Data Entry/Word Processor
• Floral Designer
• Helpers for carpenters. electricians, installers, mason
• Home Health Aides/ Personal Care Aides/ Nursing Assistant/ Physical Therapy Assistant
• Janitors/Cleaners/ House Keeper/ Maid
• Landscapers/ Ground Keepers
• Nursery Worker/ Nanny/ Child Care Worker
• Office Clerk/ File Clerks/ Mail Clerk
• Painter/ Construction/ Maintenance Worker
• Parking Attendant/ Security Guard
• Reservation/ Ticket agent
• Stock Clerks
• Telemarketers
• Waiters/ Waitresses

Intermediate Level: Includes O*Nets' My Next Move Job Zone Three

• Purpose:
  • demonstrate skills and gain experience applicable to potential vocational or associates degree trainings; and
  • evaluate if the customer still has capacity to continue to work in a field due to acquired vocational barrier(s).
• Knowledge, experience, responsibilities and level of supervision of a customer:
  • previous work-related skill, knowledge, or experience (completion of training program);
  • demonstrates and applies the fundamental concepts, practices and procedures of field of specialization;
  • performs work that is varied and may be somewhat difficult; and
  • performs work under minimum supervision that is somewhat difficult and requires limited responsibility.
• Education and training the customer may be required to complete:
  • an apprenticeship; or
  • one or two years of vocational training (certificate program or on the job training) or associate degree.
• The associated gross wage is $13.92 per hour, and
• WorkQuest bill rate per hour is $24.74.

Examples of positions classified as intermediate level include, but are not limited to: (Refer to https://www.onetonline.org/find/zone for a complete list.)

• Auto mechanic-certified
• Book Keeping/Accounting/Audit Clerk
• Computer Operators
• Construction and Building Inspectors
• Court Reporters
• Dental Assistant/Hygienist
• Desktop Publishing
• Electrician
• Emergency Medical Technician
• Fire Inspector
• Fitness Trainer/Aerobics Instructor
• Hairdresser/Hairstylist/Cosmetologist/Barber
• Human Recourse Assistant
• Insurance Claims Clerk
• Licensed Vocational Nurse
• Manufacturing Production Technician
• Medical/Clinical Lab Technician
• Medical/Legal Secretaries
• Medical Assistant
• Surveying Technicians
• Tailors/Dress maker/Custom Sewers
• Teacher Assistant/ Preschool Teacher
• Occupational Therapy/Physical Therapy Assistant
• Plumbers
• Police Officer
• Veterinary Assistant
• Welder

Advanced Level: Includes O*Nets' My Next Move Job Zone Four

• Purpose:
  • demonstrate skills and to gain experience related to the degree; and
  • evaluates if the customer still has capacity to continue to work in a field due to acquired vocational barriers.
• Knowledge, experience, responsibilities and level of supervision of a customer:
  • works with general supervision;
  • possesses and applies a broad knowledge of principles, practices, and procedures of particular field of specialization to the completion of difficult assignments;
  • work responsibilities maybe board in nature; and
  • competent in skills and may assist or teach others.
• Education and training the customer may be required to complete a four-year bachelor's degree or higher degree.
• The associated gross wage is $20.32 per hour, and
• WorkQuest bill rate per hour is $34.83

Examples of positions classified as advance level include, but are not limited to: (Refer to https://www.onetonline.org/find/zone for a complete list.)

• Adult Basic/ Secondary Education/ Special Education/Literacy Teachers and Instructors
• Advertising Agent
• Automotive/Bio Chemical/ Chemical/ Civil Engineers
• Budget Analysts
• Clinical Data Manager
• Construction Manager
• Database Administrator/Architect
• Editors
• Logisticians
• Manufacturing Engineers
• Museum Technicians & conservators
• Park Naturalist
• Patient Representative
• Program Directors
• Public Relations/Fundraising Manager
• General/Operational Manager
• Human Resource Specialists/Manager
• Insurance Sale Agent
• Landscape Architect
• Real Estate Broker
• Occupational/ Physical/Recreational/Music Therapist
• Sale Representative Wholesale/Manufacturing
• Sales Manager
• Software Developers
• Storage/Distribution Manager
• Training and Development Specialist/Manager

Note: The "net pay" the customer will receive will vary based on the individual customer's W-4 information.

C-1408-3: VR Counselor Roles and Responsibilities in Wage Services

VR staff should proactively collaborate and coordinate with prospective employers to connect individuals with disabilities to opportunities for successful employment. VR counselors are encouraged to work with their local Business Relations Coordinator to help set up a training model with a local employer. When VR customers are placed at the job site, VR staff are responsible for monitoring each worksite.

When students with disabilities are participating in paid work experience and WIOA Title I programs, such as WIOA youth program, work experience is permitted. VR staff must ensure the services provided are complimentary and not duplicative, and that both sets of services are documented in the student's ReHabWorks (RHW) case, indicating which services are purchased and which are arranged.

To make a referral for Wage Services, VR counselor must ensure the following are submitted via encrypted email to wageservicesSA@workquest.com:

The email should include the following:

• must include the TWC SA #xxxxxxx in the email subject line;
• an attached Service Authorization;
• an attached VR3141, Referral for Wage Services -  WorkQuest; and
• a Worksite Agreement (when applicable).

When a customer is actively receiving Wage Services from WorkQuest, the VR counselor ensures the following are completed by VR staff:

• develop or coordinate the work experience placement that is made by VR directly, or an employment service provider;
• purchase work experience training from an employment service provider when a customer needs more training or supervision than the work experience site can provide;
• explain the availability of TWS-VRS sponsorship of wage services while the customer is participating in a work experience when placements are established by an employment service provider;
• obtain worksite agreements if one is required
• issue a SA to WorkQuest authorizing payment of wages for a VR customer;
• complete a Referral Form to accompany the SA;
• assist the customer with completing documents provided by the WorkQuest CRP for onboarding purposes. The employer of record is responsible for verifying information on the I-9 and is the signatory of record;
• monitor the worksite and addressing any needs or concerns shared by the worksite supervisor or worksite contact person regarding the customer's performance at the worksite, or by the employment services provider as outlined in the VR Standards for Providers;
• monitor the work experience to ensure that the customer's hours worked does not exceed the number of hours indicated on the Referral Form and SA; and
• process invoices received from WorkQuest in a timely manner.

A VR counselor should provide counseling and guidance to the customer through their participation in a work experience gaining information on hours work and skills learned. Refer to VRSM C-100: Counseling and Guidance.

C-1408-4: Creating a Service Record for Wage Services in ReHabWorks

A service record must be created with the following specifications. MAPS Code "WRKQST" can assist with locating the specifications.

VR Basic:

Level 1 - Wage Services for Paid Work Experience WorkQuest (TIBH) only

Level 2 - Wage Services for Paid Work-based Learning Programs - VR Basic Support (Payroll accounting services) WorkQuest only CONTRACT REQUIRED [84111-84111]

Choose the appropriate specifications for Level 3 and 4 based on the core service to be provided.

Pre-ETS:

Level 1 - Wage Services for Paid Work Experience WorkQuest (TIBH) only

Level 2 - Wage Services for Paid Work Experience - VR Pre-ETS (Payroll accounting services) WorkQuest only CONTRACT REQUIRED [84111-84112]

Choose the appropriate specifications for Level 3 and 4 based on the core service to be provided.