Note 1: A single purchase for a hearing aid includes the hearing aid(s), required ear molds, necessary batteries, initial fitting and orientation, one to twoup to two hearing aid checks during the trial period, programming changes during the first six months, in-house repairs during the first year, and processing manufacturer repairs during the two to three year manufacturer warranty period.
Note 2: A single purchase for a personal computer includes the hardware (i.e., CPU, monitor, printer, etc.), input device (i.e., mouse, keyboard, etc.), software (i.e., operating, applications, etc.), accessories (i.e. mouse pad, surge protector, etc.), and assistive technology. The computer furniture and training are separate purchases from the computer system.
Cancel the authorization in AWARE and send written notice to the vendor.
a. Only the cardholder is authorized to use the Small Purchase Charge Card (SPCC) for clients.
b. SPCC may be used to purchase services and “expendable" (e.g., medications, gasoline, etc.) and “non-expendable" (e.g. tools, textbooks, etc.) tangible goods for VR clients.
c. Purchases made with the SPCC are subject to all existing purchasing policies within this Policy and Procedure Manual, including but not limited to: consumer financial participation, use of comparable benefits, exemption from state sales tax, etc.
d. There is a monthly limit. See Small Purchase Charge Card Program (SPCC) and Program Administrator (PA) Policies and Procedures – Client Services.
e. There is a transaction limit. See Small Purchase Charge Card Program (SPCC) and Program Administrator (PA) Policies and Procedures – Client Services.
f. All purchases shall comply with DARS' Fiscal Policies and Procedures located on the DARS' Intranet page.
Example 1: The VR counselor approves a clothing allowance for a VR client. The client purchases the clothes. The counselor issues the Authorization form to the consumer to reimburse the consumer. The purchase is not exempt.
Example 2: The VR counselor approves a clothing allowance for a VR client. The counselor issues the Authorization for clothes to the retail store. The purchase is exempt.
Example 3: A licensed physician prescribes a computer for a VR client. The purchase is exempt from state sales tax regardless of whether the client purchases it, insurance pays for it, or the counselor issues an Authorization to the vendor or issues a Direct Authorization to reimburse the client.
Under $5,000: No pre-approval is required based on dollar amount.
$5,000 to $19,999: Supervisor pre-approval is required first, followed by DRS District Director pre-approval, followed by Field Rehabilitaive Services (FRS) Director pre-approval.
Supervisor pre-approval is required first, followed by DRS District Director pre-approval, followed by FRS Director pre-approval, followed by DRS Deputy Commissioner approval.
$50,000 and up:
Supervisor pre-approval is required first, followed by DRS District Director pre-approval, followed by FRS Director pre-approval, followed by DRS Deputy Commissioner pre-approval, followed by DARS Commissioner pre-approval.
The DRS Policy and Procedure Manual does not apply to procurement (i.e., state contract, purchase order, administrative charge card, e-va, etc.) of administrative goods and services (office leases, interpreter services contract, DRS office equipment, staff travel, staff working lunches, etc.). They are subject to DGS Procurement Policy and Procedure Manual, DARS administrative procedures, and Virginia Public Procurement Act (per § 2.2-4300 of the Code
DRS shall not (per OMB Circular A-87 revised May 10, 2004) pay client entertainment expenses, including costs of amusements and social activities.