In providing vocational rehabilitation services, the client and DRS shall use public or other vocational or technical training programs or other appropriate community resources to the maximum extent feasible.
DRS vendors must meet the Standards For Vendor Approval/Re-Approval, which are published in the DARS Training and Facilities Manual.
For additional requirements for qualified vendors, see the policy for the specific service.
When state law and regulations require the service provider to be licensed or certified, the service provider must be licensed or certified to practice in the Commonwealth of Virginia. This includes (per Title
54.1-100 of the Code of Virginia) physicians and other healing arts professions, dentists, hearing aid specialists, therapists, nurses, opticians, optometrists, pharmacists, psychologists, speech pathologists, substance abuse counselors, day care providers, and building contractors. This includes (per
22.1-323 of the Code of Virginia) schools. It is the vendor’s responsibility to comply with the rules and regulations issued by the state regulatory agencies. It is a violation of state law to consider a quote from an unlicensed or uncertified vendor when a license or certification is required.
Before issuing the Authorization, DRS staff must ensure that the vendor is listed in “active” status in the AWARE vendor file. The counselor cannot authorize services from a vendor in “inactive” status.
The vendor approval processes published in the DARS Training and Facilities Manual shall be followed for ESOs, and vendors of training services, driver training services, work incentive services, community support services (CSS) for people with brain injury, and independent living services (ILS). All other vendors are subject to approval by the designated DARS vendor services personnel, unless exempt from the vendor approval process. DRS exempts from the vendor approval process any goods that are low in cost and also do not require specialized expertise in their preparation or delivery, (such as simple modification to shoes, stump socks, elastic stockings, frames for eyeglasses, etc.). Consult the designated vendor services personnel if you have questions as to whether a vendor is exempt.
To add or update vendors exempt from the vendor approval process to the vendor file (such as physician, retail store, etc.), send an email to
VendorRequests@dars.virginia.gov. Before requesting a
new vendor, check the Vendor Inquiry to see if a vendor number already exists to avoid duplicate requests To request a newvendor, specify in the subject line “Please Add New Vendor”. In the body of the email, provide Vendor name, Tax ID number or SSN, address, fax number, name and telephone number of the vendor’s contact person. If
modifying an existing record, specify in the subject line the vendor name and vendor number (such as Star Inc. V# 123456) and include the new information in the body of the email. If changing vendor name or tax ID number, attach their updated W-9 reflecting this change.
DARS vendor services personnel will check the licensing status of vendors in health professions upon request from DRS staff or DARS Central Office staff.
When a vendor owes DARS a refund, the counselor shall consult Fiscal Services in the DARS Central Office for the processing procedure.
The counselor should notify the DARS designated Vendor Services personnel of complaints or concerns regarding a vendor. All complaints must be made on the State Complaint to Vendor Form, which is the only way to officially inform the vendor of unsatisfactory performance. Vendor Services will investigate and may re-code the vendor as “inactive” in AWARE.