2. Vocational Rehabilitation
3. Service Providers
4. Announcements
5. Purchase Order & Invoice Instructions Updates

Purchase Order & Invoice Instructions Updates

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From: Knuth, David - DWD
Sent: Thursday, August 18, 2022

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Dear Service Provider,

This communication has only been sent to the Service Provider Main Contact. Please share with your staff as you see appropriate.

What is the change?

The DVR purchase order form, the DVR Service Provider portal and the Information for DVR Vendors and Statewide Service Providers publication have been updated to reflect new requirements included in the most current DVR Statewide Service Agreement.

Updated information includes a required statement that is needed on invoices submitted to DVR from DVR Service Providers, updated invoice criteria for all vendors and corrections to the DWD tax exempt information.

The purchase order form in IRIS has also been updated with the new language. The functionality of the purchase order has not changed.

Effective Date

Immediately

This Replaces

All previous versions of the Purchase Order and the Information for DVR Vendors and Statewide Service Providers publication.

Why is this change being made?

The DVR Statewide Service Agreement included updated requirements for invoices and a certification statement required from service providers when invoices are submitted.

What are the changes?

All invoices submitted to DVR for payment must accurately represent:

1. hours expended by the Service Provider within the last 60 days or within the timeframe stated in the purchase order or otherwise approved by DVR, and/or
2. payment for deliverables accepted by DVR within the last 60 days or within the timeframe stated in the purchase order. All invoices must also request payment for hours or deliverables that the Service Provider has not previously claimed or been paid for on past invoices.

Service Providers must certify compliance with these requirements by including the following certification on each invoice submitted to DVR for payment:

"I certify that the amount invoiced accurately represents hours expended and/or deliverables that were completed within the last 60 days or within the timeframe stated in the purchase order. I further certify that payment for the amounts and services claimed has not yet been received as of the date of this invoice."

On August 29th the Service Provider Portal Electronic Invoices will now include the required certification statement on them as required for the new service agreements.

Procedures

DVR staff should review invoices and if the statement is not included, remind service providers when invoices are submitted for statewide services in August and September that the statement is required.

Starting November 1, invoices for statewide services that do not include the statement will be returned to the vendor who will have 5 business days to update the invoice with the statement. If the invoice has not been updated after 5 business days, an invoice resolution process will be initiated by the WDA staff and the invoice will be voided.

Please direct all questions regarding these updates to DVR Program Section Chief, Kathleen Enders: Kathleen.Enders@dwd.wisconsin.gov.

Thank you,

David Knuth
Contract Specialist