In this manual, references to DARS now refer to TWC. The manual includes both links to public content and links to content available only to staff.
Consumer service providers may not collect money from a Department of
Assistive and Rehabilitative Services, Division for Blind Services (DBS)
consumer or the consumer's family for any service charge in excess of DBS rates.
Consumer participation and third-party participation funds may not be paid
directly to any contract service provider.
If DBS and another resource are paying for a consumer service, total payment
may not exceed the DBS authorized rate.
12/11, 12/12, 07/13, 1/15, 2/15)
Contractual rates for specific services may not exceed the following amounts.
|Description of Service
|Assistive Technology Evaluation
- $125.00 per evaluation
- $62.50 per demonstration
|Assistive Technology Training
- $37.00 for baseline/post-training assessment
- $75.00 per hour for training time
- $30.00 per hour per consumer for on-site group training
- $20.00 for baseline/post-training assessment
- $40.00 per hour for one-on-one training
- $30.00 per hour per consumer for group training (no more than three
students per instructor)
- $10.00 per hour for independent practice time
|Keyboarding Skills Training
Note: For more information, see Assistive Technology Trainer Guidelines and Procedures, Chapter 3: Keyboard Skills Training.
- $5.00 for baseline/post-training assessment
- $20.00 per hour for training time (one-on-one)
- $10.00 per hour for lab time
|Independent Living Services (Individualized Skills Training)
||$35.00 per hour for providing direct IL Services to consumers, or conferencing with the DBS case manager about a consumer's IL Services.
- $1,100.00 per vocational evaluation (does not include the CVES)
- $500.00 per Comprehensive Vocational Evaluation System (CVES)
- $220.00 per day for up to 5 days for additional assessments such as
situational assessments, vocational explorations, and aptitude tests when
added to the CVES service
- the no-show rate for vocational evaluations is $110 per consumer per day
|Vocational Adjustment Training (VAT)
||$685.00 per session (minimum of 20 hours; maximum of 40 hours total)
||$761.25 per month or $38.00 per day if less than one full month, or $7.50 per hour for up to 25 hours per week
|Job Readiness Training—includes all of the following:
- Personal/Socialization Skills
- Résumé Development
- Job Application Training
- Job Seeking Skills Training
- Interviewing Skills Training
- Job Retention Skills Training
|$37.50 per hour for a maximum of 20 hours (additional
hours may be approved by the appropriate supervisor as stated in the
$1,000.00 per job placement per consumer upon receipt of the provider's
DARS2873, Initial Placement Report.
The placement must be
- in an integrated setting;
- at or above minimum wage;
- for at least the minimum number of hours anticipated in the
DARS2876, Job Placement Referral Acceptance
- in an organization or business that is not owned, operated,
controlled, or governed by the service provider.
After 90 days of continuous employment (under the conditions specified
above), the provider will be paid $1,650.00 plus an amount equal to
- two weeks of the consumer's gross earnings if a copy of the consumer's
most recent paycheck or stub is attached to the
DARS2872, Job Placement Final Billing form; or
- one week of the consumer's gross earnings if a copy of the consumer's
most recent paycheck or stub is not attached to the
DARS2872, Job Placement Final Billing form but the consumer's counselor
or case manager has verified the consumer's successful employment for a
period of at least 90 days.
Employment Network (EN) Employment Advancement Payment 1—$600
EN Employment Advancement Payment 2—$600
|Diabetes Self-Management Education Services: Individualized Services Only
$95.00 per hour for
- assessment services
- follow-up services
- skills training
|Diabetes Self-Management Education Services: Group Services Only
$55.00 per hour per consumer
Note: Group services require a minimum of two consumers per group.
|Orientation and Mobility Training: Individualized Services Only
||$60.00 per hour|
|Orientation and Mobility Training: Group Services Only
- $60.00 per hour for first consumer
- $30.00 per hour for second consumer
- $30.00 per hour for third consumer
Note: Group services may not exceed three consumers per group.
|Supported Employment Services
- Benchmark 1A: Supported Employment Assessment (SEA)—$975
- Benchmark 1B: Supported Employment Services Plan (SESP) Part 1—$150
- Benchmark 2: Job Placement and SESP Part 2—$1,500.00
- Benchmark 3: Four-Week Job Maintenance—$1,500.00
- Benchmark 4: Eight-Week Job Maintenance—$750.00
- Benchmark 5: Job Stability—$750.00
- Benchmark 6: VR Closure—$3,000.00
- EN Employment Advancement Payment 1—$1,237.50
- Professional Placement Premium—$500.00
- Criminal Background Premium—$500.00
- Deaf Service Premium at completion of Benchmark 1b—$533.00
- Deaf Service Premium at completion of Benchmark 6—$3,550.00
Note: DBS does not pay for no-shows for supported employment services.
09/12, 08/13, 12/14)
The provider must submit an accurate and complete DARS2879, Service Provider's Travel Log to claim reimbursement for travel. The total mileage being claimed must also be included on the provider's invoice. (See 3.4 Invoices.)
All travel or mileage must be authorized before travel by DBS issuing a valid DBS service authorization and/or purchase order.
Any changes to the number of service hours or to the end dates on a
service authorization and/or purchase order must be authorized before additional service hours are provided to the consumer.
Mileage can be claimed for meetings when
- the consumer is directly involved, or
- the purpose is closely related to the consumer's services and documented on the DARS2879.
Providers of job placement and supported employment services must document the purpose of the travel on the second line of the DARS2879, under the address field.
Providers must make a good-faith effort to use the least expensive mode of
transportation; for example, taxicabs are used only for short distances.
Rental cars must be approved in advance by the consumer's counselor or case
manager, and approval must be documented on the DBS service authorization and/or purchase order. In addition,
- rental cars must be economy or compact size only;
- receipts are required for reimbursement; and
- mileage and travel-related expenses are not reimbursed.
Parking fees and fuel charges are reimbursed. Receipts for parking fees are required for amounts totaling $6.00
Meals and lodging may be claimed only when the provider travels outside his
or her headquarters city and overnight lodging is required. In addition,
- overnight travel must be approved in advance by the consumer's counselor
or case manager, and approval must be documented on the service authorization and/or purchase order;
- meals are reimbursed at up to $36.00 a day and must be a separate
line item on the invoice and receipts may be required (tips and alcohol are not included);
- lodging is reimbursed at up to $85.00 per night and must be a separate
line item on the invoice. Receipts are required. If an exception to this amount is required, it must have prior approval from the field director and be documented on the service authorization and/or purchase order.
- the amount allowed for authorized meals and lodging must be allocated equally to
each consumer when multiple consumers are involved; and
- DBS does not reimburse or pay for taxes.
Mileage by private vehicle is reimbursed at the rate of $0.60 per mile. Travel-related expenses (such as road and bridge tolls) are not reimbursed.
Reporting Travel Reimbursement to the IRS
All DBS vendors must report as income all reimbursements that are over the mileage rate allowed by the Internal Revenue Service (IRS). The current IRS mileage rate can be found on the IRS website.
Providers claim shortest-distance mileage for each trip on the DARS2879 using the
Rand McNally Mapping Tool (RM) to
calculate it. If a route is not listed in the RM tool, providers use superpages.com.
Shortest distance mileage may not be the actual miles traveled, but is usually claimed using the provider's address listed on the contract. Providers claim mileage
that starts or ends at the
- provider's residence if the residence is the provider's headquarters,
- facility address for facility-based providers (including all trainers who are under the contract),
- provider's designated headquarters for providers who have subcontracted with trainers who may be traveling from multiple locations.
If the provider is more than 50 miles from where most services are provided and subcontractors are providing the services, the provider must submit the addresses of
all the subcontractors to the DBS contract manager. This must be done in advance of travel.
Providers who serve two or more consumers in one day must claim travel
distances directly from one service or training location to the next (known as chained travel). Whenever possible, providers schedule consumer
appointments to minimize necessary travel.
If travel is chained, the provider must include on the travel log's Ref PO# column the service authorization and/or purchase order (PO) number of the consumer indicated in the
Address From field. If travel is not chained, the provider leaves the Ref PO# column blank.
Below is an example of travel that is properly chained.
- Travel from the provider's address to the first consumer's location.
(Mileage is documented on the first consumer's travel log.)
- Travel from the first consumer's location to the second consumer's
location. (Mileage from the first location to the second is documented on
the second consumer's travel log.)
- Travel from the second consumer's location to the last consumer's
location. (Mileage from the second location to the last is documented on the
last consumer's travel log. Travel from the last consumer's location to the
provider's address is also documented on the last consumer's travel log.)
Any deviation in the route that is not service or training-related, such as
running an errand or eating, is considered personal and cannot be claimed on the
Interim travel back to the provider's address is authorized in the following
- The provider offers services to consumers in the immediate area and there is a
long break between appointments.
- The provider travels a significant distance in one direction in the morning,
returns, and travels in another direction later that day.
When actual mileage traveled exceeds the mileage authorized on the service authorization and/or purchase order, DBS can change the number of miles on the service authorization and/or purchase order to reflect the
actual miles traveled.
A copy of the updated service authorization and/or purchase order is sent to
the vendor. Mileage must be well documented on travel logs and must be
consistent with the number of service hours provided.
For Texas-based service providers, regular travel reimbursement rules apply
for services provided in-state as well as for services provided out-of-state.
Out-of-state providers will be reimbursed for in-state travel only based on
regular travel reimbursement rules and in accordance with the following
- Air fare for out-of-state providers will not be reimbursed when entering or
leaving the state.
- If the out-of-state provider arrives and/or departs by air, rental car
reimbursement will be calculated based on the most cost-effective airport
- If the out-of-state provider arrives and/or departs by private vehicle,
mileage will be calculated by the odometer reading from/to the state line.
- If the out-of-state provider arrives and/or departs by rental car,
reimbursement of rental car charges will be prorated based on the number of days
the provider is actually providing services within the state.
- Bus and train service will be reimbursed from/to the first/last depot
station within the state.
Unless otherwise noted, no shows may be billed for one half hour of direct
service or, if there is no hourly rate, a flat rate of $30.00 will be paid
provided the contract service provider meets the following three conditions.
- The provider must contact the consumer to confirm the appointment within
24 hours prior to the scheduled appointment.
- The provider must wait for the consumer for 15 minutes after the
scheduled appointment time.
- Within 24 hours of the scheduled appointment time, the provider must
notify the consumer's counselor or case manager that the consumer failed to
keep the confirmed appointment.
Contract service providers must submit an invoice via email, fax, or mail
before payment can be processed.
Contract service providers are reminded that all supporting documentation
must be received before the invoice can be processed for payment.
Provider invoices must contain the following required information:
- the provider's complete name and address (include payment address, if
- the provider's contact name and telephone number;
- the provider's 14-digit taxpayer Texas identification number (TIN);
- DARS DBS office name and delivery address;
- the DBS service authorization and/or purchase order number and/or contract number;
- an itemized list of services being billed including quantity and cost of
units billed (for example, 3 hours @ $50 each, or 1 evaluation @ $50, etc.);
- dates of service;
- consumer identification information (first name, first initial of last
- the total amount being billed.
The following information is optional:
- the name of the DBS counselor or case manager, and
- the provider's invoice number.
If an invoice is improperly submitted or contains an error, DBS will notify
the provider as soon as the error is realized, but no later than 21 calendar
days following receipt of the original invoice.
Payment cannot be processed until the contract service provider supplies an
accurate invoice and all required supporting documentation.
Depending on the type of service being provided, the following must be
received by the consumer's counselor or case manager before the service is
considered to be complete:
- specific reports,
- service provider travel logs,
- other supporting documentation, including consumer names (first name,
first initial of the last name if sent by email).
Documentation may be emailed.
Reports must include only consumer's first name and first initial of the last
name. Do not include full names if sent by email.
- Assistive technology evaluation reports are due within seven working days
after the evaluation is completed (see DARS2867,
Assistive Technology Evaluation Report).
- Assistive technology training reports are due within ten working days from
the date training is completed (see DARS2868,
Assistive Technology Training Report).
- Training reports for independent living services are due each month. Monthly
training reports must
- detail the services provided to each consumer,
- document the outcome of each service, and
- include a copy of each training program modified during the
month being reported.
All training programs must be documented using a
DARS2891, Independent Living Services Progress
- Vocational evaluation reports are due within 15 working days after the
evaluation is completed (see DARS2869, Vocational
- Vocational adjustment training reports are due within 35 calendar days from
the date training is completed (see DARS2870,
Vocational Adjustment Progress Report).
- DARS2955, Consumer Services Report: Work
Adjustment Progress Report for work adjustment training services is due
within 35 calendar days from the date training is completed.
- Job readiness training reports are due within 35 calendar days from the date
training is completed (see DARS2878, Post-Staffing
- Job placement providers are required to
- For services to individual consumers, diabetes education providers must
submit a written report (see DARS2884,
Evaluation/Training Report) to the consumer's counselor or case manager
along with the monthly invoice for the individual consumer.
- For group training services, diabetes education providers must complete
individual reports (see DARS2884,
Evaluation/Training Report) documenting each consumer's progress. The
individual written reports must be submitted to the designated DBS staff
person along with the monthly invoice for the group training.
- Initial assessment reports for orientation and mobility services (see
DARS2894, Consumer Services Report: O&M Assessment) must be
submitted to the consumer's counselor or case manager before O&M skills training
services can be authorized.
Monthly progress reports must be submitted using the standard format
required by DBS (see DARS2896,
Consumer Services Report: O&M
- For services to individual consumers, SE providers must submit required
documentation with invoices as indicated in Chapter 5:
Services, 5.12 Supported Employment Overview.
Forms include the following: