One-Time Process for MAG   (one-time purchases that are not EA1, EA2, SM1, SM2 or STC)

The steps listed below explain the steps the support coordinator must follow in order to request MAG.

Step 1 - Pre-Purchase Preparation:

 The SC shall determine a one-time purchase is needed for a person using MAG.

Step 2 - Log Note:

The SC shall create a log note that includes why the purchase cannot be made using any other onetime payment codes. At a minimum the log note shall include the following reasons:

            1) The purchase is not for an environmental adaptation to the Person’s home or vehicle

            2) The purchase is not for specialized medical needs

            3) The purchase does not meet the criteria for the waiver description for Start Up Costs    (STC)

Step 3 - Quotes:

The SC shall obtain quotes under the following conditions.

            1) If the purchase is $999.99 or under, one quote is required..

            2) If the purchase is between $1999.99 and $4999.99, two comparable questions are required.

            3) If the purchase is $5000.00 or more, two comparable quotes are required.

Step 4 - Create RFS:

The SC shall create and submit a Request for Services for the one-time purchase using the documentation and quotes previously obtained.

Step 5 – RFS Approval

If the Request for Services is approved, the SC shall process one of the following:

 1) If the RFS is approved for any value equal to or less than $4999.99, the SC shall:

                    a. Complete form 295 and email it to the DSPD Administrative Service Manager with a current vendor W9, if the vendor is not known to USTEPS/CAPS.

2) If the purchase is $5000.00 or more, the SC shall:

                    a. Contact the DSPD Accountant and work with them to setup a contract with State Purchasing.

                    b. After the contract is awarded, the SC shall complete a CAPS Form 295 and email it to the DSPD Administrative Service Manager with the State Purchasing P.O., and a current vendor W9, if the vendor is not known to USTEPS/CAPS

Step 6 - Update the PCSP Budget

The SC shall update the PCSP Budget with the service/dollars awarded in the RFS after they have been notified that the new Provider Approval has been created in CAPS.

Step 7 - Notify the Provider

The SC shall notify the provider about their authorization to move forward with implementing the service within the scope of the Form 295.

Step 8- Provider Invoice

After the service has been delivered, the SC shall:

1) Obtain a final invoice from the provider regarding the service.

          2) Write on the invoice “product delivered”, sign and date it.

          3) Scan and email the invoice that includes 1) and 2) above to the DSPD Contract Analyst