One-Time Process for Start Up Costs (STC)

The following instructions explain each step the support coordinator needs to follow in order to request STC.

Step 1 - Pre-Purchase Preparation:

 The SC shall determine a one-time purchase is needed for a person who needs STC.

Step 2 - Log Note:

The SC shall create a log note that at a minimum includes information documenting that the criteria for STC has been meet. The log note shall document:

            1) The Person is moving from a more restrictive to less restrictive living arrangement including the Person’s current living and new living arrangements.

            2) The Person is responsible for their household items and does not have basic essential household items.

            3) Alternative sources of funding have been exhausted.

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