Division of Vocational Rehabilitation

“The VendorRegistration Process”

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How a Company or Individual How a Company or Individual Becomes a VendorBecomes a Vendor

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Step OneInitial contact with DVR representative to

discuss available services and/or goods

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Step Two

DVR representative provides prospective vendor with Vendor Registration Form and W-9

-OR-

Prospective vendor accesses forms on DVR website: http://www.dvrcolorado.com/partners.php

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Step ThreeAny questions/clarifications are directed

to initial DVR representative

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Step FourProspective Vendor sends completed

forms: W-9 and Vendor Registration Form to initial DVR representative

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Step Five• DVR staff reviews

standards, certifications and/or qualifications and calls Prospective Vendor, if necessary

• DVR adds appropriate service codes and approves for processing

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Step SixApproved by DVR representative and sent to

DVR Administration Office for final processing

For vendor status information, call initial DVR For vendor status information, call initial DVR representativerepresentative

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• Q: How long does it take to become a vendor?• A: Between 3-5 business days.• Q: Once the paperwork is received by DVR,

how long before I can start providing services as a new vendor?

• A: As a vendor, services cannot be provided until an authorization for service is received.

• Q: My Mom is the daycare provider for my family. Can I have DVR pay her?

• A: Yes, but she will need to sign up as a vendor.

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• Q: Do I have to complete all of the forms if I am only going to be used once?

• A: Yes, the Vendor Registration Form and W-9 must be completed.

• Q: I am an individual operating out of my house and I do not have an EIN (Employer Identification Number), what should I do?

• A: You can use your Social Security Number.• Q: Since I am being paid by DVR, does that mean I

am covered by DVR’s insurance if anything goes wrong?

• A: No. You are an independent contractor with the State of Colorado and must carry your own insurance.

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• Q: How do I get DVR staff to know that my business exists?

• A: The marketing of your business is your responsibility.

• Q: As a vendor, I don’t have an office; can I use state offices to conduct business?

• A: No.• Q: Can I provide services without a valid or

current authorization in hand?• A: No, you must have written authorization in

hand. Without written authorization, you risk not being reimbursed for services rendered.

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• Q: Who do I contact with questions before becoming a vendor?

• A: Speak with your initial DVR representative or your local DVR Field Office.

• Q: Who do I contact with questions after I am already a vendor?

• A: Speak with the authorizing Counselor and/or Administrative Assistant at your local DVR office.

• Q: Is my DBA my legal name or just the name of my business?

• A: The legal name of your business is what the IRS has listed for your Tax Identification Number. Your DBA is the name by which your customers know you.

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• Q: What address should I use?• A: Use the address where you would like

your payment to be sent.• Q: What do I enter in the service code

section on the Vendor Registration Form?• A: The service code section is for DVR staff

purposes only.

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Billing• Q: How do I get paid?• A: A State generated check.• Q: When do I get paid?• A: Per state fiscal rules, you will get paid

within 45 days of an invoice received. We make every effort to expedite this process to provide a quicker delivery of payment.

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• Q: What should I include on my bill when I send it to DVR for payment?

• A: Billing Elements: Vendor Name, Authorization Number, Invoice Number, Dates of Service, Remittance Amount, Counselor Name, Client Identification, an itemized list of services and/or goods provided, if Medical (include CPT codes).

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• Q: What type of supporting documentation do I need to provide when I send a bill to DVR?

• A: A written report needs to accompany the bill for all services rendered or a signed receipt for all goods. Please communicate with the authorizing counselor to determine what elements are needed within the report.

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• DVR retains the right to terminate business with a vendor at anytime without notice

• DVR and/or Vendor are not obligated to long-term partnerships or quotas