The following information is provided to aid Vocational Rehabilitation Services Community Rehabilitation Providers and Limited Use Vendors in completing and submitting invoices and the accompanying reports under a P/T contract. If you have questions please contact Anne Paulson, DEED-VRS Rehabilitation Program Specialist at 651-259-7135.
Invoice Requirements
An invoice submitted to VRS must include the following:
Dates of Service: Range of dates is acceptable on the invoice. (This is the dates of service, not the dates of the authorization.) The report must show the actual dates the services were provided.
Unique Invoice Number (The number must be unique for each payment. Delineation by number or letter is acceptable.)
Work Authorization Number
Type of Service
Number of Units
Cost Per Unit
Remit to Address
An invoice must be submitted within 90 days from the end date of the work authorization. Failure to submit an invoice within 90 days from the end of the work authorization will be considered a material breach of contract and will result in non-payment for that service.
Invoices cannot contain handwritten information.
In order for VRS staff to process the invoice there must be an accompanying report.
The invoice and accompanying report should be emailed to the email address printed on the specific authorization. The email address will be for the appropriate VR office.
A report submitted to VRS must include the following:
A description of the services provided
The actual date(s) that services were provided: The report must show the actual dates the services were provided. (This is the dates of service, not the dates of the authorization.) Range of dates is acceptable on the invoice.
For hourly services: the number of hours provided on each date
For the PBA 1st Milestone: a summary report
For On the Job Work and Training Opportunities: an accounting of the hours worked
Documentation (phone calls, emails, report writing, case note) time is built into the fee structure and rates, therefore is not billable.
If the service is not complete a partial report can be submitted for the service(s) provided to date.
The invoice and accompanying report should be emailed to the email address printed on the specific authorization. The email address will be for the appropriate VR office.
The VR program received 73.42% of federal fiscal year 2023 funding through grants from the U.S. Department of Education. The federal fiscal year 2023 grants totaled $47,671,377. The required state match for these funds is $12,849,251. The state of Minnesota appropriated $14.3 million to meet the match requirement.
