Certified Personnel Expenditures

Under the Pre-Employment Career Training (PECT) Program contract, which is a Third-Party Cooperative Arrangement (TPCA), there is a requirement of Match. This is the non-Federal share that is contributed by the Provider which allows IDHS-DRS to pull down federal funding. These services are different and distinct from what is expected to be provided under IDEA and the services requested for reimbursement. All services will be pre-approved and authorized by IDHS-DRS, listed on the PECT Agreement form or the IPE, and service provision will occur within the service dates listed. No services can be provided prior to the start date.

The allocable portion of personnel salary and fringe benefits for the time and effort Provider staff spend providing the specific identified services listed below, needed by the potentially eligible or eligible student with a disability, in accordance with prior authorization are to be counted as certified time and Match. Services are different from those provided under IDEA and are expanded, adapted, reconfigured, or modified to have a VR focus.

Introduction, awareness, and participation with the Talent Access Portal (TAP) or the Illinois WorkNet sites. Presentation of materials and an activity, shared by IDHS-DRS, will be completed on this topic.

Apprenticeship 101, discussion and completion of the Apprenticeship Toolkit sections developed by the Vocational Rehabilitation Technical Assistance Center for Quality Employment (VRTAC-QE) Apprenticeship Learning Community. This will be provided by IDHS-DRS. An activity, shared by IDHS-DRS, will be completed on this topic.

Present prepared presentation on IDHS-DRS Sponsorship Form, navigating DRS college assistance, or discussion of Comprehensive Training Program (CTP) available in Illinois. An activity, shared by IDHS-DRS, will be completed on this topic.

What is Financial Literacy, developed by IDHS-DRS in combination with National Disability Institute (NDI). Presentation of all areas under this topic and how they impact work and personal life goals. An activity, shared by IDHS-DRS, will be completed on this topic.

Presentation of the information on "Asking for a Reasonable Accommodation" worksheet, developed by Equip for Equality, and shared by IDHS-DRS. An activity shared by IDHS-DRS, will be completed on this topic.

Projected Personnel Services Match Worksheet: Projected information to be submitted annually.

The top of the form contains the following:

  • Vendor: Legal name of your organization
  • Contract number: Will be completed by your Contract Advisor prior to sending it to you.
  • Contract Period: Contracted dates are July 1st to June 30th. The current year will be added.

The main portion of this form has fillable cells to determine the amount of match.

  1. Name of staff person whose salary is being reported: Individuals providing the services listed above to potentially eligible or eligible students with a disability.
  2. Position/Title: Enter in their position/title
  3. Annual Salary: Enter in the total salary. This may need to be obtained from the business office or CFO.
  4. Number of class periods/hours per day: Add in total number of class periods
  5. Number of periods/hours released for supervision: Working on the PECT program.
  6. Percent of time released (No. 5 divided by No. 4): This will auto-calculate
  7. Cost of release time (No. 6 x No. 3): This will auto-calculate
  8. Percent of release time spent on IDHS-DRS customers-both potentially eligible and eligible
  9. Total cost for IDHS supervision (No. 8 x No. 7): This will auto-calculate
  10. Amount requested from IDHS:
  11. Match (No. 9 - No. 10): This will auto-calculate

There will be a cumulative total on each page. There will also be a cumulative match total for all pages will be located on the first page and will auto-calculate from the information entered.

The Provider will complete a Match packet that will be submitted monthly, by the 15th of the month, following the month of services, or the following business day if that falls on a weekend or holiday, to the IDHS-DRS Contract Advisor for review and certification. It will contain the following information:

  • Staff name, portion of the salary and fringe being reported for match on the Match and Contract Expenditures form, time sheet submitted as supporting documentation of time and effort reported as match.
  • Date, class period(s), and description of services that were provided per month, per student. An example could be XX number of hours were spent doing XX activities or arranging for XX activities on this specific date, for XX student.
  • Sign-in sheets with customer numbers to verify students served for each class period reported.

IDHS-DRS Contract Advisor will review Match packet for completeness of information. Review of sign in sheets against WebCM, to ensure that all individuals listed are potentially eligible with a PECT Program Agreement Form or eligible with an IPE, both with the Pre-ETS provided listed, and the date of provision is within the range of service dates listed. If there are individuals or services listed who do not meet these criteria, the Match submitted does not meet the criteria is not allowable and would be the responsibility of the Provider. The IDHS-DRS Contract Advisor will inform the Provider at the end of the submission review if it was approved.

Certified time may only be counted after the time has been worked, and the expenditures certified by VR. During the service provision of the VR focused materials, supervision is provided by VR.

If the Match packet is not submitted by the due date, Provider will be out of compliance with this TPCA contract. This will affect timely payment of the contract deliverables.