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Special Terms and Conditions <br />d. It is an expectation that all Clients access DVR funding as a resource. Client services shall not be <br />reimbursed under this Program Agreement when the same services are paid for under the <br />Rehabilitation Act of 1973 by DVR, Public Law 94-142 or any other source of public or private <br />funding. <br />e. Reimbursement of Client Services: A claim for each individual is made on the CMIS system by <br />indicating the number of service units delivered to each individual listed and the fee per unit. Units <br />are defined as: <br />(1) An "Hour" is at least fifty (50) minutes of direct service. Partial hour to the quarter may be <br />recorded. <br />(2) A "Day" is at least four (4) hours of direct service and will only be used in connection with Adult <br />Day Care (ADC) reimbursement. <br />(3) A "Month" represents a minimum of one service visit which is at least fifty (50) minutes of direct <br />service for Child Development Services (CDS) reimbursement. <br />Program Administration : The County will provide program administration and may bill for <br />administrative costs as identified in Exhibit B. Administrative costs will not exceed 7% of the total <br />combined allocation for Consumer Support and Other Consumer Support services unless millage <br />has been declared or the Assistant Secretary of DDA approves a request for an exception under <br />Chapter 388-850 WAC. Monthly claims for administrative costs will be 1/12 of the maximum <br />Administration amount identified in Exhibit B. <br />g. The Employment Phases & Billable Activities document defines the individual Client services that <br />DDA reimburses. That document is located on the DSHS DDA County Best Practices Web site at <br />http://www.dshs.wa.gov/ddd/counties.shtm. <br />h. The Community Access Billable Activities document defines the individual Client services DDA <br />reimburses. That document is located on the DSHS DDA County Best Practices Web site at <br />http://www,dshs.wa.gov/ddd/counties.shtm, <br />Timeliness of and Modification to Billings: All initial invoices with documentation must be received <br />by the DDA Region within sixty (60) calendar days following the last day of the month in which the <br />service is provided. Corrected invoices and documentation including re -posted billing information <br />will be accepted throughout the fiscal year as long as they are received within sixty (60) calendar <br />days of the associated fiscal year unless an extension is approved by the DDA Regional <br />Administrator or designee. Payment will not be made on any invoice submitted past sixty (60) <br />calendar days after the Program Agreement fiscal year. <br />j. Recovery of Fees: If the County bills and is paid fees for services that DSHS later finds were (a) <br />not delivered or (b) not delivered in accordance with Program Agreement standards, DSHS shall <br />recover the fees for those services and the County shall fully cooperate during the recovery. <br />10. Intermediate Care Facilities for Intellectual Disabilities (ICFIID) Agreement. If applicable per 42 <br />CFR 483.410, the County shall assure that all county -operated or subcontracted programs serving <br />persons living in ICF/ID facilities develop a plan and coordinate their services with the facility on behalf <br />of the ICF/ID resident. DDA will supply to the County a list of ICF/ID residents who attend a day <br />program. <br />Page 16 <br />DSHS Central Contract Services <br />1769CS County Agreement 7-14-2015 <br />