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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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