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Questions and Answers Regarding Payback

Questions and Answers Regarding Payback. U.S. Department of Education Office of Special Education & Rehabilitative Services Rehabilitation Services Administration (RSA) Wednesday, November 13, 2013. Today’s Presenters. Karen Holliday RSA Project Officer Kwaku Appiah RSA Project Officer.

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Questions and Answers Regarding Payback

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  1. Questions and AnswersRegarding Payback U.S. Department of Education Office of Special Education & Rehabilitative Services Rehabilitation Services Administration (RSA) Wednesday, November 13, 2013

  2. Today’s Presenters • Karen Holliday RSA Project Officer • Kwaku Appiah RSA Project Officer

  3. Agenda • Routine Questions Grantees Should Ask • Update from RSA • Questions Asked of RSA • Submitting Documentation to RSA • Qualifying Employment • Debt Disputes • Payback Report Submission • Archive of Webinars & Resources • Questions and Answers

  4. Polling Question #1 • Please tell us who you are: • I am a Project Director responsible for submitting the Payback Report for a current grant • I am a former Project Director responsible for submitting the Payback Report for an inactive grant • I am a staff person responsible for submitting the Payback Report • Other (please specify in the chat feature)

  5. Polling Question #2 • We are interested in learning the following: • A) This is my first time preparing and submitting a Payback Report • B) I have experience in preparing and submitting Payback Reports

  6. Polling Question #3 • Next, we are also interested in learning the number of payback reports you have responsibility for completing and submitting: • A) I have only one Payback Report. • B) I have two Payback Reports. • C) I have three Payback Reports. • D) I have four or more Payback Reports.

  7. Polling Question #4 • Have you had an opportunity to successfully log in to the RSA MIS? • A) Yes, I already started my Payback Report • B) No • C) I am a new user and need to submit the form to request access • D) I have not logged into the RSA MIS in 400 days and need to submit the form to request/regain access • E) I am experiencing technical difficulties and need to contact my RSA Project Officer

  8. Polling Question #5 • Have you had an opportunity to access the Webinar that discusses new features to the MIS for this year’s Payback Report submission or did you participate in the webinar on October 29, 2013 concerning this subject? • A) Yes • B) No

  9. Routine Questions Grantees Should Ask

  10. What information is needed to complete the payback report? • Verification that both a signed payback agreement and the scholar’s current address are on file • Verification of employment

  11. When should information for the payback report be collected? • Annually, at a minimum • More frequent intervals (e.g. quarterly) -- highly encouraged

  12. What should a scholar receive when he/she completes his service obligation? • RSA strongly suggests the issuance of a service completion letter.

  13. Payback Files • Grantees are required to maintain a hard copy file for every scholar that includes: • Payback Agreement Form signed and dated by the scholar and Project Director; • Exit form signed and dated by the scholar and Project Director; • Certification of Eligibility for Federal Assistance in Certain Programs (ED 80-0016) (http://www2.ed.gov/fund/grant/apply/appforms/appforms.html); • Annual verification of qualifying employment until the scholar has fulfilled his or her obligation; • Copy of scholar repayment letter issued by RSA, if applicable • Deferral request form, if applicable; • Exception request, including physician documentation for the scholar, if applicable; • Communication with RSA, including decisions related to repayment, deferral, and/or exception requests; and • All relevant communication with the scholar

  14. UPDATE FROM RSA • Staff in the Department’s Debt and Payment Management Group will no longer be able to pursue or enforce collection without the signed payback agreement. • Absent a signed payback agreement for a scholar needing to be submitted for repayment, RSA will hold the university responsible and accountable for repayment.

  15. QUESTIONS ASKED OF RSA • Question: One grantee indicated that a scholar is scheduled to complete his service obligation on December 30, 2013. Since RSA extended the deadline for submitting payback reports, is it possible to round up the remaining days on the report? • RSA’s response: No. The payback report must be as accurate as possible and grantees are only reporting on scholar activity that occurred from October 1, 2012 through September 30, 2013 (FY 2013). Consequently, completion of the service obligation for this scholar must be reported during the next fiscal year cycle.

  16. QUESTIONS ASKED OF RSA (cont’d.) • Question: What if I submitted a scholar for repayment and the scholar completed monetary repayment to the U.S. Department of Education. How should this be recorded? • RSA’s response: In the Exited Scholar Information (Continued) section of the payback report, the Work Years Completed to Date column must mirror the Number of Work Years Owed column. Matching the two columns will enable the Payback Complete column to change from “no” to “yes.”

  17. QUESTIONS ASKED OF RSA (cont’d.) • Question: Is there a form that needs to be completed by a physician to certify that a scholar is disabled in order for the scholar to request a waiver? • RSA’s response: There is no specific form that needs to be completed by a physician. Instead the physician or other medical professional should prepare a letter on official stationery stating the scholar's diagnosis and prognosis to work. In other words, could a reasonable work accommodation be made to complete the employment obligation --

  18. QUESTIONS ASKED OF RSA (cont’d.) • -- such as part-time work, teleworking, or utilizing assistive technology to support the necessary job functions? • Additionally, the physician or other medical professional must specify whether the disability is permanent, resulting in the scholar's inability to continue his/her course of study or to perform the work obligation indefinitely.

  19. Submitting Documentation to RSA • Project Directors are encouraged to submit all documentation for scholar repayment, waiver, or deferral at one time, not piecemeal.

  20. Qualifying Employment • RSA scholars must understand what the field of rehabilitation counseling is and the required certification/degree(s) in their respective state. • RSA scholars must be informed of the kinds of work they can expect to do post-training; expected salary; and information about available jobs in qualified employment in the state and region. • RSA expects Project Directors and staff at the University to provide scholars with employment assistance and guidance on qualifying employment.

  21. Debt Disputes • RSA has seen a rise in scholar disputes, particularly when the scholar’s debt is transferred to the Department of Treasury. • Communicate any contact or receipt of updated information from a scholar who has been submitted for repayment to your RSA Program Officer in a timely manner.

  22. Payback Report Submission • Payback Reports must be completed and submitted in the RSA Management Information System (MIS). • Grantees can access this system at http://rsa.ed.gov. • Payback Reporting period is October 1, 2012-September 30, 2013. • Due Date: Tuesday, December 10, 2013 (early submission is strongly encouraged).

  23. Archive of Payback Webinars • If you have a need to refer back to today’s webinar or the webinar that was held on Tuesday, October 29, 2013, where Kwaku discussed enhancements to the MIS system, please be reminded that both webinars will be archived and can be found archived at the National Clearinghouse for Rehabilitation Training Materials website located at: https://ncrtm.org/moodle/mod/page/view.php?id=5030

  24. Payback Resources *If you are new to the Payback Reporting System, you may also find useful the 2011 Payback Webinar regarding Payback Policies, Procedures, and Regulations. This Webinar was recorded in 2011. Go to: https://ncrtm.org/moodle/mod/page/view.php?id=3221 *As always, your RSA Program Officer remains available to answer any payback questions you may have.

  25. Questions and Answers

  26. Need More Help? If you need additional assistance with your report, please contact your RSA Project Officer prior to the December 10, 2013 report due date. For technical issues, please review the help menu at http://rsa.ed.gov/technical-support.cfmor contact RSAMIS.Technical.Support@ed.gov. Grantees also should contact their RSA Project Officer with any questions concerning Payback policy or other grants management issues.

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