Assessments and Intake
The assessments section of the centralized database is for consumer assessments and eligibility verification through the intake process. For brevity, this section is referred to as Assessments in the Centralized Database, even though it also includes intake.
When entering an assessment, the following fields are required:
Consumer Name[1]
State Program
Date Performed
Date requested is not a required field and may be left blank. It is only for the entities reference and is not included in the semi-annual report.
Entering Eligibility Verification Costs for Ineligible Consumers
If you have costs associated with determining eligibility of consumers and those consumer(s) are later deemed ineligible, you do not enter the consumer into the Centralized Database. Instead, you will add an Assessment and check the “Is ineligible consumer” checkbox. This removes the Consumer requirement. Please note that even if the consumer has not necessarily been determined ineligible, but are still pending, you can use this checkbox to override the need for the consumer name.
Assessment and Intake Costs
Costs can be categorized as one of the following:
Line Item | Description | Hours Required? |
Eligibility | Costs associated with verifying applicant eligibility, both deaf-blind disability and low-income requirements, regardless of outcome, eligible or not eligible. | Y |
Assessment | Time spent by technology specialists conducting communications assessments for the determination of appropriate equipment to meet needs. Includes time with consumer, equipment evaluation and report writing. | Y |
Auxiliary aid | Service time costs incurred by interpreters and support personnel. | N |
Other | Other expenses related to eligibility and communications assessments. | N |
When adding Other as a category, you must include a full description explaining the cost and justification for the cost. Any costs categorized as Other without a description will be rejected. We recommend that you verify with the NDBEDP Administrator (Jackie Ellington) that the expenses are eligible for reimbursement prior to entering them into the Centralized Database.
Supporting Documentation
Supporting documentation for Eligibility and Assessment costs must include the name of the Consumer, the number of hours serviced, the hourly rate, the total cost for service hours and the date performed. If the personnel charge a flat rate, the documentation must indicate this.
Auxiliary aid support documentation must include the name of the consumer, the number of hours serviced, the hourly rate, the total cost for service hours and the date performed. If the support personnel charges a flat rate, the documentation must indicate this.
Other supporting documents must include the name of the consumer, the date performed and a clear description of the expense.
[1] If you are entering costs for eligibility verification for consumers who were ineligible, the consumer name is not required. Use the check box is ineligible consumer to bypass this requirement.