Information for Current State of Michigan Vendors

In alignment with MRS-IM-23-02:

Vendor Service Delivery Reporting Requirements 

Vendors are required to use MRS forms for specified services when requested. This may include specific forms for On-The-Job-Training, Evaluations and other specified services.  

For all services and when applicable, vendors are required to complete the following reports in their selected format. Reports are to be submitted either electronically, fax, or mail to the designated MRS counselor as directed on the MRS Referral or MRS Authorization for Services. 

1. Form to request new or additional authorization for services.
Vendors are required to submit in writing to the assigned MRS counselor if there is a request for additions units/hours on a current authorization, or an identified need for a new authorization for services. 

The request is to contain:

• Customers name.
• Indicate if it is for additional units/hours on a current authorization or identification of a new service need.
• Provide a brief summary of what the requested service is, the number of requested units/hours, when the service is requested to be initiated, and any supporting information that may be helpful to justify the need for the service. 
  
  Upon receipt of the authorization request the assigned MRS counselor will contact the vendor to discuss, and if determined necessary, arrange for services. 

2. Verification of employment 

Vendors are required to submit in writing to the assigned MRS counselor when a customer has entered employment. The notification is to contain:

• Customers name
• Employer name and address 
• Start date 
• Hours per week, rate of pay, and benefits 
• Supervisors name and contact information
• Job description

The verification of employment is requested as soon as the position becomes known by the vendor.  Informing the MRS counselor of the employment position will assist with arranging for potential service needs when entering into employment.  The verification of employment may not be submitted in leu of a final report of service delivery.   

3. Progress report 

A progress report is required every 30 days of service delivery beginning at the date of authorization. Provided information informs the MRS counselor of progress and any potential needs.  The progress report is required to contain:

• Customer name.
• Authorized service that is being provided.
• Total number of hours authorized, and number of hours delivered thus far.
• Summary of service provided thus far and of expectations for completion of the service. 

A final report may be delivered in leu of a progress report progress report if the service is completed during the last 30-day period. A final report is required for all services. 

A final report will not be accepted until all required progress reports are received. 

4. Invoicing and Final Reports 

MRS vendors, upon completion of a service, are required to submit the following:

1. Authorization form with completed vendor section and invoice and/or report.
2. Final report that includes:

• All reporting requirements as identified in the referral and authorization for services.
• If the service is a rate of payment based on hour/unit, reporting is to include date/time of all hours-of-service delivery including staff involved and actions performed for each hour of service delivery.
• Summary of services provided and outcome. 

The preferred method of invoice and report submission is via secure email in its electronic format, e.g., Word or Excel document. Vendors may convert Word and Excel documents into first generation PDF files. Vendors should avoid printing/scanning documents, unless necessary e.g., form requires a signature, as scanned copies are converted to images and are typically not accessible.

If you are not a State of Michigan vendor and would like to become one, visit the Department of Technology, Management and Budget's How to Register as a Vendor page. 

It will be helpful to sign up here and select MRS communications to be on a future listserv group.

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Email: LEO-MRS-CustomerAssistance@michigan.gov

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