**July 28, 1999 M28-1, Part III**

**Change 5**

**CONTENTS**

**CHAPTER 6. SUPPLIES**

**PARAGRAPH PAGE**

6.01 Purpose 6-1

6.02 Definitions 6-1

a\. Supplies 6-1

b\. Computer System 6-1

6.03 Documentation to Authorize Supplies 6-1

a\. Basic Documentation 6-1

b\. Benefits Delivery Network 6-1

6.04 When VA May Provide Supplies 6-2

6.05 No Supplies for Chapter 30 Rate Veterans 6-2

6.06 Providing Supplies During Rehabilitation Services 6-2

a\. Need for Supplies 6-2

b\. Authorization Requirements 6-3

c\. When to Authorize Supplies 6-3

d\. Nonrequired, But Needed Supplies 6-4

e\. Supplies for Special Projects and Theses 6-5

f\. Reimbursement for Supplies 6-5

g\. Personally Purchased Supplies 6-5

h\. Supplies to Secure Employment 6-5

6.07 Methods of Providing Supplies 6-5

a\. Use of IMPAC (International Merchant Purchase Authorization Card)
6-5

b\. When Facility Is a School, Training Establishment, or Employer 6-6

c\. When Facility Does Not Issue Books, Tools, or Supplies 6-6

d\. Using the Head of Contracting Activity 6-7

e\. HCA Responsibilities 6-10

f\. VR&C and HCA Liaisons 6-10

**CONTENTSContinued**

**CHAPTER 6. SUPPLIESContinued**

**PARAGRAPH PAGE**

6.08 Special Programs 6-10

a\. Training in the Home 6-10

b\. Providing Supplies for Training in the Home 6-11

c\. Farm Cooperative Training 6-11

d\. Supplies for a Farm Cooperative Program 6-11

e\. Independent Instructor 6-12

f\. Obtaining and Maintaining Employment 6-12

g\. Providing Supplies to an Employed Veteran 6-12

h\. Self-employment 6-12

i\. Supplies and Assistance Prohibited for Self-employment 6-13

j\. Providing Supplies for Self-employment 6-13

k\. Independent Living 6-14

1\. Vocational Course at a Rehabilitation Facility 6-14

m\. Evaluation and Work Adjustment Programs 6-15

6.09 Special Equipment 6-15

a\. Need for Special Equipment 6-15

b\. Major Types of Special Equipment 6-15

c\. Coordination with Other VA Elements 6-15

d\. Blinded
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6-16

e\. Identifying the Need for Special
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f\. Authorizing Special
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6-16

g\. Automobile Adaptive Equipment\...\..... 6-16

6.10 Authorizing Personal Computer and Robotic Equipment 6-19

a\. Need Determination, Plan Development, and Other Documentation 6-19

b\. Training Facility Requires the Equipment 6-20

c\. Availability of Computer Equipment at the Facility 6-20

d\. Inadequate Accessible Computer Equipment 6-21

e\. Equipment Lack May Justify Reevaluating Facility Approval 6-21

f\. Disability Hinders Veteran's Use of Available Equipment 6-21

g\. Fees and Consumable Supplies 6-22

h Adaptive and Robotic Equipment Authorization and Purchase 6-22

i\. Temporary Rental 6-23

j\. Limitation on Laptop Computer Purchase 6-24

k\. VA Responsibility for Upgrades and Maintenance 6-24

**CONTENTSContinued**

**CHAPTER 6. SUPPLIESContinued**

**PARAGRAPH PAGE**

6.11 Clothing, Magazines, Periodicals, and Personal Use Items 6-25

a\. Protective Articles and Clothing 6-25

b\. Providing Protective Articles and Clothing 6-25

c\. Past Issues of Magazines and Periodicals 6-25

d\. Personal Use Items 6-25

6.12 Replacement of Supplies 6-26

a\. Lost, Stolen, Misplaced, or Damaged Supplies 6-26

b\. Supplies Used in More Than One Part of the Program 6-26

c\. Maintenance and Repair of Supplies 6-27

d\. Replacement of Supplies 6-27

6.13 Release of and Repayment for Supplies 6-27

a\. Consumable Supplies 6-28

b\. Nonconsumable Supplies 6-28

c\. Training in the Home and Self-employment 6-29

d\. Repaying the Value of Supplies 6-30

e\. Turn-in of Nonconsumable Supplies 6-30

6.14 Prevention of Abuse 6-31

a\. Case Manager Responsibilities 6-31

b\. VR&C Officer Responsibilities 6-31

**CHAPTER 6. SUPPLIES**

**6.01 PURPOSE**

This chapter establishes procedures for authorizing supplies under
38 CFR 21.210 through 21.224.

**6.02 DEFINITIONS**

+----------------+-----------------------------------------------------+
| **a.           | The term "supplies" includes books, tools,          |
| Supplies**     | consumable goods, and other materials or equipment  |
|                | that VA determines a veteran needs                  |
|                |                                                     |
|                | -   to pursue training in a vocational              |
|                |     rehabilitation program                          |
|                |                                                     |
|                | -   to achieve the employment or independent living |
|                |     goal of a rehabilitation program                |
+----------------+-----------------------------------------------------+
| **b. Computer  | The term "computer system" includes a central       |
| System**       | processing unit, power source, memory, monitor,     |
|                | disk drives, video and sound cards, speakers,       |
|                | software, and peripheral devicessuch as printers,  |
|                | scanners, fax/modems, and surge protectorsthat the |
|                | veteran needs to achieve the vocational or          |
|                | independent living goal of his or her               |
|                | rehabilitation program. The term also encompasses   |
|                | the training the veteran needs to become proficient |
|                | in use of the system and its software.              |
+----------------+-----------------------------------------------------+

**6.03 DOCUMENTATION TO AUTHORIZE SUPPLIES**

+----------------+-----------------------------------------------------+
| **a. Basic     | A VR&C (Vocational Rehabilitation and Counseling)   |
| D              | case manager may authorize supplies only for        |
| ocumentation** | approved periods. VA Form 28‑1905, Authorization    |
|                | and Certification of Entrance or Reentrance Into    |
|                | Rehabilitation and Certification of Status, or its  |
|                | equivalent,                                         |
|                |                                                     |
|                | -   establishes these periods                       |
|                |                                                     |
|                | -   is the basis for the Finance activity to pay    |
|                |     vendors for supplies, fees, and other services  |
+----------------+-----------------------------------------------------+
| -   **b.       | -   The VR&C case manager will also prepare a BDN   |
|     Benefits   |     (Benefits Delivery Network) award, when BDN     |
|     Delivery   |     permits, for all periods of authorized service  |
|     Network**  |     delivery when the veteran will receive          |
|                |     subsistence allowance or employment adjustment  |
|                |     allowance.                                      |
+----------------+-----------------------------------------------------+

**6.04 WHEN VA MAY PROVIDE SUPPLIES**

+----------------+-----------------------------------------------------+
|                | VA may provide supplies while the veteran is        |
|                | receiving one of the following benefits:            |
|                |                                                     |
|                | -   Extended evaluation                             |
|                |                                                     |
|                | -   Rehabilitation to the point of employability    |
|                |                                                     |
|                | -   Employment services                             |
|                |                                                     |
|                | -   Independent living services                     |
+----------------+-----------------------------------------------------+

**6.05 NO SUPPLIES FOR CHAPTER 30 RATE VETERANS**

  ----------------- -----------------------------------------------------
                    VA may not provide supplies to a veteran who as part
                    of a vocational rehabilitation program has elected or
                    is receiving payment at the educational assistance
                    rate under chapter 30.

  ----------------- -----------------------------------------------------

**6.06 PROVIDING SUPPLIES DURING REHABILITATION SERVICES**

+----------------+-----------------------------------------------------+
| **a. Need for  | VA will provide a veteran with all the supplies,    |
| Supplies**     | including consumable supplies, that the veteran     |
|                | needs for a program of rehabilitation services. For |
|                | example, to pursue a school course, a veteran will  |
|                | receive the supplies that the course syllabus or    |
|                | other official facility document requires for that  |
|                | course. The veteran may receive supplies that the   |
|                | syllabus or other official document recommends      |
|                | under one of these conditions:                      |
+----------------+-----------------------------------------------------+
|                |                                                     |
+----------------+-----------------------------------------------------+
|                | -   The lack of recommended supplies places the     |
|                |     veteran at a competitive disadvantage with      |
|                |     other course participants                       |
+----------------+-----------------------------------------------------+
| -              | -   The VR&C case manager otherwise establishes the |
|                |     veteran's need                                  |
+----------------+-----------------------------------------------------+
| -              |                                                     |
+----------------+-----------------------------------------------------+
|                | **(1) Responsibility for Need Determination.** The  |
|                | veteran's VR&C case manager is solely responsible   |
|                | for determining this need. Case managers at the     |
|                | journeyman grade for their positions will not       |
|                | routinely submit their supply need determinations   |
|                | for prior review and approval by other regional     |
|                | office officials.                                   |
+----------------+-----------------------------------------------------+
|                |                                                     |
+----------------+-----------------------------------------------------+
|                | **(2) Difference of Opinion.** A difference of      |
|                | opinion is insufficient to overturn or modify a     |
|                | need determination. Overturning or modifying a need |
|                | determination requires a reviewing official's       |
|                | formal finding of fraud or clear and unmistakable   |
|                | error.                                              |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
                    

                    **(3) Review and Appeal of Need Determination.** The
                    veteran retains the right to request administrative
                    review or appellate relief of a need determination.
  ----------------- -----------------------------------------------------

  ----------------- -----------------------------------------------------
  **b.              VA will authorize supplies under one of three
  Authorization     conditions:
  Requirements**    

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1)** Nondisabled persons use the supplies in   |
|                | > the same training or employment situation.        |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2)** The supplies mitigate or compensate for   |
|                | > the effects of the veteran's disabilities while   |
|                | > the veteran is receiving evaluation, training, or |
|                | > assistance to gain employment. This includes      |
|                | > supplies to lessen a competitive disadvantage     |
|                | > with other students or job seekers.               |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(3)** The supplies allow the veteran to         |
|                | > function more independently in the home or        |
|                | > community and to lessen the veteran's dependence  |
|                | > on others for assistance.                         |
+----------------+-----------------------------------------------------+

***Example:*** A veteran is competing in training or in employment
search with non-veteran job candidates who are younger and not disabled.
Many of these other candidates own and use computers to succeed in class
or in learning and demonstrating job-related computer proficiencies.
This veteran may well need a computer system to master its effective use
to remain competitive. The case manager should decide to buy a computer
system only after carefully analyzing the veteran's situation and need
for the computer system. The case manager should document this analysis
and the rationale establishing the need for the computer system in the
veteran's CER (Counseling/Evaluation/Rehabilitation) folder. (See
particularly par. 6.10 for the requirements for buying computers and
robotic equipment.)

  ----------------- -----------------------------------------------------
  **c. When to      A VR&C case manager may authorize delivery of
  Authorize         supplies only after signature of the veteran's
  Supplies**        rehabilitation plan and the veteran's acceptance by a
                    provider of training or other rehabilitation
                    services.

  ----------------- -----------------------------------------------------

  ----------------------------------- -----------------------------------
  **A veteran should receive supplies **Unless . . .**
  . . .**                             

  for programs lasting 6 months or    there are compelling reasons to
  less on or shortly after the date   authorize earlier delivery of
  of enrollment in training or the    supplies (see par. 6.06c(3) below
  date the veteran begins to receive  for examples of acceptable
  other rehabilitation services       reasons).

  for longer programs organized in    the case manager can project a need
  terms or phases only for the        for supplies that the veteran will
  current part of the program (see    also use in later portions of the
  also par. 6.06c(1) and (2))         program or in employment; for
                                      example, a computer system and
                                      software.
  ----------------------------------- -----------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1) Programs on a Term Basis.** A veteran in a  |
|                | > program on a semester or other term basis may     |
|                | > secure supplies needed for the term at the        |
|                | > beginning of each term. Often universities and    |
|                | > colleges advise students not to buy books for a   |
|                | > subject until after the first class.              |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2) Long Programs on an Other-Than-Term         |
|                | > Basis.** For a non-term program lasting 6 months  |
|                | > or more, the VR&C case manager, the trainer, and  |
|                | > the veteran will jointly arrange for supplies.    |
|                | > Long courses often consist of 3- to 6-month       |
|                | > phases. If so, issue supplies for the next phase  |
|                | > 3-4 weeks before the end of the current phase.    |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(3) Compelling Reasons for Early Release of     |
|                | > Supplies.** Compelling reasons for authorizing    |
|                | > supplies before the enrollment date may include   |
|                | > one or more of the following circumstances:       |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(a) Need to Use HCA.** The facility does not    |
|                | > provide supplies and the VR&C case manager must   |
|                | > order the items through the HCA (Head of          |
|                | > Contracting Activity) of the servicing VA medical |
|                | > Center or VISN (Veterans Integrated Service       |
|                | > Network);                                         |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(b) Facility Requires It.** The facility        |
|                | > provides supplies, but VA must submit orders for  |
|                | > supplies to the facility before the date of       |
|                | > enrollment or course commencement; or             |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(c) Veteran Risks Failure.** The risk of the    |
|                | > veteran failing in either training or employment  |
|                | > will increase if he or she does not have the      |
|                | > necessary supplies before starting training or    |
|                | > employment.                                       |
+----------------+-----------------------------------------------------+

***Example:*** The veteran will enter training for which the VR&C case
manager has determined the veteran needs a computer system. The veteran
needs to be proficient in the use of the equipment and software when the
first term begins. This veteran should receive the computer system
sufficiently before training begins to allow time to learn to use them.

  ----------------- -----------------------------------------------------
  **d. Nonrequired, A school may not require an item for a particular
  But Needed        subject. The VR&C case manager may still determine,
  Supplies**        however, that the veteran needs the item to achieve a
                    rehabilitation goal. The VR&C case manager must
                    authorize the item before the veteran can obtain it.
                    The VR&C case manager may authorize an item if both
                    of the following conditions apply:

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | -   Many similarly circumstanced non-veterans in    |
|                |     the course own and use it.                      |
|                |                                                     |
|                | -   Students who do not own the item would be at a  |
|                |     disadvantage in pursuing the course.            |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
  **e. Supplies for The amount of supplies that VA may authorize for
  Special Projects  theses and other special projects may not exceed the
  and Theses**      amount similarly circumstanced non-veterans generally
                    need to meet project or thesis requirements. The VR&C
                    case manager must authorize these supplies in
                    advance.

  ----------------- -----------------------------------------------------

  ----------------- -----------------------------------------------------
  **f.              VAAR (VA Acquisition Regulation) 831.7001-3, Contract
  Reimbursement for Cost Principles and Procedures, governs reimbursement
  Supplies**        for supplies.

  ----------------- -----------------------------------------------------

  ----------------- -----------------------------------------------------
  **g. Personally   Generally, VA will not reimburse a veteran who buys
  Purchased         supplies without prior VA authorization. VA will pay
  Supplies**        the veteran if the VR&C case manager determines that
                    the veteran was acting in good faith to obtain needed
                    supplies. The VR&C case manager will discuss the
                    issues with the veteran and document the discussion
                    and the final determination on VA Form 28‑1905d,
                    Special Report of Training, or its equivalent.

  ----------------- -----------------------------------------------------

  ----------------- -----------------------------------------------------
  **h. Supplies to  If the veteran needs supplies to secure employment
  Secure            following training or while in a program consisting
  Employment**      only of employment services, the VR&C case manager
                    will take the following steps:

  ----------------- -----------------------------------------------------

  -------------------------------------------------------------------------
  **Step**   **Actions by Case Manager**
  ---------- --------------------------------------------------------------
  1          Obtain the employer's statement that the veteran's job
             requires the supplies and that the employer does not provide
             them

  2          Arrange for delivery of the required supplies during the
             period of employment services
  -------------------------------------------------------------------------

**6.07 METHODS OF PROVIDING SUPPLIES**

+----------------+-----------------------------------------------------+
| **a. Use of    | To expedite delivery of supplies and processing of  |
| IMPAC          | payment for supplies, stations should issue a       |
| (International | Federal IMPAC to each VR&C case manager. Case       |
| Merchant       | managers should then use IMPAC to pay for purchases |
| Purchase       | within the card's transaction limitation. Use of    |
| Authorization  | IMPAC for these payments is independent of the      |
| Card)**        | supply provider or the existence of or need for a   |
|                | contract for supplies. As necessary, the VR&C       |
|                | Officer will coordinate the use of this card with   |
|                | the station Director and with the HCA. The VR&C     |
|                | Officer will work closely with the head of the      |
|                | station's Finance activity:                         |
|                |                                                     |
|                | -   To implement training in IMPAC use, to include  |
|                |     billing, receipting, and otherwise tracking and |
|                |     documenting purchases in a manner suitable for  |
|                |     audit                                           |
|                |                                                     |
|                | -   To develop an adequate system of controls over  |
|                |     each case manager's use of IMPAC                |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
  **b. Facility Is  To the extent practicable, VA will arrange for the
  a School,         school or other facility training or employing a
  Training          veteran under chapter 31 to provide supplies. This
  Establishment, or method helps to ensure that the veteran can timely
  Employer**        secure the needed supplies. For VA purposes, a
                    facility is furnishing supplies when the facility
                    itself does not directly provide the supplies, but
                    has designated a supplier.

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1) Prior Authorization Not Required.** The     |
|                | > VR&C case manager does not need to grant prior    |
|                | > authorization if all the following apply:         |
|                |                                                     |
|                | -   The supplies consist of standard books, tools,  |
|                |     and materials.                                  |
|                |                                                     |
|                | -   The facility requires the supplies for trainees |
|                |     in the veteran's course or employment.          |
|                |                                                     |
|                | -   The facility provides the supplies.             |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2) Prior Authorization Required.** The VR&C    |
|                | > case manager must authorize in advance all        |
|                | > supplies other than the supplies that paragraph   |
|                | > 6.07b(1) above describes. Computer equipment and  |
|                | > software need prior authorization unless the      |
|                | > facility requires each course or program          |
|                | > participant to own them personally. (For detailed |
|                | > prior authorization procedures, see par. 6.07d    |
|                | > below.) Following authorization, the VR&C case    |
|                | > manager will ask the veteran to secure the        |
|                | > supplies from one of the following sources:       |
|                |                                                     |
|                | -   through the facility or its designated supplier |
|                |                                                     |
|                | -   a vendor with a VA contract to provide supplies |
|                |                                                     |
|                | -   a vendor that accepts IMPAC                     |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(3) Handling Fee.** VA may pay a handling fee   |
|                | > up to 10 percent of the cost of supplies. VA may  |
|                | > pay this fee to either of the following:          |
|                |                                                     |
|                | -   Educational or training facilities              |
|                |                                                     |
|                | -   Facilities' designated supply providers         |
|                |                                                     |
|                | > To be entitled to this fee, the facility or       |
|                | > designated supplier must provide program          |
|                | > participants or VA with administrative or special |
|                | > personal services above those they provide to     |
|                | > other customers. This fee is subject to the       |
|                | > limitations in VAAR 831.7001‑3(10).               |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
  **c. Facility     When a school or other facility neither issues
  Does Not Issue    supplies nor has designated a supplier, the case
  Books, Tools, or  manager will arrange to obtain the necessary books,
  Supplies.**       tools, and equipment from another source.

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1) Books and Incidental Supplies.** When       |
|                | > necessary, the VR&C Officer or designee will work |
|                | > with regional office and other VA contract        |
|                | > specialists to develop contracts with vendors to  |
|                | > obtain required books and other supplies for      |
|                | > veterans. To be valid, a contract must have the   |
|                | > concurrence of the HCA..                          |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2) Tools and Equipment.** A completed and      |
|                | > authorized VA Form 28‑1905m, Request for          |
|                | > Supplies, justifies the purchase of required      |
|                | > tools and equipment in the same manner as for     |
|                | > required books (also see par. 6.07d below):       |
+----------------+-----------------------------------------------------+

  -------------------------------------------------------------------------
  **Step**   **Actions**
  ---------- --------------------------------------------------------------
  1          Instructor prepares a separate VA Form 28‑1905m for tools and
             equipment.

  2          Case manager reviews the form and authorizes purchases.

  3          Case manager uses IMPAC or arranges through the HCA to secure
             the supplies.
  -------------------------------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(3) Purchasing Supplies Through the Internet.** |
|                | > It may often be financially advantageous to the   |
|                | > Federal Government to buy a veteran's books and   |
|                | > other supplies through the Internet. To obtain    |
|                | > needed supplies through the Internet, the veteran |
|                | > will research the various suppliers and bring the |
|                | > case manager a list showing comparative prices.   |
|                | > The case manager will pay for the supplies using  |
|                | > IMPAC or through the HCA. Generally, a veteran    |
|                | > may not buy supplies through the Internet and     |
|                | > seek reimbursement except for supplies on a list  |
|                | > the case manager has approved.                    |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
| **d. Using the | A VR&C case manager may not be able to arrange for  |
| Head of        | the training facility, the facility's designated    |
| Contracting    | supplier, or the veteran's employer to provide all  |
| Activity**     | the supplies the veteran needs. For example, the    |
|                | designated supplier may refuse to accept IMPAC      |
|                | payment. In this case, the case manager may:        |
|                |                                                     |
|                | -   Arrange through the HCA to buy the unprovided   |
|                |     supplies for delivery directly to the veteran   |
|                |                                                     |
|                | -   Suggest a vendor to the HCA                     |
|                |                                                     |
|                | The VR&C case manager will generally need to obtain |
|                | supplies other than books through the HCA or by     |
|                | using IMPAC for veterans:                           |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | -   Training in the home or in self-employment      |
|                |                                                     |
|                | -   Receiving extended evaluation or independent    |
|                |     living services                                 |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(1) Prior Authorization.** The case manager     |
|                | > must give prior authorization to HCA to take      |
|                | > either of the following actions:                  |
|                |                                                     |
|                | -   Issue necessary books and supplies when the     |
|                |     VR&C case manager cannot arrange for the        |
|                |     training facility to provide these items        |
|                |                                                     |
|                | -   Buy special equipment or supplies for on-job    |
|                |     training, employment, or independent living     |
|                |     when other VA programs cannot provide these     |
|                |     supplies                                        |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > If the HCA may object to the purchase, the case   |
|                | > manager should consult with the HCA before        |
|                | > sending an authorization to ensure the HCA        |
|                | > understands the justification for the purchase.   |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2) Veterans First Entering Training**          |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(a) Early Delivery of Supplies Is Essential.**  |
|                | > The case manager should arrange for veterans who  |
|                | > have not begun their programs to receive their    |
|                | > supplies on or shortly after the date training or |
|                | > rehabilitation services begin. For facilities     |
|                | > with registration dates before training begins,   |
|                | > VA may provide veterans with the necessary        |
|                | > supplies and required program books once the      |
|                | > veteran has completed registration (see below     |
|                | > subpars. 6.07d(2)(c) for training verification    |
|                | > and (d) for on-job or employment supplies).       |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(b) Preparation and Review of VA Form           |
|                | > 28‑1905m.** In general, there must be a completed |
|                | > VA Form 28‑1905m for prior authorization of       |
|                | > supplies. As an exception, a case manager may     |
|                | > authorize the books and other supplies that a     |
|                | > course syllabus requires. To ensure timely        |
|                | > delivery of the supplies, the VR&C case manager   |
|                | > should receive a completed form before the course |
|                | > or semester begins. If using a syllabus, the case |
|                | > manager will prepare the VA Form 28-1905m. There  |
|                | > are several steps in preparing and reviewing a VA |
|                | > Form 28-1905m and authorizing supplies:           |
+----------------+-----------------------------------------------------+

+-------+--------------------------------------------------------------+
| **S   | **Actions by Case Manager**                                  |
| tep** |                                                              |
+=======+==============================================================+
| 1     | Assist the trainer to prepare the VA Form 28‑1905m.          |
|       |                                                              |
|       | (The veteran may participate in the process at his or her    |
|       | request.)                                                    |
+-------+--------------------------------------------------------------+
| 2     | After agreeing to the supply list:                           |
|       |                                                              |
|       | -   Amend the VA Form 28-1905m, where necessary.             |
|       |                                                              |
|       | -   Sign the form.                                           |
|       |                                                              |
|       | -   Send a copy to the trainer and a copy to the veteran.    |
|       |                                                              |
|       | -   File the original down on the left flap of the CER       |
|       |     (Counseling/Evaluation/\                                 |
|       |     Rehabilitation) folder.                                  |
+-------+--------------------------------------------------------------+
| -   3 | Within 3 days after receiving a completed VA Form 28‑1905m   |
|       | from the trainer:                                            |
|       |                                                              |
|       | -   Prepare VA Form 2237, Request, Turn-In, and Receipt for  |
|       |     Property or Services.                                    |
|       |                                                              |
|       | -   On the VA Form 2237 under "Justification of Need or      |
|       |     Turn-in" request release or shipment of the supplies to  |
|       |     the veteran by the scheduled beginning date of training  |
|       |     or service delivery. Item 13 of VA Form 28‑1905 provides |
|       |     this date.                                               |
|       |                                                              |
|       | ***Preferred alternative to VA Form 2237:** Use IMPAC in     |
|       | place of the VA Form 2237 if the transaction is within the   |
|       | card purchase limit and the vendor accepts the card.*        |
+-------+--------------------------------------------------------------+
| 4     | Send the completed VA Form 2237 in an envelope marked        |
|       | "Special" to the HCA by the fastest available means.         |
+-------+--------------------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(c) Verification of Training Entry.** To        |
|                | > prevent improper release of supplies to veterans, |
|                | > the VR&C case manager will whenever possible      |
|                | > verify entrance by contacting the trainer to      |
|                | > determine whether the veteran has started         |
|                | > training. If the case manager can verify that the |
|                | > veteran has not started, the VR&C case manager    |
|                | > will contact the veteran and take one of the      |
|                | > following actions:                                |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > ***Note:*** This verification may not be feasible |
|                | > for large institutions, such as universities,     |
|                | > that do not keep attendance rolls.                |
+----------------+-----------------------------------------------------+

  ---------------------- ------------------------------------------------
  **If the veteran . .   **The case manager will . . .**
  .**                    

  Will not enter         Tell the veteran to refuse all deliveries of
  training               supplies and to return any already received
                         supplies.

  Cannot be contacted    Request the HCA cancel the order by the
                         beginning of the day before the supply release
                         date on the VA Form 2237.

  Will soon enter        Ask the HCA to hold the supplies for the veteran
  training               and establish a new delivery date.
  ---------------------- ------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(d) Release of Supplies for On-job Training or  |
|                | > Employment.** A veteran may be entering on-job    |
|                | > training or employment. The case manager should   |
|                | > contact the veteran and the veteran's employer no |
|                | > earlier than 3 days before the training or        |
|                | > employment start date. If this contact indicates  |
|                | > that the veteran expects to begin the training or |
|                | > employment, the case manager should arrange for   |
|                | > the veteran to receive planned supplies           |
|                | > immediately. The case manager may deliver the     |
|                | > supplies during the next supervisory assistance   |
|                | > visit if this will speed delivery.                |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(3) Veterans in Training.** Processing of       |
|                | > requests for veterans who have already begun      |
|                | > training will follow the procedure in paragraph   |
|                | > 6.07(a) through (d) above. For these veterans,    |
|                | > generally use IMPAC to buy the items. As an       |
|                | > alternative, complete and forward VA Form 2237 to |
|                | > the HCA requesting immediate delivery of          |
|                | > supplies.                                         |
+----------------+-----------------------------------------------------+

  -------------------- -----------------------------------------------------
  **e. HCA             
  Responsibilities**   

  -------------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1) Timeliness.** Normally, the HCA will place  |
|                | > orders for supplies for chapter 31 program        |
|                | > participants normally within 2 workdays of        |
|                | > receipt of the request.                           |
+----------------+-----------------------------------------------------+
|                |                                                     |
+----------------+-----------------------------------------------------+
|                | > **(2) Local Procurement of Supplies.** To         |
|                | > facilitate procurement, the HCA will place orders |
|                | > in the area where the veteran is training         |
|                | > whenever feasible.                                |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
  **f. VR&C and HCA The VR&C Officer and the HCA at the servicing VA
  Liaisons**        medical center or VISN will each appoint a staff
                    member as a liaison to the other activity. The
                    liaisons will handle processing questions or
                    problems. Local procedures for effective coordination
                    should cover these interactions.

  ----------------- -----------------------------------------------------

***Example of Liaison Activity:*** The HCA's liaison will inform the
VR&C case manager when and where the veteran may pick up requested
supplies or when the supplier anticipates shipment to the veteran.

**6.08 SPECIAL PROGRAMS**

  ----------------- -----------------------------------------------------
  **a. Training in  VA may furnish supplies to veterans training at home
  the Home**        under any of the following conditions:

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1)** Facilities ordinarily require trainees to |
|                | > possess the supplies for the same program or      |
|                | > course objectives.                                |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2)** The supplies are essential to training    |
|                | > because the veteran is pursuing the course at     |
|                | > home. Equipment in this category consists of      |
|                | > items that a facility ordinarily makes available  |
|                | > and does not normally require students to own.    |
|                | > Examples of this equipment are a drafting table   |
|                | > and associated supplies for a drafter,            |
|                | > cartographer, or engineer, or a computer system   |
|                | > for a computer software engineer or graphic       |
|                | > designer.                                         |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(3)** The veteran needs the supplies to         |
|                | > function more independently in his or her home    |
|                | > and community. For a veteran in an independent    |
|                | > living program, this may include purchase of a    |
|                | > computer system for hobby or other avocational    |
|                | > purposes. To justify buying a computer, the case  |
|                | > manager must establish that this purchase will    |
|                | > improve the quality of life for the veteran.      |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
  **b. Providing    The VR&C case manager must authorize in advance the
  Supplies for Home procurement of supplies to enable a veteran to train
  Training**        at home. There are several steps to providing
                    supplies for home training:

  ----------------- -----------------------------------------------------

  -------------------------------------------------------------------------
  **Step**   **Actions**
  ---------- --------------------------------------------------------------
  1          The instructor prepares VA Form 28‑1905m following the
             procedure in paragraph 6.07d(2)(b) above.

  2          The VR&C case manager approves the VA Form 28‑1905m.

  3a         The instructor secures the necessary books and other supplies
             for the veteran. VA reimburses the instructor for the
             purchases, but does not pay a handling fee.

  3b         The instructor does not provide the needed books and other
             supplies. The case manager arranges for the veteran to receive
             the supplies and other approved items by using IMPAC or
             through the HCA.
  -------------------------------------------------------------------------

  ----------------- -----------------------------------------------------
  **c. Farm         The books and related training supplies that VA may
  Cooperative       provide a veteran in farm cooperative training depend
  Training**        upon the type of instruction:

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1) Organized Group Instruction.** A part of    |
|                | > the veteran's program may include organized group |
|                | > instruction. When this occurs, VA will provide    |
|                | > the books and supplies that the school requires   |
|                | > all students in the school portion of the course  |
|                | > to own or to rent.                                |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2) Individual Instruction.** The veteran may   |
|                | > receive all instruction on the veteran's farm by  |
|                | > an individual instructor. In this case, VA will   |
|                | > provide the textbooks and other supplies that a   |
|                | > school would ordinarily require for a student in  |
|                | > the same or a similar farm program. The case      |
|                | > manager may request that an agricultural          |
|                | > expertfor example, an extension agentcertify    |
|                | > the textbooks and supplies essential to achieving |
|                | > the farming objective.                            |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
  **d. Supplies for The procedures for securing necessary books and
  a Farm            incidental supplies for home training (see subpars.
  Cooperative       6.08a and b above) also apply to a farm cooperative
  Program**         program. If a veteran needs a computer system to
                    assist in the management of the farm, the case
                    manager may authorize its purchase under paragraph
                    6.10 below. VA may not provide any other supplies to
                    a veteran in farm cooperative training. If the
                    veteran is eligible for additional services and
                    supplies to become self-employed, the VR&C case
                    manager may authorize them under 38 CFR 21.258.

  ----------------- -----------------------------------------------------

  ----------------- -----------------------------------------------------
  **e. Independent  The supplies that a veteran in an independent
  Instructor**      instructor course may receive are the same as for
                    veterans pursuing the same or a similar course at a
                    school. To secure necessary supplies, use the
                    procedures for a veteran training at home (see
                    subpars. a and b above).

  ----------------- -----------------------------------------------------

  ----------------- -----------------------------------------------------
  **f. Obtaining    A veteran receiving employment services may receive
  and Maintaining   supplies if one of the following conditions occurs:
  Employment**      

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1)** The employer requires similarly           |
|                | > circumstanced non-veterans to own upon beginning  |
|                | > employment and                                    |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(a)** VA did not provide the items during the   |
|                | > veteran's vocational training, or                 |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(b)** The items VA provided for training are    |
|                | > not adequate for employment.                      |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2)** VA determines that the veteran needs      |
|                | > special equipment to do his or her duties,        |
|                | > subject to the employer's obligation to make      |
|                | > reasonable accommodation to the veteran's         |
|                | > disabilities. (For instructions on reasonable     |
|                | > accommodations, see Part IV, Employment           |
|                | > Services.)                                        |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
| **g. Providing | For an employed veteran to obtain supplies to       |
| Supplies to an | maintain employment, the veteran must be in         |
| Employed       | Employment Services case status. The employer will  |
| Veteran**      | prepare VA Form 28‑1905m (see paragraph 6.07d(l)(b) |
|                | above). When the VR&C case manager approves the     |
|                | form, the employer:                                 |
|                |                                                     |
|                | -   may secure the approved supplies in the same    |
|                |     manner as for veterans in on-job training       |
|                |                                                     |
|                | -   may not charge a handling fee for these         |
|                |     supplies                                        |
|                |                                                     |
|                | If the employer does not provide the supplies, the  |
|                | VR&C case manager will procure them by using IMPAC  |
|                | or through the HCA.                                 |
+----------------+-----------------------------------------------------+
|                |                                                     |
+----------------+-----------------------------------------------------+
|                | *(Note: If the veteran is not participating in      |
|                | vocational rehabilitation, this will involve        |
|                | entering or reentering the veteran into a           |
|                | program.)*                                          |
+----------------+-----------------------------------------------------+

  ------------------- -----------------------------------------------------
  **h.                The supplies and services that VA may provide to a
  Self-employment**   veteran seeking self-employment are subject to
                      38 CFR 21.258. These supplies and services generally
                      may not exceed what the veteran needs to begin
                      operations. These include:

  ------------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1)** Minimal stocks of materials; for example, |
|                | > an inventory of salable merchandise or goods,     |
|                | > expendable items for day-to-day operations, and   |
|                | > items for consumption on the premises;            |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2)** Essential equipment, including machinery, |
|                | > occupational fixtures, accessories, and           |
|                | > appliances; and                                   |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(3)** Other incidental services, such as        |
|                | > business license fees.                            |
+----------------+-----------------------------------------------------+

  ------------------- -----------------------------------------------------
  **i. Supplies and   As part of a self-employment program, VA may not
  Assistance          authorize:
  Prohibited for      
  Self-employment**   

  ------------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1)** Full or partial payment to purchase,      |
|                | > lease, or rent land and buildings;                |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2)** Purchase or rental of trucks, cars, or    |
|                | > other means of transportation;                    |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(3)** Stocking a farm for animal husbandry      |
|                | > operations; or                                    |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(4)** Recurring operating costs, such as        |
|                | > insurance, water, gas, and electric bills.        |
+----------------+-----------------------------------------------------+

  ------------------- -----------------------------------------------------
  **j. Providing      The VR&C case manager will determine which supplies
  Supplies for        the veteran needs for self-employment while
  Self-employment**   developing the comprehensive self-employment plan and
                      will secure all necessary approvals before
                      authorizing supplies. The VR&C case manager and the
                      veteran will prepare VA Form 28‑1905m to document the
                      supplies that VA will provide.

  ------------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1) VA Responsibilities.** VA is responsible    |
|                | > for authorization of necessary supplies that      |
|                | > 38 CFR 21.258 and 21.214(e) permit.               |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2) Veteran Responsibilities.** A program       |
|                | > establishing a business requires the veteran to   |
|                | > rely in part on his or her resources in           |
|                | > developing and establishing the business. This is |
|                | > unlike nearly all other VA vocational             |
|                | > rehabilitation programs, in which VA pays for all |
|                | > services and supplies necessary for both training |
|                | > and employment. Specifically, the veteran is      |
|                | > responsible for paying for any of the items in    |
|                | > paragraph 6.08i above. In addition, if the        |
|                | > veteran's business requires supplies greater in   |
|                | > amount or kind than VA may authorize, the veteran |
|                | > is responsible for securing these supplies.       |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(3) Veteran's Failure to Obtain Required        |
|                | > Supplies or Pay Business Expenses.** If, contrary |
|                | > to the plan, the veteran does not obtain supplies |
|                | > that are his or her responsibility or does not    |
|                | > pay for the items in subparagraph 6.08i, the VR&C |
|                | > case manager should take the following actions:   |
+----------------+-----------------------------------------------------+

  -------------------------------------------------------------------------
  **Step**   **Actions**
  ---------- --------------------------------------------------------------
  1          Interrupt services to the veteran pending resolution of the
             issue.

  2          If the veteran fails to resolve this supply issue, determine
             whether the veteran's conduct and cooperation are
             unsatisfactory.

  3          If conduct and cooperation are unsatisfactory, consider
             whether to require repayment of the current value of the
             supplies that VA provided the veteran. (38 CFR 21.222(a))
  -------------------------------------------------------------------------

  ----------------- -----------------------------------------------------
  **k. Independent  VA will provide supplies for independent living in
  Living**          the same manner as for vocationally oriented
                    rehabilitation programs. When the veteran is in an
                    independent living program, as 38 CFR 21**.**122(c)
                    defines it, the veteran may receive the supplies that
                    the training or rehabilitation facility requires
                    persons in the course to own. The facility may
                    provide these supplies in the same manner as for a
                    veteran in a school course. All nonrequired supplies
                    need prior approval by the VR&C case manager (see
                    paragraph 6.07d(2)(b) above).

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1) Processing of VA Form 28‑1905m.** A         |
|                | > responsible official of the training or           |
|                | > rehabilitation facility will prepare VA Form      |
|                | > 28‑1905m and submit it to VA. The VR&C case       |
|                | > manager will review the form.                     |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2) Special Equipment.** If the requested items |
|                | > are special equipment under paragraph 6.09 below, |
|                | > the VR&C case manager must first determine if the |
|                | > veteran is eligible for these items under other   |
|                | > VA benefits. If the veteran is not eligible under |
|                | > other VA benefits, the VR&C case manager will     |
|                | > arrange to provide the items, subject to the      |
|                | > general limitation on supplies in paragraph 6.09  |
|                | > below. Following approval of the items for        |
|                | > issuance under chapter 31, the case manager will  |
|                | > arrange to procure them through the HCA following |
|                | > paragraph 6.07d above or by using IMPAC.          |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
  **l. Vocational   VA will provide in the same manner as for a school
  Course at a       course the books and other incidental supplies a
  Rehabilitation    veteran needs to pursue a vocational course at a
  Facility**        rehabilitation facility. The VR&C case manager will
                    arrange to obtain other supplies through the HCA or
                    IMPAC in the same manner as for independent living
                    under paragraph 6.08k above.

  ----------------- -----------------------------------------------------

  ----------------- -----------------------------------------------------
  **m. Evaluation   For persons in an evaluation or work adjustment
  and Work          program, the VR&C case manager may obtain the
  Adjustment        required supplies through the rehabilitation facility
  Programs**        providing the services. To obtain other supplies the
                    veteran needs to meet special disability problems or
                    other factors, the VR&C case manager will use IMPAC
                    or arrange with the HCA, as paragraph 6.08k above
                    describes.

  ----------------- -----------------------------------------------------

**6.09 SPECIAL EQUIPMENT**

  ----------------- -----------------------------------------------------
  **a. Need for     The VR&C case manager should authorize or recommend,
  Special           as appropriate, special equipment to enable a veteran
  Equipment**       to lessen or overcome the effects of disability in
                    pursuing a rehabilitation program or in getting and
                    keeping employment.

  ----------------- -----------------------------------------------------

  ----------------- -----------------------------------------------------
  **b. Major Types  The major types of special equipment that a VR&C case
  of Special        manager may authorize include:
  Equipment**       

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1) Equipment for Educational or Vocational     |
|                | > Purposes.** This category includes items          |
|                | > nondisabled persons ordinarily use in evaluation  |
|                | > or employment training, but which require         |
|                | > modification for use by individuals with          |
|                | > disabilities.                                     |
+----------------+-----------------------------------------------------+

***Examples:*** A veteran with a visual impairment may need a computer
system with speaking, voice activation, and speech recognition
capability. A veteran with the use of only one hand may need a computer
keyboard adapted for one-hand typing and voice activation and speech
recognition software.

+----------------+-----------------------------------------------------+
|                | > **(2) Sensory Aids and Prosthesis.** This         |
|                | > category includes items specifically designed to  |
|                | > mitigate or overcome the effects of disability.   |
|                | > They range from eyeglasses and hearing aids to    |
|                | > closed-circuit TV systems that enlarge reading    |
|                | > material for veterans with severe visual          |
|                | > impairments.                                      |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(3) Modifications to Improve Access.** This     |
|                | > category includes environmental adaptations not   |
|                | > generally associated with education and training, |
|                | > such as adaptive equipment for automobiles or     |
|                | > supplies to modify a veteran's home to make       |
|                | > in-home training or self-employment possible.     |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
  **c. Coordination If the veteran needs special equipment and is
  With Other VA     eligible for this equipment under another VA program,
  Elements**        the veteran must secure the items through that
                    program. For example, a veteran might obtain
                    prosthetic devices from VA medical centers. The VR&C
                    case manager must determine that the veteran is
                    ineligible for the needed special equipment under
                    other VA programs and benefits before authorizing the
                    item solely under chapter 31. The VA element
                    administering the benefit makes this determination of
                    ineligibility. The case manager will carefully
                    document in the veteran's CER folder any
                    ineligibility finding.

  ----------------- -----------------------------------------------------

  ----------------- -----------------------------------------------------
  **d. Blinded      Statute 38 U.S.C. 614 regarding blinded veterans
  Veterans**        reinforces the policy of providing special equipment
                    to disabled veterans to allow them to participate in
                    training on as equal a basis as possible with
                    nondisabled trainees. This statute provides for the
                    issuance of "mechanical or electronic equipment" to
                    assist them in overcoming the handicap of blindness.

  ----------------- -----------------------------------------------------

  ----------------- -----------------------------------------------------
  **e. Identifying  The VR&C case manager should identify the need for
  the Need for      special equipment at the earliest date to facilitate
  Special           planning. This identification may occur:
  Equipment**       

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | -   While planning a rehabilitation program;        |
+----------------+-----------------------------------------------------+
| -              | -   As a result of a request for special equipment  |
|                |     by the veteran, an instructor, a physician, a   |
|                |     staff member of a rehabilitation facility, or   |
|                |     other qualified person involved in the          |
|                |     veteran's rehabilitation program; or            |
+----------------+-----------------------------------------------------+
| -              | -   During training supervision.                    |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
  **f. Authorizing  The VR&C case manager will work through the HCA to
  Special           secure special equipment under chapter 31, following
  Equipment**       the procedures in paragraph 6.07d above and paragraph
                    6.10 below, when:

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1)** A veteran needs the special equipment;    |
|                | > and                                               |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2)** The veteran is ineligible for this        |
|                | > equipment under other VA benefits.                |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
  **g. Automobile   
  Adaptive          
  Equipment**       

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1) Definition.** The term "adaptive equipment" |
|                | > means generally that equipment that must be a     |
|                | > part of or added to an automobile or similar      |
|                | > vehicle manufactured for sale to the general      |
|                | > public. The intent of this adaptive equipment is  |
|                | > to make the vehicle safe for use by the claimant  |
|                | > and to assist him or her in meeting the standards |
|                | > for a license to operate the vehicle.             |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2) Health and Safety Are Principal Criteria.** |
|                | > For automobiles and similar vehicles, adaptive    |
|                | > equipment includes, but is not limited to any of  |
|                | > the following items:                              |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | -   Automatic transmission for a veteran who has    |
|                |     lost a limb or the use of a limb or who has     |
|                |     another physical difficulty hindering use of a  |
|                |     manual transmission                             |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | -   Power steering, brakes, windows, and seats      |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | -   Air-conditioning equipment when necessary to    |
|                |     the health and safety of the veteran and to the |
|                |     safety of others                                |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | -   Special equipment necessary to assist the       |
|                |     eligible veteran into or out of the automobile  |
|                |     or other conveyance, regardless of whether the  |
|                |     veteran will operate the vehicle or another     |
|                |     person will operate it for the veteran          |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | -   Any modification of the interior space of the   |
|                |     automobile or other conveyance if the physical  |
|                |     condition of the veteran requires this          |
|                |     modification to allow the veteran to enter or   |
|                |     operate the vehicle                             |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(3) Approval of Additional Equipment for        |
|                | > Classes of Losses.** For automobiles and similar  |
|                | > vehicles, adaptive equipment includes equipment   |
|                | > the Under Secretary for Health may direct as      |
|                | > ordinarily necessary for any of the classes of    |
|                | > losses that the Prosthetic and Sensory Aid        |
|                | > Service of VHA (Veterans Health Administration)   |
|                | > has established. These specifications may limit   |
|                | > payment for this equipment.                       |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(4) Approval of Additional Equipment in         |
|                | > Individual Cases.** Adaptive equipment also       |
|                | > includes other equipment that the Under Secretary |
|                | > for Health or designee may deem necessary in an   |
|                | > individual case. This definition is the same as   |
|                | > title 38 CFR 3.808 uses to define "adaptive       |
|                | > equipment" for purposes of authorizing this       |
|                | > equipment under title 38 U.S.C. chapter 39.       |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(5) Allowable Types of Adaptive Equipment.**    |
|                | > The types of adaptive equipment that VA may       |
|                | > authorize for veterans with a particular          |
|                | > disability will generally be the same as for      |
|                | > veterans eligible under 38 CFR 3.808. A veteran   |
|                | > may not receive equipment under chapter 31        |
|                | > greater in number or expense than similarly       |
|                | > disabled veterans could receive under             |
|                | > 38 CFR 3.808.                                     |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(6) Determining Eligibility for Automobile      |
|                | > Adaptive Equipment.** VA may determine that       |
|                | > adaptive equipment is necessary for the veteran   |
|                | > to pursue rehabilitation at a suitable facility   |
|                | > near the veteran's current home.                  |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(7) Consideration of Alternative Means to       |
|                | > Achieve Rehabilitation.** In determining whether  |
|                | > to request adaptive equipment for a vocational    |
|                | > rehabilitation program, the case manager must     |
|                | > evaluate whether the veteran could achieve        |
|                | > rehabilitation by alternative means. Two examples |
|                | > of alternative means are training in the home and |
|                | > using an individual instructor. The VR&C case     |
|                | > manager must follow this decision table in        |
|                | > determining whether to request adaptive           |
|                | > equipment:                                        |
+----------------+-----------------------------------------------------+

+-------------------------------+--------------------------------------+
| **Criteria for requesting     |                                      |
| adaptive equipment**          |                                      |
+-------------------------------+--------------------------------------+
| **If alternative means are. . | **Then the VR&C case manager will .  |
| .**                           | . .**                                |
+-------------------------------+--------------------------------------+
| > Less expensive AND as       | > Not request adaptive equipment     |
| > suitable                    |                                      |
+-------------------------------+--------------------------------------+
| > At least equally expensive  | > Request adaptive equipment         |
+-------------------------------+--------------------------------------+
| > Not as suitable             | > Request adaptive equipment         |
+-------------------------------+--------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(8) Independent Living.** Failure to provide    |
|                | > the equipment must hinder achievement of an       |
|                | > intermediate objective or the goal of the         |
|                | > veteran's rehabilitation program. The             |
|                | > intermediate objective must relate to reducing    |
|                | > the veteran's dependence on others and increasing |
|                | > the veteran's capability for self-care and        |
|                | > independence. The VR&C case manager must do the   |
|                | > same type of analysis to explore suitable         |
|                | > alternatives and the costs and benefits of these  |
|                | > alternatives.                                     |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(9) Authorizing Automobile Adaptive Equipment** |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(a) VR&C Case Manager Responsibilities.** After |
|                | > determining the veteran needs automobile adaptive |
|                | > equipment, the VR&C case manager will             |
|                |                                                     |
|                | -   use VA Form 28‑8861, Request for Medical        |
|                |     ServicesChapter 31, to ask that the            |
|                |     Prosthetics Representative consider the need    |
|                |     for adaptive equipment                          |
|                |                                                     |
|                | -   indicate on the form if the claim is for a      |
|                |     nonservice-connected condition and provide      |
|                |     medical information if evidence of this         |
|                |     disability is not in the veteran's claim file   |
|                |                                                     |
|                | -   inform the veteran that the Prosthetics         |
|                |     Representative must approve adaptive equipment  |
|                |     before the veteran can secure it                |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(b) Prosthetics Representative's                |
|                | > Responsibilities.** The Prosthetics               |
|                | > Representative is responsible for approving the   |
|                | > type of adaptive equipment that the veteran needs |
|                | > by evaluating the veteran's condition, including  |
|                | > both service- and nonservice-connected            |
|                | > disabilities.                                     |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(c) No Reimbursement for Unapproved             |
|                | > Equipment.** VA has no obligation or              |
|                | > responsibility to reimburse a veteran who secures |
|                | > adaptive equipment, van modification, or other    |
|                | > alteration without the prior approval of the      |
|                | > Prosthetics Representative.                       |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(d) Reimbursement Following Approval by         |
|                | > Prosthetics Representative.** Following the       |
|                | > Prosthetics Representative's approval, the        |
|                | > veteran will buy the adapted automobile or the    |
|                | > adaptive equipment for an existing automobile.    |
|                | > The veteran will then receive reimbursement under |
|                | > existing procedure for automobile adaptive        |
|                | > equipment. This procedure allows for total or     |
|                | > partial reimbursement of the veteran's expense    |
|                | > depending upon the type of equipment, whether the |
|                | > car is new or used, and other factors.            |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(10) Disagreement.** A disagreement may arise   |
|                | > between VR&C staff members and the Prosthetic     |
|                | > Representative whether the equipment the          |
|                | > Prosthetic Representative has authorized will     |
|                | > meet the veteran's needs. When this occurs, the   |
|                | > VR&C Officer will refer the case to the Director, |
|                | > Vocational Rehabilitation and Counseling Service  |
|                | > (28) for resolution.                              |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(11) Replacement of Automobile Adaptive         |
|                | > Equipment.** Replacement of automotive equipment  |
|                | > authorized under chapter 31 is subject to the     |
|                | > limitations on supply authorization in            |
|                | > 38 CFR 21.220.                                    |
+----------------+-----------------------------------------------------+

**6.10 AUTHORIZING PERSONAL COMPUTER AND ROBOTIC EQUIPMENT**

  ----------------- -----------------------------------------------------
  **a. Need         Authorization of computer or robotic equipment
  Determination,    requires a thorough needs assessment. Assessment
  Plan Development, includes reviewing the current and projected
  and Other         employment market and the suitability of the
  Documentation**   equipment to the veteran's training and employment.
                    (Subpar. 6.10b provides an exception to this
                    assessment requirement.) The rehabilitation plan
                    should be amended to include the purchase of a
                    computer system and software or robotic equipment, as
                    well as maintenance, upgrading, and training in its
                    use (subpar. 6.10 k below). Either VA Form 28‑1902b,
                    Counseling RecordNarrative Report, or 28‑1905d will
                    document in detail the justification for purchase to
                    include:

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1)** Conclusions of an expert consultant;      |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2)** Considerations of alternative devices or  |
|                | > systems;                                          |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(3)** Projected benefits resulting from use of  |
|                | > the equipment;                                    |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(4)** Considerations of alternative methods of  |
|                | > providing the equipment, such as rental (see par. |
|                | > 6.10(i) below for limitations on rental);         |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(5)** Arrangements for needed user training;    |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(6)** Projected extent and duration of use;     |
|                | > and.                                              |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(7)** Arrangements for maintenance and possible |
|                | > upgrading.                                        |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
  **b. Training     A facility's requirement that all students personally
  Facility Requires own computer equipment and software establishes the
  the Equipment**   need for these items without further development. The
                    VR&C case manager will authorize their purchase as
                    supplies necessary for training and employment under
                    paragraph 6.07b. The school, training establishment,
                    or employer may furnish these supplies. VA will
                    provide these items in the same manner as other
                    required supplies. Similarly, VA may furnish robotic
                    equipment and supplies the facility indicates the
                    veteran needs to train in robotics in the same manner
                    as other required supplies.

  ----------------- -----------------------------------------------------

  ----------------- -----------------------------------------------------
  **c. Availability Training facilities sometimes provide a range of
  of Computer       computer equipment that students may use at no or
  Equipment at the  minimal cost. VA will pay for the use of the
  Training          equipment, including reimbursing the veteran when the
  Facility**        facility does not bill VA directly. Despite the
                    availability of computer equipment at the facility;
                    nevertheless, there may be sufficient reasons for VA
                    to obtain a personal computer for the veteran. A
                    chapter 31 program participant must use the equipment
                    the facility makes available, however, when:

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1)** The facility does not require personal    |
|                | > ownership of a computer; and                      |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2)** VA cannot provide the computer under      |
|                | > paragraph 6.10d or f below.                       |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
  **d. Inadequate   The case manager will arrange for the veteran to gain
  Accessible        access to needed computer equipment if either of the
  Computer          following situations occur:
  Equipment**       

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | -   The training facility does not have sufficient  |
|                |     necessary computer equipment on campus          |
|                |                                                     |
|                | -   The veteran's situation does not allow adequate |
|                |     access to the facility's equipment              |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
                    **(1) Facility Recommends Equipment.** VA will
                    authorize the same type of arrangements that the
                    facility recommends for similarly circumstanced
                    students. The VR&C case manager should consult with
                    facility officials and select a means of meeting the
                    veteran's needs that are also in the government's
                    interest. This deliberation may result in VA purchase
                    or lease of a computer system for the veteran to use
                    at home.

  ----------------- -----------------------------------------------------

  ----------------- -----------------------------------------------------
                    **(2) Facility Does Not Recommend Equipment.** If the
                    facility does not have a policy for these situations,
                    the case manager may independently develop sufficient
                    evidence to support a decision on whether to buy or
                    lease a computer system for the veteran.

  ----------------- -----------------------------------------------------

***Example:*** A veteran trains from 9:30 AM to 2:30 PM daily. The
school does not require ownership of a computer, but working knowledge
of personal computers and software is essential to success in training.
The school has sufficient computer equipment available after class, but
not on weekends. The veteran commutes 40 miles to class. To help support
a family, the veteran must work from 4 PM until midnight three to four
school nights each week. The veteran's living and work situations
preclude the effective use of the facility's computers. Lack of a
computer system in the veteran's home would jeopardize the veteran's
program success. Projected long-term use by the veteran of a computer
system makes the cost of leasing a system exceed the cost of buying one.
The case manager should arrange to buy a computer system for this
veteran.

  ----------------- -----------------------------------------------------
  **e. Equipment    The VR&C Officer may consider reevaluating chapter 31
  Lack May Justify  approval for a facility that does not have adequate
  Reevaluating      computer equipment in classrooms and laboratories
  Facility          necessary for veterans to pursue their programs. This
  Approval**        reevaluation may affect only a particular student or
                    may limit any future use of the facility by
                    vocational rehabilitation participants.

  ----------------- -----------------------------------------------------

  ----------------- -----------------------------------------------------
  **f. Disability   The VR&C case manager will obtain a computer and
  Hinders Use of    peripheral equipment as special equipment under
  Available         paragraphs 6.09 above and 6.10h below when:
  Computer          
  Equipment**       

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1)** A veteran's disabilities significantly    |
|                | > hinder the veteran's use of the equipment the     |
|                | > facility ordinarily issues, requires students to  |
|                | > own, or makes otherwise available at the          |
|                | > facility; or                                      |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2)** There is a special need for the veteran   |
|                | > to possess this equipment.                        |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
                    ***Note:** Procurement of non-adaptive computer
                    equipment is **not** subject to the additional
                    provisions of paragraph 6.10h below.*

  ----------------- -----------------------------------------------------

  ----------------- -----------------------------------------------------
  **g. Fees and     VA will pay required fees for use of computer
  Consumable        equipment and software at a training facility or
  Supplies**        employer in the same manner as for other required
                    fees and consumable supplies. VA may rent computer
                    equipment for a veteran in a survey course under VAAR
                    871.7001-3 or under the conditions in paragraph
                    6.10(i**)** below. VA will also pay fees for any
                    needed Internet usage and for installation and
                    maintenance of a separate telephone line. VA may pay
                    Internet and telephone fees setup and maintenance
                    fees as part of the veteran's rehabilitation plan
                    either to the service provider or as reimbursement to
                    the veteran. For either a rented or purchased
                    computer system, VA will pay for the consumable
                    supplies the system uses.

  ----------------- -----------------------------------------------------

***Examples of Consumable Computer Supplies:*** Printer paper and toner
or ink jet cartridges, monitor cleaning fluid or wipes, floppy disks,
rewritable CD ROM disks, and tapes for storage of back up memory
recordings.

  ----------------- -----------------------------------------------------
  **h. Adaptive and A VR&C case manager may authorize adaptive computer
  Robotic Equipment equipment, software, and robotic equipment for a
  Authorization and veteran to mitigate the effects of disability. He or
  Purchase**        she may authorize this equipment, however, only as
                    special equipment under paragraph 6.09 above and the
                    following procedures:

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1) Assessment of Need and Suitability.** The   |
|                | > case manager must obtain expert consultation      |
|                | > before buying adaptive computer equipment and     |
|                | > software to enable a veteran to participate in    |
|                | > vocational rehabilitation and employment or to    |
|                | > function more independently. The case manager     |
|                | > must determine and document that the veteran is   |
|                | > capable of operating the computer system and that |
|                | > it is suitable for the intended purpose. When     |
|                | > possible, the veteran should get hands-on         |
|                | > experience with the equipment before purchase.    |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > ***Note:** The same kind of equipment may not be  |
|                | > adequate for veterans with similar disabilities.* |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2) Resources to Consider for Evaluation.** VHA |
|                | > shall be the first referral source for assessment |
|                | > of the need for and suitability of adaptive       |
|                | > computer and robotic equipment (see par. 6.09).   |
|                | > If VHA cannot provide the necessary assessment,   |
|                | > the VR&C case manager should consider the         |
|                | > following resources:                              |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | -   Colleges and universities with expertise in the |
|                |     evaluation of computer equipment for disabled   |
|                |     persons, such as schools with special programs  |
|                |     for disabled persons                            |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | -   State rehabilitation agencies                   |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | -   Associations for persons with specific          |
|                |     disabilities                                    |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | -   Veterans service organizations                  |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | -   Governors' Committees on Employment of the      |
|                |     Handicapped                                     |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | -   User groups                                     |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | -   Rehabilitation training and research centers    |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(3) Justification for Purchase.** VA may        |
|                | > authorize the purchase of adaptive computer       |
|                | > equipment or robotic equipment under chapter 31   |
|                | > only as special equipment. This purchase must     |
|                | > follow a careful assessment and a determination   |
|                | > that VA cannot authorize the necessary equipment  |
|                | > under 38 U.S.C. chapter 17. Purchase may be       |
|                | > justified if one of the following is true         |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(a)** The conditions for rental in paragraph    |
|                | > 6.10i below are not met; or                       |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(b)** Projected rental costs are essentially    |
|                | > the same as or greater than the purchase price.   |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(4) Request for Purchase.** Established         |
|                | > procedures for procuring chapter 31 services,     |
|                | > including use of IMPAC, govern purchases of       |
|                | > adaptive computers and robotic equipment.         |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
  **i. Temporary    Rental costs of computer and robotic equipment can
  Rental**          quickly exceed purchase costs. Therefore, VR&C case
                    managers should not generally consider rental for
                    long-term use of this equipment. On the other hand,
                    VR&C case managers may consider temporary rental
                    under either of the following conditions:

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | -   To explore equipment suitability early in a     |
|                |     program that requires either regular or special |
|                |     equipment before committing to a substantial    |
|                |     investment                                      |
|                |                                                     |
|                | -   To meet a transitory need                       |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
                    Otherwise, the case manager will buy adaptive
                    computer equipment and robotics through the HCA
                    following the evaluation process in paragraph
                    6.10h(3) and (4) above.

  ----------------- -----------------------------------------------------

  ----------------- -----------------------------------------------------
  **j. Limitation   A case manager will authorize the purchase of a
  on Laptop         laptop computer only when the veteran's disability,
  Computer          program, or employment clearly establishes a need for
  Purchase**        a laptop computer.

  ----------------- -----------------------------------------------------

***Examples:*** (1) A veteran who has physical difficulty writing may
receive a laptop computer if this will assist in taking notes in class
or in on-job performance. (2) A veteran in a program requiring extensive
field work may need the data base mobility that a laptop computer
affords.

  ----------------- -----------------------------------------------------
  **k. VA           While the veteran is in a rehabilitation program, VA
  Responsibility    will arrange for maintenance of the computer or
  for Upgrades and  robotic equipment. VA will pay for upgrades to the
  Maintenance**     equipment or software for the veteran's program or to
                    make the veteran competitive in the employment
                    market. The veteran's written rehabilitation plan
                    will clearly indicate this VA responsibility.

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1) Maintenance Contracts.** Often the best way |
|                | > to get system maintenance is to buy a reliable,   |
|                | > comprehensive maintenance contract on the         |
|                | > equipment for the projected duration of the       |
|                | > veteran's program.                                |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2) Upgrading to a New Computer System.**       |
|                | > Upgrading may involve buying a new computer       |
|                | > system if the veteran's current system cannot be  |
|                | > adequately upgraded to meet either of the         |
|                | > following:                                        |
|                |                                                     |
|                | -   the current needs of the rehabilitation program |
|                |     course work                                     |
|                |                                                     |
|                | -   the projected use of the computer in the        |
|                |     veteran's planned employment.                   |
|                |                                                     |
|                | > Upgrading to a new system includes the transfer   |
|                | > of the software and files from the old system     |
|                | > onto the new system.                              |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(3) Turn-in of Old Computer System.** Once VA   |
|                | > has bought a new computer system to replace one   |
|                | > VA bought earlier, the veteran must turn in the   |
|                | > old system to VA after the software and file      |
|                | > transfer to the new system. The veteran must      |
|                | > agree to this turn-in in writing before VA will   |
|                | > buy the new system.                               |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > ***Exception:*** The veteran can retain the old   |
|                | > system if the case manager establishes and        |
|                | > documents the need for the veteran to keep the    |
|                | > old system.                                       |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(4) End of VA Responsibility.** Usually, VA     |
|                | > responsibility for maintenance and upgrading      |
|                | > stops when the VR&C case manager places the       |
|                | > veteran in Rehabilitated or Discontinued case     |
|                | > status.                                           |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(5) Exceptions to Time Limitation.** There are  |
|                | > exceptions to this time limitation on VA's        |
|                | > maintenance responsibility, however, if VHA makes |
|                | > one of the following determinations:              |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(a)** A blinded veteran is eligible under       |
|                | > 38 U.S.C. 614.                                    |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(b)** A profoundly deaf veteran is eligible     |
|                | > under 38 U.S.C. 617(b).                           |
+----------------+-----------------------------------------------------+

**6.11 CLOTHING, MAGAZINES, PERIODICALS, AND PERSONAL USE ITEMS**

  ----------------- -----------------------------------------------------
  **a. Protective   VA will provide protective articles or clothing the
  Articles and      veteran wears in place of ordinary clothing when the
  Clothing**        school, training facility, or employer requires
                    similarly circumstanced non-veterans to use the
                    articles or apparel. VA will not provide any other
                    clothing.

  ----------------- -----------------------------------------------------

  ----------------- -----------------------------------------------------
  **b. Providing    Providing protective articles and clothing requires
  Protective        the VR&C case manager's prior authorization. A
  Articles and      responsible school official will prepare and the
  Clothing**        veteran will sign VA Form 28‑1905m.

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1) Facility Provides Clothing.** The facility  |
|                | > may provide the protective articles or clothing   |
|                | > in the same manner as other supplies. VA may pay  |
|                | > a handling fee not to exceed 10 percent of the    |
|                | > cost to an educational institution providing the  |
|                | > clothing.                                         |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2) Facility Does Not Provide Clothing.** If    |
|                | > the facility does not furnish the clothing and    |
|                | > protective articles, the VR&C case manager will   |
|                | > use IMPAC or arrange though the HCA to order the  |
|                | > items.                                            |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
  **c. Past Issues  VA may provide past issues of magazines or
  of Magazines and  periodicals or reprints of articles in the same
  Periodicals**     manner as text material when relevant to the course
                    or training. There is no need for further
                    justification when students in a course must own the
                    same past issues.

  ----------------- -----------------------------------------------------

  ----------------- -----------------------------------------------------
  **d. Personal Use VA may provide items a veteran can personally
  Items**           usesuch as musical instruments, cameras, artist
                    kits, tools, or similar itemsfor required courses
                    that are in the veteran's major field of study or are
                    otherwise a requirement for degree or course
                    completion. The VR&C case manager must grant prior
                    authorization. In reviewing these items, the VR&C
                    case manager will follow the procedures in paragraph
                    6.07d(2)(b). The VR&C case manager may arrange to
                    rent these items for the veteran if:

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1)** Rental rather than purchase will result   |
|                | > in a substantial cost saving; and                 |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2)** The veteran will not need the items for   |
|                | > another part of the rehabilitation program or in  |
|                | > employment.                                       |
+----------------+-----------------------------------------------------+

**6.12 REPLACEMENT OF SUPPLIES**

  ----------------- -----------------------------------------------------
  **a. Lost,        During a program, supplies may be lost, stolen,
  Stolen,           misplaced, or damaged beyond repair through no fault
  Misplaced, or     of the veteran. When this occurs, VA will replace
  Damaged           supplies that the veteran needs to continue in the
  Supplies**        program. The VR&C case manager may require a veteran
                    to replace or repair articles at the veteran's
                    expense if the loss or damage was the veteran's
                    fault.

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1) Use of Revolving Fund Advances.** VA may    |
|                | > make an advance from the Vocational               |
|                | > Rehabilitation Revolving Fund to a veteran to     |
|                | > replace articles for which VA will not pay if the |
|                | > veteran is without funds to pay for them;         |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2) Veteran's Refusal to Replace Needed         |
|                | > Article.** If a veteran refuses to replace an     |
|                | > article indispensable to the program when its     |
|                | > loss or damage was the veteran's fault, the VR&C  |
|                | > case manager may consider this refusal as         |
|                | > noncooperation under 38 CFR 21.364;               |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(3) Reentrance Following Discontinuance.** If   |
|                | > the veteran's program discontinues under          |
|                | > 38 CFR 21.362(b), he or she may reenter the       |
|                | > program only when he or she agrees to replace the |
|                | > necessary articles and meets other conditions for |
|                | > reentrance following discontinuance.              |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
  **b. Supplies     VA will generally furnish nonconsumable supplies only
  Used in More Than once, even though the need for the same supplies may
  One Part of the   recur later in the veteran's program. This multiple
  Program.**        usage may be in another subject or in another
                    quarter, semester, or school year, or may entail use
                    for both training and employment.

  ----------------- -----------------------------------------------------

  ----------------- -----------------------------------------------------
  **c. Maintenance  In general, VA will maintain and repair the tools and
  and Repair of     equipment it has bought for the veteran (see par.
  Supplies**        6.10k for additional requirements for computer
                    systems). VA may authorize and pay for repairs if
                    these four conditions are met:

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1)** The period of warranty on the supplies or |
|                | > equipment has passed;                             |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2)** The need for repair is not the result of  |
|                | > abuse or misuse of the item;                      |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(3)** The cost of repair is less than half the  |
|                | > cost of replacement that would otherwise be       |
|                | > necessary and for which the veteran is eligible   |
|                | > under 38 CFR 21.220; and                          |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(4)** The veteran is in one of the following    |
|                | > case statuses:                                    |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | -   Rehabilitation to the point of employability    |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | -   Extended evaluation,                            |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | -   Independent living                              |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | -   Employment services                             |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
                    ***Note:** Only the Prosthetic and Sensory Aids
                    Service may arrange to repair items that it has
                    issued.*

  ----------------- -----------------------------------------------------

  ----------------- -----------------------------------------------------
  **d. Replacement  When replacing supplies, the case manager must take
  of Supplies**     the following actions:

  ----------------- -----------------------------------------------------

  -------------------------------------------------------------------------
  **Step**   **Actions by Case Manager**
  ---------- --------------------------------------------------------------
  1          Determine that the veteran's situation meets the criteria in
             38 CFR 21.220 for replacement of supplies

  2          Process the replacement in the same manner as an original
             authorization of supplies
  -------------------------------------------------------------------------

**6.13 RELEASE OF AND REPAYMENT FOR SUPPLIES**

With certain exceptions, if a veteran does not complete the planned
rehabilitation program, the veteran must repay VA the value of the
supplies that VA provided. To document the charges in the CER folder,
the case manager will complete VA Form 28-1905L, Disposition of Supplies
(Chapter 31).

  ----------------- -----------------------------------------------------
  **a. Consumable   VA will require the veteran to pay for consumable
  Supplies**        supplies unless:

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1)** The veteran fails to complete the program |
|                | > through no fault of his or her own;               |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2)** The employment objective of the           |
|                | > rehabilitation plan is changed as a result of     |
|                | > reevaluation by VA staff members; or              |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(3)** The total value of the supplies is less   |
|                | > than \$100.                                       |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
  **b.              
  Nonconsumable     
  Supplies**        

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1) Repayment Amount.** A veteran must repay    |
|                | > the lesser of the current value of the supplies   |
|                | > or the original cost of the supplies. To          |
|                | > establish the current value, the VR&C case        |
|                | > manager will consult with knowledgeable           |
|                | > individuals in the trade or profession who can    |
|                | > estimate the value of used equipment.             |
|                | > (38 CFR 21.222(b)).                               |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2)** **Exceptions to Repayment.** VA will      |
|                | > require reimbursement for nonconsumable supplies  |
|                | > in the amount from paragraph 6.13b(1) above       |
|                | > unless the veteran's situation meets either the   |
|                | > exception in paragraph 6.13c below or at least    |
|                | > one of the following exceptions:                  |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(a)** The veteran and VA agree to change the    |
|                | > planned long-range goal and these supplies are    |
|                | > not required for the veteran's pursuit of         |
|                | > training for the new goal.                        |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(b)** The veteran's failure to complete the     |
|                | > program was not his or her fault.                 |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(c)** The veteran was pursuing the program at a |
|                | > facility that recovers nonconsumable supplies     |
|                | > from veterans through contractual arrangements    |
|                | > with VA and the veteran returned to the facility  |
|                | > all the nonconsumable supplies for which VA paid. |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(d)** The veteran reenters the Armed Forces or  |
|                | > is in the process of reentering the Armed Forces. |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(e)** The veteran satisfactorily completed      |
|                | > one-half or more of a noncollege degree course or |
|                | > at least the equivalent of two full-time terms in |
|                | > the case of a college-level course for which VA   |
|                | > provided the supplies.                            |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(f)** The veteran certifies that he or she is   |
|                | > using in current employment the supplies that VA  |
|                | > provided during training.                         |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(g)** The total value of the supplies is less   |
|                | > than \$100.                                       |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(h)** The veteran dies (but see par. 6.13c(3)   |
|                | > for additional requirements if the veteran was    |
|                | > training at home or in self-employment).          |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(i)** The veteran received the supplies during  |
|                | > a period of employment services, but loses the    |
|                | > job through no fault of his or her own.           |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(j)** The veteran discontinues an independent   |
|                | > living services program, but is using VA          |
|                | > furnished supplies and equipment to reduce his or |
|                | > her dependence on others.                         |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(k)** VA declares the veteran rehabilitated.    |
+----------------+-----------------------------------------------------+

  ------------------- -----------------------------------------------------
  **c. Training in    Besides the reasons for not requiring repayment or
  the Home and        return of nonconsumable supplies that paragraph
  Self-employment**   6.13b(2) above lists, VA will not require repayment
                      for or return of nonconsumable supplies in one of the
                      following situations:

  ------------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1)** VA provided the supplies to equip the     |
|                | > veteran's home for training or self-employment;   |
|                | > the veteran has completed enough of the           |
|                | > rehabilitation program to be employable; and VA   |
|                | > has declared the veteran rehabilitated to the     |
|                | > point of employability.                           |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2)** VA has declared that a veteran in a       |
|                | > self-employment program not in the home is        |
|                | > rehabilitated.                                    |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(3)** The veteran has died and the VR&C Officer |
|                | > determines that the facts and equities of the     |
|                | > situation of the veteran's family warrant waiver  |
|                | > of all or a part of the requirements for          |
|                | > repayment for the supplies.                       |
+----------------+-----------------------------------------------------+

***Examples:*** The facts and equities of the family situation justify
waiver of repayment in each of the following situations:

Ÿ The family is able to continue the business established by the
veteran.

Ÿ Another family member is training to continue the business.

Ÿ The family would suffer financial hardship repaying the cost of the
supplies.

Ÿ Other good reasons justify waiver of repayment.

  ----------------- -----------------------------------------------------
  **d. Repaying the 
  Value of          
  Supplies**        

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1)** When a trainee to whom VA has issued      |
|                | > nonconsumable supplies discontinues training      |
|                | > under 38 CFR 21.198, the VR&C case manager will   |
|                | > prepare a VA Form 28‑1905L, Disposition of        |
|                | > Supplies. This form will present the facts,       |
|                | > findings, and recommendation in the case.         |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2)** The value will be the lesser of the       |
|                | > current value of the supplies or the original     |
|                | > cost. The VR&C case manager will document in item |
|                | > 5 on VA Form 28‑1905L the method used to          |
|                | > establish the current value; for example,         |
|                | > discussion with a supplier about the value of     |
|                | > used tools.                                       |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(3)** If the VR&C case manager determines that  |
|                | > failure to complete the course was the veteran's  |
|                | > fault and none of the exceptions to repayment in  |
|                | > this paragraph apply, the VR&C case manager will: |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(a)** Prepare Optional Form 1114, Bill for      |
|                | > Collection.                                       |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(b)** Forward the Optional Form 1114 with VA    |
|                | > Form Letter 28‑92, or its equivalent, to the      |
|                | > Finance activity for processing and dispatch of   |
|                | > the collection request to the veteran.            |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(c)** File a copy of the Optional Form 1114 in  |
|                | > the veteran's CER folder.                         |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(d)** Inform the veteran of this adverse action |
|                | > following the procedures in part 1, chapter 10.   |
+----------------+-----------------------------------------------------+

  ----------------- -----------------------------------------------------
  **e. Turn-in of   Under certain conditions, a veteran may surrender
  Nonconsumable     nonconsumable supplies to VA instead of repaying
  Supplies**        their value under paragraph 6.13d(3) immediately
                    above. This surrender of the supplies meets the
                    current value repayment criterion of 38 CFR 21.222.
                    To return nonconsumable supplies, the following
                    conditions must be met:

  ----------------- -----------------------------------------------------

+----------------+-----------------------------------------------------+
|                | > **(1)** The supplies are in such good repair that |
|                | > another veteran could use them in training;       |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(2)** The case manager determines that another  |
|                | > veteran will likely need the tools within 6       |
|                | > months;                                           |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(3)** The case manager and the veteran both     |
|                | > agree to the return of the supplies; and          |
+----------------+-----------------------------------------------------+

+----------------+-----------------------------------------------------+
|                | > **(4)** The regional office or a supporting VA    |
|                | > facility can adequately store and maintain the    |
|                | > supplies until their reissuance to another        |
|                | > veteran.                                          |
+----------------+-----------------------------------------------------+

**6.14 PREVENTION OF ABUSE**

  -------------------- -----------------------------------------------------
  **a. Case Manager    VA will provide supplies only after the VR&C case
  Responsibilities**   manager carefully reviews the veteran's program
                       needs. The VR&C case manager will determine which
                       supplies the veteran needs under 38 CFR 21.210
                       through 21.222. The case manager must also be
                       proficient in the correct use of procurement
                       procedures, especially in the use of IMPAC.

  -------------------- -----------------------------------------------------

  -------------------- -----------------------------------------------------
  **b. VR&C Officer    To control program quality, the VR&C Officer will
  Responsibilities**   periodically and randomly review VR&C case managers'
                       authorizations of supplies. The VR&C Officer will
                       conduct this review as part of the Systematic
                       Analysis of Operations in M28-3, part I, chapter 2,
                       paragraph 2.06. The VR&C Officer is also responsible
                       for controlling the use of IMPAC against waste,
                       fraud, or abuse (For details, see par. 6.07a above.).

  -------------------- -----------------------------------------------------