Pay Solution

The Vendor is required to provide to collect information about available payment solutions for participant reimbursements and purchases related to clients’ services.
- This tool will support the administration of multiple federally and state-funded programs in state, including this tool will support the administration of multiple federally and state-funded programs in state, including the payment and reimbursement of about $3,000,000 in resources, helping us to increase the capacity and skills of our program participants.
- These enable participants to access essential goods and services that directly support their career advancement, skills development, and daily living needs.
- Career Services (formerly Vocational Rehabilitation), with an estimated budget of $1,000,000.00–$2,000,000.00 annually; and
- Home & Community Life, with an estimated budget of up to $1,000,000.00 annually.
- Historically, the reimbursement and procurement process involved manual handling of paper receipts and manual approval workflows by agency staff that result in delayed payment cycles, administrative inefficiencies, potential errors, lack of resources and participant frustration.
- System Requirements:
•    Capability for participating users to purchase eligible goods and services from multiple online sources through a single sign-on.
•    Capability for participating users to purchase from local vendors by means other than online purchasing via reimbursement. (E.g. Payment cards, benefit cards, debit cards, etc.)
•    Capability to automate ach direct deposit payments to participating users that have requested and have been approved for reimbursement.
•    Capability for participating users to submit receipts electronically and to capture digital images via file uploads (pdf or other comparable formats).
•    Mobile-responsive interface or dedicated application support to allow participants to engage using smartphones or tablets.
•    Approval workflows for staff to review, pre-approve and validate transactions before disbursement.
•    Role-based access controls to ensure appropriate permissions for users, administrators, and approvers, including audit trails for all transactions.
•    Issue reimbursements for approved expenses (e.g., transportation, training supplies, interview clothing, and certifications).
•    Support both direct-to-participant payments and vendor payments where applicable.
•    Capability for participating users to view the budget allocation balance.
•    Capability to provide SKU (stock keeping unit) item level detail of online purchases.
•    Capability to store receipts electronically on behalf of all stakeholders for a period required by law.