Version 3.1.4
Ticket to Work/Reimbursement Tracker
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The Ticket to Work/Reimbursement Tracker (Tracker for short) is designed to be an all-in-one system for
streamlining Traditional Reimbursement and Ticket-to-Work related tasks.
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The system connects to existing Vocational Rehabilitation databases to reduce the need for excessive
data-entry. To further reduce data-entry, the system creates electronic submission files and paper forms
required for requesting Reimbursement and Ticket-to-Work payments and submitting In-Use files.
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Having access to the VR data along with client’s earnings records (UI wage, VEAR, QBER) allows the
system to quickly pick out cases that have met Reimbursement and Ticket payment requirements.
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Not only does the system greatly reduce the time required to determine which cases to submit, it finds
more cases than would generally be found by a user looking through records manually. The reason for
this is that the system doesn’t just focus on recently, successfully closed, cases as many VR agencies
do, but also determines if cases that are still open, were closed unsuccessfully, or closed less recently
have met the requirements. These often overlooked cases are generally accepted by Social Security and
can result in significant increases in revenue. The system will also create supplemental payment
requests to cover additional post-employment services.
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All the states that have adopted this system have reported reductions in the time required to process and
track payments and have found the system significantly increases revenue.
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We are committed to making sure the Tracker performs these functions even as the Reimbursement and
Ticket programs continue to evolve. Updates are regularly released to address changes to these
programs and to improve the system based on feedback from the more than 30 VR agencies using it.
Home Overview Screen
 The Home Overview provides
a dashboard view of the status
of all Reimbursement and
Ticket related tasks.
 The screen is divided into two
main sections. One for
Reimbursement and one for
Ticket related information.
 The menu across the top is
used to navigate to different
sections of the system.
 Buttons on the right are used
to process payments and view
lists of Reimbursements, InUse records, Ticket records,
and Ticket payments.
 Print Claims buttons allow the
user to print batches of
Reimbursement and Ticket
payment claim forms.
The first screen a user will see when the system is opened is the Home
Overview. It provides a dashboard view of the status of all Reimbursement,
In-Use, and Ticket related tasks. It displays counts and dollar amounts of
payments at different points in the Reimbursement and Ticket process.
 The Search at the bottom
makes it easy to find records
by full or partial last name,
SSN, or client identifier.
Processing Payments
 Prior to processing the
Reimbursement and Ticket
payments, the system checks
the status of the data and
displays warnings where
appropriate.
This screen is displayed when Process Payments is clicked on the Home
screen. It displays the status of relevant data in the system and warns the
user if any actions need to be done before continuing. If the data is ok, the
system matches the data in its various tables to determine when clients
have met the requirements for payments.
 The system checks when the
last time payments were
processed, if new VR data has
been imported, and that the
wages, ACP, and SGA tables
are up-to-date.
 The system will not allow the
user to continue if ACP or SGA
data needs to be updated.
 The user can navigate to the
ACP and Tracking or SGA
tables from this screen.
 VR, wage, VEAR, and QBER
data can be uploaded from the
Data menu.
 In this example, the ACP and
Tracking data is out of date but
rest is ok.
SGA Details Screen
 The dollar amounts for
Substantial Gainful Activity
(SGA), Blind SGA, Trial Work
Period, and the estimated
earnings level at which an SSI
consumer would be off
benefits are displayed on this
screen.
 These values are used to
determine when clients have
met the earnings requirements
for Reimbursement and Ticket
payments.
 The system will warn the user
when the SGA data is out-ofdate.
 The user is not be able to
process payments when the
SGA data is out-of-date.
The SGA details screen can be accessed from the System menu or from the
Process Payments screen. It needs to be updated once per year so that the
system has the correct values to determine when clients have met
requirements for Reimbursement and/or Ticket payments.
 The “Download SGA Data File”
button connects to an external
server and downloads the
most recent data available.
Reimbursement List Screen
 This screen assists the user in
managing several tasks. It
shows how many claims still
need to be verified and for
claims submitted, whether
SSA has responded or not.
 The buttons on the right side of
the Home screen in the
Reimbursements section are
shortcuts to the lists generated
on this screen.
 The search field on this screen
searches only reimbursements
and can be used to easily
navigate to any reimbursement
stored in the system.
This screen provides lists of Reimbursement cases that have been
processed by the system. It can be accessed from the Home/Overview
screen or from the Go To menu. The lists displayed provide information
about the status of each case and can be sorted by SSN, name, date
processed, date submitted, or response date. Lists can be filtered by date
processed, verification status, SSA status, and more. Additional
information is also available when the lists are downloaded to Excel.
 The “Details” button next to
each record takes the user to
the Reimbursement Details
screen where the user can
view the full reimbursement,
verify that the claim will be
submitted, and print individual
claim forms.
 Lists can be downloaded to
Excel.
Reimbursement Details Screen
 The verification section
contains a list of possible
warnings that might pertain to
a case. The user can use this
information to decide whether
or not to submit a claim.
 The “Supporting Information”
tab lists the VR status
information, expenditures, and
wage information for this claim.
 Wage information is editable,
so information like selfemployment earnings that do
not show up in the wage
records can be added.
 Claims for post-employment
services can be done on the
Supplemental Claims tab.
This screen provides information on Reimbursement cases that have been
processed by the system and allows the user to decide whether or not to
submit a claim. All the information that is on the Reimbursement
submission forms is available along with the supporting case information.
All forms required for submission of the claim are created when the user
clicks the “Print this Claim” button. On this, and other client screens, the
user can add a flag when special care is required on that case.
 Client records can be flagged.
Hovering over the Flag icon
provides details for the flag.
Flagged Client List
 Flagging records can be done
on many client screens.
 Flagged records show up on
lists with flag icon.
 Hovering over the flag icon
provides the details of the flag.
 The Flagged Client List
displays the flag details of all
the flagged records in the
system.
Client records can be flagged from many screens within the system. This
allows the user to mark information on claims that need special attention. A
flag icon appears next to flagged client records whenever that client shows
up on a search, Reimbursement list, In-Use list, or Ticket list. A list of all
flagged records can be accessed from the Go To menu. From the list, the
user can navigate directly to the Client Overview screen.
 The Flagged Client List
provides a link to the Client
Overview screen for any
flagged client.
 When a flag is no longer
relevant, it can be removed.
Client Overview Screen
 Clicking the “Details” buttons
above the VR Expenditures
and Wage Information sections
displays more information on
these topics.
 Clicking UI Wage/SSA Wage
toggles between the UI wage
data summary and the SSA
wage summary.
 Single * next to a wage record
indicates that the UI wages
were above SGA (or blind
SGA in this case). Three *
indicates that the amount is
above SGA plus tolerance.
The Client Overview screen displays all client information related to
Reimbursements, Ticket payments, and In-Use submissions . Summaries
of the client’s progression through the VR statuses, VR’s expenditures on
the case, Social Security type, Unemployment Insurance Wage records, and
SSA wage information (e.g. VEAR, QBER) as well as Reimbursements
and/or Ticket assignment information are available.
 Clicking “Details” for
Reimbursements and Ticket
Assignment allow the user to
add information about
payments as they are made.
 User can also create new
Reimbursement requests and
add Ticket assignments from
this screen.
VR Expenditure Details Screen
 The image above shows a
portion of the Client Overview
screen. The “Details” button
takes the user to the page on
the left.
 The information on this screen
is used to determine the Direct
Cost for Reimbursement
claims.
This screen provides detailed information on all the expenditures VR has
made on a particular case. The date of the payments as well a description
is provided. A copy of these expenditures are stored along with the
Reimbursement request and are included with the request form. The
Reimbursement copy of the expenditures can be edited and added to if
needed. The system will automatically calculate, based on the expenditure
date, whether the expenditure should be counted under direct costs or other
costs – post employment services.
 This is an information screen
that is not editable. It is based
on information pulled directly
from a VR database.
 The Reimbursement copy of
the expenditure data is
editable.
Wage Information Details Screen
 The above image displays a
portion of the Client Overview
screen. The “Details” button
takes the user to the page on
the left.
 UI wages and VEAR and
QBER data files can be
uploaded from the Data menu.
 Additional Wage records can
be added to manually so that
items like self-employed
earnings can be included on a
request.
This screen provides the quarterly unemployment insurance (UI) earnings
records and SSA wage information (e.g. VEAR, QBER). The year and
quarter, employer ID, employer name, and earnings are all displayed. This
information is commonly referred to as the wage records.
 The UI wage data and SSA
data are both used by the
system to determine when
cases have met the earnings
requirements for payment.
Ticket Assignment Details Screen
 Ticket assignment information
can be entered directly on a
case-by-case basis, or several
assignments can be made at
one time from the
Assign/Unassign Tickets
screen.
 The “Payments” tab displays
what payments have been
submitted and received.
 Payment requests based on
wage data in the system are
added during the Process
Payments process. Individual
payments can also be added
manually at any time.
 The system can process and
track both Milestone/Outcome
and Outcome only payments.
This screen provides information on when a Ticket was assigned, whether
Reimbursements or Ticket payments were selected, whether MAXIMUS has
confirmed the Ticket, what payments have been requested, and what
payments have been accepted or rejected. Payment Status Reports (PSR)
files can be uploaded into the Tracker to automatically reconcile data in the
system with Maximus’s records.
 Uploaded PSR files will
automatically create payment
records when needed and will
automatically mark payments
as accepted or rejected.
Electronic Ticket Assignment
 The system create eProcess
Ticket Assignment files from
list of clients selected by the
user.
 The user can display a list of
clients based on an IPE date
range.
 From the list, the user can
choose to assign or not to
assign cases for EN payment.
 The system generates the
eProcess Ticket Assignment
file and imports the response
file from Maximus.
For states that do both Ticket payment requests as an EN and Traditional
Reimbursement payments, the Assign/Unassign Tickets screen provides a
way to select client Ticket assignments in bulk. The user can select an IPE
date range and all eligible cases will be displayed. The user can then
select which to assign and which not to. Once complete, the user can
generate the eProcess Ticket Assignment file to send to Maximus. The
eProcess response file can then be imported into the system which will
automatically mark the Tickets as assigned when appropriate.
 Importing the eProcess
response files will
automatically mark Tickets as
assigned, unassigned, or
unavailable.
 Tickets that have been
assigned will be processed
under Ticket payment rules
instead of Reimbursement
rules.
In-Use Lists
 The system can create the
monthly In-Use files that are
sent to Maximus.
 All In-Use submission files are
stored in the system and can
be retrieved at any time.
 All In-Use response files are
stored in the system and can
be viewed and filter from the
system.
 Response files can be
imported even if the
submission files are not
created in the system.
The system uses information from client records and information from past
In-Use files sent and response files imported to create the monthly In-Use
files that are sent to Maximus. All the submission files and response files
are stored in the system’s database allowing the user to recreate a file sent
in the past, or view the contents of any response files imported in the past.
The response files can be viewed individually or from over a period of time.
The lists can also be filtered to only include single In-Use Status values. All
lists can be exported to Excel for additional processing.
 In-Use responses can be
filtered by status (i.e. display
only Tickets assigned to other
ENs)
 All In-Use lists can be exported
to Excel.
In-Use Details
 Current In-Use status for a
client is displayed.
 The current status can be
edited manually if needed.
Doing so displays the date the
record was modified and the
user that modified it.
 A list of all In-Use submissions
that included the client are
displayed in the In-Use
Submissions section.
 A list of all In-Use response
files that included the client
that were ever imported into
the system are displayed in the
In-Use Response section.
This screen provides the current In-Use status based on In-Use
submissions created by the system and Maximus response files imported
into the system. A record all submissions ever made for the client and all
responses files ever imported that included the client are also displayed.
 When the system creates a
Reimbursement claim on a
case where no In-Use
submission has ever been
made, a warning is included in
the Reimbursement
Verification section.
Reports
 Reports
Menu
 In this example, 4 requests
were made between 10/1/2013
and 9/30/2014 (FFY 2014) for
a total of $71,823.24.
 SSA responded to and
accepted 1 of the claims,
accounting for $13,600.49 of
the $71,823.24 requested.
The system contains several reports to help track the status of
Reimbursement and Ticket payments. The date range, level of detail (All
VR, region, office, or caseload), and whether you are going with calendar,
state fiscal, or federal fiscal year can be selected. The Request reports
display all payment claims that were made during the time period selected
regardless of when a response was mad. The Response reports display all
payment claims where a response, rejected or accepted, was made during
the time period selected. Reports have “drilldown” functionality allowing the
user to list all records down to the individual request level. Reports have an
export to Excel function and can be downloaded as PDF files.
 The total reimbursed was
$13,585.32, leaving 3 claim
outstanding for a total of
$58,222.75.
 Rejected claims are included
in the “Accounted For” column,
but would not change the
Reimbursed amount.
 Additional Reports will be
included in future updates.
Cost for the System
 System installation cost is $8,000. This includes connecting the Tracker system to
the VR agency’s case management system, assisting with external data transfers
(SVES and Wages), setting up imports for external data files, and importing legacy
reimbursement and Ticket data.
 After installation is complete, there is a yearly license/subscription fee based on the
size (caseload) of the VR agency. The license/subscription must be up-to-date to
use the Tracker system
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1 - 1,000 clients - $5,000
1,001 - 5,000 clients - $6,000
5,001 - 10,000 clients - $7,000
10,001 - 20,000 clients - $8,500
Greater than 20,000 clients - $10,000
 If the General and Blind agencies are separate in your state, but both will be using
the same Tracker database to process and track payments, the installation cost is
$10,000. Each agency must pay the yearly license/subscription fee, but a $2,000
discount is applied.
License/Subscription
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The following services will be available for at least five years after the installation of
the system has been completed.
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Unlimited technical support for system subscribers. Response time will be no more
than two business days from support contact. Usually responses are immediate.
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Training to system users as needed. An initial training will be conducted shortly after
the system has been installed, and additional training can be scheduled any time
thereafter. Trainings will be conducted via webinar (e.g. GoToMeeting).
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Periodic updates to the system. Updates will come in the form of a executable files
that will modify the system front-end and database as necessary. Updates will cover
changes to the Reimbursement or Ticket to Work programs, add or improve
functionality, and address any bugs or glitches discovered.
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Subscribers can request additional functionality and new reports. If the requests are
deemed feasible, the changes will be included in a following system update.
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A system help website is accessible to system subscribers.
Technical Information
 The system uses a web front-end programmed in Visual Studio 2010 in the C#
programming language. It is connected to an SQL Server database back-end.
 The system can be installed on a single computer or on an intranet web server.
 System Requirements
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Operating System:
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Database Server:
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SQL Server 2005 with SP3 or Above
SQL Server Express 2005 with SP3 or Above
SQL Server Native Client 9
.NET Framework:
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Windows XP with SP3
Windows Vista with SP1
Windows 7
Windows 8
Windows Server 2003/2008/2012
3.5 SP1
Internet Information Services (IIS)
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ASP.NET
Basic Authentication
Windows Authentication (Recommended)
Forms Authentication (Optional)
Contact Information
If you have any questions or comments, or would like a demonstration of the system,
feel free to contact us.
Feliciano “J” Morrow
Morrow Consulting, LLC
10658 N. Oak St.
Hayden, ID 83835
(208) 651-2413
jmorrow@morrowconsulting.com
You can also visit our website at:
www.vocrehabtracker.com