M28R, Part V, Section A, Chapter 4 Revised July 2, 2014
Chapter 4
SUPPLIES AND EQUIPMENT
4.01 Introduction
4.02 References and Resources
4.03 General Information
4.04 Policy
a. Determining When Supplies are Needed
b. Authorizing Supplies
4.05 Methods of Providing Supplies
a. Training Facility
b. Government Purchase Card
c. Direct Reimbursement
4.06 Providing Supplies for Special Programs
a. Training in the Home
b. Farm Cooperative Training
c. Employment
Services
d. Self-employment
e. Independent Living (IL)
f. On-the-Job Training (OJT)
g. Special Employer Incentive Program (SEI)
h. Non-paid Work Experience (NPWE)
4.07 Special Equipment
a. Equipment for Educational or Vocational Purposes
b. Sensory Aids and Prostheses
c. Modifications to Improve Access
d. Mobility Aids
4.08 Vehicles
4.09 Firearms
a. Justification of Purchase
b. Development of Proposed Rehabilitation Plan
c. Review of State and Local Laws
d. Documentation of Application and Registration Process
e. Required Review and Concurrence
f. Actions Following Concurrence
g. Actions Following Purchase
4.10 Companion Animals and Service Dogs
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4.11 Temporary Rental of Computer Equipment
4.12 Clothing, Magazines and Periodicals, and Items that May be Personally Used
a. Clothing
b. Magazines and Periodicals
c. Items that May be Personally Used
4.13 Supplies for Special Projects and Theses
4.14 Upgrades and Maintenance
a. Extended Warranty/Service Plan
b. Upgrading to a New Computer System
c. End of VR&E Responsibility
4.15 Replacement of Supplies
a. Lost, Stolen, Misplaced, or Damaged Supplies
b. Supplies Used in More Than One Part of the Program
4.16 Repayment
a. Consumable supplies
b. Non-consumable Supplies
c. Training in the Home and Self-employment
d. Transfers from Chapter 31 to Chapter 33
e. Procedures
f. Turn-in of Non-consumable Supplies
4.17 Prevention of Abuse
a. VRC Responsibilities
b. VR&E Officer Responsibilities
Appendix O. VA Forms
Appendix AZ. Review Prior to Purchase of Firearms
Appendix BA. Conditions of Reimbursement for Purchase of Firearms
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M28R, Part V, Section A, Chapter 4 Revised July 2, 2014
Chapter 4
SUPPLIES AND EQUIPMENT
4.01 Introduction
This chapter outlines the guidelines and determinations needed to purchase
supplies and equipment for Veterans participating in the Department of Veterans
Affairs (VA) Vocational Rehabilitation and Employment (VR&E) Program.
4.02 References and Resources
Regulations: 38 Code of Federal Regulations (CFR) 21.210 through
21.222
38 CFR 21.216
38 CFR 21.219
38 CFR 21.222
38 CFR 21.364
Resources: Veterans Benefits Administration (VBA) Handbook 4080,
December 3, 2010
Forms: VAF 28-1905, Authorization and Certification of Entrance or
Reentrance into Rehabilitation and Certification of Status
VAF 28-1905d, Special Report of Training
VAF 28-1905m, Request for Supplies
VAF 28-1905L, Disposition of Supplies (Chapter 31)
VAF 28-8861, Request for Medical Services
VAF 4107, Your Rights to Appeal our Decision
Website: http://www.atf.gov/content/state-laws-and-published-
ordinances-—-firearms-2010-–-2011-—-31st-edition
4.03 General Information
Supplies that VA determines are necessary for the Veteran's rehabilitation
program are provided to enable a Veteran to pursue rehabilitation and achieve
the goals of his/her program. Supplies necessary to accomplish the purposes of
a Veteran’s rehabilitation program may include, but are not limited to, the
following:
• Books
• Office supplies (e.g., paper; ink/toner; pens, pencils and markers; binders;
tape; envelopes; shredders; anti-glare/anti-radiation screens [VDT]; and
ergonomic products)
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• Tools
• Consumable goods (e.g., Internet installation and usage; printer paper, toner
or ink cartridges; monitor cleaning fluid or wipes; CD ROM disks; and flash
drives.)
• Computer packages (e.g., desk top or lap top computer, power source,
memory, monitor, disk drives, video and sound cards, speakers, software,
printers, scanners, fax/modems, surge protectors and extended
warranties/service plans)
• Other materials or equipment that the Veteran needs to pursue training or
achieve an employment or independent living goal
4.04 Policy
a. Determining When Supplies are Needed
VA must provide a Veteran with all the supplies, including consumable
supplies that the Veteran needs for a program of rehabilitation services. In
accordance with 38 CFR 21.210 through 21.222, VA may authorize supplies
only under the following conditions:
1. Individuals who do not have a disability use the supplies in the same
training or employment situation.
2. The supplies are used to mitigate or compensate for the effects of the
Veteran's disability while he/she is being evaluated, trained, or assisted in
gaining employment. This includes supplies to lessen a competitive
disadvantage with other students or job seekers.
3. The supplies are used to allow the Veteran to function more
independently and to lessen his/her dependence on others.
The VRC is solely responsible for determining the need for supplies. A facility
may not require an item for a particular subject but the VRC may still
determine that the Veteran needs the item to achieve a rehabilitation goal.
The VRC may authorize the item if both of the following conditions apply:
• The item is generally owned and used by all students pursuing the course.
• Students who do not have the item would be placed at a distinct
disadvantage in pursuing the course.
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Example:
a Veteran is competing in training or in an employment search with
non-Veteran job candidates who are younger and have no disabilities. Many
of these other candidates own and use computers to succeed in training and
demonstrate job-related computer skills. This Veteran may well need a
computer package to remain competitive. The VRC should decide to buy a
computer package only after carefully analyzing the Veteran’s situation and
need for the computer package (e.g., the training facility does not have
sufficient computer equipment on campus or the Veteran’s situation does not
allow adequate access to the facility’s equipment).
The VRC should also take into consideration whether the Veteran already
owns a computer before authorizing purchase of a computer package. There
may be situations when a Veteran already owns a computer, but if it is used
by others in the household, it may still be necessary to purchase a computer
package for the Veteran. However, it may not be necessary to purchase
Internet service in this situation if the Veteran already has Internet service
provided for the use of his/her entire household. In general, supplies such as
a computer package or Internet service should only be purchased when the
VRC determines that the purchase is required or deemed necessary to assist
the Veteran in completing the objectives of a rehabilitation plan.
The VRC must document the determination of need for supplies on VAF 28-
1905d (see Appendix O, VA Forms) and file in the center portion of the
Veteran’s Counseling/Evaluation/Rehabilitation (CER) folder, or in Corporate
WINRS (CWINRS) notes.
b. Authorizing Supplies
A Veteran’s case must be assigned to one of the following case statuses to be
eligible to receive supplies:
• Rehabilitation to the Point of Employability
• Extended Evaluation
• Independent Living
• Employment Services
Supplies should generally be authorized after the date of enrollment in
training or the beginning date of other rehabilitation services unless there are
compelling reasons to authorize them earlier. A VRC may authorize delivery
of supplies only after the Veteran signs his/her rehabilitation plan and is
accepted to start training at a facility.
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1. Prior Authorization Not Required
The VRC does not need to grant prior approval for an item if all of the
following apply:
• The item is a standard book, tool, or material.
• The facility requires the item for all individuals in the Veteran’s course
or employment.
• The facility provides the item.
2. Prior Authorization Required
The VRC must approve in advance all supplies other than the supplies
described above. Items such as computer packages and equipment (e.g.,
flash drives and hard drives), cameras and voice recorders must be
approved in advance unless the facility requires all individuals pursuing
the training course or program to own them personally. The VRC must
determine that the Veteran needs the requested item before authorizing
purchase of the item.
To ensure timely delivery of the supplies, the VRC should receive all
requests for supplies within the first two weeks of a course or term.
Requests for supplies must be received in writing from the Veteran (an
email from the Veteran meets this requirement). VA must not reimburse
a facility or campus bookstore for supplies purchased without prior VA
approval unless the VRC determines that the Veteran was acting in good
faith to obtain the supplies.
3. Reasons for Early Release of Supplies
Reasons for authorizing supplies before the start date may include one or
more of the following circumstances:
(a) The facility does not provide supplies and the VRC must purchase the
items using the government purchase card. Refer to section 4.05.b of
this chapter for more guidance on using the government purchase
card to purchase supplies.
(b)The facility provides supplies, but VA must submit orders for supplies
to the facility before the date of enrollment or course commencement.
(c)The risk of the Veteran failing in either training or employment will
increase if he/she does not have the necessary supplies before starting
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training or employment. Example: the Veteran will enter training and
the VRC has determined that the Veteran needs a computer package.
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 package before training begins to allow him/her time to
learn to use it.
The reasons for early release of supplies must be documented on VAF 28-
1905d and filed in the center portion of the Veteran’s CER folder, or in
CWINRS notes.
4.05 Methods of Providing Supplies
a. Training Facility
Whenever possible, VA will use VAF 28-1905 (see Appendix O, VA Forms) to
authorize the purchase of supplies from the Veteran’s training facility. This
method is the one most likely to ensure that supplies are available and can be
secured in a timely manner. The VRC must only authorize supplies for
approved periods. VAF 28-1905 establishes the approved periods and is the
basis for the Finance activity to pay a facility for supplies. Refer to
M28R.V.A.3 for guidance on the preparation of VAF 28-1905.
For VA purposes, a facility is providing supplies even when the facility itself
does not directly provide the supplies but has a designated supplier, such as
a campus bookstore. When a facility operates a bookstore for all students,
payment to the bookstore for supplies issued to Veterans participating in the
VR&E Program must be no greater than charges made to non-Veteran
students. Reimbursement for supplies is governed by VAAR 831.7001-3.
Refer to M28R.V.B.7 for administrative procedures and guidelines related to
authorizing and processing payments for services.
VA may pay a handling fee of up to ten percent of the cost of supplies
(including books, equipment, or other supplies) to either of the following:
• Educational or training facilities
• A facility’s designated supply provider (e.g., campus bookstore)
To be entitled to this fee, the facility or designated supplier must provide
program participants or VA with administrative or special services above
those they provide to other customers. The ten percent handling fee must
not be paid under the following conditions (VAAR 831.7001-3 (k)):
• When the tuition covers the charges for supplies or rentals, or a stipulated
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fee is assessed to all students, a handling charge is not allowable.
• The handling charge is not allowable for Government-owned books that
the facility procures from the Library of Congress.
b. Government Purchase Card
The government purchase card may be used as a procurement and payment
method for supplies purchased for Veterans participating in the VR&E
Program in accordance with the information and regulations established in
Federal Acquisition Regulation (FAR), VA Acquisition Regulation (VAAR) and
the VBA Handbook 4080, December 3, 2010. The government purchase card
should be used by VR&E as a payment method for supplies not available at a
local facility bookstore.
To ensure timely delivery of the supplies, the VRC should receive all requests
for supplies within the first two weeks of a course or term. Requests for
supplies must be received in writing from the Veteran (an email from the
Veteran meets this requirement). When supplies must be purchased using
the government purchase card, the Veteran must research at least three
suppliers and submit a list showing comparative prices to the VRC. Refer to
M28R.V.B.5 for administrative procedures and guidelines on the use of the
government purchase card for official purchases.
VR&E staff should be aware of the Federal Strategic Sourcing Initiative (FSSI)
that governed the purchase of office supplies and was intended to cut
procurement costs government-wide. This included office supplies purchased
on behalf of Veterans participating in the VR&E Program. Since no FSSI
office supplies contract is presently in place, if the government purchase card
must be used to purchase office supplies (including some consumable goods
listed in section 4.03 of this chapter), then Multiple Award Schedule (MAS) 75
must be the first source consulted for these purchases. If MAS 75 is not used,
then the reason must be clearly documented on VAF 28-1905d and filed in
the Veteran’s CER folder or in a CWINRS note. Refer to M28R.V.B.5 of this
part for more guidance.
c. Direct Reimbursement
Direct reimbursement is appropriate when a facility bookstore does not carry
required supplies or a vendor does not accept the government purchase card.
Reimbursement to a Veteran for the purchase of supplies should be the last
available option and should not be utilized unless there is no other way to
obtain the supplies in a timely manner. A Veteran who is attending a facility
that does not have a bookstore on campus or who is participating in an online
training program should be given VAF 28-1905 to authorize payment for
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supplies at a local facility bookstore that has been approved and has a valid
facility code before considering direct reimbursement. Refer to M28R.V.A.3
for more information on direct reimbursement.
4.06 Providing Supplies for Special Programs
a. Training in the Home
VA may provide the following supplies to Veterans training in the home:
1. Books, tools and supplies required by all facilities that train individuals for
the Veteran’s objective, whether the training is at home or outside of the
home.
2. Supplies and equipment that are essential because the Veteran is pursuing
training at home. Equipment in this category may consist of items that
are not required by facilities that train outside of the home.
3. Special equipment, such as a vise or drafting table.
4. Supplies needed to enable the Veteran to function more independently in
his/her home and community.
b. Farm Cooperative Training
The books and related training supplies that VA may provide a Veteran in
farm cooperative training depend upon the type of instruction he/she is
receiving. The following conditions apply:
1. When group instruction is part of a Veteran's course, VA must provide
books and supplies that the facility requires all students taking the course
to own personally or on a rental basis.
2. When all instruction is given on the Veteran's farm by an individual
instructor, VA must provide to the Veteran only those textbooks and other
supplies that would ordinarily be required by a facility.
c. Employment
Services
A Veteran receiving employment services may be provided with supplies in
the following situations:
1. The employer requires similarly circumstanced non-Veterans to own the
item upon beginning employment. This means that the items were not
provided during the period that the Veteran was training for the objective,
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or that the items that were provided for training purposes are not
adequate for employment.
2. VA determines that special equipment is necessary for the Veteran to
perform his/her duties, subject to the obligation of the employer to make
reasonable accommodation to the disabling effects of the Veteran's
condition.
If the Veteran needs supplies to secure employment following training or
while in a program consisting only of employment services, the VRC must
take the following steps:
• Obtain VAF 28-1905m from the employer; the employer must identify the
type of program and sign under Signature and Title of Official in Section B
to certify that the requested items are necessary for the successful
achievement of a vocational goal.
• Arrange for delivery of the required supplies during the period of
employment services.
d. Self-employment
The VRC must determine what supplies and equipment the Veteran needs for
self-employment while developing the self-employment plan and secure all
necessary approvals before authorizing supplies. (Refer to M28R.VI.A.9 for
guidelines related to self-employment.) The provision of service is based on
category assignment. The VRC and the Veteran must prepare VAF 28-1905m
to document the supplies that VA will provide. An item such as a tractor or
other apparatus that is used for farming or other work activities is considered
equipment and may be authorized as part of a self-employment plan if the
need is justified and documented. The use of this equipment cannot be
contraindicated by the Veteran’s disability condition.
A program establishing a business requires the Veteran to rely in part on
his/her resources in developing and establishing the business. If the
Veteran’s business requires supplies greater in amount or kind than VA may
authorize, the Veteran is responsible for securing these supplies.
The supplies and related assistance that may be provided to the Veteran are
generally limited to the following supplies necessary to begin operations:
• Minimum stocks of materials (e.g., inventory of saleable merchandise or
goods, expendable items required for day-to-day operations, and items
that are consumed on the premises).
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• Essential equipment, including machinery, occupational fixtures,
accessories and appliances.
• Other related assistance such as business license fees.
The Veteran is responsible for the payment of certain items associated with a
self-employment plan of services. This means that VA must not authorize the
following items:
• Purchase of, or part payment for, land and buildings.
• Making full or part payment of leases or rentals.
• Purchase or rentals of trucks, cars, or other means of transportation.
• Stocking a farm for animal husbandry operations.
e. Independent Living (IL)
The need for any supplies or equipment being considered to address an IL
need must be substantiated by results of both the preliminary and
comprehensive IL assessments. The Veteran’s rehabilitation plan must
specify how the equipment will be used to overcome an identified barrier to
independence, include criteria to measure the success of providing this
service and explain how this success will be sustained after VR&E services are
terminated. The use of the equipment cannot be contraindicated by the
Veteran’s disability condition. In no circumstance, should a tractor, mower,
or similar equipment be authorized as part of a Veteran’s IL plan of services
since these items are not considered to be mobility devices.
If the comprehensive evaluation indicates that home modifications are
needed to maximize the Veteran’s independence, the VRC must coordinate
those services with other VA programs. If the Veteran is eligible under one of
the programs listed below, then the home modification must be provided
under that program before VR&E can provide home modifications. Per 38
CFR 21.216, the Veteran must be found ineligible for needed special
equipment, such as home modification to improve access, under other
programs and benefits administered by VA before the service can be
authorized and provided by VR&E. (Refer to section 4.07 of this chapter for
more guidance on providing special equipment.) VA has four main grant
programs to assist Servicemembers and Veterans who have disabilities with
necessary home modifications. Included in these grants is a grant to assist
with modifications to a temporary residence. VA housing grants for Veterans
who have disabilities are listed as follows:
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• Specially Adapted Housing (SAH) Grant
• Special Housing Adaption (SHA) Grant
• Home Improvements and Structural Alterations (HISA) Grant
• Temporary Residence Assistance (TRA) Grant
f. On-the-Job Training (OJT)
VR&E may purchase necessary tools, uniforms and other required supplies for
Veterans participating in OJT. The VRC must discuss with the employer any
tools, uniforms and supplies that are required of all journeymen employees
on the job. This does not include tools that are normally owned by the
employer. Uniforms that are normally rented must be rented as opposed to
purchased. Tools and supplies that are normally required to be owned by the
employee may be purchased for the Veteran, and must remain the property
of the Veteran even if he/she leaves the employment. (Refer to section 4.14
of this chapter for more guidance on determining when a Veteran must repay
the value of supplies.) If tools and/or supplies need to be purchased, a VAF
28-1905m (see Appendix O, VA Forms) must be completed and signed by the
employer, the Veteran and the VRC.
g. Special Employer Incentive Program (SEI)
A Veteran who is eligible for the SEI Program may have significant challenges
in finding employment and require additional attention from the employer
that may not be given to the average employee. This will cost the company
time and money and it is VA’s responsibility under this program to provide the
compensation for the extra effort. As the employer accommodates the
Veteran, the VA must provide appropriate reimbursement for incurred costs.
These tools and supplies would be items that are required by all employees
on the job and would not be available to the Veteran from the employer.
VAF 28-1905m must be completed when supplies and equipment are
procured outside of a training facility. This form must be used when making
a purchase with the government purchase card or when providing direct
reimbursement to a Veteran if there are supplies and equipment he/she
would need while on the job.
h. Non-paid Work Experience (NPWE)
VR&E may purchase necessary tools, uniforms and other required supplies for
Veterans participating in a NPWE. Tools and supplies that are normally
required to be owned by the employee may be purchased for the Veteran in
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the same manner as supplies for Veterans participating in OJT.
4.07 Special Equipment
Special equipment may be authorized as necessary to enable a Veteran to
mitigate or overcome the effects of a disability in pursuing a rehabilitation
program. If the Veteran needs special equipment and is eligible for the
equipment under other VA programs, such as medical care and treatment at VA
medical centers, then the items must be provided under that program.
When the VRC establishes evidence that special equipment may be needed for a
Veteran to begin, continue in, or complete a rehabilitation program, a referral to
the Veteran’s Health Administration (VHA) should be completed. The VRC should
use VAF 28-8861 (see Appendix O, VA Forms) to describe the reason(s) he/she
believes special equipment may be needed as part of the Veteran’s rehabilitation
plan, and to request that VHA conduct an evaluation and provide any necessary
services. (Refer to M28R.V.A.5 for further guidance on completing VAF 28-
8861.) The VHA physician must determine both of the following before the item
may be purchased by VR&E:
• That the Veteran needs the special equipment.
• That the Veteran is ineligible for the needed special equipment under other
programs and benefits administered by VA.
The major types of special equipment that may be authorized by VR&E include
the following:
a. Equipment for Educational or Vocational Purposes
This category includes items that are ordinarily used by all individuals
pursuing training but are modified to make more accessible to an individual
who has a disability (e.g., a calculator with speech capability for a Veteran
who is blind or visually impaired; a computer keyboard adapted for one-hand
typing; or voice activation and speech recognition software).
b. Sensory Aids and Prostheses
This category includes items that are specifically designed to mitigate or
overcome the effects of disability. They range from eyeglasses and hearing
aids to closed-circuit TV systems that amplify reading material for Veterans
with severe visual impairments.
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c. Modifications to Improve Access
This category includes adaptations of environment not generally associated
with education and training, such as adaptive equipment for automobiles or
supplies necessary to modify a Veteran's home to make either training, self-
employment or independence in daily living possible.
d. Mobility Aids
VR&E may provide mobility devices, such as wheelchairs or mobility scooters,
as part of an IL plan of services when arrangements cannot be made to
provide these services through VHA. A wheelchair or mobility scooter is
defined as a mobility device designed to accommodate a disability and must
be prescribed by a physician. Consultation between VR&E staff and VHA
prosthetics staff may be necessary to determine what type of mobility device
a Veteran needs and to decide whether it can be provided by VHA. VR&E’s
authority to provide mobility services does not extend to the purchase or
rental of automobiles, trucks, boats, or similar conveyances, such as golf
carts or All-Terrain Vehicles (ATV). A tractor or mower must never be
approved as a mobility aid.
4.08 Vehicles
The purchase or rental of vehicles for Veterans participating in the VR&E
Program is prohibited under any circumstance. A vehicle is defined as a
conveyance moving on wheels, runners, tracks, or the like, that is used for
transporting people or goods. VA must not authorize assistance for the purchase
or rental of cars, trucks, boats, or other vehicles. It is important to note that golf
carts and ATVs are considered to be vehicles. This means that payment for
those items must not be authorized. VR&E may provide essential equipment,
such as a tractor, if the equipment is needed to establish a Veteran’s business as
part of an approved self-employment plan. Refer to section 4.06 for more
guidance on determining what supplies a Veteran needs for self-employment.
4.09 Firearms
a. Justification of Purchase
On very rare occasions, the purchase of a firearm for a Veteran may be
authorized as required under his/her vocational rehabilitation program.
Procedures are established for justifying and documenting the need for the
firearm, and for reviewing and concurring on the proposed purchase prior to
authorization. During the evaluation and planning process, the VRC must
address the suitability of the employment goal and ensure that the conditions
of training and employment are appropriate given the results of the
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comprehensive assessment. When considering a vocational goal in which a
firearm will be used during training or employment, the assessment must also
address whether use of a firearm appears appropriate for the individual.
Justification of the need for supplies or equipment purchased outside a
training facility must be included in, or attached to, VAF 28-1905m. This
requirement is especially important when considering the purchase of a
firearm. Written documentation from the proposed training facility or
employer must clearly address each of the following:
1. The requirement for a firearm.
2. The specific firearm that would satisfy the requirement.
3. The date that the firearm is needed.
4. The pre-conditions that must be met before training or employment can
begin, as applicable.
b. Development of Proposed Rehabilitation Plan
The VRC and the Veteran should develop a proposed rehabilitation plan with
the understanding that the plan is not approved and services are not
authorized unless concurrence is obtained from the VR&E Officer and the
Regional Office (RO) Director. Under the heading, “Services Provided,” the
plan should clearly state what VA will provide regarding the type of firearm as
well as any specific quantities of ammunition and/or other related equipment
that are needed to reach the employment goal. The following statement
should also be included in the plan: “The form, Conditions of Reimbursement
for Purchase of Firearms, must be signed by the Veteran and the VR&E
Counselor. Reimbursement for the purchase of a firearm may not be
authorized without the concurrence of the VR&E Officer and the Director of
the VA Regional Office.” Inform the participant of the right to an
administrative review by the Director of VR&E Service or an appeal to the
Board of Veterans’ Appeals if concurrence is not obtained.
c. Review of State and Local Laws
Relevant state and local laws and regulations regarding the purchase,
licensing, registration, and use of firearms must be reviewed to identify any
issues that should be addressed prior to authorization of such purchase. VA
Regional Counsel should be consulted to assist with this review. The
following Internet site is a valuable resource:
http://www.atf.gov/content/state-laws-and-published-ordinances-—-firearms-
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2010-–-2011-—-31st-edition. A copy of these laws and regulations, or
Regional Counsel’s review of the application of these laws in this specific
case, should be filed in the CER folder.
d. Documentation of Application and Registration Process
The Veteran is responsible for completing any necessary applications or other
paperwork regarding background checks (criminal, mental health, safety, or
other), licensing and registration of the firearm, or permits to carry or use the
firearm. VA may reimburse the individual for the cost of this paperwork. A
copy of all paperwork related to the application for the firearm must be filed
in the CER folder. If the Veteran is cleared for the purchase, a copy of that
clearance and a copy of the license and/or registration of the firearm and
related permits must also be filed in the CER folder.
e. Required Review and Concurrence
A memorandum to the RO Director through the VR&E Officer must be
prepared for review and concurrence prior to authorizing the purchase of a
firearm. The VR&E Officer is responsible for reviewing the entire CER folder,
the current VA service-connected and nonservice-connected disability ratings,
and any pending claims for disability. The VR&E Officer must use the
checklist, Appendix AZ, Review Prior to Purchase of Firearms, to identify and
address any issues that could warrant disapproval of the purchase. Examples
of disability conditions which warrant sufficient documentation to resolve any
doubt of the appropriateness of the handling of firearms includes
neuropsychiatric conditions such as schizophrenia, major depression, and
bipolar disorder; other mental health conditions such as post-traumatic stress
disorder and anxiety disorder; and the involvement of substance abuse.
If the VR&E Officer does not concur, provide the Veteran with written
notification of the decision, the right to administrative review by the Director
of VR&E Service and VAF 4107. If the VR&E Officer concurs, the
memorandum and CER folder will be forwarded to the RO Director for review
and concurrence.
If the RO Director does not concur, provide the Veteran with written
notification of the decision, the right to administrative review by the Director
of VR&E Service and VAF 4107. If the RO Director concurs, a copy of the
memo and the concurrence must be filed in the CER folder. The VRC will
then meet with the Veteran to review and sign the Appendix BA, Conditions
of Reimbursement for Purchase of Firearms.
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f. Actions Following Concurrence
When Appendix BA, Conditions of Reimbursement for Purchase of Firearms
has been signed, the VRC must file a copy in the CER folder, provide a copy
to the Veteran, and inform him/her that original receipts are required to
process reimbursement for the purchase of the firearm. The VRC should
make copies of the receipt(s) and certify that they are copies of the originals
before entering the financial data in CWINRS and submitting the receipts and
a copy of the memorandum with VR&E Officer and RO Director concurrences
to the appropriate finance activity for direct reimbursement.
g. Actions Following Purchase
The VRC is responsible for an ongoing review of any circumstances that may
interfere with the successful completion of the Veteran’s rehabilitation
program, including any situation that may lead to the revocation of the
registration to own or permit to use the firearm.
If the rehabilitation program is completed as planned, supplies are considered
the property of the Veteran at the time the case is closed in Rehabilitated
status. The firearm may then be replaced, sold, or otherwise disposed of by
the individual.
If the rehabilitation program is not completed as planned, follow the guidance
in section 4.16 of this chapter regarding when to repay the value of supplies
provided by VA, including the value of the firearm.
4.10 Companion Animals and Service Dogs
Payment for the purchase of service dogs, guide dogs, or companion animals for
Veterans participating in the VR&E Program is prohibited under any
circumstance. This also means that VR&E must not authorize payment for
training or any other services related to companion animals or service dogs.
While the VRC must not authorize payment for service dogs, guide dogs, or
companion animals, a vocational goal requiring the possession of an animal may
still be deemed appropriate in some instances. The Veteran must be informed of
the costs associated with owning an animal prior to signing a plan of services
that requires the animal.
See M28R.V.A.5 for further information related to the use of companion animals
and service dogs.
4.11 Temporary Rental of Computer Equipment
Since the cost of renting computer equipment can quickly exceed purchase costs,
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the VRC should not generally consider rental for long-term use of this equipment.
However, the VRC may consider temporary rental of computer equipment 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 VRC should purchase computer equipment using one of the
purchase methods described in section 4.05 of this chapter.
4.12 Clothing, Magazines and Periodicals, and Items that May be Personally Used
a. Clothing
Protective articles or uniforms will be provided at VA expense, when the
facility requires similarly circumstanced non-Veterans to also use these types
of clothing. VA must not provide any other types of clothing (38 CFR 21.219
(a)).
b. Magazines and Periodicals
Appropriate past issues of magazines, periodicals, or reprints may be
provided in the same manner as books when required for a course or
training.
c. Items that May be Personally Used
Musical instruments, cameras, or other items that could be used personally
by the Veteran may only be provided if required by the facility to meet
requirements for degree or course completion.
4.13 Supplies for Special Projects and Theses
The amount of supplies that VA may authorize for special projects, including
theses, may not exceed the amount generally needed by similarly circumstanced
non-Veterans in meeting course or thesis requirements. The Veteran’s
committee chairman, major professor, department head, or appropriate dean
must certify that the special project or thesis is a course requirement and that
the expenses are reasonable and required to complete the project or thesis.
These expenses may include research expenses, typing, printing, microfilming, or
copying (VAAR 831.7001-3 (e)).
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4.14 Upgrades and Maintenance
While the Veteran is in a rehabilitation program, VR&E must arrange for
maintenance of computer or special equipment. VR&E may pay for upgrades to
the computer or special equipment for the Veteran’s program or to make the
Veteran competitive in the employment market.
a. Extended Warranty/Service Plan
Often the best way to get system maintenance is to buy a reliable,
comprehensive extended warranty/service plan on the equipment for the
projected duration of the Veteran’s program.
b. 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.
c. End of VR&E Responsibility
VR&E responsibility for maintenance and upgrading stops when the VRC
places the Veteran in Rehabilitated or Discontinued case status.
4.15 Replacement of Supplies
a. Lost, Stolen, Misplaced, or Damaged Supplies
VA may replace items that are necessary to the further pursuit of the
Veteran's program when they are lost, stolen, misplaced or damaged beyond
repair through no fault of the Veteran. A request for replacement of an item
previously purchased must be received in writing from the Veteran (an email
from the Veteran meets this requirement) and must explain how the item was
lost, stolen, misplaced, or damaged. A police report must be attached to a
request for the replacement of a lost or stolen item and evidence that the
Veteran investigated replacement through an extended warranty/service plan
or homeowners insurance must also be presented by the Veteran along with
the request, as appropriate. The VRC must determine that the Veteran needs
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the requested item to achieve a rehabilitation goal and must authorize the
item before the Veteran can obtain it by following guidance in this chapter.
VA may make a loan from the revolving fund to a Veteran to purchase an
item that VA will not agree to replace, if the Veteran is without funds to pay
for the item. Refer to M28R.V.B.9 for more guidance on Revolving Fund
Loans (RFL).
If a Veteran refuses to replace an item needed to pursue the program after
VA determines that its loss or damage was his/her fault, the Veteran's refusal
may be considered as noncooperation under 38 CFR 21.364. (Refer to
M28R.III.C.6 for more guidance on actions following findings of
unsatisfactory conduct and/or cooperation.) If the Veteran's program is
discontinued under provisions of 38 CFR 21.364(b), he/she will be reentered
into the program only when the necessary items have been replaced.
b. Supplies Used in More Than One Part of the Program
VA will generally provide non-consumable supplies only one time, even
though the same supplies may be required for use by the Veteran in another
subject or in another quarter, semester, or school year. Examples of non-
consumable supplies that VA will generally only provide one time include the
following:
• Books
• Computer packages
• Voice recorders
• Cameras
• Tools
4.16 Repayment
With certain exceptions, if a Veteran does not complete the planned
rehabilitation program, the Veteran must repay the value of the supplies that VA
provided. The value of supplies authorized by VA will be repaid under the
provisions of this section when a Veteran fails to complete the program as
planned.
a. Consumable supplies
VA requires repayment for consumable supplies, unless one of the following
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applies:
1. The Veteran fails to complete the rehabilitation program through no fault
of his/her own.
2. The employment objective of the rehabilitation plan is changed as a result
of reevaluation by VA staff.
3. The total value of the supplies is less than $100.
4. The Veteran dies.
b. Non-consumable Supplies
In accordance with 38 CFR 21.222(b) (1), VA will not require repayment for
non-consumable supplies if one of the following applies:
1. The Veteran and VA change the long-range goal of the rehabilitation plan
and the provided supplies are not required for the Veteran's pursuit of the
new goal.
2. The Veteran's failure to complete the program was not his/her fault.
3. The Veteran reenters the Armed Forces or is in the process of reentering
the Armed Forces.
4. The Veteran satisfactorily completed one-half or more of a non-college
degree course (or at least two terms in the case of a college course).
5. The Veteran certifies that he/she is using the supplies provided during
training in current employment.
6. The total value of the supplies for which repayment is required is less than
$100.
7. The Veteran was provided supplies during a period of employment
services but loses the job through no fault of his/her own.
8. A Veteran discontinued from an IL program is using supplies and
equipment to reduce his/her dependence on others.
9. The Veteran dies.
10. The Veteran is declared rehabilitated.
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The amount that a Veteran must repay will be the lesser of the current value
of the supplies, or the original cost of the supplies. VA will accept the
supplies instead of repayment of the value of the supplies when the Veteran
and VA change the long-range goal of the rehabilitation plan and the
provided supplies are not required for the Veteran's pursuit of the new goal.
c. Training in the Home and Self-employment
VA must not require a Veteran to pay for or return non-consumable supplies
if one of the following applies:
1. A Veteran training in the home completes enough of his/her training
program to be considered employable, and has been declared
rehabilitated to the point of employability.
2. A Veteran in a self-employment program not in the home is declared
rehabilitated.
3. A Veteran dies and the Director of VR&E Service determines that the facts
and equities of the family situation warrant waiver of all or a part of the
requirements for repayment (e.g., the family is able to continue the
business established by the Veteran).
d. Transfers from Chapter 31 to Chapter 33
VA will not require repayment for non-consumable supplies when the Veteran
transfers to the Chapter 33, Post/911 GI Bill program if one of the following
applies:
• The Veteran transfers after completing at least one semester of a college
program.
• The supplies were provided to the Veteran specifically to overcome the
effects of a disabling condition.
e. Procedures
When a Veteran who has been provided non-consumable supplies
discontinues training, the VRC must prepare a VAF 28-1905L (see Appendix
O, VA Forms). This form will present the facts, findings and
recommendations in the case. The value will be the lesser of the current
value of the supplies or the original cost. The VRC must document in item
number 15 on VAF 28-1905L the method used to establish the current value
(e.g., discussion with a supplier about the value of used tools). If the VRC
determines that failure to complete the course was the Veteran’s fault and
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none of the exceptions to repayment apply, the VRC must do the following:
1. Prepare a memo to the Finance Activity requesting that a 60B C&P CH31
Subsistence debt be established.
2. Forward VAF 28-1905L to the VR&E Officer for concurrence with the
memo attached.
3. If the VR&E Officer concurs with the decision to request repayment, VAF
1905L and the memo will be sent to the Finance Activity for processing
and dispatch of the collection request to the Veteran.
4. File a copy of VAF 1905L and the memo on the left side of the Veteran’s
CER folder.
5. Inform the Veteran of this adverse action following the procedures
outlined in M28R.III.C.2.
Note: After 90 days, if there is no running award and the Veteran has not
repaid the debt or set up a payment plan, the debt will be forwarded to the
Treasury Offset Program (TOP) for collection.
f. Turn-in of Non-consumable Supplies
Under certain conditions, a Veteran may turn-in non-consumable supplies to
VA instead of repaying their value. To return non-consumable 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 VRC determines that another Veteran will likely need the tools within
six months.
3. The VRC and the Veteran both agree to the return of the supplies.
4. The regional office or a supporting VA facility can adequately store and
maintain the supplies until their reissuance to another Veteran.
4.17 Prevention of Abuse
As stewards of taxpayers' money, VR&E staff are responsible for and held
accountable for the appropriate authorization and processing of fiscal
transactions. The VRC must ensure correct application of the laws and
regulations concerning all fiscal transactions. Fiscal oversight provided within the
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VR&E Division ensures that the VRC authorizes and processes fiscal transactions
with accountability, honesty and good judgment.
a. VRC Responsibilities
VA will provide supplies only after the VRC carefully reviews the Veteran’s
needs and determines what supplies the Veteran needs under 38 CFR 21.210
through 21.222. The VRC must also be proficient in the correct use of
procurement procedures, especially in the use of the government purchase
card.
b. VR&E Officer Responsibilities
The VR&E Officer is responsible for the assessment of quality and
management control within his/her division. He/she should know the
performance level of each employee assigned within his/her supervision to
ensure that all fiscal transactions meet the acceptable level of quality. Refer
to M28R.VIII.A for information on VR&E Program oversight and internal
control.
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