Establishing Vendors and Service Providers

A successful TVR program/professional will have a strong support system of vendors and service providers they work with that will include a wide range of medical and vocational service providers, educational and governmental institutions, and individuals and businesses that provide services ranging from auto repairs and daycare to clothing stores and unique cultural guidance, and everything in-between.

Vendors need to be qualified, high-quality, have the ability to maintain participant confidentiality, and able to provide participants with informed choice. It is a good idea to check with the Finance Office to see if there have been past business transactions with the vendor, or a director can also check with their state's Secretary of State to see if the vendor is in good standing as a licensed corporate entity. The tribe or tribal organization may also have a list of approved vendors. 

Professional Service Providers – Within the Tribal Organization

Establishing relationships with established professional service providers within the tribe or tribal organization, such as the tribal clinic, tribal treatment program or behavioral health, are usually the easiest and most direct. These types of services are also usually free to tribal (or community) members so there is no cost to the program, and they are located in the community. Tribal providers can be found on the tribal organizational chart or in a tribal publication or listing. Others in the department may also be able to provide guidance on contacting providers.

Cultural Service Providers

Providing cultural and traditional services to participants is similar to arranging for other types of services. Typically, the providers are not “businesses," so they have to be set up as individual vendors, similar to sole proprietors. The participant can help with finding out how the provider wishes to be reimbursed or "appreciated" for their time, energy and services. This could include cash payment, the purchase of supplies, or other types of reimbursement. If they wish to be paid for their services, in most cases the program will need to have them complete a W-9 Links to an external site. so that a check can be cut for them when an invoice is received. If supplies are requested for the cultural or traditional service, a list will need to be provided and purchased through tribal procurement.

External Service Providers

Providing participant services to outside providers requires coordination and facilitation with finance office staff. TVR personnel must establish all vendors within the finance system in order to ensure the vendor can receive a Purchase Order and/or payment voucher, or even be paid by check. The TVR Director could use a Vendor Information Form Download Vendor Information Form to ensure the appropriate information gets communicated to the accounting staff to move forward.

It may be useful to ask the local state VR office to share its vendor list. This can save time as the vendors will already be vetted as appropriate for providing VR services.