(Added 09/15)

Specialized Telecommunications Assistance Program (STAP) vendors must comply with all applicable rules, policies, procedures, and laws governing the program in order to remain eligible to participate in and receive reimbursement under the program (see: Texas Administrative Code, Title 40, Chapter 109, Subchapter C).
STAP vendors’ general duties and responsibilities include the following:

• Allow specialized telecommunications equipment to be returned or stop a service if requested by a voucher recipient, without penalty and in accordance with procedures and rules which state that the vendor must:
  • provide a voucher recipient with a receipt;
  • contact the HHSC Office for Deaf and Hard of Hearing Services (DHHS) when specialized telecommunications equipment is returned, or when a service is not used or terminated by the voucher recipient; and
  • reimburse the Texas Universal Service Fund (TUSF) within 30 calendar days of specialized telecommunications equipment being returned or service terminated by the voucher recipient.
• Provide specialized telecommunications equipment or services no later than 10 calendar days from the date of the voucher exchange, or communicate equipment or service delivery date to the voucher recipient.
• Provide voucher recipients information or instructions, or a demonstration, on how to use and set up the specialized telecommunications equipment or services before completing the sale and submitting the voucher for reimbursement, as appropriate.
• Ensure that when working with or acting as authorized certifiers, the appropriate specialized telecommunications equipment or service is selected for the applicant.
• Charge a voucher recipient no additional fees, costs, or penalties, in excess of the STAP vendor price, except a reasonable shipping cost for mail orders.
• Provide the voucher recipient all specialized telecommunications equipment or services authorized on the voucher.
• Ensure individuals authorized to sign a voucher on behalf of the STAP vendor receive program training provided by HHSC DHHS before signing or exchanging a voucher.
• Ensure no STAP-related promotional materials or applications include the STAP vendor’s company information.

(Added 09/15)

Specialized Telecommunications Assistance Program (STAP) vendors must retain records related to the program. Records must be retained for a minimum of five years from the date of the voucher exchange, and include records on the purchase of the specialized telecommunications equipment or service exchanged, and the distribution or delivery of specialized telecommunications equipment or service to the voucher recipient.

STAP vendors must:

• allow the HHSC Office for Deaf and Hard of Hearing Services (DHHS) to conduct an audit, investigation, and/or program oversight of their business;
• authorize HHSC DHHS, the State Auditor’s Office, the Public Utility Commission of Texas (PUC), or their successor agencies to conduct an audit or investigation of the STAP vendor in connection with funds received for reimbursement of a voucher during the five-year retention period;
• provide any books, documents, papers, and records that are directly related to the exchange of a voucher for the purpose of conducting audits, examinations, or investigations or for making excerpts and transcriptions;
• cooperate fully in an audit, examination, investigation, and funds validation efforts, or in the making of excerpts and transcriptions;
• provide documentation from third parties reflecting equipment or services purchased, the purchase price, and records showing sales to non-STAP consumers;
• permit HHSC DHHS to conduct monitoring on-site to review financial documents, other records, and management control systems relevant to the exchange of a voucher;
• remedy within 30 calendar days any weaknesses, deficiencies, or program noncompliance found as a result of a review, audit, investigation, performance or fiscal exception found by HHSC DHHS, the State Auditor's Office, the PUC, or their successor agencies or any of their duly authorized representatives; and
• refund disallowed costs or billed amounts, and pay any other appropriate sanctions or penalties imposed by HHSC DHHS to the Texas Universal Service Fund (TUSF).