The Minnesota Department of Human Services has initiated the Minnesota Care Force Incentive Program to combat the critical workforce shortage affecting direct support professionals (DSPs) in the state. This program aims to provide substantial financial support to organizations offering long-term services and supports, enabling them to reward and retain their invaluable DSP workforce.
This guide provides a detailed overview of the Minnesota Care Force Incentive Program, outlining eligibility criteria, fund usage, application procedures, and essential deadlines. Whether you are an employer or a direct support professional, understanding the nuances of this program is crucial.
Eligibility for Minnesota Care Force Incentive Funds
Who are Eligible Employers?
To qualify for the Minnesota Care Force Incentive, employers must be enrolled in a Minnesota Health Care Program and fall under one of the following categories:
- Organizations providing disability services under Minnesota Statutes, chapter 245D.
- Home care agencies licensed under Minnesota Statutes, chapter 144A.
- Housing with services establishments registered under chapter 144D.
- Nursing facilities licensed under Minnesota Statutes, chapter 144A.
- Tribal governments and Tribal organizations providing long-term services and supports.
- Managed care organizations that contract with the Department of Human Services to provide managed long-term services and supports (MLTSS).
- Accountable care organizations that contract with the Department of Human Services to provide managed long-term services and supports (MLTSS).
- Self-directed employers who employ direct support professionals through a Financial Management Services (FMS) provider.
Who are Eligible Employees (DSPs)?
Eligible employees for the Minnesota Care Force Incentive are direct support professionals employed by any of the aforementioned eligible employers. Key eligibility criteria for DSPs include:
- Non-salaried employees: DSPs must be paid on an hourly wage basis.
- Hourly wage limit: Employees earning a gross hourly wage of $30 or less are eligible. This wage limit applies to regular pay, excluding overtime.
- Part-time and Full-time eligibility: Both part-time and full-time DSPs are eligible for this incentive program.
It’s important to note that employees who have previously received payments under the Nursing Facility Workforce Incentive Grant Program (section 256.4766) are not eligible for the Minnesota Care Force Incentive.
Permissible Use of Incentive Funds
The funds provided through the Minnesota Care Force Incentive Program are strictly designated for employee retention and incentive payments. Employers are mandated to distribute these funds to their eligible DSP employees within 45 days of receiving them. This swift distribution ensures that the incentives directly benefit the intended workforce promptly.
Applying for the Minnesota Care Force Incentive
Application Portal
Eligible employers can submit their applications through the designated online portal: here.
Login Requirements
For the initial Phase 1 application, no login is required. However, the subsequent Phase 2 application will necessitate employers to create accounts. To ensure application continuity and proper linking, it is crucial to use the same point of contact and point-of-contact email address for both Phase 1 and Phase 2 applications.
Information Required for Application
Employers applying for the Minnesota Care Force Incentive need to provide comprehensive information, including:
- Provider Type: Specification of the employer’s provider category.
- Business Information: Detailed business information encompassing Employer Identification Numbers (EINs), National Provider Identifiers (NPIs), and relevant licensing/certification numbers, if applicable.
- Contact Information: Contact details for a designated business representative who will serve as the primary point of contact throughout the application, award, and reporting process.
- Managing Employee Contact: Information for a managing employee with signatory authority for the organization.
- List of Eligible Employees: A comprehensive list of eligible DSP employees for whom incentive payments are being requested. This list must include:
- Employee’s legal name
- Date of birth
- Hourly wage
- Job title
- Work email address
Sharing employee data necessitates compliance with privacy regulations. Employers are required to provide a privacy notice (Tennessen Warning) to the eligible employees whose data is being shared. Additionally, submission of a signed W-9 form is mandatory.
Key Application Deadlines
The application timeline for the Minnesota Care Force Incentive Program is structured in two phases:
- Phase 1 Application Period: August 15 to September 30, 2024 – Employers can submit their initial applications during this 45-day window.
- Phase 2 Application Period (Employee Information Collection): November 15 through December 13, 2024 – Employers deemed eligible in Phase 1 will submit detailed employee information during this period.
Adhering to these deadlines is critical to ensure participation in the program.
Application Submission and Notifications
Saving Application Progress
While the Phase 1 application cannot be saved and resumed later, employers are advised to prepare all necessary information beforehand to complete it in one session. The Phase 2 application offers the flexibility to be saved and submitted at a later point. Reviewing the application questions in advance through the information session resources is recommended for efficient Phase 1 completion.
Award Notifications
Award notifications will be dispatched to eligible employers via email in January 2025. The notification will be sent to the primary point of contact listed in the application. Employers are responsible for informing their eligible DSP employees about the awarded incentive.
Fund Disbursement Timeline
Employers can anticipate receiving the incentive funds between January and March 2025. The exact timing of fund disbursement is contingent upon the prompt signing of the attestation statement and uploading banking information to the Chase Concourse banking portal. Expediting these steps will facilitate earlier fund receipt.
Fund Distribution Deadline to Employees
Employers are required to distribute the incentive payments in full to eligible employees within 45 days of receiving the funds. This ensures timely financial benefit to the DSP workforce.
Direct Support Professional Job Titles and Eligibility
To qualify for the Minnesota Care Force Incentive, employees must function as direct support professionals (DSPs). Eligible individuals must be non-salaried employees directly involved in providing care within specified service categories. Employees in non-direct care roles are not eligible for this incentive fund.
During financial reviews, providers will need to furnish employee job titles, wages, and other pertinent information to substantiate that fund recipients are indeed direct support professionals.
Incentive Amount per Employee
Each eligible DSP employee can receive up to $1,000 per year through the Minnesota Care Force Incentive Program. It’s important to note that this amount is subject to potential reduction depending on the overall volume of applications received.
Incentive Distribution Flexibility
Employers have the discretion to decide the incentive amount for each eligible employee. They can provide the same incentive amount to both part-time and full-time employees. The program provides flexibility for employers to tailor incentive distribution based on their internal policies and employee needs.
Salaried DSPs and Incentive Eligibility
Salaried direct support professionals are not eligible to receive incentives under this program. Eligibility is strictly limited to non-salaried employees earning an hourly wage of $30 or less.
Minimum Work Hour Requirements
The Minnesota Care Force Incentive Program does not impose minimum work hour requirements for employee eligibility. However, employers retain the option to incorporate work hour requirements into their internal processes when determining funding requests for their eligible DSPs.
Funding Request Limits for Employers
There is no cap on the total funding amount an employer can request. Funding requests are contingent upon the number of eligible DSP employees meeting the program criteria. Employers can request incentives for all eligible employees within their organization.
Incentive Eligibility for Employees with Multiple Employers
Employees with multiple employers are eligible to receive a total of $1,000 in incentive payments per calendar year only. The program administrators will review applications to identify instances of the same employee being submitted by multiple employers to prevent duplicate payments.
Tax Implications
Employers are not expected to cover the employer portion of payroll taxes associated with these incentive awards. The Minnesota Department of Human Services (DHS) will provide an additional amount on top of the incentive award to cover employer taxes. Furthermore, an additional amount to cover the employee portion of payroll taxes may also be awarded, subject to fund availability. It’s important to note that Financial Management Services (FMS) providers submitting requests for tax-exempt employees will not receive awards to cover payroll taxes for those employees.
NPI and UMPI Numbers in Application
Organizations possessing both National Provider Identifier (NPI) and Unique Minnesota Provider Identifier (UMPI) numbers should use the number utilized for Medicaid claims submission in their application. The UMPI number should be used instead of the NPI number only if it is the number used for Medicaid billing and if there is no NPI number associated with payments.
Multiple UMPI Numbers and Application Submission
Organizations with multiple UMPI numbers, each assigned to different services and staff, will need to submit a separate application for each UMPI number. This is because services and employee sets may vary across different UMPI numbers.
Advance Funding Administration
Employers cannot administer the incentive funding to eligible employees in advance of receiving the program funds. Fund distribution must occur after the employer has received the incentive payment from the Minnesota Department of Human Services.
Reporting Obligations
Within 90 days of receiving funds, employers are required to submit a distribution report. This report must include payroll documentation as proof that the funds were distributed to eligible employees according to the approved distribution plan. Employers are also obligated to retain all records and documentation pertaining to the receipt and utilization of incentive funds for auditing purposes, potentially for up to six years after fund receipt. These records must be readily available for inspection upon request.
Data Protection and Privacy
The Minnesota Department of Human Services (DHS) and Public Consulting Group (PCG), DHS’s contractor, are committed to safeguarding the privacy and security of website visitors and application data. The program utilizes a secure portal with JotForm HIPAA Enterprise, ensuring robust data encryption both in transit and at rest, protecting against unauthorized access. For detailed information on data usage and disclosure, refer to the Tennessen Warning.
Employee Consent for Data Sharing
If an employee does not consent to sharing their personal information, the employer should not request incentive funding on their behalf. Employee consent is mandatory for the program administrator to verify eligibility for incentive payments.
Direct Support Professional Application Process
Direct support professionals cannot apply for this incentive directly. Employers must apply on behalf of their eligible DSP employees. DSPs are encouraged to communicate with their employers to ensure they are aware of the Minnesota Care Force Incentive Program and to encourage them to apply.
Financial Management Services (FMS) Provider Eligibility
Yes, FMS providers are eligible to apply as “employers” for self-directed providers and their DSP employees.
Family Member Caregiver Eligibility through FMS
FMS organizations have the option to participate in the program and collaborate with self-directed employers to explore this incentive opportunity for family member caregivers paid through an FMS. FMS providers act as conduits for self-directed employers to receive funding for their employees.
Waiver Recipient Family Member as Employer
In cases where a family member is a waiver recipient and listed as the employer, with waiver funds managed through an FMS, the FMS provider is required to complete the application and submit for the funds. Family member employers should contact their FMS provider to inquire about their participation in the Minnesota Care Force Incentive Program. FMS providers facilitate the funding process for self-directed employers and their DSP workforce.
This comprehensive guide aims to provide clarity and detailed information about the Minnesota Care Force Incentive Program, enabling both employers and direct support professionals to fully understand and leverage this valuable initiative designed to support Minnesota’s vital long-term care workforce.
