We are again looking at our social welfare/rep payee program
and have inquired with Payee Central regarding their services. If you are
a county that uses Payee Central can you tell me if you have gotten out of the
rep payee service completely and they handle all of those services for your
county and what your satisfaction level is with the services that Payee Central
performs. Thanks very much!!
W9's, Interpreters and IFS
When our county hires and interpreter we currently don’t ask
for their SSN unless we are going to send them a 1099 because they have met
those requirements. However, when you put a vendor in IFS you need the SSN for
the individual. So we do a lot of back tracking to get the needed information
from the interpreters so we can pay them. Are counties having interpreter’s
fill out a W9 when they become an interpreter for your county, just as general
practice no matter if you use them one time or several times ongoing? Then if
you do, do you keep a file on each interpreter? Seems like a lot of paperwork,
interpreters come and go so quickly, but a lot of them do go over the 1099
threshold, and if they do, is a W9 required?
Thanks,
Steph
Stephani Diekmann
Fiscal Supervisor
Nobles County Community Services Agency
507-295-5222
2550 Salary Allocation
Looking at our Income Maintenance Report DHS 2550.
Currently we allocate all salary and fringe to Section A Time Study
Expenditures. Do any counties allocate these costs to other
programs such as TANF Direct Charges or MFIP? If so, is it a wash in
terms of reimbursement from one source to another? And if so, how do you
allocate within your IFS and/or payroll system?
Our Eligibility Supervisor is asking about this based on her
Biennial report for 2018-2019.
--
Scott Nagel
Fiscal Manager
Des Moines Valley Health and Human Services
Jackson, Minnesota 56143
507-849-7281Cost Effective Insurance determination
Who determines cost effective
health insurance in your county? Is it Income Maintenance workers or Accounting
staff? If it is accounting staff, are these workers paid at the same pay grade
as the income maintenance staff?
Thank you!
Emily Ehnes
Fiscal Supervisor
Sherburne County Health and
Human Services
13880 Business Center Drive NW,
Elk River, MN 55330
phone 763.765.4025
fax 763.765.4096
Document for Mandated services
So here is my question, Does anyone have a document created
that they are willing to share, which lists the services counties are mandated
to provide along with the statute citation?
Thank you,
Amie Gendron
IV-D & Accounting Supervisor
Wadena County Human Services
Telephone: 218-632-2535
Fax: 218-631-7616
Combined units within HS
I am gathering data regarding your organization units for
income maintenance, child support, clerical, and accounting. Are these
separate units in your county or combined? If separate, how many workers
are in each unit, not counting the supervisor?
Thank you,
Amie Gendron
IV-D & Accounting Supervisor
Wadena County Human Services
Telephone: 218-632-2535
Fax: 218-631-7616
Suitability policy
Has anyone completed a suitability policy for their county agency
in accordance with the new FTI requirements listed below that go into effect on
09/30/2017? If you have, could you please share a copy with me, as I am trying
to create one for our agency and am looking for guidance on how to do
this.
Thank you,
Melinda Robertson
Fiscal Officer
Lac qui Parle County Family Services
 |
Topic |
SIR MILO
|
Title |
5908 Updated IRS Publication
1075 Requirements
|
Body |
Updated IRS Publication
1075 Requirements
Background information and main point:
The Internal Revenue Service (IRS) Office of Safeguards recently
released Publication
1075, Tax Information Security Guidelines for Federal, State and Local
Agencies summarizing revisions it made from the
previous version including requiring background checks immediately for all
new hires with access to federal tax information (FTI) and by September 30,
2017 for existing employees with access.
The updated Publication
1075 became effective September 30, 2016 and supersedes the October 2014
publication.
Who is affected?
All
employees with access to FTI.
When will this happen?
Counties
must run background checks immediately on all new hires with access to FTI
and by September 30, 2017 on all existing employees with access.
What does the IRS require for its background check?
The
IRS is requiring FBI fingerprinting and criminal history
checks, local law enforcement checks, and citizenship or residency checks for
their required background check.
Why is the IRS requiring background checks?
The background checks will be the basis of a suitability
determination made by agencies in permitting employee access to FTI. The IRS requires all affected
agencies to have a suitability policy that will determine whether the
employee or applicant is suitable for employment or continued employment in
the position that requires access to FTI.
Other information:
·
These new
security requirements affect other divisions in the Minnesota Department of
Human Services (DHS) as well as other state agencies.
·
CSD will not
be leading the overall implementation process but CSD plans to actively
participate.
·
CSD will keep
county child support agencies informed of new developments and progress on
implementation efforts by publishing additional county messages.
·
The IRS
made additional minor security changes (besides the background check
requirements), so counties should review Publication 1075 in its
entirety.
·
The IRS
indicated it would be somewhat lenient in enforcing background check
deadlines, as they are aware legislation may be required. However, county
child support agencies need to review and begin implementing all the
requirements, as they are able.
If you have any other
feedback or additional questions, use your county's internal escalation
process to contact the CSD Help Desk.
|
Publish Date |
11/9/2016
|
Expires |
11/15/2016
|
Business Area Home Page Heading |
PRISM
|
Business Area Search |
PRISM
|
MEC2 Payment Invoices
This is regarding the child care payment invoices that
workers pay on MEC2. The question is: How do you store your child
care invoices? If electronically, how do you organize them?
For example: by week, by case, etc.
Thanks!
Job Shadowing 9/11/17
Hi Julie,
Could you please send this question out the AMSSA group?
Wondering if any counties have a job shadowing system in
place. If, so we are looking for any related policies or procedures on how
it is set up and facilitated.
Thanks,
Sarah Kirchner
Fiscal Manager
Southwest Health and Human Services
607 W Main Street, Suite 200
Marshall MN 56258
507-532-1268 p
507-537-6719 f
Meal Reimbursement
I was wondering if the following
question can be posted on the AMSSA blog?
How are counties handling the
meal reimbursements if their County’s approved rates are higher than the
Commissioner’s Plan rates and the grant requires you to only be reimbursed
based on the Commissioner’s Plan rates?
- Are you reimbursing employees for those grants based off the Commissioner’s Plan rates?
- Are you reimbursing all employees based off your County rates and splitting the cost between two expense lines so you know what can be requested from the grant for those grants that require the Commissioner’s Plan rates?
- Is there a different way your agency is handling this?
Thank you,
Michelle Salber
Accountant
Morrison County Public Health
200 East Broadway
Little Falls, MN 56345
320-632-0390
michelles@co.morrison.mn.us
Accountant
Morrison County Public Health
200 East Broadway
Little Falls, MN 56345
320-632-0390
michelles@co.morrison.mn.us
MNCHOICES Budget question
Our director is interested in adding a MNCHOICES Social
Worker to our payroll, however, we will need to justify it to our board
members. Could you provide me with your county’s process to see if adding
a MNCHOICES worker was budget neutral? We obviously know the salary
information, I am more looking at what the reimbursements would be from adding
a worker. Anyone have a process they would like to share?
Erin Sandbo-Marks
erin.sandbo-marks@co.watonwan.mn.us
Meal Reimbursements for Child Protection 07-28-17
How
are counties coding payments for meals if they have to buy a meal for a child
protection child during an investigation or if they have to transport and need
to stop and get a meal for the child.
jillf@co.douglas.mn.us
Third Party Claiming to Workers Comp 7-28-17
Third Party Claiming to Workers Comp
Wondering if anyone has ever processed a third party claim
to workers comp for services the County provides and if you have procedures.?
Suzann Bakken
Assistant
Controller
Olmsted
County Finance
Phone
& Fax 507-328-6460
Detox - Revenue Recap 7-26-17
Are counties treating DETOX as medical care to this purpose?
Lisa Stadler
Accounting and Collections Supervisor
Rice County Social Services
507-384-6438
Minnesota Statute § 270A.03, subd.
5, part (b) was amended to clarify:
- Calculation of income includes the income of the
debtor’s spouse
- Debtor’s spouse is considered a dependent
- Income levels have increased
This change is effective
retroactively for debts incurred after December 31, 2014.
Please see the updates below that
are underlined.
(b) A
debt does not include any legal obligation to pay a claimant agency for medical
care, including hospitalization if the income of the debtor at the time when
the medical care was rendered does not exceed the following amount:
(1) for
an unmarried debtor, an income of $12,560 or less;
(2) for
a debtor with one dependent, an income of $16,080 or less;
(3) for
a debtor with two dependents, an income of $19,020 or less;
(4) for
a debtor with three dependents, an income of $21,580 or less;
(5) for
a debtor with four dependents, an income of $22,760 or less; and
(6) for
a debtor with five or more dependents, an income of $23,730 or less.
For
purposes of this paragraph, "debtor" means the individual whose
income, together with the income of the individual's spouse, other than a
separated spouse, brings the individual within the income provisions of this
paragraph. For purposes of this paragraph, a spouse, other than a separated
spouse, shall be considered a dependent.
Please contact the Revenue
Recapture Program if you have additional questions. We can be reached at
651-556-3037 or email us at revenue.recapture@state.mn.us.
Payments to providers during the xfer to Kinship 07-24-17
Hello
I’m wondering how counties are handling their payments to
their FC providers during the transfer to Kinship?
It seems like there has been a lag in getting payments
started at the State level?
Thanks.
Lisa Stadler
Accounting and
Collections Supervisor
Rice County Social
Services
507-384-6438
Medi Van Mode billing question 7-13-17
Wondering if anyone is dealing with this. We have a bill from
Medi Van that the client is a mode 5, however they didn’t transport as a mode
5, but a mode 4, so they can’t bill the state. Is it ok for us to pay the mode
4 rate and ask for that reimbursement?
The state says no, however, MediVan is claiming other counties
are doing it, they get the reimbursement then pay Medi Van. Are counties
billing for reimbursement before they pay the providers for the rides?
Thanks,
Steph
Stephani
Diekmann
Fiscal
Supervisor
Nobles
County Community Services Agency
507-295-5222
Enhancement request for AMHI and CSP client data reporting 7-13-17
Hello
At the AMSSA regional meeting on Friday May 12th
we discussed requesting an enhancement for this report to better assist
counties with their AMHI and CSP client data reporting.
Below I have provided the setup and report columns as well
as the remaining column capabilities via customization. Keep in mind for
Special Studies for AMHI and CSP are person based so adding the workgroup
columns didn’t generate anything.
I believe one piece of our discussion was that there are no
brass codes associated with this data on this report so if we are trying to
cost out our grants to a specific grant we can’t do it easily.
Another is how to utilize this report to help end special
studies when a workgroup or service closes.
Just looking for ideas, suggestions, comments at this time.
Any assistance you can give would be greatly appreciated.
Lisa Stadler
Accounting and
Collections Supervisor
Rice County Social
Services
507-384-6438
Budgeting for conference/meetings/training for staff 7-13-17
How
do counties budget for conference/meetings/training for staff? DO you
allot a specific amount per staff, per department, etc? What kind of
expenses do you take into consideration when figuring-fees, lodging, meals,
miles, etc? Please let me know! Trying to find a way to be more
uniform across the board… also if you have policies on this, I’d be interested
to see them! Thank you in advance!
Jen
Albjerg
Fiscal
Manager
Grant County
Social Services
Grant County
Highway Dept
Region IV
Adult Mental Health Initiative
Phone:
218-685-8218
Fax:
218-685-4978
Law Enforcement Transports
Hello-
I have a question for the group.
1.
Does your county pay law enforcements to
do transportation? Specifically I am thinking people that are being
transported on a 72 hour hold or back for a commitment hearing?
2.
If you do not pay law enforcement do to this is
there a statute referencing that this is the responsibility of law enforcement?
3.
If you are paying them for transports what kind
of hourly rate, mileage, or combined rate are you paying?
Any help would be appreciated.
Thanks!
Jill Frisell
Strategic Financial Accountant Analyst Supervisor
Douglas County Finance
Phone: 320-762-3880
Fax:
320-762-3833
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