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

507-849-7281

Cost 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

mrobertson@co.lac-qui-parle.mn.us.

Alert Me

 

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
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