Financial Management Services

The Vendor is required to provide financial management services for responsibilities:
•    Processing and maintaining time records.
•    Processing and maintaining participant-directed service (PDS) employee background checks.
•    Processing and maintaining PDS employee drug screening and tuberculosis (TB) risk assessment records.
•    Processing and maintaining any other applicable PDS employee training records.
•    Issuing paychecks to PDS employees.
•    Providing information and assistance services to participants.
•    Assisting participants, representatives, or employees with tax forms, documentation, and reports needed by state or federal agencies.
•    Creating and delivering service usage reports for the participant, their case manager and case supervisor, and services.
- Requirement:
1. Financial management activities, EVV, and reporting
•    Demonstrate the financial capability to perform the services required for all current and future PDS participants across state
•    Use a payroll system that addresses and fulfills all related tax obligations and provides payment to PDS employees at least on a semi-monthly basis in accordance with services in the approved person-centered service plan (PCSP).
•    System should also process and track reimbursements to vendors and PDS participants for non-payroll type services such as goods and services as noted in the approved PCSP.
•    Process payments for goods, services, home adaptations and environmental modifications, and any other participant-directed benefits for participants directing their own services.
•    Disburse payments to PDS employees within the interval selected by the vendor, but at a minimum of twice a month. 
•    Produce payment to the employee within two weeks of the date when a completed time record is submitted to the vendor.
•    Implement a process, approved by department, for retroactive payments and corrections that are due to late EVV visit submissions, payroll, and electronic visit verification (EVV) system errors, or other issues identified by department or its designee(s).
•    Implement a process to reimburse department for incorrect payments or penalties incurred from incorrect payments made due to the fault of the vendor and the vendor’s policies and systems.
2. Training, support, and quality assurance
•    Develop, implement, and maintain orientation and skills trainings on all applicable financial management services components for PDS participants, participant representatives, and employees. 
•    Collaborate with services current learning management system (LMS) for delivering and managing all training programs. 
•    All training materials will be stored in services LMS and should adhere to industry accessibility standards.
•    Ensure that the policies and procedures manual developed for and approved by department or its designee(s) is available to all financial management staff and is incorporated into all training programs for new and existing financial management staff.
•    Provide technical assistance to case managers enrolling employers to ensure that completed correctly and prior to service delivery, and assist with follow-up when necessary. 
•    The onboarding process of a new employee should not exceed thirty (30) days unless the FMA can attest to delays outside of their control (e.g., incomplete employee packet submission, the submission of inaccurate employee information, or delays by the employee to submit required background checks).
•    Create and negotiate in good faith a service level agreement with department or its designee(s) no more than 15 days after the contract award that outlines how the vendor will respond to PDS participant and cabinet staff inquiries, concerns, and support requests and the timeline for doing so.
•    Provide a user-friendly online platform for PDS participants and case managers to view forms, reports, and information pertaining to training and service usage. 
•    Flexible in adapting a platform to interface with providers’ electronic case management systems. 
•    This includes training on how to use the platform.