Extended Employment Provider Reporting System
Ongoing Employment Support for Minnesotans with Disabilities
Username:
*
Password:
*
Forgot Username/Password
C
ommunity
R
ehabilitation
P
rograms Management System
CRP Management System to allow providers and DEED staff the ability to
Import, view and manage individual records
View contracts
Run reports
EE Announcements
***************************** 1/22/24 ******************************************************************** You’ve heard me mention that it’s time for me to begin scheduling monitor visits so that is what I’m reaching out to do. I’d like to set up a time with your organization to complete a monitoring visit. The good news is that because your organization the EE financial audits we can use our time to focus only on the pieces that aren’t covered by that. I want to learn more about your individual program, where and how services are offered and review some of the file information. It’s a great chance for me to see how each program is unique and offer any support and guidance that can be helpful. This will also be a time to go over any questions you might have specific to your program. Please send me dates and times that work for you and I’ll schedule a virtual meeting via Teams or Zoom. I look forward to meeting with you. ***************************** 10/4/24 ******************************************************************** Contact and location information It’s time again to review current contact and location information. I’ll be sending emails to each provider partner and asking that you review who we have on file as contacts for your organization for EE and the locations including addresses to ensure it’s all up to date. I will be working on getting all of the external website information up to date and our internal lists. When reviewing it please include who you want included in your organizations EE communications. EE Financial Audits We are looking forward to getting everyone’s SFY24 EE Audits and my goal will be to receive them all by the deadline of October 31st. If your auditors run into questions or issues, please reach out to me ASAP so we can help you and get them in on time. Once the audits are received we begin processing them. Once they are all processed I will send out the letters, at which time you will have 30 days to review and respond if there are any questions. Monitor Visits As I’ve shared, I will be scheduling monitor visits. My focus will be to get to know your programs. Look for emails sent individually to schedule these after the audits are completed. If you’d like to get something scheduled sooner let me know and we’ll get it set up! Previous Year’s production I have attached a copy of the previous program year’s production numbers as requested by some providers. ***************************** 7/24/2024******************************************************************* Wednesday, July 31st is the hard deadline to enter any remaining work records for SFY24 and submit your final invoicing. Please reach out to me if you have any questions or need any records amended. ***************************** 7/11/24 ********************************************************************* Invoice Submissions All invoice submissions for SFY24 are due July 31, 2024. This is a hard deadline for DEED. If you run into any issues, please reach out to me ASAP so we can work on it together prior to this deadline. As a reminder all work records need to be submitted in their respective State Fiscal Year. Any pay stubs that cross over from June 30th to July 1st need to be split into the appropriate program year for the hours worked on which dates. This means when calculating which days to submit for SFY24, you’ll count any days individuals served worked in June. Any days that are worked in July will then be submitted in SFY25. Please be sure to provide some type of documentation to demonstrate the calculations. These dates are based on pay period dates/dates worked, not the pay date. I’m happy to provide emails of support for your auditors and to talk through how to provide documentation if needed. Compliance Audits SFY24 Compliance Audit Standards have been posted to the DEED-VRS website at this link For Basic Service Providers / Minnesota Department of Employment and Economic Development (mn.gov). No changes will be made for the upcoming audits, as we communicated earlier in the year. I will be reviewing SFY25 standards, and any changes will be communicated by the end of July, 2024. The Compliance Audits have a hard deadline of October 31, 2024 to ensure we are able to move processes forward in a timely manner. I appreciate your diligence in meeting this hard due date. EE 101 I have been giving ‘EE 101’ presentations to many of the VRS teams across the state and plan to get out to every VRS team. In this presentation I go over quite a bit of information with the goal of ensuring everyone has a better understanding of Extended Employment and to clear up any misinformation. I’ve also presented at some of the Business Engagement Network (BEN) meetings and am scheduled at the statewide BEN meeting on Wednesday July 24th at 10:00 a.m. A few EE partners have invited me to talk to their teams and we’ve had some really great conversations. If this is something your team would be interested in, reach out to me and we’ll get something scheduled. SFY25 Contracts Thank you for being so responsive in returning your SFY25 EE grant contracts! It was a whirlwind of sending documents for signatures to get them in on time and thanks to all of you, we did it! All fully executed EE contracts will be uploaded into PRS by the end of business on Friday July 12, 2024. Attached is a copy of the spreadsheet with each provider’s fully executed contract amount. SFY24 is the last year the underproduction penalty will be waived for programs that underproduce their EE grant contracts. Beginning in SFY25 the underproduction penalty is reinstated and is now in effect for this program year. ***************************** 5/21/24 ********************************************************************* In May 2022 DEED-VRS communicated that the EE program delayed the effective date of the provision in the EE Rule that states if a person is on a Medicaid Waiver, they are not eligible for EE and that the provision that was set to take effect on 7/1/2020 was delayed for all of SFY21 and SFY22 and went onto continue that exception through SFY23 with some caveats. The end of the message promised that The EE program would stay in close touch with EE providers as this change takes place. And that the EE program would also remain in conversation with DHS about challenges on the ground with Medicaid Waiver to “keep” ongoing employment supports. We did not follow through on that communication. Because of the lack of communication on our part, we will continue this exception through June 30, 2025 at which time we will move forward with following the rule as written and the only exception from July 1, 2025 forward for individuals on a waiver will be those that were on EE and had a waiver before June 20, 2020 and are “grandfathered” in as stated. ****************************** 4/30/24 ******************************************************************** Let’s hope all of these end of April showers bring many beautiful May flowers! We are fast approaching the end of this Program Year and I’ve received a few Shift Amendment requests. For our EE partners that haven’t requested a Shift Amendment and want to do so, please submit the amount you’d like shifted ASAP, no later than the end of business on Friday, May 3, 2024. ******************************** 2/5/24 ******************************************************************* As we round out the last half of Program Year (PY) 2024 I want to share some reminders and updates. • All of the audit response letters were sent out in mid-December, and we completed the 30-day appeal period. Payments that are owed to providers are in process. Once that is complete, we begin processing the incentive and over production payments as appropriate. • This will be the last year that the underproductivity waiver is in place. If your program does not produce within 5% of your full contract you will be penalized. The penalty will remain the loss of the underproduced amount of your contract. If you’d like support in marketing or strategizing how to grow your programs, please reach out to me. • When submitting final invoices for this program year, your last invoice must include all participant hours worked through June 30, 2024. We will be unable to approve any invoices that cross over program years. If you have participants whose earnings statements begin in June and end in July, you will need to calculate which hours are in June and which are for July. For audit purposes include a copy of their work schedule, a calendar showing which days they worked for that pay period or a letter from their employer stating how many hours were worked in which program year. • Final invoices need to be submitted no later than July 31, 2024, for Program Year 2024. Any invoices that are submitted on August 1, 2024, or later that include earnings from June 30, 204 or earlier will be declined. ******************************* 12/14/23 ****************************************************************** All of the EE audit response letters have been sent. If for some reason you have not received yours, please reach out to me. meghan.hanson@state.mn.us 651-539-4152 Happy Holidays! ******************************* 11/01/2023 **************************************************************** Rate adjustments have been made and fully updated in PRS. Going forward all invoice submissions will be paid at the updated rates. ******************************* 10/19/2023 *************************************************************** I am happy to share the new EE rate increase of $6.49 for Supported Employment and $4.38 for Community Employment have been updated in PRS. The invoices that have been submitted to PRS but not yet paid will be paid with the updated rate. We are currently working on updating PRS to generate invoices to provide back pay going back to July 1st for all invoices that have been paid. In order to make payments for pending invoices we need to have the fully executed amendments entered in PRS. We have received 17 of the 27 amendments returned with signatures. If you have questions about your specific organization’s amendment or any pending invoices please reach out to me directly and we can look it up. ********************************* 8/4/2023 *************************************************************** The Compliance Audit Standards for SFY 2023 are posted to the DEED website - https://mn.gov/deed/job-seekers/disabilities/extend-employment/service-providers. If you have any questions please let Meghan or Brad know. ********************************* 9/14/2021************************************************************** The Audit Standards Instructions, Audit Standards Appendices, and Audit Reconciliation Worksheet were emailed to EE providers today and will also be posted to the DEED website shortly. https://mn.gov/deed/job-seekers/disabilities/extend-employment/service-providers/. The Relevant Data Report for each organization is available to access in PRS. Each organization’s Extended Employment Compliance Audit Report, including applicable supplemental documents, must be received by 4:00pm October 31, 2021. Extensions are available due to the delay in publishing the Audit Standards and Relevant Data reports. Please contact Brad.Westerlund@state.mn.us if an extension is needed. If you have any questions please let Kim or Brad know. ********************************* 08/12/2021************************************************************** SFY 2021 – Last Day to Enter Work Records There were some hiccups to entering final SFY 2021 work records. Because of this, we have extended the last day to enter work records for SFY 2021 to Monday, August 16. Please try to enter your work records as soon as possible before that date so we can work on any issues that might come up. Starting Tuesday, August 17 you will not be able to enter work records for SFY 2021. If you have issues with PRS, please contact Brad.Westerlund@state.mn.us. SFY 2022 Contracts in PRS SFY 2022 contracts have been activated in PRS. You should be able to enter July work records and invoice for July. If you have any issues doing so, please contact Brad.Westerlund@state.mn.us. SFY 2021 Audits – Relevant Data Report Each provider’s SFY 2021 Relevant Data Report needed for your EE audit will be available a week or so after August 16. SFY 2021 Audit Standards The SFY 2021 Audit Standards are not yet complete. I will get those out to you and published on our website in the next few weeks! If you have any questions, please contact Brad.Westerlund@state.mn.us. If you would like to receive these announcements via email, please provide your name, position/title/role, organization name, and email address to Brad.Westerlund@state.mn.us. ********************************* 08/17/2020********************************************** Providers may start entering work records for SFY 2021 at this time. If you have any issues, please contact Brad.Westerlund@state.mn.us and Kim.Babine@state.mn.us. Work records for SFY 2020 need to be entered and invoiced by Friday, 8/17/2020. Auditor reports for SFY 2020 will be available shortly. ********************************* 08/1/2019 ********************************************** You may start entering work records for SFY 2020. Auditor reports for SFY 2019 will be available on 8/8/2019. ********************************* 08/1/2018 ********************************************** You may start entering work records for SFY 2019. Auditor reports for SFY 2018 will be available on 8/8/2018. ********************************* 07/13/2018 ********************************************** Work records for SFY 2018 need to be entered and invoiced by 7/31/18. Check out the How-Tos if you need to correct a work record! Other How-Tos are also available. ********************************* 07/12/2018 ********************************************** Remember that you have until 7/31 to enter work records and submit invoices for State Fiscal Year 2018 ending 6/30/2018. Auditor reports will be available on 8/8/2018. ********************************* 01/05/2018 ********************************************** You may notice some enhancements in the Extended Employment Provider Reporting System (EEPRS or PRS). If you have any questions, concerns or feedback, please contact Lonie.Goldsberry@state.mn.us. ********************************* 08/22/2017 ********************************************** ATTENTION PLEASE: We did find an issue with the demographics tab of the audit report. There was an error in the coding of which records to include, and so some individual workers were missing from the demographics tab. The reports were corrected this morning, August 22nd. If your auditor has already downloaded the report, it will be important for them to download the report again. Please let Lonie know if you have any questions or concerns. Lonie.Goldsberry@state.mn.us. ********************************* 08/17/2017 ********************************************** You are now able to view your grant utilization at the subprogram level in your contract details section. Please contact Lonie at Lonie.Goldsberry@state.mn.us if you have any questions or concerns. ********************************* 08/07/2017 ********************************************** Welcome to State Fiscal Year 2018! You may notice that you are unable to submit invoices for July. We should have new rates in the system in the next day or so, and you will be able to start submitting! Feel free to contact Lonie at lonie.goldsberry@state.mn.us. ********************************* 05/23/2017 ********************************************** ATTENTION: EE-PRS will be down for maintenance Wednesday, May 24th from 7:00 am to 8:00 am. ****************************************************************************************** Note, please download SFY2017 updated template for uploading work records ****************************************************************************************** Wendy Keller retired on Friday, August 23. She is already missed around here!! If you need help please contact Lonie Goldberry. Lonie's email address is Lonie.Goldsberry@state.mn.us, and her phone number is 651 259-7343. 8/16/2016 - All SFY 17 contracts are activated and are ready for data entry ****************************************************************************************** 8/15/2016 - Work records cannot be entered for SFY 17 until your contract is "activated" in PRS. We plan to have this done today or tomorrow. I will update this page when you can start your entry. Thank you 8/8/2016 - Audit reports are available now. ***********************************7/29/2016 ********************************************** Note, going forward, all required demographic information must be completed prior to submitting invoices. Make sure you 'validate' the record to confirm all data is submitted. 7/27/2016 Remember that you have until 7/30 to enter data for this current fiscal year ending 6/30/2016. Auditor reports will be available on 8/8/2016. 7/27/2016 For al IPS providers, please make sure you have sent Claire a copy of your last quarter numbers/data. 7/14/2016 Please note: We are extending the deadline for reporting IPS data into the PRS system due to issues we experienced last week. Please have your data completely entered no later than end of business on Tuesday, July 19th. Thank you for your patience during this delayed time. As always, please contact me with any questions. 7/12/16: All PRS issues have been resolved. You should be able to add, copy, edit and create Support Services. Please let me know if you have any problems. 7/11/2016 We are still trying to fix the 'copy' function on the work record and will let you know as soon as this is resolved. 7/7/2016 IPS Support Services workaround: For a temporary work around, after you have entered the work record and saved it. You can go back in to the work record, and select from the yellow ribbon “Add SMI Support Services”. 7/6/16 You should now be able to enter work records again - **If entering manually, you must add a new work record, the copy function will not work until you enter work records for August for the next fiscal year. 7/1/2016 We are currently experiencing problems entering work records for SFY16. We are working on resolving the issue and will update this announcement page when it has been corrected. Thank you for your patience. Wendy 06/21/2016 REMIINDER that all SFY '16 data must be entered no later than July 30, 2016. Any pay period end dates that end in June will not be accepted after 7/30. Pay periods ending in July 2016 or later can be entered after you SFY17 contract is enabled. As always, Please let me know if you have any questions. Thank you, Wendy ***********************************MAY 19,, 2016************************************************* When entering work records for CE and SE, please select the "CE - Old" and "SE - Old" for subprogram options. The other 'new' programs will become effective with July 1st 2017 records. The Work record Template has been updated to reflect these changes. ***************************************MARCH 10, 2016******************************************** Attention users, we have a New website address for PRS: You will be re-directed to https://apps.deed.state.mn.us/mnee/ going forward. Please bookmark the new address. After 8/1/2016, the old positivelyminnesota site will no longer be available. If you have any questions, as always, please feel free to contact me. Thank you. Wendy ********* 10/16/15 **Changes to Consumer Record - we will be removing the "Age of Onset”, "Marital Status” and the "Criminal History" data sections from the required elements on the demographic information page. Please let me know if you have any questions/concerns. Thank you, Wendy 8/7/2015 All EE Basic Contracts for SFY15 are now on "Hold/Ready for Audit". 7/16/2015 All IPS data is due into PRS by end of business tomorrow - 7/17/2015 - this is to allow for those programs who were not able to enter by the deadline of the 15th. ****EE Basic data is due by July 30th. 7/14/2015 *****REMINDER**** The last day to submit data for SFY 2015 is July 30th. No additions, edits or amendments can be made after this date. 7/1/2015 - Reminder - All data entry for SFY 2015 must be completed no later than 7/30/2015. After this date, the system will not allow any changes for the fiscal year. 2/19/15 - The 'new job' button is a yes or no. You would click yes if this is a new job for the worker. Effective 2/12/15 – New upgrades and changes to current PRS system; *The work record will now have a radio button to indicate if the work record (job) is new - it is now a required field – please note the Work Record Template has been changed to accommodate this change *For IPS consumers, when entering a work record you will be directed to the support service tab when saving the record - all work records require support services attached ******** *** Postponed - - -New required field in PRS. 12/16/2014 New Job field on the PRS work record tab is new required field. Upload providers please use the new Work Record Upload template. 12/3/2014 All PRS users will be required to change passwords every 45 days. If you need assistance, please contact your Provider Administrator. *** New required fields in PRS. 10/1/2014 Referral Source and Referral Date fields on the PRS demographics tab will now be a required field. (We need to have accurate information to use in planning and evaluating trends.) 7/18/2014 - REMINDER- - When you enter new work records for a new fiscal year, you will need to re-enter employer information, etc. Please make sure you enter the Employer Name exactly as it was in the previous fiscal 1/23/2013 REMINDER that when you "amend" a work record to ZERO out the hours and wages. You can then add a new work record with the correct amounts. 8/21/2012 - REMINDER that Providers WILL have to create the first record for a fiscal year instead of copying from the last fiscal year. After the first record is entered, then the copy function within that fiscal year will work. 12/8/2011 PRS DATA ENTRY * IMPORTANT REMINDER: When you enter the “Employer Name” on the Work Record, please remember to select the last work record and copy. 5/10/2011 REMINDER. As users of this system terminate employment, please contact Wendy Keller at wendy.keller@state.mn.us to terminate access immediately. If you need to add a new System Administrator, please complete the Security Access Request form under Record Management - Security Forms, and send to Wendy Keller. System Administrators at each facility are responsible for adding/updating and inactivating staff. WE HAVE ADDED the ONET code for PAID BENEFITS (99-9997.00) so users can enter that code into work records. Please contact Wendy Keller (651)259-7376 or wendy.keller@state.mn.us with questionsThanks. Continue to watch this space for any announcements on system upgrades, tips and Extended Employment information.