Specifications include, but are not limited to: STATE is soliciting proposals for an entity to provide fiscal agent services for self-directed supports. The fiscal agent must process payroll checks, reimburse vendors for a variety of services, and provide customer support to clients, families/legal decision makers, Developmental Disabilities (DD) Program Managers, and STATE. Additionally, the fiscal agent must have an understanding of the Medicaid 1915(c) waiver guidelines for financial management in self-direction. Per CMS guidelines, STATE may be required to amend performance measures in the 1915(c) Medicaid waivers; if these changes would impact the successful offeror’s work processes, STATE will work with successful offeror to address accordingly. The successful offeror must: 1. Verify provider/vendor qualifications. 2. Conduct background checks and maintain a file of the results per the state’s policy. 3. Withhold, file, and pay all applicable federal and state employment related taxes (e.g. FICA and FUTA, SUTA). 4. Process and disburse employees’ payroll checks and vendor reimbursements as identified in the client’s approved plan and budget. 5. Track authorization amounts, amounts paid, and service limits on an individual and statewide basis 6. Provide a monthly, detailed expenditure report for the client/family and STATE, including funding authority remaining in the quarterly individualized budget. 7. Provide initial and ongoing training for clients, service managers, program managers, vendors, and other partners. Trainings will be provided via a variety of methods, such as webinars, pre-recorded videos available on the offeror’s website, in-person, etc., to be determined between STATE and offeror. 8. Distribute information to clients and families that is clear and identifies their responsibilities for self-direction and working with the fiscal agent. 9. Provide technical assistance to clients/families, independent providers, vendors, and STATE. 10. Establish a process for resolving discrepancies or concerns. 11. Establish and maintain bonding and registration with the North Dakota Secretary of State. 12. Distribute IRS, W-2’s, Wage and Tax Statements, and related documentation annually to all support workers who meet the statutory threshold earnings amounts during the tax year by January 31. 13. Assure that employees are paid hourly rates in accordance with the federal and state Department of Labor Fair Labor Standards Act (FLSA). 14. Process all judgments, garnishments, tax levies, or any related holds on an employee’s funds as may be required by local, state, or federal laws. 15. Have a disaster recovery plan for restoring software and master files and hardware backup if management information systems are disabled so that continuation of payroll and invoice payment systems remain intact. 16. Accurately and timely submit reimbursement to STATE’s Medicaid Management Information System (MMIS) for authorized services. 17. Respond to all federal or state audits. 18. Annually conduct satisfaction surveys.
