11.3.6 Unpaid Work: Documenting/Tracking
ISSUE DATE: 08/2023
Workforce One - Unpaid Work Experience
Activity Type in Workforce One.
| Uncompensated work experience.
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Workforce One Employment Plan Section
| Uncompensated work.
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TANF Work Participation Rate - Unpaid Work Experience
Core or non-core activity.
| Core.
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How to determine maximum hours for this activity.
| To determine the hours for any unpaid work activity other than court-mandated community service:
1. Do the calculation to determine the maximum hours the Fair Labor Standards Act will allow the participant. For instructions, see 11.12 (Fair Labor Standards).
2. Ensure that the participant is not exceeding the number of hours identified by the Fair Labor Standards Act calculation.
3. Do not require the participant to do more hours than required for the Work Participation Rate.
4. Case the note the calculations. May need to recalculate hours if the monthly grant changes.
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How to track hours.
| Enter the actual number of hours in Workforce One.
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Documentation and Verification - Unpaid Work Experience
Who collects the documentation?
| The employment counselor.
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Which documents meet the requirements?
| · Time sheet.· Work Activity Verification Log (DHS-4897) (PDF).· Similar document.· Case notes that confirm the activity meets MFIP requirements for unpaid work. |
What information needs to be included in the verification?
| · The participant’s name.· Days worked.· Actual number of hours worked each day.· Name of worksite supervisor.· Worksite supervisor’s signature and phone number.
If the worksite supervisor has not signed the form and the participant is unable to get that signature:
· Have the participant sign a release of information form.· Contact the worksite to verify that the hours are correct.· Sign the form.· Case note the conversation with the worksite supervisor.· If the worksite supervisor is unavailable to sign the timesheet, another responsible individual who is employed by or stationed at the worksite may do so. Name and phone number of the other responsible individual are required.
Case notes should include how the unpaid work enhances the person’s employability.
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When is the documentation due?
| Monthly.
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Where should documents be kept for this activity? | In the participant’s case file.
Follow the County’s or tribe’s human services general records retention schedule.
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Who provides daily supervision?
| The supervisor at the work site. This should be a person the participant reports to at least daily.
Supervision includes: · Developing the participant’s work schedule.· Overseeing the work schedule and assignments.
To avoid any confusion, the Minnesota Department of Human Services recommends that worksites and employment services agencies develop a written agreement about who is providing daily supervision.
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Who or what standard determines acceptable performance?
| The worksite.
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Related Links - Unpaid Work Experience
· Fair labor Standards: 11.12 (Fair Labor Standards).· No displacement of other paid employees, see 23.27 (Non-Displacement).
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