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Consumer Directed Community Support (CDCS) Manual

Consumer Directed Community Support (CDCS) Manual


Financial management services (FMS) documentation and reporting

This page does not include policy for unbundled service categories. For the new version of this page, refer to CDCS Manual – FMS documentation and reporting (unbundled).

Page posted: 10/15/18

Page reviewed:

Page updated:

Legal authority

Federally approved BI, CAC, CADI, DD and EW waiver plans, Alternative Care (AC) program (Minn. Stat. §256B.0913)

Unbundling project

Effective Feb. 1, 2025, DHS will start the rolling implementation of the CDCS unbundling project. The current CDCS policy and CDCS unbundling project policy will be in effect at the same time. For more information, refer to the Dec. 10, 2024, eList announcement.

This page does not include policy for unbundled service categories.

Definition

Financial management services (FMS) provider: A Minnesota Health Care Programs (MHCP)-enrolled organization that a person uses to help them with employer-related responsibilities and financial management service tasks. For more information about the services, refer to CDCS Manual – Financial management services.

Overview

Documentation

FMS providers must maintain records to track expenditures, including time records of people paid to provide supports and receipts for any goods purchased. A clear audit trail is required.

Reporting

FMS providers are required to provide the person and the lead agency with summaries of what services and goods were billed.

Documentation

FMS providers must receive a copy of the person’s CDCS Community Support Plan approved by the lead agency. All payments and reimbursements made to the person, workers or vendors and claims submitted to DHS must correspond with the services, goods, rates, amounts, frequency and timeframes as authorized in the person’s CDCS Community Support Plan.

FMS providers must maintain records to ensure a clear audit trail and track all CDCS spending, including:

  • · Timesheets of people paid to provide supports.
  • · Receipts that include date of purchase, vendor contact information, cost and description of item(s) for any goods purchased.
  • · Invoices.
  • · Payroll summaries.

    • The records must be maintained for a minimum of five years from the claim date and must be available to DHS for audit or review upon request.

    Reports to the person and lead agencies

    FMS providers must provide:

  • · Monthly summaries to each person about the total CDCS services that were billed, including charges for the FMS provider and balances of authorized budgets.
  • · Quarterly written summaries to the person’s lead agency about the total CDCS services that were billed, including charges for the FMS, and balances of authorized budgets.
  • · Monthly reports when a certain amount of over- or under-spending occurs for a person.

    • FMS providers also must provide reports to the person and lead agencies when:

  • · Workers are paid overtime.
  • · The person overspent their funds.
  • · The person underspent their funds.
  • · The lead agency requests summary data.

    • For more information about types and frequency of reports, refer to CDCS Manual – FMS reports to lead agencies and people/families.

    Additional resources

    CDCS Manual – FMS
    CDCS Manual – FMS providers
    CDCS Manual – FMS reports to lead agencies and people/families

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