4.12 - EMPLOYMENT SERVICES PROVIDER (ESP) FUNCTIONS
ISSUE DATE: 10/2026
SNAP E&T providers have certain functions and responsibilities. Follow the provisions of this section for SNAP E&T provider responsibilities.
Each Employment Services Provider (ESP) operates under a formal written agreement with a county agency, Tribal Nation, the Department of Children, Youth, and Families (DCYF), or the Department of Employment and Economic Development (DEED), to provide SNAP E&T services to Supplemental Nutrition Assistance Program (SNAP) recipients. Services may begin as early as the date SNAP eligibility is approved. Responsibilities of the ESP include:
| | Individuals must participate in SNAP E&T knowingly. Providers must establish and follow a process to document each participant’s intentional decision to participate in the program. This documentation may be maintained in any consistent and verifiable manner determined by the provider. When program intentionality is not documented, this is considered data matching. Data matching occurs when a provider identifies individuals receiving SNAP and enrolls them in SNAP E&T without their knowledge or consent. In summary, participants must be informed about SNAP E&T and their decision to participate must be clearly documented. For example, intentionality could be demonstrated by the inclusion of an additional statement on enrollment forms or a Workforce One (WF1) case note documenting a conversation with the participant. |
● | ELIGIBILITY VERIFICATION |
| | Participant eligibility verification is required prior to enrolling an individual in SNAP E&T and before requesting reimbursement for services each month. A participant must be on SNAP at the time the cost was incurred, regardless of when billing for the service took place. It is the responsibility of the provider to verify participant eligibility each month utilizing the MAXIS eligibility system. Verifying SNAP eligibility each month includes assessing whether or not the person is a Time-limited Recipient (TLR) as this may affect the type of services offered. If an individual is not receiving SNAP, they cannot participate in SNAP E&T, unless they are open in Job Retention Services (see 5.15 in this manual for more information on Job Retention Services). |
Enrollment in the program includes answering the required enrollment questions and entering the information into WF1, including the SNAP E&T referral date. The Eligibility and Enrollment form can be found on Minnesota’s SNAP E&T website.
· REFERRAL DATE· Eligibility workers must complete a SNAP E&T screening for all unit members ages 16 and older at application and recertification. This includes providing general information about SNAP E&T, determining if anyone in the household is interested in learning about education, training, or job search assistance, and referring those that are. A SNAP E&T provider cannot enroll a participant without a referral from eligibility.· When a referral to SNAP E&T is made, eligibility workers must update the STAT/WREG panel in MAXIS with the date the referral was made. On the STAT/WREG panel, this date can be found on the SNAP E&T Referral Date field. There must be a date in this field prior to enrollment in SNAP E&T. This date must match the date entered on the enrollment page in Workforce One (WF1).· If there is no date in the SNAP E&T Referral Date field, the provider must reach out to the SNAP eligibility worker to ask if a SNAP E&T screening has been completed and request that a date be entered once screening is complete. Provide the worker with the date that should be entered; this would likely be the date the provider initially connected with the participant.
● | EMPLOYABILITY ASSESSMENT |
| | · Explain the benefits of participation, including the support services that may be available, program expectations, and ensure the participant is aware of their enrollment in the program and understands that their participation is voluntary.
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| | · Assess the participant’s literacy level and refer the participant to local literacy programs when appropriate. This assessment may use a formal placement exam, observation, conversation with the participant, or a combination of these.
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| | · Identify Time-limited SNAP Recipients (TLRs) who have time-limited SNAP eligibility, so that potential work or work program activities can be quickly developed to help them earn additional months of SNAP benefits.
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| | · Identify strengths, barriers, interests, employment history, and goals, as well as the need for support services such as transportation, purchase of equipment or tools. |
| | · Develop and implement the participant’s EP within 30 days of enrollment, so that the participant can successfully complete the plan and find employment.
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| | · Employment plans must contain, at a minimum, the date the plan was created, proposed employment and training activities, employment goal(s), participant signature, any other information relevant to employment and training.
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| | · Monitor participant performance and participation and modify the participant’s EP as necessary. The EP must be updated and revised as the participant’s circumstances change, but not less than once per year. |
| | · Provide the county or tribal human services office with information that may affect a participant’s SNAP program eligibility, or benefit amount, such as anytime a participant’s employment status changes.
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| | · Notify the county or tribal human services office anytime a participant has failed, without good cause, to accept a bona fide offer of suitable employment. For information regarding suitable employment, see CM 0028.18.03 (Suitable/Unsuitable Work). The eligibility worker must make the final determination of good cause.
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| | · Notify the county or tribal human services office by the 10th of the following month, anytime a time-limited participant meets their work requirement, and how long this is expected to continue.
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| | · If either the eligibility worker or ESP become aware of circumstances that indicate a participant’s exemption status has changed, inform the other of the change. The eligibility worker should then review the participant’s exemption status. If the participant has become exempt, the eligibility worker must notify the participant, update the MAXIS exemption code on the WREG panel and redetermine if the TLR months were counted properly. The participant may continue to participate in the SNAP E&T program. |
| | A provider determination is a notification issued when a provider has decided that they are unable to serve a person in their program. This occurs when a person wishes to participate in SNAP E&T, but the provider is unable to support them. The provider must send a Provider Determination Form (DHS-8205) to the county or Tribal Nation eligibility staff within 10 days of making a determination.
A provider determination must be issued when both of the following are true: |
| | · A person receiving SNAP wants to participate in a component of the SNAP E&T program.
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| | · A provider is unable to serve them in employment and training because it is determined that they would be unable to be successful in the program. |
| | The determination is most likely to be issued after assessment, but the provider may issue it at any time.
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| | A provider determination does NOT need to be issued when: |
| | · A participant elects not to participate in SNAP E&T either by notifying staff or through loss of contact.
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| | · A participant is initially interested in SNAP E&T, but the provider is able to offer another employment and training program (such as a Workforce Innovation and Opportunity Act program) that the participant is willing to engage in and in which the participant may be successful.
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| | · New barriers are discovered that require the provider to make a change to a participant’s employment plan, which can still be addressed through SNAP E&T or another employment and training program offered by that provider. (Note: The Department of Human Services will require information about these participants from providers and intermediaries quarterly via the quarterly report).
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| | · A participant completes participation, or is enrolled with one provider and is referred to another provider for another service (co-enrollment). |
Provider determination process:
Step 1: Provider determines that a person is unable to be successful in the employment and training services offered at their organization, but the person still wishes to participate.
Step 2: Provider discusses concerns with the person.
Step 3: If a provider is unable to offer another employment and training program or SNAP E&T activity in which the person could be successful and the person wants to receive employment and training services, a provider will discuss this with the person and complete a Provider Determination Form (DHS-8205). Within 10 days of a determination, the provider will complete all sections of the form and send to the county or Tribal Nation eligibility staff. Use encrypted email to send this form. For assistance arranging a secure file transfer, reach out to state SNAP E&T staff.
Step 4: Upon notification of a provider determination, the eligibility worker must either re-assess the recipient for possible work registration exemptions, or re-refer the recipient to another provider or service. The eligibility worker must notify the recipient within 10 days that a provider determination has been issued, and the steps the worker intends to take. If the recipient is time-limited and the provider determination recommends reassessing work registration status, eligibility must attempt to contact the recipient by phone or email as well.
● | COORDINATION AND PROGRAM RECORDS |
| | · If a participant is enrolled with another SNAP E&T provider, refer to Workforce One (WF1) regarding program activities and outcomes, expenditures, individual participant services and progress. Communicate regularly with the other service provider to ensure services are not duplicated.
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| | · Maintain needed program files and documentation, and record relevant participant data on the WF1 system as necessary. When a participant moves to a different county or there is a change in service provider, the former county or service provider must make program documents and information available to the new county or the new provider.
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| | · The records retention policy for SNAP E&T is available on the Minnesota Department of Human Services web site by searching “County Human Services General Records Retention Schedule”. Agencies may choose an electronic or paper format. This includes the WF1 Electronic Document Storage (EDS), which meets the minimum requirement, or an agency specific electronic storage system.
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| | · The ESP must have ongoing contact with the participant to determine progress, compliance, and any counseling or service needs. The ESP must have, at minimum, 1 monthly contact with each participant for these purposes, and this contact must be case noted in WF1 under the SNAP E&T program. |
| | A participant record recounts the story of the activity(ies) the participant is engaged in and the services provided. Regular case notes provide documentation of the details and rationale for these activities and services. A SNAP E&T case note must be entered in WF1 at a minimum of once per month.
At minimum, case notes must contain the following:
- Date of the event.
- Category or purpose of contact (intake, employment/service plan, check-in, etc.).
- Summary of correspondence or conversation
- When providing a support service, the case note must identify how the support service relates to the activity.
It is important that documentation be done in an objective and fact-based manner with the understanding that case notes may be reviewed and used by other providers and professionals, as well as by the participant.
Case notes about medical information should contain only the minimum necessary information. The following are best practices when documenting this type of information:
- Rarely include an actual diagnosis.
- Use general language.
- Examples include: “Medical condition present. See case file.” or “Medical condition restricts activities. See case file.” or “Mental health condition restricts activities. See case file.” |
● | OPENING AND CLOSING ACTIVITIES |
| | An activity must only be opened when a participant is actively engaged in that activity, not just planning to participate in it. Likewise, the activity must be closed when the participant is no longer engaged. Determine at this point whether or not the person record should be exited. |
● | CAPTURING CREDENTIALS AND MEASURABLE SKILL GAINS |
| | ESPs are required to capture credentials and Measurable Skill Gains (MSGs) in WF1.
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| | A credential is required when certain education or training activities are closed in WF1 or when exiting the participant record. WF1 will create a pending credential when certain education or training activities are opened. Recognized credentials reflect technical or industry/occupational skills for the specific industry/occupation rather than general skills related to safety, hygiene, etc., even if such general skills certificates are broadly required to qualify for entry-level employment or advancement in employment. Physical documentation is optional; a participant’s verbal statement is acceptable but must be documented in case notes. The following is a list of the type of credentials and certificates that must be recorded: · GED attainment· High school diploma· Occupational skills certificate· Technical/Occupational skills license· Certificate of completion of ESL/ELL· Certificate of an apprenticeship· AA or AS degree
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| | The following activities require the entry of a credential upon activity closure: Basic Education and/or Foundational Skills Instruction, Integrated Education Training (IET)/Bridge Programs, English Language Acquisition, Career and/or Technical Education Programs or Other Vocational Training, Internship, and Apprenticeship. |
| | The MSG is an indicator designed to measure in-progress skill gains made by the program participants in education or training activities during a program year. There are four MSG options in WF1, each option has specific criteria. An MSG must be made during any program year where a participant is in training or education for at least one day regardless if the participant exits during the program year. An MSG must be obtained and recorded in WF1 at least annually, and at the end of an academic term when the Career and/or Technical Education Program activity is open. Physical documentation is optional; a participant’s verbal statement is acceptable but must be documented in case notes. The four MSGs in WF1 are: · Educational Functioning Level (EFL): There is no set or required testing tool that must be used. However, the testing tool must be an objective exam, test or assessment done by an evaluator, and have pass/fail benchmarks. In addition, the exam, test, or assessment must be required for entry or advancement in a particular occupation OR required for the completion of a credential.· Secondary or Post Secondary Transcript: Record the most recent date of the participant’s transcript or report card. A copy of the actual transcript is not necessary. This information must be captured each quarter/semester. · Skills Progression: Successful passage of an exam that is required for a particular occupation or progress in attaining technical or occupational skills. This could be obtaining a CDL or passing a welding certification exam.· Training Milestone: Progress report from the employer or training provider. This MSG is for the On-the-Job Training (OJT) or Apprenticeship activities only. |
| | The following activities require the entry of an MSG as progress is made: Basic Education and/or Foundational Skills Instruction, Integrated Education Training (IET)/Bridge Programs, Work Readiness Training, English Language Acquisition, Career and/or Technical Education Programs or Other Vocational Training, Internship, Apprenticeship, On-the-Job Training, and Transitional Jobs. |
● | EXITING A PERSON FROM THE PROGRAM |
| | · Due to SNAP closure: Exit the person’s SNAP E&T record in WF1 within 30 days of SNAP closure (or as soon as the benefit end date is known if beyond 30 days), unless they are open in the job retention activity. The exit date must be backdated to the last day of the month SNAP benefits were received. For example, a November closure would have an exit date of October 31.
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| | · Due to no longer being engaged: Exit the person’s SNAP E&T record in WF1 within 60 days of non-engagement. The record should be exited within 60 days of failed contact and a corresponding exit date entered. If the participant is a SNAP eligible student based on enrollment in SNAP E&T, the employment counselor must also communicate this with the county or tribal human services office.
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| | · Participant request: Exit the person’s SNAP E&T record in WF1 immediately upon participant request. |
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