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24.13 Workforce One Electronic Document Storage Requirements
ISSUE DATE: 02/2024
DHS requires certain documents to be uploaded to Workforce One EDS. This guidance applies to all county and Tribal Nation MFIP/DWP Employment Service Providers.
Utilizing the WF1 EDS system creates consistency in document storage, a streamlined the process for transferring cases, and ensures documents are available for county and Tribal Nation MFIP/DWP employment services case files for the TANF WPR Case File Documentation Reviews.
The following chart contains a list of required and optional documents to be uploaded into WF1 EDS. Documents denoted with an asterisk are required.
The chart also indicates which EDS Document Type and EDS Document Name is chosen when uploading the document. The EDS User Defined Document Name are suggestions to further categorize specific documents.
Document Name | EDS Document Type | EDS Document Name | EDS User Defined Document Name |
N/A | Appeals and Complaints | Sanction Document | N/A |
N/A | *Appeals and Complaints | * Appeal | N/A |
N/A | Appeals and Complaints | Verification of Good Cause | N/A |
Brief Screening Tool for Special Learning Needs (DHS-3504) | Assessments | Skills Assessment or Inventory | N/A |
MFIP Special Learning Needs Scoring Form (DHS-3504A) | Assessments | Skills Assessment or Inventory | N/A |
Other Assessment Forms | Assessments | Skills Assessment or Inventory | Examples: WorkKeys, other assessments |
MFIP Self-Screen (DHS-3482) | Assessments | Assessment | N/A |
MFIP Self-Screen Scoring Form (DHS-3482A) | Assessments | Assessment | N/A |
Personality Assessment | Assessments | Personality Assessment or Inventory | N/A |
Extension Assessments and Documents | Assessments | Assessment | Example: 48 Month Interview Paperwork |
Face to Face Extension Checklist | Assessments | Assessment | N/A |
Employability Measure | Assessments | Assessment | N/A |
Interests and Skills Summary Sheet (Assessment Summary) | Assessments | Interest Assessment or Inventory | N/A |
Job Search Readiness Checklist | Assessments | Job Search Readiness Checklist | N/A |
Self-Directed Search (SDS), Career Assessment Inventory (CAI), Campbell Interest and Skill Survey (CISS) | Assessments | Career Assessment | N/A |
TABE Test | Assessments | Reading, Math Assessment | N/A |
Employment Service Responsibilities, Rights and Consent (DHS-3172) | Consent, Release of Information | Rights and Responsibilities | N/A |
MFIP Overview Checklist | Consent, Release of Information | Overview Document | N/A |
Notice of Privacy Practices (DHS-3979). | Consent, Release of Information | Data Privacy Form or Tennessen Notice | N/A |
blank | Consent, Release of Information | Equal Opportunity (EO), How We Use your Personal Information | N/A |
Notice of Requirement to Attend MFIP Overview (DHS-2929) | Consent, Release of Information | Overview Document | N/A |
Blank | Consent, Release of Information | Consent to Share Wage and Employment Information | N/A |
Release of Information | Consent, Release of Information | Consent for Release or Exchange of Information | Example: Consent for credential training |
Authorization to Communicate Through Email and Texting | Consent, Release of Information | Authorization to Communicate via Email and Texting | N/A |
Letters | Correspondence | Letter | Examples: correspondence with participant |
Email Correspondence | Correspondence | N/A | |
*MFIP Notice of Intent to Sanction (DHS-3175) | *Correspondence | *Non-Compliance Letter or Failure to Comply Notice | Example: NOITS if completed in paper form |
Sanction Outreach | Correspondence | Non-Compliance Letter or Failure to Comply Notice | N/A |
Background Check | Court and Legal | Background Check or Criminal History Record | N/A |
N/A | Court and Legal | Court Document, Order Document or Record | N/A |
N/A | Court and Legal | Other Legal Document | N/A |
Books and Fees/Supplies Statement | Education and Training | School Books or Supplies List | N/A |
*Class Schedule | *Education and Training | *Class List or Schedule | Example: 2020 Spring Semester |
Credential | Education and Training | Credential | N/A |
*Credit Hour/Study Time Policy | *Education and Training | *Verification of School Attendance or Progress | Example: School Attendance Log (Agency Form) |
*Study Time Statement | *Education and Training | *Study Time Statement | Example: Century College Blanket statement, 2018 |
Diploma/Degree | Education and Training | Certificate of Attendance or Completion | N/A |
Education Career Assessment Guide | Education and Training | Career Assessment Guide | N/A |
FAFSA | Education and Training | FAFSA (Free Application for Federal Student Aid) Report | N/A |
Fee Statement | Education and Training | Financial Aid Award Letter or Fee Statement | N/A |
Financial Aid Award Letter | Education and Training | Financial Aid Award Letter or Fee Statement | N/A |
Financial Aid Information Form | Education and Training | Financial Aid Information Form (DHS-2646) | N/A |
*Grades / Transcripts | *Education and Training | *Grades or Transcripts | N/A |
*Minnesota Family Investment Program (MFIP) education activity log (DHS-4209N) | *Education and Training | *Verification of School Attendance or Progress | Examples: Education Activity Log, Dates of Log |
Post-Secondary Training Checklist | Education and Training | Post-Secondary Training Checklist and Request | N/A |
*Request for Verification of School Attendance/Progress (DHS-2883) | *Education and Training | *Verification of School Attendance or Progress | N/A |
*MFIP Education and Training Guide/Occupational Training Packet | *Education and Training | *Education Plan | N/A |
Cover Letter | Employment | Cover Letter | N/A |
Employee's Injury Report to Employer/Witness Report (all) | Employment | Workers Compensation Record or Claim | Examples: Proof of Income, Disability Status |
*Employment Plan Signature Page | *Employment | *Employment Plan Signature Page | N/A |
*Employment Verification Form (DHS-2146) | *Employment | *Authorization for Release of Employment Information (DHS-2146) | N/A |
*Employment Verification | *Employment | *Employment Verification | Examples: proof of employment status/information, letter from employer, subsidized employment information |
Injury Protection Program (IPP) - First Report of Injury (DHS-3995) | Employment | Injury Protection Program (IPP) | Example: First Report of Injury |
Injury Protection Program (IPP) - Participant Information & Authorization to Release | Employment | Injury Protection Program (IPP) | N/A |
Injury Protection Program (IPP) - Participant Injury Status Report (DHS-3997) | Employment | Injury Protection Program (IPP) | N/A |
Injury Protection Program (IPP) - Participant Medical Referral and Medical Care | Employment | Injury Protection Program (IPP) | N/A |
MFIP Paid Work Experience Program Participant Information | Employment | Paid Work Experience Program Participant Information | N/A |
*Employment Plan (DHS-4209: 4209A-4209M) | *Employment | *Employment Plan | N/A |
*Job Search Activity Log (DHS-5784) | *Employment | *Job Search Activity Log | Example: Week of 8/2/20-8/2/20 |
OJT Contract | Employment | On-the-Job Training (OJT) Contract or Documentation | N/A |
Pay Stubs | Employment | Pay Stub or Check Stub | N/A |
Resume | Employment | Resume | N/A |
Safety Training/Compliance Agreement | Employment | Work Site Agreement | N/A |
Sample Application for Employment | Employment | Sample Application for Employment | N/A |
*Self-Employment Plan | *Employment | *Business Plan | N/A |
WEP Time Card | Employment | WEP Time Card | N/A |
Work Experience Evaluation | Employment | Work Experience Evaluation | N/A |
Worksite Agreement | Employment | Work Site Agreement | N/A |
*Authorization for Release of Employment Information (EVF) | *Employment | *Authorization for Release of Employment Information | N/A |
*Social Service Activity Log | *Employment | *Job Search Activity Log | Examples: Week of 8/2/20-8/2/20, August 2020 |
Temporarily Unemployable Participant | Employment | Employability Assessment | N/A |
Internship Evaluation | Employment | Internship | N/A |
*Layoff Notice | *Employment | *Layoff Letter, Notice, or List | N/A |
N/A | Employment | Professional References | N/A |
N/A | Employment | Union Statement | N/A |
Direct Deposit form | Financial - Assets, Income | Direct Deposit Form | N/A |
N/A | Financial - Assets, Income | Car Title | Example: Proof of assets (vehicle value) |
N/A | Financial - Assets, Income | Title/Deed Paper | Example: Proof of assets (property value) |
N/A | Financial - Authorizations, Purchase Orders, Payments | Authorization | N/A |
N/A | Financial - Authorizations, Purchase Orders, Payments | Purchase Order | N/A |
N/A | Financial - Bills, Expenses | Transportation Support Request | N/A |
N/A | Financial - Bills, Expenses | Bill or Bill Statement | Example: Proof of Expenses |
N/A | Financial - Bills, Expenses | Bus Card Distribution Tracking Log | N/A |
N/A | Financial - Bills, Expenses | Child Care | Example: Proof of Expenses |
N/A | Financial - Bills, Expenses | Day Care Provider Statement | Example: Proof of Expenses |
N/A | Financial - Bills, Expenses | Estimate or Quote | N/A |
N/A | Financial - Bills, Expenses | Invoice and Supporting Documents | N/A |
N/A | Financial - Bills, Expenses | Receipt | Example: Proof of expenses |
N/A | Financial - Bills, Expenses | Lease Agreement | Example: Proof of Expenses |
Mileage Form/Proof of Mileage | Financial - Bills, Expenses | Mileage Form or Log | N/A |
Vehicle Insurance Card | Financial - Bills, Expenses | Insurance (Car, Property) | Example: Proof of expenses and residency |
Obligation Worksheet | Financial Other | Obligation Form | N/A |
W-4 | Financial - Taxes | W-4 | N/A |
Birth Certificate | Identity | Birth Certificate | Examples: Proof of identity, citizenship, name |
Driver’s License | Identity | Driver’s License | N/A |
Immigration and Naturalization Document | Identity | Immigration and Naturalization Document | N/A |
Permanent Resident Card | Identity | Permanent Resident Card | N/A |
State ID | Identity | State ID | N/A |
*Medical Opinion Form (DHS-2114) | *Medical | *Request for Medical Opinion (DHS-2114) | N/A |
N/A | *Medical | *Assessor/Treatment Provider Report (DHS 4316) | Example: Proof of Health Conditions |
N/A | *Medical | *Chemical Dependency Evaluation | N/A |
N/A | *Medical | *Doctor's Statement | N/A |
N/A | Medical | Health Insurance Card or Medicare Card | N/A |
Medical Opinion Form (County Specific Form - NOT DHS-2114) | *Medical | *Medical Document, Form, Record, or Report | N/A |
N/A | *Medical | *Physician Certification (DHS-1503) | Example: Proof of Health Conditions |
N/A | *Medical | *Psychological Document, Form, Record, or Report | N/A |
N/A | *Medical | *Social Worker Document or Statement | Example: Proof of Family Status |
DWP/MFIP Employability Assessment | Program Specific | Intake | N/A |
*FSS Case Review/FSS Pre-Sanction Checklist/Screening | *Program Specific | *Family Stabilization Services (FSS) Eligibility | Examples: FSS Pre-Sanction Checklist, FSS Eligibility Screening Form |
Referrals | Program Specific | Referral | N/A |
Child Care Requests | Program Specific | DWP/MFIP Child Care Transmittal, Request for Authorization | N/A |
MFIP Extension Decision Form | Program Specific | Extension Decision Form | N/A |
Participant Case Transfer Form | Program Specific | Case Transfer Checklist | N/A |
*Diversionary Work Program/Minnesota Family Investment Program Employment | *Program Specific | *DWP/MFIP Employment Services Referral (DHS-3166) | Example: Referral if completed in paper form |
DWP/MFIP Observation Checklist (DHS-3483). | Program Specific | DWP/MFIP Observation Checklist (DHS-3484) | N/A |
*DWP/MFIP Status Update Form (DHS-3165) | *Program Specific | *DWP/MFIP Status Update Form (DHS-3165) | Examples: Emailed Status Update, County Specific Status Update Form |
*Family Violence Referral (DHS-3323) | *Program Specific | *Family Violence Referral (DHS-3323) | N/A |
N/A | *Program Specific | *Family Violence | Example: Verification |
N/A | *Program Specific | *Family Violence Waiver Safety Plan | N/A |
N/A | Program Specific | Volunteer Transportation Referral Form | N/A |
N/A | *Program Specific | *Uncompensated Work Experience | Example: Activity Log |
N/A | Program Specific | Sanction Policy Case Review | N/A |
Notice of Intent to Sanction (NOITS) | Program Specific | Notice of Intent to Sanction (NOITS) | N/A |
N/A | *Other | *Battered Women's Shelter Statement | N/A |
N/A | Other | Interpreter and Translator Services | N/A |
N/A | Other | Landlord Statement | Example: Proof of Residency |
N/A | *Social Security | *Social Security Administration (SSA) Letter | Example: Proof of Disability Status |
N/A | Veterans | DD -214 Form | N/A |
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