NF Employee Scholarship Program New Scholarship Reporting Procedures

1. NF Employee Scholarship ProgramNew Scholarship Reporting Procedures Nursing Facility Rates and Policy Division (NFRP) MN Department of Human Services 11/10

2. Overview New Procedures • Access to Provider Portal / Logon • Locating Scholarship Section • Entering New Scholarship Records • Example Case • Editing Scholarship Records • Checking for Errors/Submitting Final Records • Q/A

3. Access to the Provider Portal • Obtain Permission/s From NF to Access Portal • Obtain Logon Credentials • If you are not granted access to the portal • Communicate scholarship info to the staff person entering the cost report data • Excel Template • Some other internal form/method

4. DHS Login Page Go to the Provider Portal Access Page: https://nfportal.dhs.state.mn.us > Enter Username and Password • Click on “Log In” • Forgotten Your Username? • Contact Gary C. Johnson 651-431-2279 or Bev Milotzky 651-431-2277

5. Locating the scholarship section 1) Click on “Open the 9/30/10 Cost Report”

6. Locating the Scholarship Section 2) Click on section “7. Scholarship Expenses”

7. Entering New Scholarship Records 3) Click on “Add New Scholarship Record”

8. Entering New Scholarship Records • Enter information for each individual scholarship • Fields with options have “drop-down” boxes • Scroll down and select option or “other” • Select option that best describes • Some fields require explanations (e.g. “other”) • Answer/Explain completely – Important !

9. Entering New Scholarship Records 4) Enter Scholarship Information Carefully follow scholarship instructions provided through DHS website and provider portal

10. Example Case Enter Facility Contact Information This information will be auto-filled to successive scholarship forms

11. Example Case Select Position at time of scholarship: An error message will appear for positions that are ineligible for the scholarship

12. Example Case Facility operating on accrual basis may possibly submit scholarships paid after the report period-Check with your Finance Department

13. Example Case In the Educational Data’s “Level” section, if you select options #6 , #7 , or #8 - a wage increase or bonus may be required in order for the scholarship to be eligible.

14. Example Case If you select option ‘Other,’ in position, program, level (options #6-8), institution, career advancement, a field will appear below for you to provide a description.

15. Example Case Date Training Began Enter the date the course, program or training began If the course is part of a program track, please enter the program start date-not the course start date

16. Example Case Error messages will appear for incomplete data entry or ineligible scholarships.

17. Example Case Once completed, Click on “Check for Errors & Save Record” to submit each scholarship record Click on “Cancel Record” if you wish to cancel the entire record (no entry will be recorded) Once successfully entered, each individual scholarship will be listed on the Scholarship Entry Record

18. Editing Scholarship Records On Scholarship Entry Page: Click on “Select” to open record to edit or “Delete” to erase record Make corrections to scholarship record click “Check for Errors & Save Records” To Cancel record without Making Changes: click “Cancel Update”

19. Editing Scholarship Records Additions/Edits to scholarship records can be made between November – January 15th or until your facility’s final cost report has been submitted (if you have been granted an extension) .

20. Editing Scholarship Records Once your facility’s final cost report has been submitted - online changes are not allowed. Contact Nome Xaphakdy to make corrections after final cost report submission* *Time limits on corrections

21. Checking for Errors-Line 7017 • Click on section “5. Costs/Expenses” • Enter the TOTAL of all scholarship expenses on Line 7017 • Use whole numbers only, you may need to round up/down the total scholarship amount NOTE: You can find the total $$ amount of the scholarships you entered on the Scholarship Entry page

22. Checking for Errors • Under “Tasks,” click on “Run the Edit Report” to check for errors • The Edit Report will check the amount entered on Line 7017 against the total of all the scholarship records entered – these must be the same or you will receive an error message

23. Submitting the Report Form • Scholarship report submissions now tied to submission of the NF Cost Report • Scholarship reports due same time as Cost Report - January 15th 2011 • Other Cost Report submission procedures have NOT changed.

24. Submitting the Report Form • Click on “Submit Final Report Form” when you are ready to submit the Cost Report form to DHS WARNING: • This will submit* the entire Cost Report to DHS • *(make sure you are authorized)

25. Print Scholarship Data Printing Instructions: Under “Tasks” section, click on the “Print the Cost Report” Link. This will open up a “PDF” version of the entire cost report. You have the option to print the entire report or enter the page numbers for the scholarship section in your print options.

26. NF Scholarship Time Line October 1st New Report/Rate Period Begins By Jan.15th Report Data for Previous Report Year* DHS Review Data & Calculate Rates January December Start Scholarship Report Submission Period *10/1 - 9/30

27. NF Scholarship Resources • DHS Website: Nursing Facility Rates & Policy (NFRP) Division • PowerPoint Presentation • Scholarship Report Form Instructions • Valid Values List • Excel Template • DHS Staff Contacts • Provider Newsletters/Emails

28. We Welcome Questions !

29. DHS Scholarship StaffContact Information Munna Yasiri munna.yasiri@state.mn.us (651) 431-2264 Nome Xaphakdy nome.xaphakdy@state.mn.us (651) 431-4225 (Please notify DHS if there are changes to your staff contact information for the scholarship program – we want to be able to reach you !)