Participant FAQs

Participant Frequently Asked Questions (FAQs)

How do I make changes to my budget?
A request must be submitted to your Lead Agency Representative through phone or email. Your Lead Agency Representative will provide you the information you need to make the changes. Once changes have been approved, your Lead Agency Representative will send approval to PICS to revise your budget plan and make the official change.

If I choose Support Planning through PICS, can PICS also be my FMS provider?
PICS can only be used as your Support Planner or as your FMS provider.

When can my staff start to work?
Staff can start to work once PICS Human Resources has received all the completed required paperwork and issued a date of hire.

What are the maximum and minimum pay rates?
Contact us for specific rates based on your program funds.

How many hours can I submit per week? 
Hours vary depending on your approved budget plan. Please contact your Service Coordinator.

When are timesheets due?
Timesheets are due bi-weekly. They are due by noon on Monday (if submitted by fax, walk-in, email or mail) or by noon on Wednesday (if submitted through the online portal). Timesheets are paid out the following Wednesday. See our payroll calendar.

Can my Worker enter time on the portal?
Workers do not have access to enter time on the portal. Only the Representative may access the portal. Workers are still responsible for completing a paper timesheet. The Representative are required to keep the timesheets for their records.

I don't know who my Service Coordinator is. What should I do?
Please contact us and we will be able to give you the information.

I don't understand my spending summary. What should I do?
If your spending summary has you stumped, the best thing to do is contact us. We'll look at your spending summary together and make sure everything is understood, on your end as well as ours.

How do I view my online spending summary?
You must log in to the portal. If you don’t have access to the portal, please contact us and we’ll help you set it up. Once in the portal, you will need to click “Reports.” Then select the line and Service Agreement which you will like to view. Your Lead Agency Representative and Support Planner are also able to view your spending summary.

There is an error on my spending summary. What should I do?
Contact us and we will work with you to find the problem.

Do you take taxes out of mileage?
Mileage is not taxed.

Do I have to pay overtime (OT) on respite?
Overtime is calculated when an employee works beyond 40 hours a week. If a staff works for more than one family, their hours are a cumulative total and overtime will be calculated after a total of 40 hours are worked. Overtime is charged to whichever family the staff is working for at the time 40 hours is exceeded.

What is a Family Deductible?
The Family Deductible is a cost-sharing program the Minnesota State Legislature passed into law at the end of 2011. As noted in the Minnesota Statute 256B.0631, MA enrollees over the age of 21 began cost-sharing with providers by paying a monthly family deductible or co-payment for each period of eligibility, effective January 1, 2012.

The deductible is an out-of-pocket cost you are responsible to pay each month, in order to keep your services open and active. You cannot use waiver or budget dollars to cover the cost. Whichever of your service providers bills DHS first for services in any given month will be assessed the fee and they in turn will pass the bill onto you.

Example: PICS bills $100 for an April service. We are the first provider to bill in April, so the state will pay $100 - $2.75 = $97.25. It is PICS’ responsibility to collect the additional amount owed from you directly. You can learn more by viewing the Family Deductible – FAQ or contact us directly.

What is a Spenddown?
A spenddown is like an insurance deductible. If your income is more than the allowed income limit, you may still qualify for medical assistance by meeting a spenddown. A spenddown is the amount you must pay towards medical bills before the state will start to pay.

You can learn more by viewing the Spenddown – FAQ or contact us directly.