▪ The Financial Management Services (FMS) Contractor must initially provide services to approximately 650 Veterans. These services include: Receiving referrals and spending plans from AACOG/VDC staff. ▪ Establishing and maintaining a culturally and linguistically competent customer service system. ▪ Acting as a mandated reporter. ▪ Developing a system to receive and distribute Veterans Affairs funds. ▪ Maintaining current and archived files for employers, employees, goods and services vendors, and Vendor Fiscal/Employer Agent (VF/EA) in accordance with HIPAA, HITECH Act, and federal and state agency requirements. ▪ Conducting annual disaster recovery tests for electronic files. ▪ Managing employer enrollment, including distributing and collecting all necessary forms (e.g., IRS Forms 2678, SS-4, 8821, State Account Registration, workers compensation applications, etc.). ▪ Managing Worker Employment and Goods and Services Vendor Engagement processes, including preparing and distributing relevant packets and forms. ▪ Running federal and state background checks on all employee candidates. ▪ Verifying employee/designated representative (expected change) eligibility based on background check results. ▪ Reporting newly hired workers to the State's New Hire Reporting System. ▪ Verifying whether workers are exempt from FICA, FUTA/SUTA, or both. ▪ Verify all employee Social Security numbers and ensure wage rates comply with federal and state DOL rules. ▪ Collecting and processing timesheets via electronic, telephone, or paper formats. ▪ Ensuring timesheet system features include: • Web Portal with Client/Guardian Portal Sign-Off and Manual Time Entry. • Mobile App with Client Facial Recognition, Voice Recognition, Signature, RealTime FOB, Client PIN/Password, and Portal Sign-Off. • Real-time timecard lock in case of status changes (e.g., death, hospitalization). ▪ Withholding and paying federal income tax and employment taxes (IRS Forms 941, Schedule R, Schedule B). ▪ Registering the Veteran/designated representative with the State Department of Revenue and obtaining a SIT (do you mean Employer Identification Number) account number. ▪ Withholding and paying state income taxes and unemployment taxes, where applicable. ▪ Preparing and issuing payroll in compliance with DOL wage and hour regulations. ▪ Processing and issuing employee and employer portions of over-collected FICA, with the employer portion refunded to the VAMC. ▪ Preparing and issuing IRS Forms W-2 and 1099-NEC, as appropriate. ▪ Processing and paying vendor goods and services invoices. ▪ Providing culturally competent support and assistance to Veteran/representativeemployers, including military-related services. ▪ Remitting uncashed or returned checks to the State's Unclaimed Property Department. ▪ Manage claims and submit Form UB04 and Monthly Service Reports to VAMCs on behalf of the ADNA, preferably electronically. ▪ Disenrolling Veterans from the VDC program when no longer eligible. ▪ Providing real-time access to Veteran employer and employee records for VDC staff.
