Employee FAQ

Below are some of the common questions we receive from our employees. Click on each question to view the answers. If you still have questions, don’t hesitate to contact us!

How do I complete and submit my hiring forms?

We have our employee hiring forms available online to complete 100% electronically via securely DocuSign. We also offer PDF downloads of our hiring forms that you can complete and fax to us. If you are dropping off hiring forms, please note that we do not staff our office with set hours as our operations staff works remotely from home offices. Our physical office location has a mail slot on our suite door and the building is typically open during normal business hours of 8am-4:30pm. If you are planning to drop off paperwork, please send us an email or call us once you have dropped it off so we can be sure to get a staff member to have the forms scanned into our system.

We are committed to being a technology focused agency that embraces the concept of being “as paperless as possible”!

How long does the required NETStudy 2.0 background study take to clear?

It usually takes 3-5 business days after the PCA has completed the required NETStudy fingerprints and photo at an authorized fingerprinting location. We do not process fingerprints ourselves. Per state law, we do not allow any PCA to work until we have received clearance notice. Once a NETStudy has cleared, we send a “Welcome” email with the PCA’s official start date once clearance is received.

The NETStudy processing timeline can vary based on a number of factors such as living out of state (in the past five years) or if any criminal court case records need to be manually reviewed to determine eligibility. We have no control over the timeline to be cleared. We do check the NETStudy system daily Mon-Fri for results updates.

In the event that NETStudy has issued a letter saying “more time is needed”, the PCA will be responsible to communicate with them to determine what is needed to clear the study result. Unfortunately, they do not give us a reason.

For more information please visit the Background Study website or contact MN DHS NETStudy at (651) 431-6620 with any questions.

How do I access my check stubs or payroll earnings history?

You can access them 24/7 online from a browser. Your online self service account provides you with check stubs, payroll earnings history, tax withholding rates and W-2 forms.

EmployerOnDemandFor 2018 payroll history, access online via EmployerOnDemand.com. We sent out invites via email to all employees (check your spam folder for donoreply@employerondemand.com). Don’t have an account? Send us a message to request an invite.

For 2017 (and prior) payroll history, access online via Paychex Flex.

How do I update my direct deposit bank information?

To update your bank information for direct deposit, you process this yourself via EmployerOnDemand.com Self Service by logging into your account. You may also send us a request with your bank name, routing number and proof of account number.

How do I update my personal HR records (legal name, address, contacts, W-4 status, etc.)?

To update your HR record, complete our PCA Change of Information forms or contact us via email. You may be required to submit required signed documents or proof of identity for certain changes.

How do I obtain a copy of my W-2?

All employees will have access to view 2017 and prior years via Paychex Flex through 12/31/2018.

On Thurs. 1/11/2018, we mailed copies of 2017 W-2 records to the last address we have on file for all current and former employees.

We also have PDF copies of all records that we can securely send via email. Contact us to obtain a PDF copy.

How do I obtain a work or income verification?

We only accept work / income verification requests in writing by email or fax. We do not accept these requests by phone or voicemail (they will not be processed). Verification’s may take 5 business days to be completed. Once the verification is complete, we always fax the completed request directly to the government agency or business who sent the request (we keep receipts of all sent faxes).

Employees may access their income and hours data through our Payroll Portal available online 24/7.

Will you provide proof of hours for my CNA license renewal?

We frequently get asked if PCA hours count toward CNA licensing renewal requirements. We are strictly a PCA Choice agency, so we cannot guarantee any success with this. You would need to inquire with the MN CNA Licensing Board about what qualifies for service hours.

If we are sent a request for CNA hours verification, we will send a form letter stating your name, start & end date, wage, total hours worked and a copy of our General PCA Job Description. We cannot state specific cares that were done for your consumer. You may ask your consumer to write a more detailed letter. Please allow 7-10 business days for us to process this type of verification request.

Will you help me get more hours?

As a PCA Choice agency, all of our Consumers hire, manage and schedule their own staff. We cannot assign people to work for someone else. However if you are actively looking for more hours, please send us an email with a description of your experience, your availability and your preferred contact information to be shared with our Consumer Partners by email.

How much do you pay PCAs?

This is the most common question we receive. We start at $12.00-12.20 per hour

We offer Paid Time Off (PTO) where you earn 1 hour PTO for every 43 hours worked (as required by the 2017-2019 MN DHS & SEIU Collective Bargaining Agreement).

We also comply with Minneapolis & St. Paul city ordinances regarding Safe & Sick Time when working with our Consumers who live within those cities.

Unlike many other providers, we do offer limited Overtime Authorizations! All Overtime Authorized PCAs will receive $12.00 per hour. We understand and respect dedicated PCAs that want to consistently work over 40 hours per week.

We do prefer to discuss wages and limited overtime agreements with our Consumers privately.

Do you offer employee benefits and health insurance?

We offer Paid Time Off (PTO) where you earn 1 hour PTO for every 43 hours worked (as required by the 2017-2019 MN DHS & SEIU Collective Bargaining Agreement).

We also comply with Minneapolis & St. Paul city ordinances regarding Safe & Sick Time when working with our Consumers who live within those cities.

Unlike many other providers, we do offer limited Overtime Authorizations! We understand and respect the work of dedicated PCAs that want to consistently work over 40 hours per week. Please submit an Overtime Authorization & Wage Agreement for management approval before working any OT.

At this time we do not offer health insurance to any employees due to the financial limitations we face as a result of the Medicaid reimbursement rates we receive for services. We do comply with Affordable Care Act (ACA) reporting requirements and we will be responsible for any Employer Shared Responsibility penalties we may be subjected to.

Where do I go for NETStudy fingerprints? What is the process?

Once we have initiated a background study, we will email you a Fingerprint Authorization Form with instructions needed to complete the fingerprint and photo service. The required PCA fingerprints and photograph must be completed at a DHS authorized location. You may select from numerous statewide locations to have your fingerprints and photo taken. Please contact the location(s) near you to confirm days, hours and availability before you arrive.

When you go to the fingerprint and photo service location you MUST bring both your Fingerprint Authorization Form AND your driver’s license, government-issued ID, or other acceptable form of identification. It is very important to be sure that your name and date of birth on the Fingerprint Authorization Form is exactly the same as the information on your identification. If the information on the Fingerprint Authorization Form does not match your identification document, you will be turned away at the location. Please contact us to have your information corrected it in the NETStudy system.

You have up to 14 days to be fingerprinted and photographed. If there is an emergency that will prevent you from completing the fingerprints within the 14 day period, please let us know the reason to see if you may qualify for an extension. Expired Fingerprint Authorizations cannot be extended, a new NETStudy application must be submitted.

The fingerprint and photo process itself should take about ten minutes and is completed by a trained technician. The fingerprint images are transmitted through a secure system to the Minnesota Bureau of Criminal Apprehension (BCA) and in some cases when required by law, the fingerprints are also transmitted securely to the Federal Bureau of Investigation for a criminal record search.

For general questions regarding background study requirements (such as what does the law state, who needs a study, what causes a person to be disqualified, need a copy of a result, why is a study taking such a long time, etc.) e-mail the Background Study Administrator at DHS.BackgroundStudyAdmin@state.mn.us or call the Minnesota Department of Human Services, Licensing Division at (651) 431-6620.

Who do we contact regarding a background study question?

As your MN PCA Choice Partner, we are committed to assisting with checking the background study status of our pending PCA employees. We regularly check the system for status updates and email notices when they are complete.

For general questions regarding background study requirements (such as what does the law state, who needs a study, what causes a person to be disqualified, need a copy of a result, or why is a study taking such a long time, etc.) e-mail the Background Study Administrator at DHS.BackgroundStudyAdmin@state.mn.us or call the Minnesota Department of Human Services, Licensing Division at (651) 431-6620.