6. Participant Information and Requirements for Providers & Employers
This section contains information, requirements and procedures providers and employers will use once participating in the Michigan State Loan Repayment Program (MSLRP). Providers also will need to understand the content of this section in order to pass their telephone interviews once selected for the final phase of the application process.
Per their MSLRP agreements, providers and employers must read, understand, and comply with all requirements and procedures in this section. Participants should read this section before contacting the MSLRP Office regarding questions about the program. If questions remain after reading this and other relevant sections of the MSLRP website, they should call Ken Miller at (517) 241-9946. Those not familiar with this material will be asked to complete their reading
Table of Contents:
Name and Home Address Instructions: Providers must notify the MSLRP Office and the Department of Technology, Management and Budget (DTMB) of name and address changes no less than 10 calendar days before they occur. Your name and home address must be the same at the MSLRP Office and on DTMB’s MAIN Vendor System to receive MSLRP payments.
MSLRP Office: Providers must contact Brittany Brookshire at BrookshireB1@michigan.gov, or (517) 335-6708 to change their name and/or home address at the MSLRP Office.
DTMB: Providers must also work directly with DTMB to change their name and/or home address on the MAIN System website. Notify DTMB by making name and or address changes on the C&PE website. This is the same website on which providers originally registered for electronic fund transfers (EFTs). Providers can access the website by going to www.mi.gov/cpexpress and entering their User ID and password.
Providers requiring assistance in using DTMB’s C&PE Website should call the OFM Help Desk at (517) 373-4111 (Lansing area) or (888) 734-9749, or Email the OFM Help Desk at email@example.com. Because the website is administered by DTMB, the MSLRP Office will not be able to assist providers.
Phone Numbers and Email Address Instructions: Providers must contact Brittany Brookshire at BrookshireB1@michigan.gov, or (517) 335-6708 to report phone number and email address changes to the MSLRP Office no more than 10 calendar days after they occur.
All providers (vendors) selected for the final phase of the application process or already participating in the Michigan State Loan Repayment Program must immediately register for electronic funds transfer (EFT) on the Michigan Department of Technology, Management and Budget’s (DTMB) MAIN Vendor System. This will allow MSLRP payments to be electronically deposited into your personal checking or savings account.
- Go to DTMB’s “Contract & Payment Express” (C&PE) website at: www.mi.gov/cpexpress.
- Click on “Go to C&P Express” on the Welcome page.
- Click on “New Users” on the C&PE Home page.
- Follow the instructions to create a “Unique User ID.” It must start with a “v”, must be 8 characters long, and must contain at least one number.
- Enter your Social Security Number in the “Tax Identification Number (TIN)” field.
- Identify your “TIN type” as a Social Security Number and follow the remaining instructions including submission of a pre-filled electronic W-9 form. Include your home address; not your practice site and your email address.
- Enter your banking information and submit the prefilled authorization form electronically.
Assistance: Providers requiring assistance in using DTMB’s C&PE Website should:
- Call the OFM Help Desk at (517) 373-4111 (Lansing area) or (888) 734-9749, or
- Email the OFM Help Desk at firstname.lastname@example.org.
- Because the website is administered by DTMB, the MSLRP Office will not be able to assist providers
Employer Responsibility to Providers:
- Employers must employ providers throughout their MSLRP service obligations.
Employers applying to MSLRP are agreeing to employ the providers they sponsor throughout their service obligations to the program. Employers uncertain about continuing to employ providers should not sign their Interdepartmental Agreements during the current application period. They should wait until issues with the provider are resolved or sponsor another provider.
Employers who terminate their MSLRP participant’s employment during their service obligations without good cause are in breach of their agreements and will receive a Non-Compliance Assessment. This means the sponsoring agency will not be eligible to participate in the next application period by sponsoring providers applying to the program for the first time as their employees. They will, however, be able to continue sponsoring employers who are reapplying to the program as their employees.
Loan repayment must not offset provider salaries.
The salaries of MSLRP participants must be based on prevailing rates for their disciplines and experience in their respective practice areas. Loan repayment is meant to be funds participants receive in addition to their normal salaries and benefits. Federal requirements do not allow MSLRP loan repayment agreements to be used as a salary or benefit offset. Providers who believe their salaries or benefits have been reduced because of loan repayment should discuss this with their employers and then, if necessary, with Ken Miller at (517) 241-9946.
Provider Responsibilities to Employers:
Providers must complete service obligations with their original employers.
Providers applying to MSLRP are agreeing to stay with their employers during their two-year service obligations. Providers uncertain about remaining with their current employers during their entire two-year MSLRP service obligations should not sign their Personal Service Agreements during the current application period. They should wait until issues with their current employer are resolved or start with another employer before reapplying. Participant-initiated transfers to new employer practice sites with employment start dates other than the first day of their next MSLRP loan repayment agreement, if awarded, are a breach of that agreement.
Participants who initiate transfers to the practice sites of new employers with employment start dates other than the first day of their next loan repayment agreement, will receive a Non-Compliance Assessment. This means they will not be eligible to participate in the next application period during which they would normally apply for their next loan repayment agreements. Providers will not receive Non-Compliance Assessments when initiating transfers to new employer practice sites to complete current service obligations because their employment has been terminated by their original employer.
It’s important for participants to understand how and when they will be paid. Providers complete six months of their service obligation beginning with the October 1 start date of their MSLRP agreements and then initiate their first six-month payment. Providers initiate their six-month payment cycles each March 1 and September 1 during their participation in the program by submitting their properly-dated Work Verification Forms (WVFs) to their employers.
Providers receive their WVFs with their fully-executed MSLRP agreement packages. Each WVF is dated with the year and month during which they must submit them to their employers. Again, providers must initiate the process for each of their MSLRP payments by providing their employer with the appropriate form at the beginning of each March and September.
Providers must keep their WVFs in a safe place, along with their MSLRP agreements, because the MSLRP Office does not provide duplicate Work Verification Forms. They should also consider marking their calendars to remind themselves when their next WVF is due, because failing to submit WVFs on time will delay participants’ payments until the next six-month payment cycle.
Employers have until the end of March or September to do the following:
Complete, date, and sign semiannual WVFs to affirm each participating provider’s completion of their preceding six month service obligation by having been employed at least 40 hours per week.
Complete, date, and sign a Workdays Away from Practice Sites form for providers’ second-to-last and final WVFs to document whether they have, or are likely to exceed the 35 workdays away limit during one of more agreement years.
Create separate checks, reflecting the employer contribution required, for each provider expected to receive an MSLRP payment.
Mail each provider’s WVF, Workdays Away from Practice Sites form, when required, along with a separate check for the semiannual employer contribution to the Michigan Department of Health and Human Services Cashier (not to the MSLRP Office) as listed on the WVF.
Each WVF submitted by participants to their employers will include complete instructions on how to submit required forms and checks to:
Michigand Department of Health and Human Services
320 South Walnut, P.O. Box 30437
Lansing, MI 48913
Once MDHHS receives participants’ WVFs, it will credit them with six months of completed service obligation and process their semiannual MSLRP payments.
Providers should receive their payments within eight weeks following the later of the:
End of the month during which their WVFs were due, or
Date their WVFs, employer contributions, and Workdays Away from Practice Sites from, when required, were received by the Department.
Providers who do not receive their payments within that eight-week period should contact Brittany Brookshire, MSLRP Coordinator, at BrookshireB1@michigan.gov.
Provider and Practice Site Applications Must Include All Practice Sites: When applying or reapplying to MSLRP, non-Community Health Center (CHC) providers and employers must make sure they include all potential practice sites at which providers may complete their MSLRP service obligations on their respective Provider Applications, Part A and Practice Site Applications. The number of practice sites, site names, addresses, and hours worked at each site must be the same on Provider Applications, Part A and the Practice Site Applications. Loan repayment agreements can only be awarded for practice sites included on the original Provider and Practice Site Applications.
Provider or employer requests to include additional practice sites during the contracting process will void the application, requiring the provider to reapply during the following application period.
Providers and employers may enter zero (0) for Hours Worked per Week for practice sites at which the applicant is not currently working, but may be asked to work during their service obligation. Employment at sites where applicants are currently working must total at least 40 hours per week.
Provider Transfers to Current Employers’ New Practice Sites: New employer practice sites are sites the employer has added since submission of a participant’s current MSLRP application. Non-CHC providers or employers must email Ken Miller at MillerK3@michigan.gov before participants begin working at a new site to allow the MSRLP Office to determine whether the site is eligible for loan repayment. The email must include:
Practice site name
Complete practice address, including 9-digit zip code, and the
County in which the site is located.
The MSLRP Office will check the practice site for HPSA eligibility and respond as soon as possible. Those who do not follow this process risk having providers’ loan repayment agreements extended to recapture workdays spent away from their approved sites because they were working at non-HPSA eligible practice sites. Unfortunately, any extension to a provider’s current agreement will make them ineligible to reapply during the application period in which they would normally reapply. This occurs because any days added onto their current contracts will overlap with new agreements starting on 10/1 following their normal 9/30 agreement end date. As a result, providers will need to wait until the following application period to reapply.
Provider Transfers to New Employer Practice Site(s): Providers applying to MSLRP are agreeing to stay with their employers during their two-year service obligations. Participants, who initiate transfers to the practice sites of new employers with employment start dates other than the first day of their next loan repayment agreement, are in breach of their agreements and will receive a Non-Compliance Assessment. This means they will not be eligible to participate in the next application period during which they would normally apply for their next loan repayment agreements. Providers will not receive Non-Compliance Assessments when initiating transfers to new employer practice sites to complete current service obligations because their original employers have terminated their employment. Participants must follow the process described below when transferring to the practice site(s) of a new employer.
Providers should first ask potential new employers if their practices sites operate on a nonprofit or on a for-profit basis. Only providers working at nonprofit practice sites are eligible for MSLRP.
Providers must use the resources available on this website to make sure the new practice site(s) they are considering is located in a Health Professional Shortage Area (HPSA) or has a HPSA facility designation for their discipline, either primary medical, dental, or mental health. Providers do this by going to Employment Search Resources, clicking on the link for the HPSA-Find website and following directions to search for geographical and facility HPSA designations.
Once a provider determines the practice site(s) is HPSA eligible, they must ask their new employer to complete the Practice Site Application found in the Application Forms and Process section of this website and email it to Ken Miller at MiIlerK3@michigan.gov before transferring to the new practice site(s). The MSLRP Office will review the form as quickly as possible and respond to the provider and their new employer.
Once their Practice Site Application and transfer are approved, a provider may move to the new practice site(s).Providers may, however, want to consider the timing of their transfers to simplify negotiations regarding employer contributions with their current and new employer.
Providers are responsible for reaching an agreement with their current and new employers on which employer is going to pay what portion of the employer contribution required for their next MSLRP payment. The MSLRP Office strongly encourages participants to carefully plan transfers to become effective on the first day of their next six-month MSLRP payment cycle, either April 1 or October 1. Participants who plan transfers on these dates will avoid complications regarding the portion of the next employer contribution that will be paid by each employer.
Provider Transfers Among their Community Health Center’s Practice Sites: In recognition of the unique circumstances of Community Health Centers (CHCs), prior authorization is no longer required for transfers of MSLRP participants among practice sites within the scope of their CHC. CHCs must meet rigorous federal requirements and receive Health Professional Shortages Area facility designations for primary medical, mental health and dental services. Because a CHC’s facility HPSA designations extend to all practice sites within its scope, there is no need for MSLRP approval of a participant’s transfers among their CHC’s practice sites. This policy affects only CHCs. All other types of sponsoring agencies must continue to receive prior approval for transfers to practice sites not included on the Practice Site Application submitted for the participant they wish to transfer.
When completing the Practice Site Application, CHC employers should list only the current primary practice site and secondary site, if appropriate. Primary and secondary practice sites are necessary for federal and state reporting requirements. However, employers must list as many practice sites as necessary to show providers will be employed for a total of at least 40 hours per week.
Under current legislation, providers may participate in MSLRP for up to eight years and receive up to $200,000 in loan repayment. Participants with sufficient educational debt may continue to compete for additional two-year loan repayment agreements during every other annual application period.
Participants will NOT receive reminders to reapply and are encouraged to mark their calendars to remind themselves when to reapply to MSLRP.
MSLRP loan repayment agreements will require two-year service obligations and begin October 1 following each application period. Only participants’ final agreements may be for one year if they have insufficient debt to support a minimum $20,000 two-year agreement. Final one-year agreements may range from $10,000 to $19,000.
Required Forms: To reapply, providers must submit the updated versions of the forms they submitted when they applied for their initial agreements, including an updated:
- Provider Application-Part A;
- Provider Application-Part B; and the
- Practice Site Application, completed by the employer, including all required attachments.
Providers should follow the instructions found on this website under Application Periods, Forms and Process. Because those reapplying must meet all current requirements, they are urged to read the entire updated website, including the MSLRP Opportunity Update, the Common Mistakes sections under Application Periods, Forms and Process, as well as all updated application forms.
Loan Repayment Documentation (LRD): Those reapplying must also provide Loan Repayment Documentation (LRD) as part of their application package to show they have paid down the loans they have listed on their Provider, Part B forms by an amount at least equal to that described under Required Amount of LRD below. Applicants, who have never received MSLRP payments are not required to submit loan repayment documentation.
Providers who have not met their LRD requirements should not reapply to MSLRP until after their LRD requirements have been met. Those who do not meet their LRD requirements with their original reapplication packages will be notified that they have been screened out of the current application period and will be encouraged to reapply during a future application period once their LRD requirements have been met. Due to increased loan application volume, providers are no longer able to submit additional documentation to meet their LRD requirements during the same application period.
PLEASE NOTE: The revised Provider Application, Part B form is designed to collect information on current eligible loan amounts and on providers’ repayment of those loans while participating in MSLRP. Current participants reapplying to the program, as well as those who have participated in the past, are required to submit Loan Repayment Documentation (LRD) to show they have paid down the loans included on their Part B forms by an amount at least equal to that described under Required Amount of LRD below. Those reapplying should check the Total Borrower Repayments column of the Part B forms returned to them by their loan servicers to make sure the information provided meets their LRD requirements. The amount of LRD must add up to the required amount, as described below under Required Amount of LRD, or the application will screen out of the review process. Additional LRD requirements:
On loans for which loan servicers do not provide LRD on applicants’ Part B forms, applicants must provide LRD by printing their loan repayment histories from loan servicers’ websites and clearly identifying the loan.
Applicants must only provide LRD in the form of printed histories from their loan servicers for loans on which their loan servicers do not provide LRD.
Required Amount of LRD: Applicants must provide their loan repayment histories beginning with the start date of the loan repayment agreement indicated below. Applicants should first determine their MSLRP status, then follow the instructions for their status type.
- You are applying for your first MSLRP loan repayment agreement.
You have never received MSLRP Payments.
You may have applied in the past, but were not awarded a loan repayment agreement.
Instructions: If you have never receive MSLRP payments, you are not required to submit loan repayment documentation (LRD).
Your current agreement started 10/1/15 and you are now reapplying for your second agreement that will start on 10/1/17.
Your first agreement started 10/1/15 and continues through 9/30/17.
You will receive at least one additional payment under that agreement.
You are applying for your second loan repayment agreement that will start 10/1/17, if awarded.
Instructions: You must provide LRD from the 10/1/15 start date of your current agreement, to the most recent payments you have made on your loans. Your LRD must show that you have paid down the loans listed on your Provider Application, Part B forms by an amount at least equal to the MSLRP payments you have received by the date you reapplied.
Neither status type number 1 nor 2 above describes your MSLRP status.
You have been awarded a loan repayment agreement and have received MSLRP Payments.
You have completed at least one loan repayment agreement.
If you have a current agreement that started 10/1/15 and ends 9/30/17, this is not the first loan repayment agreement under which you’ve received MSLRP payments.
Instructions:You must provide LRD from the start date of your most recently-completed agreement to the most recent payments you have made on your loans. Your LRD must show that you have paid down the loans listed on your Provider Application, Part B forms by an amount at least equal to the MSLRP payments you have received by the date you reapplied.
LRD must show that participants have paid down the loans listed on their Provider Application Part B forms by an amount at least equal to that described under Required Amount of LRD above. When required to be printed from the loan servicer's website, LRD must include:
- Printouts from each lender’s website showing their payment history, beginning with the start date of their current MSLRP agreement up to and including their most recent payment. Information for each payment made by providers must include: Payment Date, Payment Amount and Remaining Balance.
- Subtotals written on the top of first page of each lender’s payment history to show the provider has totaled the payments made to that lender from the beginning of their current MSLRP agreement up to their most recent payment.
- Calculator tapes totaling all of the payments for each of the above subtotal
- Brief explanations of payments which would otherwise be confusing.
Providers who have not met their LRD requirement should not reapply to MSLRP.
Term of Service Obligation: Providers awarded MSLRP agreements enter into service obligations that correspond to the start and end dates of their loan repayment agreements. MSLRP service obligations are legal responsibilities that should not be taken lightly. Applicants should carefully read their MSLRP agreements before signing them and understand that participants who fail to start or complete their service obligations or fail to meet any of their service requirements, face significant default penalties. Once a participant and the Department of Health and Human Services sign the MSLRP loan repayment agreement, a participant’s two-year service obligation goes into effect as of October 1 and must be completed.
Providers must complete their service obligations even if they are no longer working for the same employer at their originally-approved practice sites. This means participants no longer working for their original employers will need to find new employers with HPSA-eligible practice sites at which to complete the remainder of their service obligations. New employers must also be willing to make the required employer contributions remaining on participants’ agreements. Applicants with concerns about their current employment situations should not sign MSLRP loan repayment agreements. This is especially true for those who believe they might have to move to find another eligible practice site at which to complete their service obligation.
Providers should read the entire Practice Site Transfers section, above, to understand the implications of transfers they may be considering.
Default Penalty: Severe federal penalties, mandated by the Health Resource and Services Administration (HRSA), will be imposed on healthcare providers who default on MSLRP agreements. Upon breach of the MSLRP agreement for any reason, and in addition to forfeiting the right to any future MSLRP payments, they will owe the Department an amount equal to the sum of the following:
- The total of the amounts paid by the Department to the participant for loan repayment for any period of obligated service not served; and,
- An amount equal to the number of months of obligated service not completed, multiplied by $7,500; except that:
- The amount the Department is entitled to recover shall not be less than $31,000.
Employer Non-Compliance Assessments: When employers receive a Non-Compliance Assessment, their sponsoring agencies will be ineligible to participate in the next MSLRP application period by sponsoring providers applying to the program for the first time as their employees. They will, however, be able to continue sponsoring employees who are reapplying to the program as their employees.
- Reason Assessed: Terminating an MSLRP participant’s employment before the end date of their loan repayment agreement, as amended, without good cause. Employers applying for MSLRP are agreeing to employ the providers they sponsor throughout their service obligation to the program. Employers uncertain about continuing to employ providers should not sponsor them or sign their Interdepartmental Agreement during the current application period. They should wait until issues with the provider are resolved or sponsor other providers.
Provider Non-Compliance Assessments: Providers who receive Non-Compliance Assessments are ineligible to participate in the next January through April application period during which they would normally apply for their next loan repayment agreements.
- Reason Assessed: Initiating transfers to the practice sites of new employers with employment start dates other than the first day of their next loan repayment agreements. Providers applying for MSLRP are agreeing to stay with their employers during their two-year service obligations, as amended. Providers uncertain about remaining with their current employers should not apply for loan repayment or sign their Personal Services Agreements for loan repayment during the current application period. They should wait until issues with their current employers are resolved or start with other employers before applying. However, providers will not receive Non-Compliance Assessments when initiating transfers to new employer practice sites to complete current service obligations because their original employers have terminated their employment.
Purpose of Form: In return for receiving substantial program funding through the Health Resources and Services Administration (HRSA), U.S. Department of Health and Human Services, MSLRP must follow HRSA program guidelines. HRSA requires all participants in State Loan Repayment Programs, such as MSLRP, to be away from their approved practice sites no more than 35 workdays per agreement year without making up days in excess of the limit at the end of their agreements. Agreement years for most MSLRP participants begin each October 1 and end each September 30. The following new procedures are being implemented to remain in compliance with these federal guidelines.
Employer Requirements: Employers must complete, sign and date the Workdays Away from Practice Sites form printed on the reverse side of the participant's last two Work Verification Forms (WFVs). Complete mailing instructions are included on each WVF. Employers must:
- Complete, sign and mail the preliminary Workdays Away form printed on the reverse side of each particpant's second-to-last WVF. This will typically be the third WVF submitted on two-year agreements after completion of 18 months of service obligation. The Workdays Away form must be completed on the reverse side of the second-to-last WVFs before providers will receive payment. When completing the preliminary Workdays Away Form, employers must:
- Count and record all workdays away during the provider's first agreement year.
- Count and record all workdays away during the first 6 months of the second year.
- Ask their participant the number of any extended leave days they expect to take during the last 6 months of their second year, and record the number on the form.
- Complete, sign and mail the final Workdays Away form printed on the reverse side of each participant's final WVF at the end of the agreement. This will typically be the fourth WVF submitted for two-year agreements after completion of 24 months of service obligation.
Participants will not receive their last two payments unless the completed form is attached to their last two Work Verification Forms. Employers must complete the Workdays Away From. Providers may not complete their own Workdays Away Form.
Counting Workdays Away: When counting workdays away from approved practice sites, employers should not include normal days off during each work week. For example, if a participant works five eight-hour days, Monday through Friday, employers should not count Saturdays or Sundays as workdays away from their practice sites. Similarly, if a participant works four ten-hour days, Monday through Thursday, Fridays, Saturdays, and Sundays should not be counted. Employers must, however, count all other days that participants are away from their approved practice sites, including:
- Vacation days - For example, if a participant takes a two-week vacation during which they would have normally worked five days each week, employers would count their vacation as 10 workdays away from their practice site.
- Sick days
- Days taken off to care for family members, and
- Family leave days, including maternity leave days
- Workdays at ineligible practice sites, and
- Other days
Review Criteria for Extending Agreement End Date: MSLRP agreements, likely to require extended end dates to recapture workdays away from approved sites in excess of the 35 workday limit, must be amended before their original end dates. To identify those agreements, the program will review preliminary Workdays Away forms attached to participants’ second to last WVFs. Decision criteria will include, but not be limited to whether the provider:
Exceeded the 35 workdays limit during the first agreement year.
Exceeded the 35 workdays limit during the second year.
Expects to take a leave of absence during the remainder of their second agreement year, and the expected number of leave days makes it likely they will exceed the 35 workdays limit.
Has exceeded 17.5 workdays away in their second contract year, which is the six-month proportional limit to remain under the 35 workday limit for the year (35 workdays/2 = 17.5 six month proportional limit).
If review of a provider’s preliminary Workdays Away form indicates they exceeded the 35 workdays limit during their first or second agreement year, or are likely to do so during their second year, a loan repayment agreement amendment will be drafted extending the end date of their agreement a standard 90 days. If, however, review of the provider’s final Workdays Away form attached to their final Work Verification Form reveals an extension of less than 90 days is appropriate, an email will be sent to the provider notifying them of the final end date of their current agreement.
Extending End Date Will Delay Reapplication Eligibility: Unfortunately, agreements amended to add days in excess of the 35 workdays away limit will prevent providers from reapplying during the application period in which they would normally do so. This occurs because any days added onto their current agreements will overlap with new agreements starting on 10/1 following their normal 9/30 agreement end dates. As a result, providers will need to wait until the following application period to reapply.
Transferring Excess Days to Next Agreement: When excess workdays away from approved practice sites occur due to extended illness, maternity leave, or family leave days, they may be transferred into the participant's next loan repayment agreement, if awarded. This will allow providers to participate in the program for four years before their extended agreement end dates make them ineligible for the following application period. In such cases, providers will be notified of the projected end dates of their new agreements and that they will be ineligible for the next application period during which they would normally reapply.
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