Reimbursement Process Overview for Employers
Employers may submit reimbursement requests for accommodations purchased on or after July 1, 2023.
Process
- Purchase the reasonable accommodation(s) for a job applicant or employee with a disability. Be sure to save a copy of the receipt or proof of purchase.
- Verify you meet the employer eligibility requirements for the ERAF program and that the purchase was for a qualifying reasonable accommodation.
- Complete the application form, which includes attaching a copy of the proof of purchase. Please don't hesitate to call us with any questions you may have about the information collected on the application form.
- The ERAF Program Coordinator will review the application within five business days of your submission. They may contact you with additional questions.
- Once the application is approved, the ERAF Accounting Technician will contact you to verify reimbursement processing information. This will involve completing a substitute W-9 form, which is an abbreviated version of the standard W-9. You may only need to do this the first time you submit a reimbursement request.
- In some circumstances, we may request you complete additional information or paperwork, including registering as a "supplier" in the State of Minnesota financial system called SWIFT. This will allow for you to receive your reimbursements via direct deposit instead of a paper check. If you anticipate making additional reimbursement requests in the future, this may be a good option. We will happily help you with this process.
- The ERAF Accounting Technician will process the reimbursement request in SWIFT. In addition, you will also receive a letter for you records indicating application approval and the amount of the reimbursement.
- The reimbursement will be distributed to you within 30 calendar days from when the application is approved. This reimbursement is not considered taxable income.
If your reimbursement is denied
- The ERAF Coordinator will notify you if your reimbursement is denied and why. Reasons may include:
- Not an eligible employer
- Not a qualifying reasonable accommodation under the definition of state law
- Not for a job applicant or employee with a disability
- Eligible employer has met $30,000 fiscal year limit
- Missing or insufficient documentation for proof of purchase or cost
- You will receive a denial letter with instructions on how to appeal the decision.
- If you disagree with the denial, you may appeal the decision by contacting the ERAF Coordinator's assigned Deputy Director Jon Benson (jon.benson@state.mn.us) within 30 calendar days of receiving your denial letter.
- The Deputy Director will review the decision and follow up with the employer. Once the Deputy reviews the appeal and makes a determination, it is final.