SPECIAL BULLETIN COVID-19 #246: Direct Care Worker One-Time Bonus Reminders & Expectations
Data and clarifications on the DCW One-Time Bonus

Data and clarifications on the DCW One-Time Bonus

The NC Current Operations Appropriations Act of 2021 directed Medicaid to provide one-time bonuses of up to $2,000 to eligible direct care workers (DCWs) and support staff. NC Medicaid distributed the bonuses, consistent with requirements in the legislation, subject to process requirements outlined in SPECIAL BULLETINS COVID-19 #212, #218, #224, #229, #233, and #241. NC Medicaid also explained the process requirements through several statewide webinars and provided additional, ongoing support through the DCW webpage.

NC Medicaid appreciates the engagement of all the providers who submitted information to participate in the Direct Care Worker One-Time Bonus initiative and have now paid the bonuses to their eligible direct care workers. For any providers or other stakeholders who still have questions regarding the initiative, this bulletin provides an additional overview of NC Medicaid’s role and expectations for eligible providers and employees.

One-Time Bonus Payment Data

As of April 19, 2022, NC Medicaid distributed funds to 2,469 providers for payment of bonuses to 61,614 direct care workers and support staff. Funds were provided as follows:

  • Total amount to provider per DCW and support staff person: $2,095.24
  • Gross bonus amount for each DCW and support staff person: $1,946.34 (included in above amount)
  • Amount allotted for provider share of FICA: $148.90 (or 7.65% of the gross bonus amount)

NOTE: Gross bonus payments to workers are also subject to state and federal payroll taxes for the employee.

Role of NC Medicaid

Per the legislation, NC Medicaid designed and administered the One-Time Bonus initiative. It entailed the following actions:

  1. Establish the definition of a direct care worker (DCW), consistent with guidance in the legislation
  2. Communicate the requirements for provider and worker eligibility outlined in the legislation
  3. Identify the number of DCWs eligible for bonuses
    • Create eligibility portal to collect data statewide from thousands of providers within the deadlines specified in the legislation
    • Collect data from providers regarding number of eligible DCWs
    • Validate providers’ submissions
  4. Determine the bonus amount, based on total funding provided, number of eligible DCWs and provider cost to provide the bonuses
  5. Distribute bonus funding to providers
  6. Provide support to providers for:
    • Eligibility portal registration
    • Data submission
    • Payment
    • Inquiries

NOTE: NC Medicaid’s role does not include mediating or arbitrating disputes between providers and direct care workers.

Role of Eligible Providers

Providers were responsible for identifying eligible employees, submitting the One-Time Bonus funding request through the eligibility portal, responding to NC Medicaid inquiries, distributing funds at the NC Medicaid-identified amount to the eligible employees within 45 days of funds receipt, and maintaining records of payment. Providers were instructed to submit requests for only eligible employees; since only current employees who met the date and hours of service criteria were eligible for the bonuses, providers were not expected to submit bonus requests on behalf of former employees. As a result, NC Medicaid has no information regarding employees who providers determined to not meet the eligibility criteria. Providers are solely responsible for resolving all employee inquiries and disputes.

All One-Time Bonus information that is available to NC Medicaid is also available to providers. This information includes:

  1. One-Time Bonus initiative deadlines and processes: DCW Initiative webpage
  2. Eligibility portal submission information: DCW One-Time Bonus Eligibility Portal 
    • Case numbers and all case information
    • Number of DCWs submitted for
    • Employee positional descriptions
    • “Other” positional descriptions not accepted by NC Medicaid
  3. One-Time Bonus payment information (refer to SPECIAL BULLETIN COVID-19 #233 and checkwrite remittance statements)
    • NC Medicaid checkwrite dates
    • Amount of funding and amount of eligible DCWs funded

NC Medicaid does not have the following information:

  1. Provider payroll or accounting reports
  2. Employee history or time sheet reports
  3. Personally identifiable information

Detailed information outlining the One-Time Bonus initiative is located at the bottom of this Special Bulletin. Providers may continue to contact Medicaid.DCW.Bonus.Help.Center@dhhs.nc.gov for assistance with eligibility portal submission and payment discrepancies. Please allow 24-48 hours for response and resolution.

Role of Direct Care Workers/Employees

Employees who have inquiries regarding their One-Time Bonus eligibility and payment status must contact their employer for more information. NC Medicaid does not have the ability or resources needed to mediate or arbitrate disputes or disagreements between employers and employees. Employees who are unsatisfied with their employer’s resolution maintain the ability to seek guidance from other counsel.

It is unfortunate that not all workers who make important contributions met the criteria defined by the legislation. NC Medicaid understands that these workers may be disappointed and frustrated at not receiving a bonus. Similarly, some providers may have realized after the program deadlines that they did not include some eligible workers in their submitted counts. Unfortunately, the window for the submission of eligible direct care workers for the state-funded bonus closed on Feb. 11, 2022, as indicated in SPECIAL BULLETIN COVID-19 #228. To be consistent across all providers statewide, NC Medicaid needs to honor that closing date. We hope employers who identify eligible workers who should have been submitted can provide their workers an equivalent bonus out of their discretionary funds.

Resources

Related Topics: