Cost Reporting Required for Providers of Customized Living Under the Disability Waivers - Instructional Webinar Announced

Posted on May 22, 2025 by Bobbie Guidry

The Minnesota Legislature directed DHS to develop and implement a provider cost review for agencies that provide at least one service covered by the Disability Waiver Rate System, DWRS, (Minn. Stat. §256B.4914, subd. 10a).

The disability waivers include CADI, BI, CAC and DD waivers. Customized Living services are those provided in assisted living licensed or exempt facilities.

DWRS Cost Reporting

DHS will use the data gathered from DWRS cost reporting to make recommendations to the Legislature about the payment rates for disability waiver services. DHS will collect this data on an ongoing basis to inform policy makers of the cost drivers and allow the DWRS to set rates that:

• Appropriately fund services
• Encourage provider viability
• Ensure service access for people who receive services under the home and community-based services (HCBS) disability waivers.

All agencies that provide DWRS services must submit a completed cost report by the deadline established by DHS. Failure to complete the cost report may result in DHS stopping payment for services.

Reporting began in 2021, which was the first year in a five-year reporting cycle. All DWRS provider agencies must report at least once during the cycle. DHS will notify agencies if they are required to report in the spring of their reporting year, and they will have through the summer to complete the online cost report. For specific dates, see the schedule below.

Annual reporting timeline:

• By March 31: Initial notification to provider agencies required to report that year
• June 1: Notification that reporting period is opening
• Aug. 31: Final deadline for reporting
• Oct. 1: Notification of 30 days noncompliant
• Nov. 1: Notification of 60 days noncompliant
• Dec. 1: Notification of 90 days noncompliant and begin stop-payment process

More information can be found at: DWRS Cost Reporting / Minnesota Department of Human Services

• Frequently asked questions about DWRS cost reporting 
• DWRS cost reporting presentation (PDF) 

All providers that provide at least one DWRS service are required to report once every five years, beginning in 2021.

• DHS anticipates 20% of providers will report every year, based on random sampling.
• Providers are required to report on a fiscal year completed in the last 18 months.
• If a provider fails to complete their report by the established deadline, DHS is required to suspend payments until the report is completed.
• The stop payment deadline is December 1, 2025
• If it is your year to report, your authorized agent will have received multiple notification emails as well as their user login information. Make sure to check your SPAM folders.
• If you are still unsure if it is your year to report, reach out to the Cost Reporting Team with information about your organization, including business name, FEIN, NPI/UMPI, authorized agent name, and authorized agent email address. Email: dhs.costreport@state.mn.us

Webinar announcement: Disability Waiver Rate System (DWRS) Cost Reporting Demonstration and Question and Answer (Q&A) – Customized Living Providers

Date and time: 10 – 11:30 a.m., June 18, 2025

Description:

The DWRS Cost Reporting Team will host a demonstration and Q&A session

about DWRS cost reporting for customized living providers.

We will cover the following topics:

• DWRS cost reporting overview.
• DWRS cost reporting online system demonstration, including how to sign on and enter data into the system.
• Reporting requirements.
• Specific information for customized living providers.
• DWRS Cost Reporting Team contact information.

For more information (e.g., workbooks, manuals, project updates),

refer to DHS – DWRS cost reporting.

Learning Objectives

After this session, participants will be able to:

• Sign on and enter information into the DWRS cost reporting system.
• Find online materials to learn more about cost reporting.
• Answer common questions about cost reporting.

Know where to go with specific questions.

Webinar Details

Use the following information to join the webinar:

Webex webinar – DWRS Cost Reporting Demonstration and Q&A – Customized Living Providers

• Webinar number: 2481 433 1755
• Webinar password: cost (2678 when dialing from a phone or video system)
• Join by phone:
  +1-415-655-0003 (United States toll)
  1-855-282-6330 (United States toll free)

Access code: 2481 433 1755

Accommodations & Additional Information

• To request an accommodation, email DSD Learn at least two weeks before the session.
• To submit cost reporting questions in advance, email dhs.costreport@state.mn.us.
• Email DSD Learn with any questions.