Page 241

EAP Policy Manual FFY24 Chapter 12 Communication, Information and Reports Page 9 Changes to Service Provider Operations or Structure Service Providers must inform Commerce of key changes in Service Provider staffing and operations. Notification must be transmitted in a timely and reasonable manner to Commerce. Specified contract related provisions need written, signed notification on Service Provider letterhead sent to the Commerce EAP Director. For some changes, informal notification by phone or e-mail is reasonable. Direct phone numbers and e-mail addresses for all Service Provider EAP staff must be included in the EAP Local Plan. Service Providers should supplement formal announcements with informal updates to the Program Performance Auditor, eap.mail@state.mn.us, or the Commerce EAP Director as needed to keep Commerce apprised of the situation’s progress. Timely information on changes helps to make appropriate decisions and to reduce or avoid management uncertainties or unknown situations. Service Providers should notify Commerce as soon as changes are known. Commerce will request additional information if needed. Key changes include (but are not limited to): • Any change that affects the ability of Commerce to contact or make referrals to the Service Provider, the EAP office, the Executive Director or the EAP Coordinator. • Changes that affect the delivery of EAP services at the local level. • Change in EAP office address, location of satellite office or business hours. • Emergency changes (e.g., office will be unexpectedly closed). • Change in employment status, telephone or e-mail for: • EAP Coordinator. • Fiscal Director and fiscal contact, including person authorized to draw down cash. • Executive Director. • Service Provider’s Board Chair or Authorized Representative. • eHEAT Administrator. Key changes requiring written, signed notification include: • Change in Executive Director. • Change in Board Chair or Authorized Representative. Key changes for which email notification is allowable include: • Change in EAP Coordinator status. • Change in Fiscal Director or fiscal contact status.