Once your Participant Directed Program (PDP) has been approved, the next step is to set up the “business side” of the program. This part may sound intimidating at first, but with the right tools and support, it becomes manageable — and even empowering.
For detailed guidance, be sure to reference the PDP Toolkit and the PDP Enrollment Orientation Checklist provided by your DDS Support Broker.
Step 1: Establishing the Employer of Record (EOR)
The first and most important task is setting up the Employer of Record (EOR). The EOR is the legal employer of the program. In a Participant Directed Program, the EOR can either be:
- The participant themselves, or
- A designated person (often a parent or guardian) who acts on their behalf.
In our case, I serve as the EOR for my son, L.
To get started, you’ll need to complete the EOR packet, which includes obtaining an Employer Identification Number (EIN) from the IRS. As the EOR, you’re responsible for:
- Interviewing, hiring, and training staff
- Managing staff schedules
- Working with the Fiscal Management Service (FMS) — Acumen in Massachusetts — to handle timesheets and monitor your program budget
- Submitting invoices for approved services
- Monitoring for potential financial fraud or misuse of funds
Step 2: Writing Job Descriptions
Each employee must have a signed job description that outlines their responsibilities, qualifications, and pay rate. Both the employer and employee sign this document as part of the onboarding packet and it is shared with DDS. Having clear job descriptions helps set expectations and provides documentation for your records.
Step 3: Setting Up Your Budget Allocations
Once you receive your total budget, you’ll work with your DDS Support Broker to divide funds into the appropriate line items. For most programs, staffing costs make up the largest portion of the budget. These are typically broken down into categories such as day supports or home supports.
In addition, you may choose to allocate money to flex funding accounts to cover other program-related expenses. See the PDP Toolkit for more information on the different budget categories, what you can use them for, and any caps to those categories.
If you ever need to move funds between categories, you must submit a request to your DDS Support Broker — only they can authorize budget adjustments. Neither you nor the participant can move money between line items independently.
Step 4: Onboarding Your Staff
Once you’ve selected your staff, your DDS Support Broker and FMS will guide you through the employee onboarding process. They’ll provide you with the employee packet, which includes all the forms your staff must complete before they can begin working.
To make this easier, I created an Employee Packet Checklist for new hires — it outlines exactly what needs to be filled out and returned, which helps avoid delays and confusion. I have shared the checklist that I created on the website!
Step 5: Managing and Tracking Your Budget
While the Fiscal Management Service (Acumen) provides an online system where you can view your budget and spending, I’ve found it helpful to maintain my own budget spreadsheet to track payroll and flex funding.
Every month, I reconcile my spreadsheet with Acumen’s monthly budget summary to ensure:
- Our spending stays within budget, and
- There are no discrepancies or accounting errors on either end.
For tips on creating your own tracking system, see Sections 5 and 7 of the PDP Toolkit.
Final Thoughts: Don’t Be Afraid to Ask for Help
Running the “business side” of a Participant Directed Program can feel overwhelming at first — but you don’t have to do it alone. Your DDS Support Broker and Fiscal Management Service are there to support you every step of the way. They’ll provide the right forms, answer questions, and help troubleshoot issues as they arise.
Remember: Understanding the administrative side of your PDP is key to keeping the program running smoothly and ensuring your loved one receives the supports they deserve.
Until next time,
Cheryl
#Life Without a Filter 