Require All MN Family Services And Programs To Allow Digital Document Submission

 

The purpose of this act is to mandate universal acceptance of digital document submissions across all Minnesota family

services programs and county offices to ensure that every eligible family can access the digital submission capabilities

that currently exist but are not utilized or available statewide

 

Minnesota has proven digital document submission works. Since MNbenefits launched statewide in November 2021, it has

served over 275,000 people accessing $100 million in benefits, reduced application completion time from one hour to

12-15 minutes, and processes approximately 4,000 applications per week. The system accepts mobile photo uploads,

requires no login for initial applications, and works on any device. However, Minnesota is one of less than a dozen

states where benefits are administered directly by counties, which means there is no statewide process mandating digital

acceptance. This creates variations in document submission requirements across county offices and programs, leaving some

families unable to access digital options that work seamlessly in other parts of the state.

The consequences of requiring physical documents are severe for struggling families. Delayed or lost mail causes

approximately 48% of benefit "churn" cases nationally, where families temporarily lose benefits because paperwork

doesn't arrive in time. USPS on-time delivery has declined from 78% in 2023 to 69% in 2024 for first-class 3-5 day mail.

For a single mother working multiple jobs who needs food assistance now, being told she must mail documents means her

children go hungry while paperwork sits in the postal system. When 59% of households earning under $30,000 per year do

not own computers and fax machines are overwhelmingly business technology, requiring physical submission creates an

insurmountable barrier.

Digital submission is more accessible than traditional methods. Seventy-six percent of adults in households earning

under $30,000 per year own smartphones, compared to only 41% who own computers. A parent can photograph their pay stub

with their phone at 11 PM and upload it immediately rather than finding a printer, envelope, and stamp. Paper forms

generate 10-124 data entry errors per 10,000 fields, while digital systems reduce math errors from 17% to less than 1%.

Security concerns are addressed through multi-factor authentication, biometric verification, AI-powered document

authentication achieving 99% accuracy, and audit trails that exceed physical mail security. The infrastructure already

exists and works. This act simply requires that every county and every program accept digital submissions, ensuring no

Minnesota family is denied this faster, more accessible option.

 

 

“Forms of identification” - Any form of identification for a U.S. citizen. This may be a drivers license or permit,

birth certificate, social security card, state I.D., U.S. passport, permanent resident card (green card), etc.

“Family services programs” - All Minnesota programs providing assistance to families and children, including but not

limited to SNAP, MFIP, CCAP, Medicare and Medicaid, and similar programs.

“Digital document submission” - The electronic transmission of required documents through secure online portals or other

electronic means that allow applicants to submit verification documents without physical, mail, or fax delivery.

“Required documents” - Any supporting documentation needed to verify eligibility for family services programs.

“Universal acceptance” - Requirement that all counties and family services programs must provide and accept digital

document submission options for applicants, ensuring statewide consistency in submission methods.

 

 

The Commissioner of Human Services shall be responsible for administering this act. The commissioner may use existing

funds or seek additional appropriations from the Legislature to implement this act.

 

Within 3 months of passage, the Department of Human Services shall submit a report to the legislature documenting which

family service programs and county offices currently accept digital submissions, and which do not, an implementation

timeline and cost estimate for implementation, and a plan for communicating the new digital submission options to

applicants statewide.

Within 12 months of passage, at least 75% of all family services programs and county human services offices statewide

must accept digital document submissions.

Within 18 months of passage, 100% of family services programs and county human services offices must accept digital

document submissions for all required documents, excluding forms of identification.

If the Department of Human Services fails to achieve the 12 month milestone, the Commissioner shall provide a written

explanation to the legislature detailing obstacles encountered, and a revised timeline.

If the Department of Human Services fails to meet the 18 month milestone, the Legislature may:

Request formal updates from the Commissioner at any time

Conduct an audit of implementation efforts

Withhold a portion of administrative appropriations until compliance is demonstrated (this will not affect funding for

programs themselves, just administration)

Counties that fail to implement the requirements in the specified timeline shall not be eligible for state

administrative cost reimbursements related to document processing until implementation is finished.

 

 

This bill will go into effect immediately after passage. Implementation timelines specified in section V begin

immediately after passage.