MDHR Certification Requirements
Last updated: 2025-04-05
To engage in contracts with Minnesota State Colleges and Universities, suppliers must comply with specific state requirements designed to promote equitable employment practices. This includes obtaining both the Workforce Certificate and the Equal Pay Certificate from the Minnesota Department of Human Rights (MDHR).
Workforce Certificate
The Workforce Certificate ensures that businesses maintain a workplace free from discrimination as mandated by the Minnesota Human Rights Act.
Who Needs a Workforce Certificate?
- Businesses with 40 or more full-time employees in Minnesota or their primary state of business.
- Applicable for contracts exceeding $100,000.
Exemptions
- Businesses with fewer than 40 full-time employees are exempt but must provide written certification of this status.
Application Process
- Prepare Your Affirmative Action Plan (AAP):
- Develop an AAP that outlines your commitment to hiring and promoting a diverse workforce, including people of color, Indigenous individuals, women, and people with disabilities.
- Submit the Application:
- Complete the Workforce Certificate application, available on the MDHR website.
- Pay the required $250 filing fee, which contributes to the Human Rights fee special revenue account.
- Await Certification:
- MDHR will issue a certificate of compliance or a notice of denial within 15 days of receiving your application.
- Once obtained, the Workforce Certificate is valid for four years.
Equal Pay Certificate
The Equal Pay Certificate mandates that businesses demonstrate compliance with equal pay laws, ensuring that men and women receive equal compensation for equal work.
Who Needs an Equal Pay Certificate?
- Company Size: Businesses with 40 or more full-time employees in Minnesota or in their primary state of business on a single day during the 12 months preceding the contract execution.
- Contract Criteria: Applicable to contracts for goods and services exceeding $500,000 with Minnesota state departments and agencies, including Minnesota State Colleges and Universities.
Exemptions
Certain contracts are exempt, such as those related to healthcare services provided under specific state programs. For detailed information, refer to Minnesota Statute § 363A.44.
Application Process
- Prepare an Equal Pay Compliance Statement:
- Affirm compliance with federal and state equal pay laws.
- Demonstrate that average compensation for female employees is not consistently below that of male employees in comparable positions.
- Outline strategies for correcting any identified wage disparities.
- Submit the Application:
- Complete the Equal Pay Certificate Application.
- Pay the $250 filing fee online.
- Await Certification:
- MDHR will issue the certificate or provide a statement of denial within 15 days of receiving the application. The certificate remains valid for four years.
Compliance Obligations:
- Good Faith Effort:
- Actively implement affirmative action and equal pay practices. Non-compliance can result in penalties, including fines up to $5,000 per contract per year and potential suspension or revocation of certificates.
- Annual Reporting: Businesses holding these certificates may be required to submit annual compliance reports to MDHR.
Additional Resources:
- Technical Assistance:
- MDHR offers guidance to help businesses comply with these requirements. For assistance, contact MDHR at compliance.mdhr@state.mn.us or call 651-539-1095.
- For questions about the approval process, please contact the Supplier Support Unit (vendor.mmbefax@state.mn.us)
- Data Privacy:Information submitted related to the Workforce Certificate is classified as private or nonpublic data, ensuring confidentiality.