How to Report Changes to Medicaid Enrollment in 2027: Owners, Managers, Address, Bank, and Vehicles

Your Medicaid enrollment is a snapshot of your company on the day it was approved: who owns it, who runs it, where it is, where the money goes, and which vans and drivers it uses. When the snapshot stops matching your business, claims stall, and the state can end the enrollment. Reporting changes on time keeps the two in step.

What counts as a change you must report

Federal rules set a floor that every state must follow. States then add their own lists and clocks.

Change	Examples	What federal rules say
Owners	Anyone gaining or losing a 5 percent or greater direct or indirect interest, or a new partner	Disclose within 35 days after any change in ownership (42 CFR 455.104)
Officers and directors	A new corporate officer or board member	They count as having control, so they are part of the ownership disclosure
Managing employees	A new general manager, operations director, or administrator	Disclosed with name, address, date of birth, and Social Security number. States set when changes are due.
Criminal convictions	An owner, agent, or managing employee convicted of a crime tied to Medicare, Medicaid, or Title XX	Disclosed before the agreement is renewed or whenever the state asks (42 CFR 455.106)
Business transactions	Ownership of any subcontractor paid more than $25,000 in 12 months	Due within 35 days of a state or federal request (42 CFR 455.105)
Locations	A move, or a second garage or office	A new practice location is screened like an application (42 CFR 455.450)
Name, tax ID, bank, licenses, vans, drivers	A new DBA, a new EIN, a new bank account, a lapsed permit	Set by your state and your broker agreements

A managing employee is anyone who exercises operational or managerial control over the business, or runs its day-to-day operation, whether or not they are on your W-2 payroll (42 CFR 455.101). A dispatcher who runs the office while you drive may count. A lender can count too: anyone holding 5 percent or more of a mortgage, note, or other debt secured by the company, when that interest equals at least 5 percent of its assets, has an ownership or control interest.

Why an unreported change stops your payments

Unreported changes cause trouble in four ways:

• Termination. A state must end the enrollment of a provider when it, or an owner, agent, or managing employee, fails to give timely or accurate information, unless the state documents why ending it is not in the program’s best interest (42 CFR 455.416). For a 5 percent owner who does not give accurate information and cooperate with screening, there is no such exception.
• No federal money. Federal matching funds are not available for payments to a provider that fails to disclose ownership and control information as required (42 CFR 455.104).
• Deactivation. California deactivates a provider’s billing NPI when it cannot reach the provider at the last known pay-to, business, or mailing address (Medi-Cal provider guidelines).
• Held payments. Texas holds payments when provider information is inaccurate or incomplete, and voids payments pending more than 180 days (Texas Medicaid manual, September 2026).

Working only for brokers does not keep you out of this. Federal rules require states to screen and enroll every network provider of a Medicaid health plan (42 CFR 438.602), and that includes providers under agreement with a plan’s subcontractor, such as its ride broker (42 CFR 438.2). A plan may sign you while enrollment is pending for up to 120 days, but it must end the agreement when the state says you cannot be enrolled or when 120 days pass without enrollment. Illinois requires both health plan and fee-for-service transportation providers to be enrolled in its IMPACT system. Indiana requires transportation providers to enroll with its Medicaid program and contract with its fee-for-service broker, Verida (Indiana transportation module, August 2025).

Deadlines by state

Each state sets its own portal and clock. These six show the range.

State	Where you file	Deadlines
Texas	PEMS, the TMHP Provider Enrollment and Management System	30 calendar days for a change of ownership (a new application) and for new corporate officers, directors, or managing employees. 10 days for a suspended, revoked, or retired license. 90 calendar days for address, phone, name, and federal tax ID changes.
California	PAVE portal, supplemental changes application (the paper form is DHCS 6209)	35 days for any change to information on your application, including managing employees, DBA, pay-to and mailing address, vehicles, drivers, hours, and service areas
Florida	The state Medicaid agency, in writing	30 days for a change in any principal: officer, director, agent, managing employee, affiliated person, or 5 percent owner. At least 60 days before a sale for the seller’s notice and the buyer’s application. Immediately for a bankruptcy filing.
Indiana	IHCP Provider Healthcare Portal, or mailed maintenance forms	30 business days for name, DBA, mailing, pay-to, service location, W-9 address, tax ID, ownership, and EFT changes. 10 business days for licenses, certifications, and permits.
Washington	The state Medicaid agency, in writing	7 calendar days for any ownership or control change, including a new managing employee. Address, phone, and business name changes must also be reported.
Illinois	IMPACT, by an online modification	Keep the record accurate at all times, including the details of every vehicle. Failing to update it can interrupt participation and payments.

The sources are Texas’s provider manual (September 2026), California’s regulations (22 CCR 51000.40) and Medi-Cal provider guidelines, section 409.907 of the 2026 Florida Statutes, Indiana’s Provider Enrollment module (published September 8, 2026), WAC 182-502-0016 and 182-502-0018, and the Illinois transportation handbook (March 11, 2024). If your state is not listed, check its provider enrollment manual, and see our state guides.

If your company is also enrolled in Medicare, for example as an ambulance supplier, Medicare has its own clock: 30 days for a change of ownership or control, an adverse legal action, or a practice location change, and 90 days for everything else (42 CFR 424.516).

Changes that need a new application, not an update

Some changes are too big for a maintenance request. The state treats the result as a new provider.

Change	What some states require
Sale of the company or a controlling stake	Florida: seller notice and buyer application at least 60 days before. Texas: a new application within 30 calendar days with a contract of sale naming who is liable for past overpayments. Indiana: a new enrollment application for each service location, with the purchase agreement or bill of sale.
New federal tax ID	Washington ends the provider agreement on the date of a new tax ID after an ownership change. Illinois ends participation when an ownership or structure change brings a new tax ID. California requires a new application.
Cumulative ownership change of 50 percent or more	California requires a new application, counting from your last approved application. Smaller changes go on a supplemental change.
Moving or adding a location	California requires an application for a changed or additional business location. In Texas, moderate and high risk providers cannot bill for services at a new practice location until it is approved.

A new location also means new screening. States must visit moderate and high risk providers before and after enrollment, and every provider must allow unannounced visits to any of its locations (42 CFR 455.432). See the Medicaid site visit.

A new application can also mean the federal enrollment fee: $750 for applications filed in calendar year 2026. States collect it from providers other than individual physicians and nonphysician practitioners. It does not apply if you are enrolled in Medicare or another state’s Medicaid program, or already paid the fee there (42 CFR 455.460).

If you are restructuring or selling, read LLC or corporation for a NEMT business and how to sell a NEMT business before you file anything, and see change of ownership.

How to report a change, step by step

1. List everyone who holds your record. That means the state Medicaid agency, each broker and health plan, NPPES, the IRS, Medicare if you are enrolled, and your state licensing offices.
2. Decide whether it is an update or a new application. Use the table above and your state manual. When in doubt, call provider enrollment before the change happens.
3. Screen new people first. States check everyone with ownership or control, plus agents and managing employees, against federal exclusion databases, and check the main lists at least monthly (42 CFR 455.436). Search the OIG exclusion list before you bring someone in.
4. Gather the proof. Indiana wants a W-9 and the IRS letter confirming any new tax ID. Texas wants a voided check or bank letter for a new account. Sales need the purchase agreement or bill of sale.
5. File in the portal by the shortest deadline that applies. Save the confirmation page or request number.
6. Update NPPES within 30 days. Federal rules require providers to report changes to their NPI record within 30 days (45 CFR 162.410). See how to get an NPI number for NEMT.
7. Tell every broker and health plan. Send the change the way each agreement requires.
8. Watch for approval before you rely on it. Do not run trips from a new location or close an old bank account until the state confirms the change.

Changing your bank account without missing a payment

A bank change is the one change that can send your money to the wrong place, so states verify it before they pay.

• Texas. Submit a PEMS maintenance request for electronic funds transfer with a voided check or a letter on bank letterhead. TMHP sends a test transaction to the new account, and deposits go there once it clears.
• Indiana. Report EFT account changes within 30 business days.
• Brokers. Each broker keeps its own payment setup. WellTrans’s Indiana agreement includes its own EFT authorization form, and MTM Health’s standard agreement requires written notice at least 30 calendar days before you assign any payments to a third party.

If you work with a factoring company, check the rules before you change accounts. State Medicaid payments may not be made to or through a factor, and a billing service may receive payments in your name only if its fee covers the cost of billing, is not a percentage of what it bills or collects, and does not depend on collection (42 CFR 447.10). See NEMT factoring and NEMT billing services.

Keep the old account open until the first payment arrives in the new one.

Vehicles, drivers, and insurance

States that enroll transportation providers often track the fleet itself:

• California lists vehicle information, driver information, each new driver, days and hours of operation, and the areas served among the changes due within 35 days (22 CCR 51000.40).
• Illinois requires the information for every transportation vehicle in IMPACT.

Brokers track all of it, and they do not pay for what they have not approved:

Broker rule	Source
No payment for trips by uncredentialed drivers or attendants, or in uncredentialed vehicles	MTM Health standard agreement, January 1, 2023, section 6.B
Tell MTM immediately about every vehicle added to or removed from a scheduled auto policy	Same agreement, section 9.D
Tell MTM immediately about any criminal investigation or charge against you or a driver, certain convictions, and civil claims from your trips	Same agreement, section 2.R
Keep company, driver, and vehicle records current, or face fewer trips, a performance plan, unpaid trips, or non-renewal	MTM Health Virginia handbook, May 2026
No payment for drivers or vehicles not registered with and approved by WellTrans	WellTrans Indiana agreement, October 16, 2025
Send new insurance certificates immediately on renewal or any change, and have policies give WellTrans 30 days’ notice before a cancellation or change	Same agreement

Add a van or driver to your broker profiles before its first trip, not after. See NEMT broker credentialing and NEMT insurance requirements.

New owners, officers, and managers

People changes carry the most risk, because the state screens each new person.

• Who is screened. Everyone with ownership or control, plus agents and managing employees, is checked against federal databases, including the HHS OIG exclusion list and the federal excluded parties list.
• Convictions. A state must deny or end enrollment when a 5 percent owner was convicted of a Medicare, Medicaid, or CHIP crime in the last 10 years, unless it documents why that is not in the program’s best interest (42 CFR 455.416).
• Fingerprints. When the state or CMS asks, each 5 percent owner must submit fingerprints within 30 days, or the state must deny or end the enrollment, again unless it documents an exception.
• Timing. Washington counts a new managing employee as a control change, due in writing within 7 calendar days. Texas wants new officers, directors, and managing employees within 30 calendar days. Florida wants any new principal within 30 days.

Brokers want to know too. MTM Health’s standard agreement requires immediate notice of any change in ownership, officers, directors, or controlling interest. It also requires a new agreement after a change of ownership, a new FEIN, or a new legal name. Washington also expects you to tell it immediately if you learn an employee or contractor is excluded from federal programs.

If you are buying a company rather than selling one, see how to buy a NEMT business.

Other records to update

Record	Deadline	How
NPPES (your NPI record)	30 days after any change	Online at nppes.cms.hhs.gov (45 CFR 162.410)
IRS responsible party	60 days after the change	IRS Form 8822-B, which also reports a new mailing or business address
Medicare, if enrolled	30 days for ownership, control, or location changes. 90 days for the rest.	Your Medicare contractor (42 CFR 424.516)
Each broker and health plan	Set by each agreement. MTM Health says immediately.	Provider portal or provider relations, then in writing
Medicaid revalidation	At least every 5 years (42 CFR 455.414)	See Medicaid revalidation for NEMT

Keep a one-page change log: what changed, the date it happened, each deadline, who you told, and the confirmation number. At revalidation, that log turns a stressful review into a quick check. A NEMT compliance calendar keeps these dates in one place.