Missouri Self-Directed Supports (SDS) The BetterOnline Web Portal Instruction Manual for Families

Transcription

1 Missouri Self-Directed Supports (SDS) The BetterOnline Web Portal Instruction Manual for Families February 2016 MO DMH Contact PPL s Missouri Customer Service Representatives: Phone Number: Fax: csmosds@pcgus.com

2 Table of Contents Online User Registration. 1 How to view Timesheets...7 How to Approve/Reject Timesheets...11 How to Read Your Budget Summary.18 How to Use My Profile Page How to view the Contact Page 26 This manual will be continually updated as necessary.

3 The Family Guide to the BetterOnline TM Web Portal Online Registration Welcome to the PPL BetterOnline TM Portal system! How do I register online? This document will outline how to set up your username and password, so that you can begin using the PPL s BetterOnline web portal. Once you are registered you will be able to use BetterOnline for: Managing your Budget Approving your Employee s E-Timesheets Viewing the status of your Employee s E-Timesheets 1. The first thing you should do is type in the web address provided below into your browser: (we recommend saving this as a favorite, so that you don t have to keep typing it in). fms.publicpartnerships.com 2. A log in screen will appear. You will use this screen to log into the BetterOnline TM after you have registered. Online User Registration (Employer of Record) Page 1

4 The Family Guide to the BetterOnline TM Web Portal Online Registration 3. Select the Sign Up button to the right of the login button on the Login Screen. 4. This will bring you to the New User Registration screen. It will ask you to choose your state. 5. You should select MISSOURI from the drop down list. Online User Registration (Employer of Record) Page 2

5 The Family Guide to the BetterOnline TM Web Portal Online Registration 6. After you select your state two new data fields will appear: Program and Role Select your Program MO DMH Select your Role Individual If you are the Employer of Record, Designated Rep/Guardian or Individual, select the Individual role. 7. After you have selected your role hit the NEXT button to continue on to registration. By choosing the correct role the system now knows which information to look up for your account. If you do not choose the correct role the system will be unable to find your account in order for you to complete your registration. 8. You will be brought to the STEP 2. Verify Credentials screen. You are now required to verify who you are by completing the three data fields below : Social Security Number (Last 4 Only): This is the last four digits of the Individual s social security number. Online User Registration (Employer of Record) Page 3

6 The Family Guide to the BetterOnline TM Web Portal Online Registration Individual Last Name: This is the last name of the Individual. Zip Code: This is the zip code for the Individual. Please note if the system is unable to verify your information there are potentially two issues: 1. The Individual s information was inaccurately entered at the time of enrollment. In order to resolve this: You should call Customer service and provide the Individual s demographic information so that PPL can make corrections in our system. You may also need to call your Support Coordinator because they may have incorrect information on file. 2. Your Individual is new and he/she has not been entered into the BetterOnline TM Web Portal yet. To resolve this: Please contact your Support Coordinator to make sure that they have provided PPL with your demographic information. Online User Registration (Employer of Record) Page 4

7 The Family Guide to the BetterOnline TM Web Portal Online Registration 9. You will now be brought to Step 3: User Information page. This is the page in which you will actually register yourself as a user in the system. You will be asked for the following information: Username- PPL suggests that you use the first letter of your first name and your last name. Ex. Mary Poppins = MPoppins o Please note, if the user name you selected is already in use you will need to select a different username. Password- Your password must be at least 8 characters long and contain at least 1 numerical character, 1 capitalized character, 1 special character and 1 lower case character. Please be aware that your password will be case sensitive. An example of an acceptable password would be Payroll1*. Confirm Password- Here, you need to retype the password you created. Address- Your address is an optional field. PPL will use this to send information pertaining to your timesheets to your account. Please note: If you provide an address you will receive an confirmation of your username and password. Online User Registration (Employer of Record) Page 5

8 The Family Guide to the BetterOnline TM Web Portal Online Registration Security Questions- You should choose three questions from the drop down menu. Put the answers to these questions in the data field next to it. If you ever needed to change your username or password these questions provide a layer of security to protect your privacy. So that only YOU can change your user registration information. 10. If you are happy with all of your information, hit the SUBMIT button. 11. Once the system has accepted your registration, you will see the below screen. CONGRATULATIONS! You are now registered to use the PPL s BetterOnline web portal! 12. Select the Click here hyperlink to return to the log in screen and enter in the username and password that you created to sign into your account. Online User Registration (Employer of Record) Page 6

9 The Family Guide to the BetterOnline TM Web Portal How to View Timesheets Individual: How to view Timesheets 1. Log in to BetterOnline using your pre-assigned username and password. Here is a link to the website: fms.publicpartnerships.com 2. You will default on the Timesheet List page. When you log in, you will be able to see ALL timesheets and notes that have been entered and saved by your employees for your account. Any timesheets that are awaiting your approval or review will be listed on this page. On this page you will be able to view timesheets that have been submitted by your employees and also timesheets that have been saved. Notes will be available for the individual to review on both saved and submitted timesheets, therefore, it is important for you to remind your employees to enter their time and notes each day and SAVE the timesheet. The employee would submit their timesheet on the last day of the pay period. How to View a Timesheet Page 7

10 The Family Guide to the BetterOnline TM Web Portal How to View Timesheets There are criteria options at the top of the page (timesheet status, timesheet start date range, timesheet submitted date range, check number, and search with employee name) that can be used to narrow your search results. Timesheet Status: Possible timesheet status are: Timesheet Start Date Range You may want to use this search feature if you have multiple employees and you want to view all of their timesheets for just one pay period. Timesheet Submitted Date Range You can use this search feature to see all timesheets submitted during a certain time period. Sometimes employees wait a long time to submit their timesheets, instead of having to search for every pay period, you can search on just when the timesheets were submitted. How to View a Timesheet Page 8

11 The Family Guide to the BetterOnline TM Web Portal How to View Timesheets Search with Check Number You may want to use this search feature if you have an interest in a specific check for one of your employees. Search with Search with Employee Name You may want to use this search feature if you want to review multiple timesheets for one of your employees. 3. If you would like to search by Employee click on the blue underlined Search with Employee Name. The screen below will appear. 4. Enter in the First and Last Name of the Employee and select the Search button. Every timesheet for the Employee you selected will appear. 5. Below is the results screen of a timesheet search. How to View a Timesheet Page 9

12 The Family Guide to the BetterOnline TM Web Portal How to View Timesheets The pay period in Missouri is every two weeks. Please look at the payroll calendar for dates. You will be able to view a timesheet anytime you like. You will notice that you will also need to either approve or reject a timesheet in the submitted status before PPL can pay it. Timesheets that are in the saved status can be reviewed at any time, however, they cannot be approved or rejected until the employee has submitted the timesheet. In the next section, you will learn how to approve and rejected timesheets. How to View a Timesheet Page 10

13 The Family Guide to BetterOnline TM Web Portal How to Approve or Reject Timesheets Individual: How to Approve or Reject Timesheets 1. Log in to BetterOnline using your pre-assigned username and password. Here is a link to the website: fms.publicpartnerships.com 2. You will default on the Timesheet List page. 3. Here, you can either view every timesheet that has ever been created for you by leaving All in the Timesheet Status dropdown menu and hitting the Search button or you can search by the Submitted status: How to Approve or Reject Timesheets Page 11

14 The Family Guide to BetterOnline TM Web Portal How to Approve or Reject Timesheets You may want to use this search feature if you have multiple employees and you want to view all of their submitted timesheets. 4. Below is the results screen of a timesheet search. You will be able to View a timesheet anytime you like. You will notice when a timesheet has been saved by your employee, you will only be able to review the saved information by clicking the Review button. Any notes that the employee entered will show in the outlined area. The timesheet will have the status of Saved and will only have the Review button available. If the employee has submitted to you for approval, it will have a status of Submitted you will need to either approve or reject a timesheet. How to Approve or Reject Timesheets Page 12

15 The Family Guide to BetterOnline TM Web Portal How to Approve or Reject Timesheets PPL cannot pay timesheets unless they have been approved by you. By using BetterOnline to approve timesheets, we log an electronic signature based upon your unique username and password. 5. Select the Approve/Reject button. 6. After selecting the Approve/Reject button the screen below will appear. How to Approve or Reject Timesheets Page 13

16 The Family Guide to BetterOnline TM Web Portal How to Approve or Reject Timesheets The timesheet will appear so that you can review it while you Approve/Reject. At the bottom of the page you will see three options Show Printable Version (PDF), Approve, Reject. 7. The Show Printable Version (PDF) button allows you to print your employee s timesheet so that you can keep a hard copy for your records. Please DO NOT fax PPL your paper timesheet. The print option is only for your personal records. You do NOT need to print your employee s timesheet if you don t want to. Timesheets will always be maintained electronically for your review. 8. After you have reviewed your timesheet and determined that it is accurate you should approve the timesheet for payment. How to Approve a Timesheet: 9. To approve the timesheet select the Approve button. 10. After selecting the Approve button you will see the screen on the next page. How to Approve or Reject Timesheets Page 14

17 The Family Guide to BetterOnline TM Web Portal How to Approve or Reject Timesheets The message at the top of the screen will indicate that This timesheet is now approved. You will still have the option to print a paper copy of the timesheets for your records. You can print the approved timesheet by selecting the Show printable version (PDF) at the bottom of the screen. You can select the Return to Timesheet List to exit this screen and approve/reject or review the next employees timesheet. How to Approve or Reject Timesheets Page 15

18 The Family Guide to BetterOnline TM Web Portal How to Approve or Reject Timesheets How to Reject a Timesheet: 11. If you have reviewed the timesheet and you have determined that it is not correct you can choose to reject the timesheet. 12. Scroll to the bottom of the page and select the reason why the timesheet has been rejected. The boxes below are common reasons, you do not need to check a box to reject, if one of these common reasons is not why you are rejecting the timesheet. You can explain the reason for the rejection in the note. When a timesheet is rejected it is sent back to the employee for correction and review. Your employee will see the reasons you entered for rejection and will correct the timesheet based upon your reasons. The employee will correct the timesheet, save and submit back to you. 13. After entering your rejection reasons select the Reject button. How to Approve or Reject Timesheets Page 16

19 The Family Guide to BetterOnline TM Web Portal How to Approve or Reject Timesheets By approving the timesheet, it is automatically entered into PPL s payroll system for payment. You can track the progress of the timesheet status anytime you want! When it has been paid the timesheet status will show PAID. If it has a status of Good to Pay, it means that PPL s payroll team is in the process of cutting the check to your employee. How to Approve or Reject Timesheets Page 17

20 The Family Guide to the BetterOnline TM Web Portal How to Read Your Budget Summary Individual: How to Read Your Budget Summary 1. Log in to PPL s BetterOnline web portal using your pre-assigned username and password. Here is the link to the website: fms.publicpartnerships.com 2. You will default on the Timesheet List page. 3. Select the My Profile hyperlink at the top of the page in the Green Bar. 4. After selecting the individual s profile page will appear. Scroll to the bottom of the page and click on the Budgets button. 5. The budget page will appear. This page will list the Services, the start and end date of the budget, authorized dollars, paid dollars, invoiced dollars, and balance. How to Read Your Budget Summary Page 18

21 The Family Guide to the BetterOnline TM Web Portal How to Read Your Budget Summary Service: this is the section that shows the services that the individual is authorized for. PPL is not able to pay for any services that are not authorized. Start Date: This is the start date of the budget. PPL is unable to pay for any dates of service prior to the start date. End Date: This is the end date of the budget. PPL is unable to pay for any dates of service after this date. Total Authorized Units: This field will always say N/A as the budget is based on dollars and not units. You can ignore this field. Authorized Dollars: this is the total amount of dollars authorized by the support coordinator for this service. PPL is unable to pay out any timesheets that exceed the total authorized dollars. Paid Dollars: This is the total amount that PPL has paid out against the budget. Invoiced Dollars: This amount represents amounts for timesheets that are currently marked good to pay and are processing for payment. Balance: This amount shows the remaining amount left on the budget after Paid Dollars and Invoiced Dollars have been deducted from the Authorized Dollar amount. This is the remaining balance in the budget. How to Read Your Budget Summary Page 19

22 The Family Guide to the BetterOnline TM Web Portal How to Read Your Budget Summary Actions: clicking on the icon in this section will allow you to see dates of service that were paid out of this budget. It will also list the hours for each date. Remember, it is the individual s responsibility to track their budget and balances. PPL will not be able to pay for any dates of service outside of the authorization dates. In addition, PPL is not able to pay for any time that exceeds the amount remaining in the individual s budget. If you believe that there is an error in the amount authorized, contact your Support Coordinator. You may also call PPL for clarifying questions, but keep in mind, PPL is not able to increase or decrease budget amounts. How to Read Your Budget Summary Page 20

23 Family Guide to the PPL Web Portal How to Use the Contact Us Page Employer of Record: How to Use the My Profile Page 1. Log in to PPL s BetterOnline web portal using your pre-assigned username and password. Here is the link to the website: fms.publicpartnerships.com 2. You will default on the Timesheet List page. 3. In the green header bar you will see a My Profile section. Choose it by clicking on it. Contact Us Page Page 21

24 Family Guide to the PPL Web Portal How to Use the Contact Us Page 4. The screen shown below will appear on the next page: 5. You will see the following: Individuals Demographic Information: this will show all of the demographic information that we have on file for the individual including their address and status of enrollment. If any of this information is listed incorrectly, contact customer service for directions on how to correct the information. 6. Once you scroll down on the page, you will see the additional sections of the profile page: Employer of Record, Designated Representative, Support Coordinator, and Support Broker (if assigned). A screenshot of this information is on the following page. Contact Us Page Page 22

25 Family Guide to the PPL Web Portal How to Use the Contact Us Page 7. You will see the following: Employer of Record: this section will show all of the demographic information for the employer of record. In addition, it will reflect the employer identification number. In order for payment to be issued, the account must have an employer identification number on file. Designated Representative: If there is a designated representative on file, their information will appear in this section. Support Coordinator: The support coordinator that is assigned to the individual s account will be listed in this area Contact Us Page Page 23

26 Family Guide to the PPL Web Portal How to Use the Contact Us Page Support Broker: If a support broker has been assigned to the individual s account, their name will be listed here. 8. If any of the information is incorrect, contact customer service for instructions on how to correct these sections of the profile. 9. At the bottom of the profile page, you will notice that there are three buttons: Budgets, Associated Employees, and Checklist. Budgets: This section will lead you to the individual s budget page. This area will allow you track spending and see available balances. For further information, review the section of the manual labeled How to Read Your Budget Summary. Associated Employees: This area will list the names and ID numbers of your current employees. It will also allow you to see if their checklist is complete. The employee checklist must be completed in order to submit timesheets for payment. If the below section says Yes this means that the checklist is complete. If the section says No, then click the Checklist hyper link to determine which documents are missing. You may also call customer service for clarification. Contact Us Page Page 24

27 Family Guide to the PPL Web Portal How to Use the Contact Us Page o You will also be able to view information (names and ID numbers) regarding employees that no longer work for the individual by clicking on the Show Disassociated Employees hyperlink at the bottom of this section. o To return to the previous screen, select the Back to Individual Profile button at the bottom of the page. Checklist: This area shows the checklist for the individual or common law employer. In order for payment to be issued, the checklist must be completed. You can review this section to determine what documents are missing. For clarification, please call customer service. You now can review your profile page and access your budget, associated and disassociated employees, as well as review checklists! We look forward to working with you! If you have any questions please don t hesitate to contact us. PPL s Customer Service in formation is on page 27. Contact Us Page Page 25

28 Family Guide to the BetterOnline TM Web Portal How to Use the Contact Us Page Employer of Record: How to Use the Contact Us Page 1. Log in to PPL s BetterOnline web portal using your pre-assigned username and password. Here is a link to the website: fms.publicpartnerships.com 2. You will default on the Timesheet List page. 3. In the green header bar you will see a Contact Us section. Choose it by clicking on it. Contact Us Page Page 26

29 Family Guide to the BetterOnline TM Web Portal How to Use the Contact Us Page 4. The screen below will appear. 5. You will see the following: Hours of Operation: Monday Friday 9am to 6pm Central Time. If you need to call customer service after hours there is a voic system. Please leave a message and a customer service representative will return your call. Phone Customer Service: Paperwork Fax: You can use the fax number to return any of the required documents to PPL. Please remember that you cannot fax timesheets to PPL. csmosds@pcgus.com You can PPL customer service if you d like. You can either PPL customer service directly from the Contact Us page or you can use the address to from an account of your choice. Contact Us Page Page 27

30 Family Guide to the BetterOnline TM Web Portal How to Use the Contact Us Page When you PPL, your will be responded to by a Customer Service Representative specifically familiar with and assigned to the Missouri Self-Directed Supports (SDS) program. The same individual(s) who answer the phone. We look forward to working with you! If you have any questions please don t hesitate to contact us. Contact Us Page Page 28