Commonwealth of Pennsylvania. Financial Management Services. PPL Service Coordinator Training.

Transcription

1 Commonwealth of Pennsylvania Vendor Fiscal/Employer l Agent Financial Management Services OLTL Participant i t Directed Models of Service PPL Service Coordinator Training

2 Training Agenda Purpose of Training Questions Public Partnerships, LLC Service Coordinator Access to Web Portal Common Law Employer Roles and Responsibilities Review of Transition Enrollment Materials and Process Overview of New Participant Enrollment Materials and Process Review of Payroll Information Packet Program Reminders Update on Transition Participant Mailings and Payroll 2

3 Purpose of Training Introduce PPL, and review roles and responsibilities Update on status of Portal username and passwords Reinforce common law employer requirements Review transition participant enrollment forms Explain new participant enrollment forms and training options Review payroll information packet and contents Confirm program reminders Update on transition packet mailings and payroll. 3

4 Questions This WebEx training format is designed to be presentation only, attendees have been muted and unable to ask questions during the presentation. The purpose for this presentation format is to allow PPL to record the session and make available for future reference. If you have questions during or after the presentation please submit them to: You may also send questions to: padpw- Questions will be used to compile an FAQ document. 4

5 Public Partnerships, LLC Subsidiary of Public Consulting Group (PCG) Over 10 years as an industry leader in financial management for participant di t d services directed i Serving over 43,000 individuals in 22 states and the District of Columbia Offices in 7 states, including Pennsylvania 5

6 What will PPL do? As a Vendor Fiscal/Employer Agent Financial Management Services Organization, PPL will provide: Quality customer service in multiple languages Assistance with CLE tax paperwork Pre-populated Common Law Employer tax forms Electronic and paper timesheets and invoices Paychecks to Direct Care Workers Payments to vendors (Services My Way) Tax withholding, reporting, and garnishments 24/7 on-line access to information User-friendly reports 6

7 Service Coordinator Access to Web Portal Service Coordination Agency staff username and password s are currently in process Web Portal Training Recording (now available) Portal How-to-Guide s Discontinue Paper Referral Process? 7

8 Common Law Employer Roles and Responsibilities Recruit, hire, manage, and dismiss DCWs Verify DCW and vendor qualifications Train DCWs in providing services described d in your ISP Decide how much to pay DCW Develop and implement a back-up plan Approve and submit all timesheets and invoices to PPL Demonstrate the required skills and abilities needed to self-direct or, in some cases, designate a representative ti Report suspicions of Medicaid fraud or financial abuse related to the delivery of participant-directed services 8

9 Transition Participant Enrollment Documents and Process PPL is providing all transition participant/employers and direct care workers with the necessary paperwork to transfer services. The packets included in the transition package are: Employer Transition Information Packet Employer Transition Forms Packet Direct Care Worker Transition Information Packet Direct Care Worker Transition Enrollment Packet Important Information: Please review these forms for accuracy then sign, date, and send them to PPL. Please do not use white-out. If a new form is needed please call PPL. 9

10 Transition Forms Common Law Employer (CLE) Forms Pages CLE Confirmation o of Information o Cover Sheet 1 IRS Form 2678 Employer Payer Appointment of Agent 1 IRS Form 8821 Tax Information Authorization 1 IRS Form 8822-B Change of Address - Business 2 PA Form UC 884 PA Unemployment Compensation Power of Attorney 2 10

11 Employer Confirmation of Information 11

12 IRS Form 2678: Employer Appointment of Agent This is a one page form. The Employer is asked to review, sign, and date the bottom of the form. This form tells the IRS that the Employer is giving PPL permission to complete tax processes on their behalf for this program. This form only allows us to withhold taxes from the worker s paychecks and deposit those taxes with the IRS. It does not allow PPL access to any personal income tax information. 12

13 IRS Form

14 IRS Form 8821: Tax Information Authorization This is a one page form. The Employer is asked to review, sign, and ddate the bottom of fthe page. This form allows PPL to discuss their employer withholding account with the IRS. This is different than the Power of Attorney form because it does not allow PPL to sign the forms, only call or write the IRS on the Employer s behalf. PPL will only be able to discuss the employer forms listed on the document. We will never be able to obtain any personal income tax information. 14

15 IRS Form

16 IRS Form 8822-B: Change of Address This is a two page application. The Employer is asked to review, sign, and date the bottom of the first page. The second page is informational This form allows PPL to request that the address is changed on behalf of the Employers account from the F/EA who currently provides service to PPL s address. This will allow us to get any correspondence related to the Employers account. 16

17 IRS Form 8822b 17

18 PA Form UC-884 PA Unemployment Compensation Power of Attorney This is a one page form. The Employer is asked to review, sign, and ddate the bottom of fthe page. This form tells the State that the Employer gives PPL permission to work on their behalf and delegate the employer tax responsibility to PPL. By signing this form the Employer authorizes PPL to withhold State Unemployment Insurance (SUI) from the direct care worker paychecks, calculate the SUI employer portion and deposit those taxes with PA Unemployment Compensation Fund. 18

19 PA Form UC

20 Direct Care Worker (DCW) Transition Forms Forms Pages Direct Care Worker (DCW) Agreement 3 Form W-4 (Optional) 2 Direct Deposit Application (Optional but RECOMMENDED) 1 Application for Tax Exemptions (Complete, if it applies) 3 20

21 Direct Care Worker Agreement 21

22 IRS Form W-4 22

23 Direct Deposit Application Direct Deposit Application o This is an optional form o Recommended o Fastest and Safest way to receive payment o Setup Deposits into : o Checking o Savings o Pay Card of your choice 23

24 Application for Tax Exemption 24

25 New Participant Enrollment Documents and Process PPL will mail the necessary paperwork to newly referred participants within three days of referral. The new participant enrollment package Includes the following items: New Employer Information Packet New Employer Forms Packet New Direct Care Worker Information Packet New Direct Care Worker Enrollment Packet 25

26 Enrollment Packet Training Resources The following resources are available to help participant/employers and DCW complete their paperwork: Customer Service Video Recorded Trainings (see PPL Web site) o Conference Call Q&A Sessions o Informational Packets PPL Web site: p p p p p ndex.asp Username (PADPWOLTL) and Password (PPLDPW56) are required 26

27 Payroll Information Packet Second Mailing Transition Participants o PPL has distributed the second mailing containing all necessary Payroll information without t waiting for the enrollment forms to be returned. New Participants o Must submit both Participant/Employer and DCW enrollment forms o PPL will notify the Participant/Employer of incomplete forms and/or forms that need to be corrected and re-submitted Good to Serve PPL has received and processed all required forms and they are correct and complete All OLTL Participant Directed Service Model qualifications have been fulfilled 27

28 Payroll Information Packet Packet Contents: Cover Letter w/id number s o Participant o Direct Care Worker Payroll Schedule Personalized Paper Timesheet Paper Timesheet Instructions Program Rule Reminder Glossary of Terms PPL Web Portal How-to-Guide 28

29 Program Reminders Service Coordinators Service Coordinators have been asked to use the PPL Web Portal to enter new participant referrals. Prior to January 2013 paper referrals will no longer be accepted by PPL for processing new participant referrals. As part of the referral process Service Coordinators have been asked to identify and enter the demographic information of individual who will serve as the Common Law Employer. Service Coordinators are to set the Direct Services start date at least 30 days from the participant referral date. (This policy is being used to prevent participants p from scheduling DCWs for work prior to the completion of enrollment paperwork and the criminal background check process.) Additional Program Reminders are issued through OLTL FAQ s. 29

30 Program Reminders Participants and DCW s DCWs may begin work when they have been notified by PPL that they are good to provide services. This means that DCWs should not begin work until after their criminal background check results have been returned to PPL. DCWs may not work while their criminal background check is in an In Process status. Participants should not schedule DCWs to provide services prior to the 1 st authorized start date. PPL will be unable to pay for any services provided outside of the authorized date range. DCWs under the age of 18 may not provide services. In the participant directed program, the participant, common law employer or designated representative has the right to negotiate the wage rate with the DCW. In order to modify the DCW s wage rate, BOTH the Participant and DCW must sign the Wage rate form. PPL must have a wage rate on file in order to pay your DCW s time worked. 30

31 Program Reminders Participants, CLE s and DCW s PPL may not pay timesheets for services worked when we do not have an authorization for those services. If payment is made that exceeds the Participant s authorized allotment of units, PPL will notify the CLE and the SC of the overage so they can work through the modification of the service plan. If modification of the service plan doesn t occur, PPL will invoice the Participant for services not covered in the service plan. PPL must receive an approved timesheet in order to make payments. PPL will not make payments based upon pre-scheduled time worked. Whether a participant submits a paper or electronic timesheet, it must be approved before PPL may process them. DCWs may work for over 40 hours in a week at their regular wage rate. A participant may not have 2 DCWs providing services at the same time.* DCWs may work for more than 1 participant but never at the same time. *Some Exceptions 31

32 Frequently Asked Questions about Transitioning to PPL for FMS Below are some Frequently Asked Questions (FAQ) that t participant/employers my have related to their transition to PPL: Q: When am I going to receive my Transition Packet? A: You should have received your packet; however, some packets are still in the process of being mailed. If you have not received your packet at this time, please call PPL at and a customer service representative will assist you with these issues. Q: When am I going to receive my timesheet? A: Welcome Packets (Payroll Information Packets), which include payroll information and timesheets are in the process of being mailed daily. If you have not received your Welcome Packet at this time, please call PPL at and a customer service representative will assist you with these issues. You can also log into the PPL Web site to download timesheets. 32

33 Frequently Asked Questions about Transitioning to PPL for FMS cont Q: My current Fiscal/Employer l Agent is closing prior to 12/15/12, who is going to pay me and how will I submit my time? A: PPL will pay for dates worked after the closure of your F/EA. Q: Can I continue to submit my time over the phone as I do with my current F/EA when the transition begins? A: PPL does not support submission of timesheets over the phone. You can submit electronically via the Web Portal, fax: , or mail: Public Partnerships, LLC, P.O. Box 1108, Wilkes Barre, PA Q: Have you received my Transition Enrollment Packet that I sent back? A: To verify receipt of the returned transition packets you can call PPL customer service Q: Will I be informed of any information needed or missing? A: If any additional information is needed, PPL will contact you to obtain any additional forms or if corrections are needed. 33

34 Frequently Asked Questions about Transitioning to PPL for FMS cont Q: My Fiscal/Employer Agent (F/EA) is closed and will not return any of my calls, will not accept my timesheets, who is going to pay me? A: Please call PPL s Customer Service line at A PPL customer service representative will assist you with these issues. Q: I received a Welcome Packet will payroll information, but I never received a transition packet I never signed any documents, is this going to delay my workers pay? A: As long as you complete and return your transition packet as soon as it is received, your workers pay should not be delayed. PPL will work with you to collect any required documents to ensure timely payment. If you have any questions, please call PPL customer service at

35 PPL Customer Service PPL will: Provide: Toll-free line; TTY/TDD line; Fax line (administrative and timesheet fax); ; Web site (with program information and forms) Reflect principles of self-determination Demonstrate cultural sensitivity Provide translation and interpreter services Provide materials in alternate formats Respond to participant calls within 1 business day IMPORTANT: Only PPL, Common Law Employer, Authorized Representative, SC, and Supervisor will be able to speak with the PPL customer service staff about the participant s authorization to purchase services. 35

36 PPL Customer Service.Customer Service Call Handling Features: Interactive Voice Recognition (IVR) Hold My Place.. You Again Call Recording, a service feature announced when calling into Customer Service that records many calls for monitoring and training purposes. 36

37 PPL Customer Service New Hours: 8:30am - 8:00pm (Monday-Friday) 9:00am 1:00pm (Saturday) Closed: Federal Holidays Toll Free: TTY/TDD: padpw-oltl@pcgus.com 37

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