GGRC Frequently Asked Questions

Transcription

1 Table of Contents 1. Glossary Program Overview and Public Partnerships, LLC Paperwork Guide Timesheet/Invoice Submission Web Portal Worker s Compensation Insurance Glossary Participant Person receiving waiver services Vendorized Family Member Participant s family member set up as the Vendor with GGRC Employer The legal employer according to the IRS (Vendorized family member) FMS Financial Management Services Provider (PPL) Worker Person providing direct services to a Participant 2. Program Overview and Public Partnerships, LLC What is the purpose of the GGRC Participant Directed Program? The purpose of the Participant Directed Program is to assist vendorized family members, participants and their families in hiring and directing their own supports to maintain their vouchered (respite, transportation, and/ or nursing) services. What is Public Partnerships, LLC (PPL)? Public Partnerships, LLC (PPL) is a Financial Management Service (FMS) provider that sets vendorized family members up as employers and their workers as employees. PPL pays these workers and assumes responsibility for managing tax filings and payments on the employer s behalf.

2 How does PPL work with GGRC? PPL will serve as the Financial Management Service provider in GGRC s participant directed program to allow for participants to receive vouchered services. Their role as the FMS is to: Set up the vendorized family member as the Employer and the workers as the employees; Process timesheets and issue paychecks to workers bi weekly; Withhold appropriate state and federal taxes for each worker; File quarterly and/or annual forms and tax deposits with State and federal agencies on behalf of the Employer Issue W 2 Statements to each worker in late January; Answer all questions that the employer, families and workers have; and, Help with the enrollment process. Why do I need to be set up as a Vendorized Family Member to use PPL s service? PPL must set up one of the participant s family members as an Employer. The Employer is an integral part to the participant directed services (please refer to What is the role of the Employer? below). The State of California requires that you are vendorized for these services before you can be an Employer (California Code of Regulations, Title 17, Section 58886). What is the role of the Employer? The role of the Employer is to: Complete, sign and send Employer paperwork to PPL Recruit and hire workers; download Worker Packets from PPL website or contact PPL customer service at and ask for a packet to be sent to you; and, provide Worker Packets to potential workers; Schedule the worker to provide services for payment only after receiving Good to Go status from PPL and receiving authorization from GGRC; Request the worker perform permitted and planned for duties, as determined in the Individual Participant Plan; Verify services provided by your worker(s) by reviewing and approving timesheets and invoices Ensure that timesheets are submitted within 3 days of the end of the pay period for the worker to be paid on time, and, within 30 days for the worker to be paid; Ensure that pended timesheets are resolved with PPL within 60 days of date worked; Monitor your use of authorized services; and Notify worker and PPL in advance if services are not required or if participant is no longer eligible for services.

3 If I am the Employer, how will PPL help me? PPL has national expertise with federal and state taxes. We manage all of your employer/worker taxes for you, and issue annual W 2 s for all of your workers. 1) Web Portal: PPL s Web Portal gives the participant, their families, their workers, and their social workers 24/7 access to their program information: a. PPL s Web Portal allows the participant, families and their social worker the ability to track the status of Employer and worker paperwork in real time. b. The Web Portal offers E Timesheets. E Timesheets is a web based system for timesheet and invoice submission and approval. Workers will save time and money because there is no need to fax or mail their timesheets. And, they will know instantly if there is an error on their timesheet so they can fix if before payroll. 2) Customer Service: PPL s customer service is multilingual (English, Spanish, and Cantonese) and is open every business day to answer your questions. (We are also able to accommodate other languages when you call through translation services). 3. Paperwork Guide What paperwork will be required? Initially a vendorized family member must complete the pre populated forms in the Employer packet and a worker must complete a Worker Packet. The forms are: Employer Packet: IRS Form SS 4 IRS Form 2678 IRS Form 8821 CA Form DE 1HW CA Form DE 48 Authorized Rep Form (Optional) Worker Packet: Worker Application Employment Agreement USCIS Form I 9 IRS Form W 4 CA Form DE 4 Criminal Background check preference form Family Relationship Form Training Form Once the paperwork is complete and the participant has been authorized to receive services, the worker will need to submit a timesheet on a semi monthly basis. The pay periods are the 1 st of the month to the 15 th and the 16 th to the end of the month. The timesheet is due to PPL 3 days after the pay period ends.

4 Do my workers have to complete paperwork too? Yes. When you identify a new worker, have them fill out a PPL Worker Packet. These can be mailed to you by calling Customer Service or found online at [Login: GGRC; Password: GGRCPPL34]. PPL will call the worker when they are Good to Go and can begin providing services. At any point during the enrollment process the employer or worker can check on the status of the worker paperwork. The employer can check online via our Web Portal to receive real time updates on missing paperwork. Both the employer and the worker can call Customer service to receive updates or additional copies of the required worker forms. Are workers required to be CPR and First Aid certified? It is not a requirement of this program for a worker to be certified in CPR or First Aid, but each Employer may require it. The worker and their Employer will have to fill out a Training Form found in the Worker Packet which will indicate if this is a requirement. Are workers required to undergo a criminal background check? It is up to the discretion of the Employer whether you request that your workers undergo a criminal background check or not. As a standard practice, workers are run through an OIG (Office of Inspector General) registry check. This check does not include any criminal history. Where can I download Employer Informational Packets and Worker Packets? Upon initial referral, PPL will mail you a copy of the forms you and your worker need to complete. You may download additional copies and instructional material from our website. The Employer Informational packet and worker tax packets can be found at PPL will pre populate the Employer packet with your information so all you will need to do is sign and date; therefore, your individual Employer packet is not available at the publicpartnerships.com website. Please call PPL customer service at to request your Employer packet or additional worker packets. Why does the Employer need to sign the USCIS Form I 9 for my worker? Federal law requires all employers complete the I 9 with their worker. The USCIS Form I 9 certifies that your worker is eligible to work in the United States. Your worker will bring the I 9 to you. The Employer must verify the worker s identity by confirming that all verifications required were presented to him or her. The Employer must not sign the I 9 unless they have seen official documents which confirm their identity. The Employer is not required to validate the authenticity of documents, but he or she must view them before signing.

5 As an Employer, will I ever receive letters from the IRS and Employment Development Department? Yes. As an Employer, you may receive letters and forms from the IRS and California EDD. While Public Partnerships submits requests for all correspondence to be sent directly to us, we do not always receive every mailing because we are not the employer. In these cases, it is your responsibility to forward this information onto Public Partnerships and we will respond to the taxing agencies accurately and timely. What if I am the Employer for more than one participant? Please list each participant s name and PPL ID number at the bottom of the Employer packet. You only need to fill out this packet once. When can my worker start working? 1) Before a worker can start providing services, he or she must be given a Good to Go status by PPL. 2) To become Good to Go the worker must correctly complete all required forms in the Worker forms packet (Once the worker submits this paperwork, you can check the status in the Web Portal, or through Customer Service.) 3) Once all the forms have been received and processed, PPL will notify the worker that they are Good to Go. At this point they can begin providing services as long as the participant has been authorized for the service by GGRC. PPL cannot pay for any services performed before a completed packet is received, processed, and marked as complete by PPL. It is important that he or she waits for our notification before he or she begins working. The worker will also need to pass the OIG registry check. What information do I put on the Authorized Rep Form? Who should I designate? The Authorized Rep form is an optional form, you do not have to designate anyone as a representative. If you would like to authorize someone other than yourself or a family member to be able to talk with PPL, fill out this form with their information. You will not be giving up any of your decision making responsibilities, only authorizing PPL to contact your representative.

6 4. Timesheet/Invoice Submission Are there any limitations in scheduling my worker(s)? As the employer, you are responsible for scheduling your worker(s). However, please be aware that the rate of reimbursement authorized by GGRC does not include payment for overtime. In the event you will need more than 8 hours in a day or 40 hours in a week, it is recommend to schedule more than one workers to ensure you do not exceed overtime. What is the payroll schedule for submitted timesheets and invoices? The payroll schedule is a semi monthly. The pay periods run from the 1 st through the 15 th and the 16 th to the end of the month therefore the pay period does not run on a weekly basis. The start of the pay periods are the 1 st and the 16 th. Who is responsible for submitting timesheets and invoices to PPL? It is the responsibility of the Employer to see that timesheets and invoices are submitted to PPL within 30 days from the date services were provided. If you use the Web Portal, it is your worker s responsibility to complete and submit the timesheet the Employer s responsibility to approve it. If you wish to fax in timesheets or invoices, either you or the worker may fax the timesheet and/or invoice as long as it is signed by both the worker and Employer. If you choose to mail the timesheet, please plan enough time to get the timesheet to PPL within 3 days after the end of the pay period. How do I submit a timesheet or invoice? There are two options for timesheet submission online via our Web Portal or on paper. Instructions for using the Web Portal as well as paper timesheets and invoices are available in the worker packet and Web Portal instruction packet. If you prefer, you may also obtain blank paper timesheets and invoices by calling Customer Service. If you choose paper timesheets, the Employer will decide whether s/he would like the Worker to fax (or mail) them to PPL, or if s/he will do it. If the Worker chooses to submit timesheets through the Web Portal, s/he will create and submit her/his timesheet first, and then the Employer will view and approve it. In order to be paid out according to the payroll schedule, timesheets are due 3 days after the pay period ends. If you mailing, please plan enough time to get the timesheet or invoice to PPL within this time.

7 When are timesheets and invoices due? In order to be paid out according to the payroll schedule, timesheets and invoices are due 3 days after the pay period ends. If you choose to mail the documents, please plan enough time to get the timesheet to PPL within this time. A timesheet or invoice needs to be submitted within 30 days from the date services were provided. In addition, a pended timesheet must be resolved with PPL within 60 days of date worked. What taxes will be withheld? Will I see them on my paycheck stub? PPL will withhold Social Security, Medicare, Federal Income taxes, California Personal Income tax, State Disability Insurance Tax, Unemployment Insurance, Employment Training Tax and Workers Compensation Insurance from the Worker s paycheck as applicable. A summary of all tax withholdings will appear on the Worker s paycheck stub throughout the calendar year. PPL also will mail the Worker a W 2 form each January. The Worker will need this W 2 form to file her/his individual tax return by April of each year. The Employer will receive regular reports from PPL about the Worker s total hours worked. It is the Worker s responsibility to check her/his pay stubs and to notify PPL immediately if s/he believes that any of the withholdings on the paycheck are incorrect. 5. Web Portal How do I sign up for Web Portal? PPL will provide employers and their workers instructions on how to register for Web Portal. The registration process asks the individual signing up to confirm their role in the program (employer or worker) and confidential information (i.e. Name, Address, SSN, etc.) to ensure that they are who they claim they are. At the end of the process, the individual creates a unique username and password so that they can log into the Web Portal to view their information and submit/approve timesheets Web Portal Instructions Packets to print can be found at

8 What is E Timesheets? E Timesheets is web based method to submit and approve timesheets. The worker completes a timesheet online via the Web Portal. Once the timesheet is completed, the employer reviews and approves, or rejects it. If the employer does not have access to a computer or does not wish to review time online, the worker can print the complete timesheet from the Web Portal, have the employer sign it, and fax or mail it in. E Timesheet instructions can be found at 6. Worker s Compensation Insurance What happens if my worker gets hurt on the job? PPL has purchased a workers compensation policy for you. Your employees are covered through that policy. To file a claim call our insurance broker, Gracinda Pereira at ext 5734 (toll free). For more information please see the worker s comp page in the Employer information packet. (Found on publicpartnerships.com) Additional Questions? Call Public Partnerships Customer Service. PPL encourages you to call us at (877) for English, at (877) for Spanish, or at (877) for Cantonese. We look forward to working with you!