Public Partnerships, LLC Timesheet Information Worker

Transcription

1 In order to pay you, PCG Public Partnerships, LLC (PPL) needs a correct and complete timesheet. How are timesheets sent to PPL? Select one of these three ways: 1. Complete a timesheet using PPL BetterOnline web portal or App 2. Fax a paper timesheet to the number printed on the timesheet, or 3. Mail a paper timesheet to the address printed on the timesheet. Instructions for filling in each type of timesheet are included in the next few pages. Electronic Timesheet (e-timesheets) offer you the most efficient method for entering and submitting time. It is your duty to fill in the needed information on your timesheet, sign it, and date it. Who must approve my timesheet? The Member/ Employer of Record (EOR) must approve, sign and submit your timesheet. When should PPL receive my timesheet? Timesheets must be received by the dates indicated on the PPL Payroll Schedule. The schedule shows dates when pay periods begin and end and the open period for sending timesheets to PPL. The schedule also shows the date a direct deposit will be sent to your bank, if your timesheet is received by PPL by a given date and time. Pay periods are every two weeks. Please make sure the hours you submit do not overlap with those of another or with the hours you submit on another timesheet. If this happens, your timesheet will need to be corrected before your EOR can approve and submit it to payroll for processing. How will I know if my timesheet is pended (cannot be processed) or is rejected? You can review e-timesheets using PPL s BetterOnline web portal. The web portal will display if the timesheet cannot be processed or needs attention. You also may call PPL Customer Service and use the option of checking your timesheet status through the Interactive Voice Response system. PPL will make an automated call to your telephone number to let your EOR know if your timesheet cannot be processed. Setting up an account on the PPL s BetterOnline web portal. You can use your home computer or a public computer. Public computers can be found at public libraries and at community centers. If using a public computer, make sure to log out of the system when you are finished. Type in the internet search box. 1. Click Online User Registration. You will be asked a few questions. Enter the following:

2 State: Tennessee Program: If you are a Amerigroup member/worker, please select TNAG If you are a Blue Care member/worker, please select TNVSHP If you are a United Health Care member/worker, please select TNAC Role: You are the member if someone helps you. You are a worker if you go to a home and help a member. 2. Enter your ID Number (your call in id), your mailing ZIP code, your Social Security Number and your last name. 3. Create a user name. 4. Create a password. The password must be at least six (6) characters long and have one (1) letter and one (1) number. Review the e-timesheet instructions on this page for submitting timesheets using the web portal. You also can learn more about e-timesheets by reviewing the online instructions at There is a link in the top, right corner of the screen that says, Select a Program. If you click on the link, you will see a pop-up window asking you to select a state. Select Tennessee. Then select either United Healthcare, Amerigroup, or BlueCare. On the right side of the screen there is a link that says Program Documents. This link will take you to the location of the online instructions for etimesheets. To submit an e-timesheet follow these instructions: Type in the internet search box and enter the user name you created. 1. Click Timesheets 2. Click Create Timesheet. You will see the names of all of the Members you work for. 3. Click Create Timesheet next to the Member for whom you are submitting hours worked. 4. Locate the Service Code (Attendant Care, Personal Care, Respite, Companion Care, or Backup Companion Care) under which you are working. 5. Click Submit Timesheet for the correct Service Code. 6. Click the Calendar Icon and choose one date that you worked to start your timesheet. Do not worry about choosing the correct payroll start or end date; e-timesheet will identify the correct payroll dates for you. 7. The timesheet is processed using the Time In field to mark the start of your shift and the Time Out field for the end of shift. a. Enter the Time In and Time Out in hours and minutes using the drop down boxes.

3 b. If you worked one shift, had a break during the day, then worked another shift, select There are more hours after entering the first shift, and a new line will be created for the additional shift. c. Once completed, you can click Save My Work, Edit or Submit. a. If you Save Your Work, you can come back and finish your timesheet at a later date; e-timesheet will save your unfinished timesheet. b. If you need to make any changes to your timesheet, select the Edit button and make the necessary changes. d. When your timesheet is complete, choose Submit. Once you submit your timesheet, it goes directly to your EOR for approval. You do not need to do anything after you submit your timesheet. Your EOR will need to review and approve your timesheet in order for you to be paid. e-timesheets must be submitted and approved by your employer prior to 5:00 PM on the Monday after the end of the pay period. If your timesheet is sent or approved after the deadline, it will be processed the following week. Using Paper Timesheets Paper timesheets can be faxed or mailed to PPL. Fax: AmeriGroup Blue Care United Healthcare Mail: PCG Public Partnerships, LLC Attn: Tenn Care 7776 S Pointe Pkwy W Suite 150 Phoenix, AZ Be careful when faxing a paper timesheet. Make sure to look at the instructions on the fax machine. Some fax machines need the document to be placed Face Up and some need the document to be placed Face Down. If you do not do this right it can delay your payment, because PPL may receive a blank page. Timesheets must be faxed prior to the 5:00 PM EST Sunday payroll deadline for timely payroll processing. If your timesheet is faxed after the deadline, it will be processed the following week. Faxed or mailed paper timesheets are due one day earlier than electronic timesheets to allow for the manual processing required by paper timesheet submission. Need more timesheets?

4 You can print a timesheet from the PPL Website. The instructions for printing additional timesheets are the same as the ones for reviewing the online instructions described on Page 2 of this document. You can also call PPL Customer Service to ask for timesheets by mail. AmeriGroup Customer Service BlueCare Customer Service United Healthcare Customer Service Special Situations When you work overnight, you must enter one line for work you did before midnight and a line the next day for work you did after midnight. For example: s shift is 10 pm to 7am. The time worked from 10 pm until 11:59 pm is one line item on timesheet. Time from Midnight to 7 am the following day and is entered as another line item on the time sheet. When using a paper timesheet if you work multiple times in one day, enter each start time on a new line. For example: Start work at 9:00 AM and leave work at 10:30 AM. This will be one line item. Return to work at 12:00 PM and leave work again at 2:00 PM. This will be your second line item for the day. Use AM and PM correctly. AM Starts at Midnight and goes until 1 minute before Noon. PM starts at Noon and goes until 1 minute before Midnight. Service Codes Please use the following codes when completing timesheets: S5125 Attendant Care T1019 Personal Care S5150 In-home Respite S5136 Companion Care S5136UC Companion Care Backup DO NOT SELECT A SERVICE CODE WITH LETTERS BEHIND IT (EXCEPT FOR COMPANION CARE BACKUP)

5 Follow the guidelines and instructions below to avoid delays in receiving your pay: Always Always use black ink. Always stay inside the lines and boxes. Always write clearly. Always complete 1 timesheet per Member. Always complete a separate timesheet for each service type provided. Always sign the timesheet - the and Employer of Record (EOR) must sign and date the timesheet. Always complete all required boxes. Always use 2 lines when you start and stop work 2 times in the same day. Always use AM and PM correctly. Always follow the fax machine instructions and fax your signed timesheet on time. Always follow the timesheet submission time as noted on your Payroll Schedule. Do Not Do not use pencil or color ink. Do not use military time. Do not round time. Do not use the same timesheet for more than 1 member. Do not use the same timesheet for more than 1 service. Do not use timesheets other than those provided by PPL. Do not write on the edges of the boxes. Do not cross out information. If you make a mistake. start a new timesheet. Do not write notes on the timesheet. Do not forget to fill in the and Member Name, ID, and Service Type. Do not use white-out or correction tape.

6 Instructions for completing a timesheet correctly: Timesheet Item Name s Name Member s Name PPL ID (Provider #) Member s ID Number Service Type Begin and End Date Time In/Time Out AM/PM Total Hours Date of Signature Signature Member or EOR Signature Date of Member or EOR Signature Public Partnerships, LLC Required Information Name of the person providing services (Your name) Name of the person who receives the services This is your ID number which starts with the letter E. For workers who used the call in system, this is the same id you entered when you clocked in over the phone. This is the PPL Member ID number. The EOR will provide this number. Fill in the circle next to the service you are performing. If you provide more than one (1) type of service, use a new timesheet for each service provided. This is the first and last day of the pay period. Use the Payroll Schedule to complete these dates. Time In is the time you start services. Time Out is the time you stop services. Fill in the circle next to the Time In and Time Out. This indicates if you worked in the morning or the evening. Enter the total number of hours worked per row. Do not round time. Write the exact amount of time. Date you sign the timesheet. Your signature. This is the signature of the person receiving services or the EOR. Date the person receiving services or the EOR signs the timesheet.