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Combo Guide Training_FEA FDS_20140312
- 1. Provide quality services to individuals and families so they can remain in their homes and communities.
- 2. • A “big picture” view of the Fiscal Employer Agent portion of the My Voice My Choice option • Review and completion of Enrollment Forms • Fraud prevention • Orientation and use of web-based supports • Review key documents and forms in other packets
- 3. The FEA is like a “Payroll Service.” • Specifically, an FEA takes care of: – Payroll processing (issuing payroll checks, vendor payments, etc.) – Taxes (Employee & Employer) – Updating budget balances – Billing Medicaid – Generating required reports to Participants and Medicaid
- 4. • Consumer Direct helps set you up as a non-income generating healthcare business • You submit timesheets and/or vendor requests to Consumer Direct • Consumer Direct issues payroll or vendor checks • Consumer Direct fronts the money and then bills Medicaid for reimbursement
- 5. • The Family/Participant hires a Support Broker. • The Support Broker assists in developing a Support and Spending Plan (SSP). • The Support Broker forwards the SSP to the Medicaid Care Manager for review and approval. • Medicaid sends the approved SSP to Consumer Direct for processing.
- 6. • We are going to go form-by-form through the Enrollment Packet. • The IRS requires the Enrollment Packet forms to be pre-populated not handwritten. • The participant’s legal name must be used. – Specifically, their name as it appears on their Social Security card. • We need completed “packets” in order to process the documents. – Processing will be delayed if the packets are not signed and/or complete. • Let’s complete the Enrollment Forms!
- 7. • Adult MVMC Program • Children’s FDS Program
- 8. 1. Support and Spending Plan (authorized by the Department of Health and Welfare) 2. Complete Support Broker Packet 3. FEA Enrollment Documents If applicable 4. Copy of Guardianship Documents 5. Copy of Certified Family Home Certificate
- 9. • Website: www.ConsumerDirectID.com – Resources – Forms – Information
- 10. • Fraud Prevention Video – Located at: www.ConsumerDirectID.com • Under the Resource tab • Great resource to watch with new employees
- 11. • Web Portal: www.MyDirectCare.com – Time and mileage entry and approval – Real-time budget reports. – Easy to use – Eliminates: • Invalid codes • Transcription errors • Illegible faxes
- 12. “This online system is such a time saver!” -Brenda Wilson
- 16. • Report opens in new tab • Works best in Internet Explorer • Click “view report” to run report • Can export to PDF, Excel, and Word
- 17. Report Date Demographics SSP date or “Fiscal Year” Current Budget Status Pending • Committed, but not spent • Does not include payroll taxes • Not included in “Remaining”
- 19. Timesheet Service Codes: − SBS SB2, SB3 for “Support Broker Support” − PSS PS2, PS3 for “Personal Support” − JSS JS2, JS3 for “Job Support” − TSS TS2, TS3 for “Transportation Support” − LSS LS2, LS3 for “Learning Support” − RSS RS3, RS3 for “Relationship Support” − ESS ES2, ES3 for “Emotional Support” − SNS SN2, SN3 for “Skilled Nursing Support” Vendor Service Code: − AEQ for “Adaptive Equipment” Mileage Reimbursement Form Service Code: − TSM for “Transportation Support Mileage” *Use the modifier with the service letters when the CSW is being paid more than 1 rate of pay per service code. Please see the Employment Agreement Instructions for further detail.
- 20. • As a “Household Employer” in Idaho: – Workers Compensation Insurance is not required – You are not subject to minimum wage laws – You are not subject to overtime regulations
- 21. • $108 a month • Fee based on dates of service not when the timesheet or vendor request is turned in.
- 22. All the information you need is in 4 packets: • The Employer Packet • The Employee Packet • Other Service Providers Packet • Paying for your Supports Packet
- 23. • Employee Packet: MVMC or FDS • Paying for Your Supports Packet: – A Vendor Request Form • Other Useful Forms & Information: – Wages & Costs to You – Payroll Schedule – Termination Form
- 24. This is the one form in the employee packet that the Support Broker must sign. The Support Broker needs to sit down with the employee and employer and counsel them on the liability the waiver holds. A reason for waiving the background check must be included.
- 25. • Contact Consumer Direct FIRST for payment problems or budget issues. – We can’t investigate or correct a problem if we don’t know about it. • Please do NOT make copies of the forms. – Download and print from: www.ConsumerDirectID.com • E-mail: infoCDID@consumerdirectonline.net – E-mails with Protected Health Information sent securely • need to create username and password to access.
- 26. Normal Business Hours 8:00 AM - 5:00 PM Mountain Time Monday – Friday If you have questions or need help – e-mail, call, or stop by the office! Phone: (208) 898-0470 Email: InfoCDID@ConsumerDirectOnline.net Fax: (208) 898-0417 → Not Preferred • Use “Fine” or “Super Fine” settings • Call to verify receipt!
- 27. • If you have ideas to enhance services or efficiencies, please let us know. – We are here to support you and the families in the program! Questions?
Hinweis der Redaktion
- Intro – who I am and what I do
- FYI CD is responsible for the money side of things. Client responsible for the HR side… find caregivers, hiring, scheduling, paperwork, etc.
- Bullet 1: (Does not affect personal taxes) or they do not have to pay taxes on business because they are Non-income generating healthcare business Bullet 3: We do the all of the payroll filing. FYI Bullet 4: CD pays all the employee wages and vendor request with our money first and then we bill Medicaid and get reimbursed for what we paid.
- FYI A list of Support Broker’s can be obtained from Medicaid.
- Enrollment Checklist set off to side and have them initial and date as documents are being signed. Participant Data Form Look through the information on this form. If anything is wrong make corrections to this form only. (FYI – we make the corrections electronically to the signed papers) Have them check if we used their full legal names… this is the name found on their social security card. notes section = for things that come up regularly, someone we need to contact, no contact order, custody issues, etc. Not as common on the adult side of things but get used. Sometimes a parent wants to be contacted about issues but does not have guardianship. If they did not provide an e-mail address can write one in on the notes section. Services agreement Agreement between participant and Consumer Direct Lays out terms of who is responsible for what. They can read all the pages before they sign or most commonly you will scroll through to signature page and sign. Remind them they have a copy in their manual that they can read when they get home Monthly Reports Required to provide monthly budget reports Can access these electronically or get by paper monthly Try to sell the online option: can access whenever they want, provides the most current information whereas the paper will already be outdated when it gets to them, can print their own copy of report if they want or save it to their computer SS-4 Tells the IRS that you are going to be a household employer Generates the EIN number – this is their business number. All tax forms should go to Missoula.. If you get something please send to us at Meridian office. FYI – all the required information is already provided on the form. Sometimes people read through and want to start putting dates on the form (box 11). Don’t let them. We put this information in after we have received the approved plan. 2678 Gives CD permission to do work for you. Appoints us as your agent for this business. allows CD to withhold payroll taxes and file those with the IRS. Don’t do anything with Back side FORM 56 Only complete if there is a guardian Notifies the IRS of the fiduciary relationship between themselves and the participant. IBR-1 (Idaho Business Registration Form) tells the state that you have a business and the you will be paying payroll. Used to get your Idaho unemployment number and withholding number Line 22 alerts them that they are a part of this program. Don’t do anything on back side. Power of Attorney Allows CD to receive information from the Idaho Tax Commission and Idaho Commerce and Labor Dept. regarding payroll taxes allows us to file state unemployment and withholding. Form does expire.. We will to send out every 3 years. Recently the Idaho Tax commission starting sending all communication to Consumer Direct and the participants. If you receive a letter from them please do not do anything before contacting CD direct.
- These are all the documents required to be enrolled on the program. #3 are the documents we just signed. FYI #5 only applies to the adult program
- Go to website. Show them the: home page Announcements Will use this area for announcements. Important announcements will also be sent directly to the participants Forms section Make sure you click on the correct program (adult or children) Use the website for the most current forms as they are periodically updated. Contact This is all of our contact information
- Show them this on the website Under resource tab This is a great to watch with new employees Show the video.
- This is where your employees will enter their time online and you approve that time. This is also where you access your budget reports. Navigate to web portal. Can also get to here from CD website under from the MyDirectCare tab. Show them the login screen. Show them where the Link is if they forget their password. Go to user registration tab This is where they will go to register to use the webportal Cannot register until they have been enrolled with CD Once they receive their User ID number then they can register.
- This is what it looks like when you log into the web portal. Different tabs on the top. Employees do not have access to reports. Settings – use this to update address, phone number, password, e-mail, etc. Encourage your caregivers to update their address whenever anything changes To create a new time entry click on the submit time entry button. (go to next screen)
- This is where time worked will be entered. Have to start at the top and can only fill out one field at a time. Goes in specific order and cannot jump around. Step 1: put in the date worked Step 2: Client name… only shows the name(s) of client they are working for. Step 3: Only lists the service codes that were provided on their employee agreement (we’ll discuss this later in the presentation) Step 4: Checks for overlaps immediately. This is for employees who work for more than one participants or if there is more than one employee for the participant. If they overlap by 1 minute the time will get kicked out. Encourage employees to use rounding… 8 and up goes to next quarter. Helps minimize overlaps. Comment – not required for CSWs (caregivers). For support brokers encourage them to always put in a comment. They might bill a month later and it’s hard to remember what they did for 15 minutes a month ago. Click the submit time entry button again to submit the time. Can keep a paper timesheet as a hardcopy record.
- This is what it looks like for the participant after the caregiver has entered time. Top right – approval area. Shows things that need approved. This is a link to clink and it takes them right there. The far left hand column is used to select the time that needs approved. On bottom, can check the select all button and then the approve selected button. The stuff in the middle shows when they worked, who worked it, what code, in and out times, and what they are getting paid. Status - is where this time entry is currently at in the processing stage. This example shows most of the statues. History – keeps track of everything that has been done with this time entry. Edit – edits can be made as long as there is the pencil and paper icon. Always make a note in the comment section when you edit time. Good to have caregivers edit the time whenever possible so they are aware that a change has been made. Caregiver sees almost the exact same thing.. Does not get any of the approval stuff and the far left hand column. Can change date range. Only have a 3 month window to enter time online so try and submit on a regular basis.
- Clicking the report tab will take you to your spending reports. Clicking on the report tab will take you to a new screen (go to next slide)
- Have to hit the view report button to see the report information. If you use this in Chrome it will not show the information. Will have to export it to see the information. Tell them how to export the file to a more user friendly format. Options in the red box. The button that looks like an old floppy disk with a green arrow. Can export to PDF, word, excel, and a couple of other less used formats. Can also print reports.
- Spending summary – this is just a snapshot of the budget. Leave the dates as is when running it. The report does not maintain history. For example if you wanted to see the last 2 weeks it will pull old info and new info and everything gets messed up. Save a copy if you think you will need to reference all information. Pending Column – this shows future information. Things that are in the system and you are going to pay them but the check has not been cut yet. This column does not reflect the payroll taxes. Would have to add those to the total amounts. We are currently in the process of updating this so that this column will reflect the payroll taxes. Pending and remaining are not related.. As in the remaining does not reflect the stuff in the pending column. Have to subtract remaining and pending column to get accurate amount.
- This shows a detailed version of everything that has been paid and is going to be paid. To show the stuff this is going to paid (the stuff that was in the pending column) when you run the report you have to change the end date to a future pay date. If there isn’t a check number it’s a pending item.. Hasn’t been paid yet.
- Everything on your budget will be set up under a different type of support and each support has the codes listed above associated. Codes are for tracking purposes only just like you would do with your own personal. 1st – look at stuff in pink. These are the main codes Things with S are service related are typically things you’ll find on a t/s AEQ – used for purchasing goods. Will use a vendor request to TSM – mileage reimbursement. Not hourly rate. $.45 - .60 Having someone drive your kids around using their own vehicle can pay them mileage reimbursement. PSS, PS2, PS3 allows you to pay someone different rates for different things. Example: Day shift & Night shift might have different rates. May want to pay someone $10/hr so you would use PSS, but you only want to pay $4/hr for night shift. So you would set them up under PS2 for a new wage amount. (Next slide discussing not having to pay overtime and min. wage).
- Can carry work. Comp and bill it as part of the program. This would come out of their budget. CDID can help them set them up. Not subject to min. wage laws. This is where setting someone up at $4/hr for the night shift can be very helpful. Overtime = straight time not time and a 1/2. Suggestion: Don’t schedule people for over 40 hrs. a week (you can if you want to and the employee wants to – burn out factor).
- Consumer Direct’s fee is $108 a month. Based on dates of service. For example: Submitted a time in march for Jan, Feb, and March. You would be charged $108 for Jan Feb and March. FYI in case they argue that this is not fair What we do is more involved that just cutting a check. We have to do all the tax filings, billing, and reimbursement associated with getting their person paid.
- Enrollment packet – what we completed today. Stuff in binder is just for them to read and future reference. Employee packet – will cover this in more depth in just a minute. Other Service providers – this is where you will find the agency and independent contractor agreements. There is very specific criteria set by the IRS on who can be and indpt. Contractor. This is included in your manual. If you are not sure if they meet all the critieria then set them up as an employee. Paying for your supports – vendor requests and paper timesheets. Will cover on next slide.
- Got to employee packet. Employees are classified as domestic employees which means they are required to be hourly… can’t be salary or flat fee I-9 Use the example provided in the manual. It will walk you through each step. I-9 verifying that person you are hiring is legal to work in the US. Have to give employees the full I-9 form when filling out including all the instructions. This is the federal form. Pg. 1 filled out by employee no later than 1st day worked. If there is stuff missing from the employee section or they fill it out wrong.. You Have to give it back to them. Can’t have blank spaces – use n/a. Other names – list any other names they’ve gone by. Must be physical address.. No PO box. Pg. 2 filled out by employer no later than 3rd day worked for pay. Employment date does not have to be the first day worked… just the first day that you employed them. Against the law to tell them what documents to bring. Tell them to bring you something from A or something from B and C Can accept certified copy of birth certificate. Everything else has to be the original. Has to be current… cannot be expired. Employee must be present when you are reviewing their documents. Not on list.. Not accepted. Can make copies of documents for your own but it’s not required. If you do if for one.. Then you don’t do it for any. Need to keep for 7 years. Show document examples on PDF. These are just two examples of what a real document looks like and how you can tell if it’s real. Class A documents… do your best effort that these are a real documents. If you don’t believe it’s real don’t take it. Check expiration dates and name – if name doesn’t match flip I-9 over and check previous names. Look at the picture. The other columns below the class A docs. Are for foreign visas and work visas… Call CD if you need help with this. W-4 We need copy of SS card for this document to verify the legal name and SSN match. Do not tell them what to claim for exemptions. If they are unsure refer them to their tax preparer. If they claim exempt in 7 they cannot mark anything in 5 or 6. If they do, it defaults to single and 0 which is the highest tax bracket. In box 6, If the put an extra amount to withhold, comes out of both state and federal. Example.. $20 that’s a total of $40. Employee Relationship Disclosure This form is looking for familial relationship. Determines if you will be exempt from payroll taxes. (exempt slide talks about difference between being exempt from payroll taxes and being exempt from federal and state taxes) FYI This is the only form that is different for the children’s and adults packet Children’s packet has one extra box… looking at caregiver and employer relationship and caregiver and child relationship. CSW Employment Agreement This is the employment agreement and job description. FYI For our purposes CD only needs columns B & D Service needed – this is the ‘job description’ want to leave this more generic to leave room for those “other duties as assigned” or other things that come up. Example “assist with activities of daily living.” Can also say “assist with activities of daily living, including …. “ and you can list a couple of specific things that you want them to be aware that they are responsible for. Column D… this is the rate you want to pay your employee. Pg. 3 #14 – these are conditions of employment. use if you want to include any specific certifications or qualifications to work with the participant. Not required. To fix or add something to an agreement will have to do a new agreement.. New contract replaces old contract. Make sure you include all the codes that they will be using. Criminal History Check The majority of caregivers are family members. This form was created so you did not have to have family memebrs getting a background check to work with the participant. You also have the right to waive background checks on non-immediate family but it’s not recommended. The fee for a Background check cannot come out of budget. If waived – this is the only form the support broker HAS to fill out. Must include a reason and how you are going to stay safe. If you cannot justify the reason and safety question to your satisfaction then don’t waive the background check. If you do decide you want to waive the background there’s some places you can check first: 1) Idaho Repository – all court activity. Sex offender registry Any professional certification – check that … e.g. nursing registry. Facebook VENDOR REQUEST This form is used to pay for supports other than CSWs (caregivers) You cannot be reimbursed for purchases made up front. At this time we send paper checks so we can only make online purchases if they will accept a check. For the Other business box required to send the check to the participant. Agency or Independent Contractor check sent directly to them unless we have something in writing that says otherwise. An agency or independent contractor agreement has to be completed before we can pay them. Checks cut on the same cycle as payroll checks. Will show that schedule next. USEFUL FORMS Wage table This is a breakdown of if you want to pay your employee a certain rate what it will actually cost out of the budget (because of payroll taxes). State unemployment rates can change so you can always contact Consumer direct for your current rate. By default set up with the rate listed on the paper. Payroll calendar – Time is due on Mondays with box around them. Online – time need to be approved by the employer by wed. at midnight. Not good to let employees not you have until Wednesday because then they will start entering time late and expect you to get it approved in time for the next pay date. Termination Form – need this form filled out ASAP. By law we have 10 days to get them paid from the date they were terminated. If employee requests in writing to be paid immediately we have 48 hours to get them paid. If you can get the caregivers sign the form then don’t. Don’t put yourself at risk to get a signature.
- This is just a recap that the one form in the employee packet that needs to be signed by the support broker is the criminal history check form.
- Contact CD about payroll or budget issues. Medicaid can’t help you with these. Do not make copies because of barcode. Each copy of a copy makes it worse and then they won’t work.
- Use e-mail above instead of an individual’s e-mail. That way if they are out of the office someone can help you.