MA DESE Program FY12 Program Updates Page 1 MA DESE FY12 Program - - PDF document

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MA DESE FY12 Program Updates

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MA DESE Program FY12 Program Updates

MA DESE FY12 Program Updates

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Agenda

• MA DESE Program Overview
• Available Services
• Program Rules & Documentation
• System Functionality/ Web Portal Demo

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Program Overview

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About Public Partnerships, LLC

Public Partnerships, LLC (PPL) assists current MA DESE consumers and families in implementing their own choices by assuming all payment, payroll, tax filing and reporting responsibilities. Mission: To provide financial management services, using best practice information technology, that balances consumer direction with fiscal accountability.

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Frequently Used Terms

Employer, or Employer of Record: The person in the household who hires, fires and controls the work and schedule of the employee. For the DESE Program, this person is either the parent, legal guardian or other responsible adult of the

• consumer. PPL is not the employer.

Employee: A person hired by the employer to provide services to a participant. Employees are paid by the hour based on a signed timesheet, not an invoice. Acting on behalf of the employer, PPL pays the employee, and withholds and remits taxes to the IRS and state tax and labor agencies. Independent Contractor and Agency: Individual or business entity that provides services and supports to a participant. Independent contractors direct their own work and schedule and must submit a timesheet to get paid. The agency must report their earnings and manage their own taxes. Responsible Party: Individual who will contact PPL on behalf of participant (can be parent, guardian, or other designated individual). It is very important that PPL is aware of the correct responsible party in order to protect client data.

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Available Services

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FY12 Services - Hourly and Daily Services

Service Code Service Title Unit Type EE IC AG Limits FAMILYNAV Family Service Navigation Hour X Min of 1 hour per month; Max of 48 hours per year; SRBTHERPHD Senior Behavioral Therapist- PhD Hour X X Max of 16 hours per year SRBTHERMA Senior Behavioral Therapist- MA Hour X X Max of 16 hours per year BEHTHERIH In-Home Behavioral Therapist Hour X X SPEECHTH Speech Therapy Hour X X Max 3 hours per week combined PHYSTHER Physical Therapy Hour X X Max 3 hours per week combined OCCUTHER Occupational Therapy Hour X X Max 3 hours per week combined SKLSTRAIN Skills Trainer Hour X X RESPITEIH Respite- In Home Hour X X Max 40 hours per week per staff person RESPITEIC Respite- In Caregiver's Home Day X X RESPITEIF Respite- In Facility Day X

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FY12 Services- Unit Services

Service Code Service Title Limits MILEAGE Mileage Max of $1,000.00 per year INTERCCPM Intermittent Child Care and Peer Mentor Max of $1,700.00 per year; no receipts required EDREINFOR Educational Reinforcements Max of $600.00 per year CLOTHING Adaptive/ Replacement Clothing Max of $750.00 per year NUTRITION Nutritional Supplements Max of $2,000.00 per year COMMOUT Community Outing Costs Max of $500.00 per year; no receipts required UNCOVERMED Uncovered Medical Supplies and Services Max of $2,000.00 per year COMMACT Community Integration Activities Max of $3,000.00 per year HOMEMAKER Homemaker & Chore Services Max of $1,000.00 per year; direct payment to provider FAMILYTR Family Training Max of $2,500.00 per year WORKERSCOM Worker's Comp

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Program Rules and Documentation

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Provider Paperwork

All hourly and daily service providers must complete one of the two provider packets depending on the provider type:

• Employee—Respite Only
• Independent Contractor and Agency

Individual providers (employees and independent contractors) also need to complete a CORI request form before they can begin working with the consumer.

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Provider Paperwork - Employee Packet—Respite Providers

• All Employees will need to complete the following forms for PPL

– USCIS Form I-9 – Employment Agreement – Employee Information Form – IRS Form W-4 – MA State M-4 – Employee Employer Relationship Form – CORI Request Form

• These forms must be returned to PPL prior to PPL issuing a paycheck.
• We often see errors with the USCIS Form I-9. Please remember:

– Both the Employer and Employee must sign this form. – This form requires the Employee to identify documentation that proves he or she is legal to work in the US. – A sample Form I-9 can be downloaded from publicpartnerships.com

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Provider Paperwork – Independent Contractor or Agency

• Independent contractors and

Agencies need to complete the Provider Packet: – IRS Form W-9 – Provider Agreement – CORI Request Form (IC only)

• These forms must be returned to

PPL prior to PPL issuing a payment.

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Provider Packet Details

• Each Provider Packet Includes:

– PPL Welcome Letter – Demographic Information Page – W-9 or applicable tax forms – Employee/ Provider Agreement – Sample Timesheet – Timesheet Instructions – Payment Schedule – Direct Deposit Application

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Timesheet vs. Invoice

• Submission of Timesheet vs. an Invoice is based on the service

unit type.

• Timesheet:

– Hourly – Daily

• Invoices:

– Unit

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Timesheets and check run schedule

• The payroll schedule, sample timesheets, and timesheet instructions can be found on

PPL’s website.

• Providers will submit for payment on paper timesheets and targeting this Spring via E-

Timesheets. * Please note: A timesheet will need to be submitted for Family Navigation

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Submit Timesheets Online

PPL offers an electronic submission of timesheets:

• Option 1) The provider and participant (responsible party) can submit and approve

timesheets. – The online tool will provide real time feedback if the timesheet can be processed

• r if PPL requires any additional information or authorizations from DDS
• Option 2) The Provider can submit online and receive the same real time feedback,

then print out the completed timesheets and have the responsible party review and sign the paper copy. – The system will already have the timesheet data stored and only need the signature of the participant to process a check.

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Sample Online Timesheet

Step 1: Provider Submits Time: Step 2: Responsible Party Approves

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Submit Paper Timesheets

• Timesheets are faxed, mailed, or submitted online to PPL.
• The Provider completes a bi-weekly timesheet indicating time worked each

day.

• The timesheet must be signed by the Provider and Employer/ Responsible
• Party. The Employer’s signature indicates authorization for payment.
• The timesheet is scanned by a machine at PPL. From it, we validate

authorization of funding, confirm all appropriate paperwork is complete and generate a paycheck.

• Timesheets may be submitted any time during the payroll period until the

deadline for submission- Monday at noon on the week of the check run.

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Purchase Items

Reimbursements - Families can purchase an approved item and submit for reimbursement using the DESE PPL Invoice Form. This Form must be filled out completely and indicate the service the receipt is related to. – Unless otherwise indicated the request for reimbursement must be submitted with receipts. IMPORTANT NOTE! – All the necessary and required information is populated on the invoice form itself and entered in the system by PPL. – DESE PPL Invoice Forms should be sent directly to your Family Navigation Provider for approval.

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Timesheet & Fax Information

• Timesheets Fax: 866-743-2680
• Admin Fax: 866-457-7276 (for provider paperwork and invoices)
• You can download copies of the timesheet, invoices payroll

schedule, and timesheet and invoice instructions on the PPL website: www.publicpartnerships.com. Username: madese Password: pcgdese19

• You can make copies of the timesheet and invoices

– Be sure that you make good quality copies that are full-sized (not reduced on a copier) and straight (not misaligned during copying). – Poor quality copies of timesheets may cause delays in receiving payment.

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Web Portal Demo

DDS Service Coordinator enrolls Consumer directly in the Web Portal and adds Annual Budget Amt. FN completes Provider Packet. PPL will notify the contact person so that they can register to create username/ password to access the site. PPL receives paperwork and process all forms: PPL updates Portal,

• btains Fed & State

Numbers and if EE or IC submits CORI for verification. PPL notifies SC/ FN that CORI is complete for EE and IC and notifies provider that they are ‘Good to Go,’ and gives them their Provider ID No. Staff services are provided and timesheet signed and dated by Employer/Family and Worker and are submitted to PPL for payment.

• 2. Family Navigator

Selected

FN works with the Consumer’s family and DDS SC to identify services. The FN will add new services on the Budget Detail page in the Web Portal and allocate funding across each service. After this is complete, the FN emails the SC and asks them to Approve the changes in the portal.

• 4. Authorize Services
• 5. Sign Forms
• 6. Good to Go (GTG)

DDS SC reviews and approves / denies service authorizations in the Web Portal. SC emails FN to let them know if services are clear or if there are questions.

• A. Family completes

pre-populated Employer of Record (EoR) Forms if they will be using Respite- In Home services.

• B. Each Provider and Family (for each service)

completes one of the following packets:

• 1. Employee (EE)
• 2. Independent Contractor (IC)
• 3. Agency (AG)

All packets are sent to PPL. All EE & IC staff are required to submit to a CORI.

• 7. Services Delivered*
• 1. Enroll Consumer &

Add Budget Amount

Invoices for goods and services are submitted with applicable receipts to FN. FN reviews and if questions submits to SC. If approved, submits directly to PPL for reimbursement.

*Pend Report

If a timesheet or invoice is pending on the check run week, PPL will send an email notification to help remediate and hopefully avoid late payments to families or staff.

• 3. Add Services

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Contact Us

• Customer Service Line: 888-623-5688
• Email: MADESE@pcgus.com

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Questions?