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

2/22/2012 MA DESE FY12 Program Updates MA DESE Program FY12 Program Updates Page 1 MA DESE FY12 Program Updates Agenda • MA DESE Program Overview • Available Services • Program Rules & Documentation • System Functionality/ Web Portal Demo Page 2 1

2/22/2012 MA DESE FY12 Program Updates Program Overview Page 3 MA DESE FY12 Program Updates 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. Page 4 2

2/22/2012 MA DESE FY12 Program Updates 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. Page 5 MA DESE FY12 Program Updates Available Services Page 6 3

2/22/2012 MA DESE FY12 Program Updates 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; Senior Behavioral Therapist- SRBTHERPHD PhD Hour X X Max of 16 hours per year Senior Behavioral Therapist- SRBTHERMA MA Hour X X Max of 16 hours per year In-Home Behavioral BEHTHERIH 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 Page 7 MA DESE FY12 Program Updates FY12 Services- Unit Services Service Code Service Title Limits MILEAGE Mileage Max of $1,000.00 per year Max of $1,700.00 per year; no receipts required INTERCCPM Intermittent Child Care and Peer Mentor 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 Max of $500.00 per year; no receipts COMMOUT Community Outing Costs 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 Max of $1,000.00 per year; direct payment HOMEMAKER Homemaker & Chore Services to provider FAMILYTR Family Training Max of $2,500.00 per year WORKERSCOM Worker's Comp Page 8 4

2/22/2012 MA DESE FY12 Program Updates Program Rules and Documentation Page 9 MA DESE FY12 Program Updates 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. Page 10 5

2/22/2012 MA DESE FY12 Program Updates 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 Page 11 MA DESE FY12 Program Updates 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. Page 12 6

2/22/2012 MA DESE FY12 Program Updates 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 Page 13 MA DESE FY12 Program Updates Timesheet vs. Invoice • Submission of Timesheet vs. an Invoice is based on the service unit type. • Timesheet: – Hourly – Daily • Invoices: – Unit Page 14 7

2/22/2012 MA DESE FY12 Program Updates 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 Page 15 MA DESE FY12 Program Updates 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 or 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. Page 16 8

2/22/2012 MA DESE FY12 Program Updates Sample Online Timesheet Step 1: Provider Submits Time: Step 2: Responsible Party Approves Page 17 MA DESE FY12 Program Updates 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. Page 18 9

2/22/2012 MA DESE FY12 Program Updates 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. Page 19 MA DESE FY12 Program Updates 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. Page 20 10