Information Session for CDDPs and Brokerages

Information Session for CDDPs and BrokeragesTransitioning to Oregon’s new Financial Management Agent Services (FMAS)Moving from TNT to PCG Public Partnerships (PPL)

October 2016

Human Services Research Institute TeamInformation Session for CDDPs and Brokerages

2

Alena Vazquez

Policy Analyst

avazquez@hsri.org

Jami Petner-Arrey

Policy Associate

jpetnerarrey@hsri.org

Brittany Taylor

Policy Analyst

btaylor@hsri.org

Yoshiko Kardell

Policy Associateykardell@hsri.org

PCG Public Partnerships (PPL)Information Session for CDDPs and Brokerages

3

Brenda Rodgers

Sr. Project Manager

brrodgers@pcgus.com

Information Session for CDDPs and Brokerages4

Agenda

Transition from TNT to PPL

What is Changing

Benefits

Transition Timeline

Information Sessions

ResponsibilitiesCDDPs, Brokerages, & CIISEmployers and PSWsEnrollment Packets/Required FormsHow to Know Paperwork is CompleteBetterOnlineRegister and Log-inTracking PaperworkWhere to Learn MoreFAQs

Transition from TNT to PPLLearn what to expect and when

Information Session for CDDPs and Brokerages6

Who is this information session for?

Today’s information session is for County Developmental Disability Programs (CDDPs), Brokerages and Children’s Intensive In-Home Services (CIIS) serving individuals who utilize Personal Support Workers (PSWs).

What is changing and when?Oregon Developmental Disability Services (ODDS) is transitioning the Financial Management Agent Services (FMAS) for individuals who hire their own employees (PSWs).

TNT



PPL

Employers:

Everyone who currently employs PSWs (or wants to continue having the option to hire PSWs in the future) will need to complete PPL enrollment to transfer to the new system to continue paying their support providers.

PSWs:

Will need to complete PPL enrollment to transfer to the new system in order to be paid for the hours that they work. Information Session for CDDPs and Brokerages7All necessary paperwork must be fully processed by PPL no later than December 15th to ensure payment without interruption. Therefore, Employers and PSWs should submit all paperwork to PPL by December 1st, 2016

What is the difference between transitioning and new enrollees?Transitioning Enrollees

People who already employ PSWs;

Currently work as PSWs;

Employers who have had and paid PSWs in the last year (even if no one is currently working for the Employer); and

PSWs who have been paid in the past year (even if they are not currently working)

These people will receive pre-populated enrollment packet in the mail by November 1

st

2016 which will need to be filled out and returned in order to transfer from TNT to PPL. New EnrolleesPeople who are new to in-home support services as of 12/5/16; People who would like to employ PSWs for the first time; andNew PSWs enrolling as of 12/5/16.After having their demographic information entered directly into PPL’s BetterOnline system, these people will receive a pre-populated enrollment packet in the mail. Please Note: New PSWs must still first enroll with the State to become qualified providers. Information Session for CDDPs and Brokerages8

Information Session for CDDPs and Brokerages9

When will the transition occur?

Enrollment Packets are currently being mailed to Employers and PSWs. All packets should be received by November 1st. If no packet is received by November 1st, 2016 PPL Customer Service should be contacted.

PPL’s customer service support is currently available to provide general information. PSW and Employer specific information will be available by November 1

st

.

In-person Enrollment Information & Help Sessions for Employers and PSWs will occur statewide through the month of November.

Pre-recorded webinars for Employers and PSWs will become available in early November.To allow sufficient time for paperwork to be processed, and so that any necessary corrections can be made, Employers and PSWs should submit enrollment materials no later than December 1st, 2016.The transition is completed from TNT to PPL January 1, 2017.Remind Employers and PSWs to look for PPL’s Enrollment Packets in the mail!

Information Session for CDDPs and Brokerages10

Transition timeline

November

Transition Complete

January 1, 2017

December 15, 2016

Enrollment Paperwork Must

Be Completely Processed by PPLInfo Sessions and Webinars for Brokerages and CDDPsLive customer service telephone support available as of October 14, 2016

Mailing of Enrollment Packets BeginsWebinars for New Employers & PSWsEnrollment Info & Help Sessions and Pre-recorded Webinars for Transitioning Employers & PSWsOctober

November

December

Information Session for CDDPs and Brokerages11

When will PPL begin issuing paychecks?

The first pay period in December is the last time paychecks will be generated from TNT.

Last TNT payroll expected to be deposited/mailed by: 12/31/2016

(for payroll period Dec 1-15, 2016)

PPL will begin issuing paychecks the second pay period in December.

First PPL payroll to be deposited/mailed: 1/18/2017

(for payroll period Dec 16-31, 2016)You will be able to access PPL’s full payment schedule for 2017 at:http://publicpartnerships.com/programs/oregon/fmas

Information Session for CDDPs and Brokerages12

Information Sessions

October

In-person sessions specific to CDDPs/Brokerages were held across Oregon

‘Live’ Webinars for State/CDDPs/Brokerages

Pre-recorded Webinars available at

http://publicpartnerships.com/programs/oregon/fmas

NovemberIn-person Enrollment Info & Help sessions for Employers/PSWs held across OregonPre-recorded Webinars and User Guide for PSWs and Employers available at http://publicpartnerships.com/programs/oregon/fmasDecemberNew Enrollment Webinars held before December 5th 2017Quarterly Live Webinar refresher/updatesOnline updated Session Schedule and materials posted at: http://publicpartnerships.com/programs/oregon/fmasEncourage Employers and PSWs to attend Enrollment Information & Help Sessions!  

Information Session for CDDPs and Brokerages13

Info & Help Sessions for Employers & PSWs

Date

City

Location

Onsite

Presentation

Wed, Nov 2Burns

Symmetry Care348 West Adams St9:30am – 12pm10:30am – 11:30amThurs, Nov 3Baker CityCity of Baker City/Room 2011655 First St.

9:30am – 12pm

10:30am – 11:30am

Thur, Nov 3HermistonStafford Hansell Govt. Ctr.915 SE Columbia Dr.4:00pm – 7:00pm5:00pm – 6:00pm

Fri, Nov 4

BendWall Street Services Bldg.1340 NW Wall St.9:00am – 12:00pm1:00pm – 4:00pm10:00am – 11:00am1:00pm – 2:00pmMon, Nov 7Portland

Independence NW (Suite 275)

919 NE 19th Ave.

9:30am – 12:00pm

1:00pm – 7:00pm

10:30am – 11:30am

5:00pm – 6:00pm

Tue, Nov 8

Beaverton

Beaverton Activities Ctr.

12500 SW Allen Blvd.

9:30am – 12pm

10:30am – 11:30am

Tue, Nov 8

Astoria

City of Astoria – Council Chamber

1095 Duane St.

4:00pm – 7:00pm

5:00pm – 6:00pm

Wed, Nov 9

Oregon City

Pioneer Community Ctr.

615 5th St.

9:30am – 4pm

10:30am – 11:30am

1:00pm – 2:00pm

Thur, Nov 10

Salem

Goodwill Industries

3535 Lancaster Dr. NE

9:30am – 5:00pm

10:30 – 11:30am

1:00pm – 2:00pm

Information Session for CDDPs and Brokerages14

Info & Help Sessions for Employers & PSWs

Date

City

Location

Onsite

Presentation

Mon, Nov 14

Hood RiverDHS Bldg.1610 9th Ct.1:00pm – 4:00pm2:00pm – 3:00pmTue, Nov 15EugeneDHS Bldg.2885 Chad Dr.

8:30am – 5:00pm

10:00am – 11:00am

2:00pm – 3:00pmWed, Nov 16Grants PassSouthern Region V. Div. of Rogue Valley Council 550 NE E St.12:30pm – 4:00pm1:30pm – 2:30pmThur, Nov 17Coos Bay

Coos Bay Fire Hall

450 Elrod Ave.1:30pm – 5:00pm2:30pm – 3:30pmMon, Nov 21TillamookDHS-East/West Conference Room4670 3rd St.1:00pm – 4:00pm2:00pm – 3:00pm

Tue, Nov 22

Portland

Independence NW (Suite 275)

919 NE 19th Ave.

9:30am – 12:00pm

10:30am – 11:30am

Wed, Nov 23

Beaverton

Beaverton Activities Ctr.

12500 SW Allen Blvd.

1:30pm – 4:00pm

2:30pm – 3:30pm

Tue, Nov 29

Salem

tbd

Evening

tbd

Evening

tbd

To register for the presentation portion of these onsite session please visit:

http://publicpartnerships.com/programs/oregon/fmas

or call PPL Customer Service

Information Session for CDDPs and Brokerages15

Information Sessions for Employers & PSWs

In addition to providing a

BetterOnline

overview, PPL Enrollment Specialists will be at every Employer/PSW in-person session to:

Give an overview presentation on the required enrollment forms,

Walk through what each form is for,

Verify that Employers/PSWs are filling out and signing correctly, and Scan and submit into the BetterOnline system.It is best if Employers and their PSWs attend these sessions together to complete all paperwork!

ResponsibilitiesLearn what needs to be done and by whom.

Information Session for CDDPs and Brokerages17

What does this mean for CDDPs & Brokerages?

You will likely get questions from Employers and PSWs about their Enrollment Packets and the enrollment process. You can provide assistance, direct them to

http://publicpartnerships.com/programs/oregon/fmas

or the PPL customer service line.

You can support Employers and PSWs to submit their enrollment forms via secure email or fax so there is no interruption in payment.

You can encourage Employers and PSWs to attend one of the in-person Information & Help Sessions if they need assistance or have questions about completing their enrollment forms. This will ensure they are enrolled before PPL replaces TNT.CDDPs and Brokerages will have the ability to check enrollment status for Employers and PSWs in BetterOnline™ by November 1st. BEFORE December 15, 2016

Information Session for CDDPs and Brokerages18

What does this mean for CDDPs & Brokerages?

If all necessary enrollment paperwork is complete by both the Employer and the PSW, the PSW will continue to receive their paycheck per the normal schedule from PPL.

If a PSW and/or their Employer fail to complete PPL enrollment by December 15

th

the PSW cannot get paid after 12/31/16 until all paperwork has been accurately submitted.

Note: PSWs will get paid in the following payroll cycle for authorized hours worked before enrollment paperwork was completed.

For new enrollments starting December 5th, CDDPs and Brokerages will need to ensure Employer/PSW demographic information is submitted in BetterOnline (Additional new enrollment information will be available in early December).AFTER December 15, 2016

What is required of Employers & PSWs?By end of October, Employers and PSWs will receive their Enrollment Packets which contain pre-populated information. Employers and PSWs will need to:

Confirm that the pre-populated information in their Enrollment Packet is correct.

Fill out and submit: in-person, by secure email, fax, or mail the employment forms applicable to their role.

Information Session for CDDPs and Brokerages

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Confirm information in Enrollment PacketsIf any information is incorrect:

Employers

will need to contact PPL’s customer service to receive a new Enrollment Packet.

Toll-free number – English 1-888-419-7705

Toll-free number – Spanish 1-888-419-7720

Toll-free number – Russian 1-888-419-7734

TTY free number 1-800-360-5899

PSWs can contact PPL’s customer service to make updates. PSWs will also need to contact the ODDS Provider Relations Unit (PRU) to update their information. psw.enrollment@state.or.usInformation Session for CDDPs and Brokerages20

List of forms for transitioning Employers and PSWsInformation Session for CDDPs and Brokerages

21

Employers

Signatures

1

.

IRS Form

2678 Employer/Payer of AgentEmployer only

2. OR Form 150-800-005 Tax Information Authorization & POA RepEmployer only3. Responsible Party Form (optional)

Employer only

PSWs

1. Provider Information and Attestation Form

BOTH

2. I-9 Employment Eligibility Verification BOTH3. W-4

PSW only

Some of the forms require signatures from both the Employer and PSW.

Remember: PSWs will get a packet for each Employer they work for!

Required forms for current EmployersIRS Form 2678 Employer/Payer of Agent

This form will authorize PPL to act on behalf of the employer to perform withholding and other tax preparation and filing functions.

PPL will put the Employers information into this form. They only need to sign and date where highlighted in yellow.

Information Session for CDDPs and Brokerages

22

Required forms for current EmployersOR Form 150-800-005 Tax Information Authorization & Power of Attorney Representation

This state form will authorize PPL to perform withholding and other tax preparations/ filing functions on behalf of the Employer at the state level.

PPL will put the Employer’s information into this form. They only need to sign and date where highlighted in yellow.

Information Session for CDDPs and Brokerages

23

Optional form for current EmployersResponsible Party Form

This form gives PPL permission to speak to someone other than the Employer. An employer may want a friend or family member to be able to contact PPL with questions or to update the employer’s information. Without this form on file, PPL may only give case-specific information to the Employer themselves.

This form is optional and should only be completed if the Employer wants someone else to be able to contact PPL on their behalf.

Both the Employer and their Responsible Party must sign this form.

Information Session for CDDPs and Brokerages

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Required forms for current PSWsProvider Information and Attestation Form

PPL uses this form to enroll someone in their system. It also tells PPL:

How the PSW wants to be paid (Direct Deposit Form)

The relationship between the Employer and PSW for tax purposes; and

Communicates responsibilities of a PSW in this program.

Both the PSW and Employer must sign this form

(page 7)

Information Session for CDDPs and Brokerages25

Required forms for current PSWsForm I-9 Employment Eligibility Verification

The Employment Eligibility Verification Form 

I-9

 is a U.S. Citizenship and Immigration Services form. It is used by an employer to verify an employee's identity and to establish that the worker is eligible to accept employment in the United States.

If your CDDP or Brokerage has a copy of the I-9 on file for existing Employer/PSW relationships these can be sent directly to PPL via fax. If you would like to submit I-9’s on behalf of your PSWs please await further instruction from the state before doing so.

Information Session for CDDPs and Brokerages

26

Required form for current PSWsFederal Form W-4 Employees Witholding Allowance Certificate

All PSW’s will need to complete a new W-4 withholding form. For specific advice on how to complete this form PSWs should seek assistance from their tax professional.

Information Session for CDDPs and Brokerages

27

Where are completed forms sent?Completed forms can be submitted using one of the following options:

In person:

Employers & PSWs can attend one of the in-person information and help sessions and bring their packet to complete and submit onsite.

Secure Email:

Fill out

,

sign and scan all required forms into a PDF format. Call PPL customer service to request a secure email link be sent to your email address. Then attach the PDF to the provided secure link and send to: PPLORFMAS@pcgus.com

. Fax: Fill out, sign and scan all required forms and Fax to PPL’s secure fax line: 844-399-6593Mail: Fill out, sign, and send the packet to PPL at: Public Partnerships – OR FMAS PO Box 50040 Phoenix, AZ 85076Information Session for CDDPs and Brokerages28If sending by US Mail, PPL should receive by December 1st (not postmarked date).PPL will process submitted paperwork within 4 business days of receipt.

Is Paperwork Complete?Information Session for CDDPs and Brokerages

29

Employer/PSW receives call regarding incomplete and/or inaccurate paperwork

Employer/ PSW makes corrections to packet and sends back to PPL

Employer/PSW receives call confirming paperwork complete

Employer/PSW submits their packet to PPL (in-person, by email, fax, or mail)

PPL receives, processes packet, and verifies completeness

Yes

Paperwork Complete?No

BetterOnline™Learn how to use BetterOnline to track documentation and view paystub information.

What is PPL’s BetterOnline™ system?BetterOnline

is PPL’s solution for providing Employers, PSWs, ODDS, CDDPs and Brokerages with online access to information in a secure environment.

It is easy to use.

CDDPs and Brokerages can use it to track enrollment completion for people in their service.

Employers and PSWs can track enrollment status too.

CDDPs, Brokerages and PSWs can review all paystubs in one convenient location.

Users can register and set up accounts online.It can be accessed with a computer or tablet.

Information Session for CDDPs and Brokerages31

How do I register in BetterOnline?CDDPs and Brokerages do not need to register for BetterOnline. ODDS will provide each agency director with a

BetterOnline

username and password for their agency. Once your agency has received its username and password, you are ready to begin.

Employers and PSWs will need to first register on BetterOnline.

They will click on

Sign Up

to the right of the Login button.This will bring user to the New User Registration screen.

Instructions on how to Sign Up will be provided in Employer and PSW enrollment packets. Information Session for CDDPs and Brokerages32

How do I log in to BetterOnline?Visit: https://fms.publicpartnerships.com/PPLPortal

Information Session for CDDPs and Brokerages

33

Click on the orange

Login

button.

This will bring you to the

BetterOnline home page.

How do I search for participants?

Information Session for CDDPs and Brokerages

34

On the

BetterOnline

landing page, click on

Individual Search

tab. Enter any information you have specific to the individual to help narrow the search return results. Click Search.

How can I track Employer paperwork in BetterOnline?

Information Session for CDDPs and Brokerages

35

To identify if the Employer has completed all necessary enrollment paperwork look to the column

labeled

Paperwork

Complete. If Yes, the Employer for this individual has completed all necessary forms. If No, required enrollment forms are missing. The list of missing required forms will appear when scrolling over any “No” in the Paperwork Complete column.

How can I search for PSWs in BetterOnline?

Information Session for CDDPs and Brokerages

36

On the

BetterOnline

landing page, click on

PSW Search

tab. Enter any information you know about the PSW to help narrow search results and click Search. Note that this only refers to whether the PSW has completed all necessary enrollment forms with PPL. The state retains records regarding who is a qualified provider.

How can I track PSW paperwork in BetterOnline?

Information Session for CDDPs and Brokerages

37

To identify if the PSW has completed all necessary enrollment paperwork look to the column

labeled

Paperwork

Complete. If Yes, the PSW has completed all necessary forms. If No, required enrollment forms are missing. The list of missing required forms will appear when scrolling over any “No” in the Paperwork Complete column.

Where can we go to learn more and get help? Information Session for CDDPs and Brokerages

38

PPL will have a dedicated Call Center for OR FMAS program callers beginning October 14

th

.

Monday-Friday, 8:00 AM to 5:00 PM Pacific Time

(excluding State and Federal holidays)

A dedicated phone line for State, CDDP, and Brokerage Staff has also been established. Toll-free number – English

1-888-419-7705Toll-free number – Spanish1-888-419-7720Toll-free number – Russian

1-888-419-7734

TTY

1-800-360-5899Fax number (e-fax)

1-844-399-6593

Customer Service e-mail address for general questionsPPLORFMAS-CS@pcgus.comEnrollment Paperwork Submission

e-mail address

PPLORFMAS@pcgus.com

Where can we go to learn more and get help? Information Session for CDDPs and Brokerages

39

PPL has a dedicated OR FMAS website where BetterOnline training materials will be available:

http://publicpartnerships.com/programs/oregon/fmas/index.html