Information Session for Personal Support Workers (PSW) and Employers

Information Session for Personal Support Workers (PSW) and EmployersTransitioning to Oregon’s new Financial Management Agent Services (FMAS)Moving from TNT to PCG Public Partnerships (PPL)

November 2016

Confirm information in Enrollment PacketsBefore we get started…

In Employer’s enrollment packet, if any of the information on this sheet is incorrect, please have PPL correct and print new forms.

2

Information Session for PSWs and Employers

Human Services Research Institute Team3

Alena Vazquez

Policy Analyst

Jami Petner-Arrey

Policy Associate

Brittany Taylor

Policy Analyst

Yoshiko Kardell

Policy Associate

Information Session for PSWs and Employers

PCG Public Partnerships (PPL)4

Brenda Rodgers

Program Manager

Eric McAfee

Program Manager

Information Session for PSWs and Employers

5Agenda

1. Transition from TNT to PPL

What is Changing

TimelinesBenefits of PPL2. BetterOnlineRegister and Log-in

Tracking Enrollment StatusViewing Paystubs3. Enrollment – Completing and submitting your paperwork!

List of forms for transitioning Employers and PSWsReview Employers required formReview Employees (PSW) required forms

Next steps

Information Session for PSWs and Employers

1. Transition from TNT to PPLLearn what to expect and when

7Who is this information session for?

Welcome!

Today’s informational presentation is for

Personal Support Workers (PSWs)

who provide support to individuals receiving in-home services and their

Employers

.

Information Session for PSWs and Employers

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).

In summary:

PSWs will receive paychecks from PPL instead of TNT for the hours of support they provide.

PPL will act on behalf of the employer, just as TNT did.

TNT  PPL

December 1

st

–

We HIGHLY RECOMMEND

you submit all necessary paperwork by this date to ensure paperwork can be fully processed (including any corrections made). December 15th - All necessary paperwork must be completed, received, and processed by PPL to ensure payments after 1/1/2017 are made without interruption. Any paperwork with incorrect or missing information is not yet complete. 8We will help you submit today!Information Session for PSWs and Employers

9When will PPL begin issuing paychecks?

TNT will issue paychecks for the last time by December 31

st

2016 These checks will be for any submitted hours worked prior to December 16

th, 2016

PPL will issue paychecks for the first time on January 18th

, 2017

These checks will be for payroll period December 16

th

-31

st

To view PPL’s full payment schedule for 2017:http://publicpartnerships.com/programs/oregon/fmasPPL’s payroll calendar is the same as TNT’s published 2017 payroll calendar.Information Session for PSWs and Employers

Benefits of PPL10

A website that provides all the information you need in one convenient location:

Link to the

BetterOnline

portal

Copies of all presentations

Recorded webinars to walk through the transition and forms

How-to User Guides

Frequently Asked Questions (FAQs)

Payroll Schedule

And much, much more!

Information Session for PSWs and EmployersWe provide the information and support you need in a variety of ways!

BetterOnline ™ web portal for access to your employer/employee information:Updated enrollment status informationPayment stubshttps://fms.publicpartnerships.com/PPLPortalhttp://www.publicpartnerships.com/programs/oregon/fmas

Benefits of PPL11

Information Session for PSWs and Employers

We provide the information and support you need in a variety of ways!

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

1-800-360-5899

Fax number (e-fax)

1-844-399-6593

E-mail address for Customer

Service

PPLORFMAS-CS@pcgus.com

Paperwork

Submission e-mail address

PPLORFMAS@pcgus.com

OR FMAS Website

for useful information

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

Customer Service can transfer to agents who speaks a wide variety of other languages besides English, Spanish

and Russian.

Voicemail and email messages will be returned within 24 business hours

.

Customer Service provides phone and email support

Monday through Friday, 8am – 5pm PST (excluding State/Federal holidays)

2. BetterOnline™Learn how to use BetterOnline to track enrollment status

What is PPL’s BetterOnline™ system?BetterOnline

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

It is easy to use.

Employers and PSWs can track enrollment statusCDDPs and Brokerages can track enrollment completion for people in their service.PSWs can review all paystubs in one convenient location.

It can be accessed with any computer or tablet.

13

Information Session for PSWs and Employers

How do I register in BetterOnline?Step 1: Employers and PSWs first need to register on BetterOnline

.

To access BetterOnline Login page:

https://fms.publicpartnerships.comClick on Sign Up to the right of the Login button.This will bring user to the New User Registration screen.

Select Oregon in the State drop down list

Select OR FMAS ODDS in the Program drop down list

Select your Role in the Role drop down list:

If you are the Employer, select

Individual

If you are the Employee, select

PSW

14BetterOnline registration and login information provided in Enrollment packet

Information Session for PSWs and Employers

How do I register in BetterOnline?Step 2: Enter Credentials

(verifying who you are):

If you are an

employer, you will enter:Individual’s Last Name

Individual’s PRIME number Individual’s Date of Birth

If you are a PSW, you will enter your:Your Last Name

Your Last 4 digit (only) of Social Security #

Your Date of Birth (D.O.B.)

Information Session for CDDPs and Brokerages

15

Information Session for PSWs and Employers

Note: The

Individual’s information needs to be entered, not employer information. In some cases, the individual and employer are different people.

How do I register in BetterOnline?Step 3: User Information (where you register yourself as user in the system):

You will be asked to enter following information:

Information Session for CDDPs and Brokerages

16

Username

You will create a username to use logging in. PPL recommends using first letter of your first name and your last name

Example: Lee Murray =

LMurray

Password

Must be at least 6 characters long and contain at least 1 numerical number, 1 capitalized character, and 1 lower case character.

Note: Password is case sensitive.

Confirm Password

You need to retype the password you just created.E-Mail addressPPL will use this email address to send you information as needed.Security Questions Choose 3 questions from drop down menus. Put your answers to these questions in the fields next to corresponding questions.

If you ever need to change your username or password, these questions provide a layer of security to protect your privacy.

Click SUBMIT and you will then be registered for

BetterOnline access!Information Session for PSWs and Employers

How can I (as the employer) check my enrollment status?

17

Click on

My Profile in menu barAt the bottom of the Profile page, click on

ChecklistThis will bring you to the checklist of required and optional forms and will specify if they have been submitted, signed and dated.

Information Session for PSWs and Employers

How can I (as the employer) check enrollment status of my PSW(s)?

18

At the bottom of your Profile

page, click on

Associated PSWs button.

Information Session for PSWs and Employers

How can I (as the employer) check enrollment status of my PSWs?

19

After clicking the Associated Provider button, you will then be shown a list of your associated PSW(s).

In the column

Paperwork Complete, it will list either ‘Yes’ or ‘No’If ‘No’, hover your mouse pointer over ‘No’ and a pop up will appear listing the missing or incorrect paperwork.

Or, you can click on Checklist to preview the details of what has been submitted and where there are errors.

Information Session for PSWs and Employers

How can I (PSW) check my enrollment status?

20

At the bottom of your

My Profile page, click on Associated Individuals

button.You will be then be shown a list of your associated Individuals Check the column labeled Paperwork Complete.

This is the column that specifies if PSW’s paperwork in association with this Individual is completedCheck the column labeled Individual – PSW Checklist

This is the column that specifies if the paperwork from the Individual you serve is completed

Both columns will list either ‘Yes’ or ‘No’

If ‘No’, hover your mouse pointer over ‘No’ and a pop up will appear listing the missing or incorrect paperwork.

Or, you can click on

Checklist

to preview the details of what has been submitted and where there are errors. Information Session for PSWs and Employers

How can I (PSW) view my paystubs?

21

Information Session for PSWs and Employers

Click

Invoice

in menu bar

To search for the paystub you wish to view, enter as much/little information to return the result(s) you are looking for.

The results of your research will return a list of invoices that were paid.

Click on

Details

to view more information of the invoice.

Click on the hyperlink item under column Check No. to view the payment information (remittance advice).

What will my paystub (remittance advice) look like?

22

Information Session for PSWs and Employers

3. EnrollmentReview what each form is about and where you need to date and sign.

List of forms for transitioning Employers and PSWs24

Employers

Signatures

1

.

IRS Form

2678 Employer/Payer of Agent

Employer

only

2. OR Form 150-800-005

Tax Information Authorization & POA Rep

Employer

only3. Responsible Party Form (optional)

Employer only

PSWs

1. Provider Information and Attestation Form

BOTH

2. I-9 Employment Eligibility Verification BOTH

3. W-4

PSW only

Note: PSW forms require signatures from both the Employer and PSW.

Information Session for PSWs and Employers

Required Employer forms25

What am I signing?

Who needs to sign?

Where do I sign?

Information Session for PSWs and Employers

IRS Form 2678 Employer/Payer Appointment of Agent

# of pages:

1

Who needs to sign?: Employer only

What am I signing?: This form tells the IRS that the Employer is giving PPL permission to complete tax processes on their behalf for this program. This form only allows us to withhold taxes from the PSW’s paychecks and deposit those taxes with the IRS. It does not allow PPL access to any personal income tax information.

Where do I sign?

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

26

Information Session for PSWs and Employers

OR Form 150-800-005 Tax Information Authorization & Power of Attorney Rep.# of pages:

1

Who needs to sign?:

Employer onlyWhat am I signing?: This State form authorizes PPL to perform withholding and other tax preparations/ filing functions on behalf of you, the Employer, at the state level.

Where do I sign?

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

27

Information Session for PSWs and Employers

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

# of pages:

1

Who needs to sign?:

Employer and responsible party

What am I signing?: 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.

Where do I sign?

The responsible party and employer sign and date the fields highlighted to the right:

28

Information Session for PSWs and Employers

Required PSW forms29

What am I signing?

Who needs to sign?

Where do I sign?

Information Session for PSWs and Employers

Provider Information and Attestation Form# of pages:

7

Who needs to sign?:

PSW and EmployerWhat am I signing?: PPL uses this form to enroll someone in their system. It also tells PPL:

How to manage withholding for Difficulty of Care payments

How the PSW wants to be paid

The relationship between the Employer and PSW for tax purposes

Communicates responsibilities of a PSW in this program.

Where do I sign?

Both the PSW and Employer must sign this form on page 7

Note:

PSWs must complete this form for every Employer they work for30Information Session for PSWs and Employers

Provider Information and Attestation Form31

...page 3:

Information Session for PSWs and Employers

Provider Information and Attestation FormComplete this page to inform PPL whether you would like payment via Direct Deposit (DD), ADP Aline Payroll (debit) card, or paper checks. Bank information is required for DD.

32

...page 4:

Information Session for PSWs and Employers

Provider Information and Attestation FormCheck off the Yes/No boxes to indicate your relationship to the employer; we use this to properly withhold your taxes and determine if eligible for exemption of FICA/FUTA withholdings.

33

Relationship Questionnaire:

Information Session for PSWs and Employers

Provider Information and Attestation Form

34

...page 7: Employers must sign this form as well

Information Session for PSWs and Employers

I-9 Employment Eligibility Verification# of pages:

3

Who needs to sign?:

PSW and EmployerWhat am I signing?: 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

Where do I sign?

PSW

must sign and date page 1 where highlighted to the right.

Employer

must sign and date the bottom of page 2.

Note: PPL cannot pre-populate this form due to DHS guidelines surrounding employer liability.

35

Information Session for PSWs and Employers

I-9 Employment Eligibility Verification

36

Complete the following information:

PSW (Employee) Demographic Information (including SSN)

Checkbox verifying citizenship status

Employee signature

Section 1:

1

2

3

Information Session for PSWs and Employers

I-9 Employment Eligibility Verification (con’t.)Complete the following information:

PSW name

You will be required to provide documentation which verifies your identity. Depending on what type of documentation you provide, you will complete the info. in List A, B, or C.

PSW’s first date of employment

Employer signature and demographic information

Please reference page 3 of the I-9 form for more information on authorized forms of ID

37

Section 2:

1

2

3

4

Information Session for PSWs and Employers

I-9 Employment Eligibility Verification

38

*Do not fill out anything in section 3*

Information Session for PSWs and Employers

Federal Form W-439

# of pages:

2. Page 1 is all that is required to be completed and returned.

Who needs to sign?: PSW only

What am I signing?: Complete this form so that PPL can withhold the correct federal income tax from your pay on behalf of your employer.

Where do I sign?

PSW must sign and date page 1 where highlighted to the right.

Information Session for PSWs and Employers

Next Steps:Review your packet: Please sign and review your completed packet once more to verify all information is accurate.

Need more assistance?:

Please head to an enrollment station or find an enrollment specialist to assist you.

Packet complete?: Please bring your completed packet to an enrollment station so that PPL enrollment staff can review and collect your packet.

Need more time?

Fill out, sign, and send the packet to PPL (by December 1st!):

Fax:

1-844-399-6593

Paperwork E-mail:

PPLORFMAS@pcgus.com

Mail:

Public Partnerships – OR FMAS PO Box 50040 Phoenix, AZ 8507640Information Session for PSWs and Employers

41Questions?

Information Session for PSWs and Employers

PPL contact information42

Customer Service hours

Monday – Fridays, 8am-5pm PST (excluding State/Federal holidays)

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

1-800-360-5899

Fax number (e-fax)

1-844-399-6593

E-mail address for Customer

Service

PPLORFMAS-CS@pcgus.com

Paperwork

Submission e-mail address PPLORFMAS@pcgus.com

OR FMAS Website

for useful information

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

Information Session for PSWs and Employers