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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
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.
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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,
obtains 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: [email protected]
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Questions?