Information Session for Personal Support Workers (PSW) and Employers Transitioning to Oregon’s new Financial Management Agent Services (FMAS) Moving from TNT to PCG Public Partnerships (PPL) November 2016

Confirm information in Enrollment Packets Before 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. Information Session for PSWs and Employers

Human Services Research Institute Team Alena Vazquez Policy Analyst Brittany Taylor Policy Analyst Yoshiko Kardell Policy Associate Jami Petner-Arrey Policy Associate Information Session for PSWs and Employers

PCG Public Partnerships (PPL) Eric McAfee Program Manager Brenda Rodgers Program Manager Information Session for PSWs and Employers

Agenda 1. Transition from TNT to PPL 2. BetterOnline What is Changing Timelines Benefits of PPL 2. BetterOnline Register and Log-in Tracking Enrollment Status Viewing Paystubs 3. Enrollment – Completing and submitting your paperwork! List of forms for transitioning Employers and PSWs Review Employers required form Review Employees (PSW) required forms Next steps Information Session for PSWs and Employers

1. Transition from TNT to PPL Learn what to expect and when

Who 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 1st – 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. We will help you submit today! Information Session for PSWs and Employers

When will PPL begin issuing paychecks? PPL’s payroll calendar is the same as TNT’s published 2017 payroll calendar. TNT will issue paychecks for the last time by December 31st 2016 These checks will be for any submitted hours worked prior to December 16th, 2016 PPL will issue paychecks for the first time on January 18th, 2017 These checks will be for payroll period December 16th-31st To view PPL’s full payment schedule for 2017: http://publicpartnerships.com/programs/oregon/fmas Information Session for PSWs and Employers

Benefits of PPL We provide the information and support you need in a variety of ways! 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! http://www.publicpartnerships.com/programs/oregon/fmas BetterOnline ™ web portal for access to your employer/employee information: Updated enrollment status information Payment stubs https://fms.publicpartnerships.com/PPLPortal Information Session for PSWs and Employers

Benefits of PPL We provide the information and support you need in a variety of ways! Customer Service provides phone and email support Monday through Friday, 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 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. Information Session for PSWs and Employers

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 status CDDPs 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. 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.com Click 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 BetterOnline 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.) Note: The Individual’s information needs to be entered, not employer information. In some cases, the individual and employer are different people. Information Session for CDDPs and Brokerages Information Session for PSWs and Employers

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: 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 address PPL 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 CDDPs and Brokerages Information Session for PSWs and Employers

How can I (as the employer) check my enrollment status? Click on My Profile in menu bar At the bottom of the Profile page, click on Checklist This 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)? 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? 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? 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 completed Check 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? 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). Information Session for PSWs and Employers

What will my paystub (remittance advice) look like? Information Session for PSWs and Employers

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

List of forms for transitioning Employers and PSWs Note: PSW forms require signatures from both the Employer and PSW. Employers Signatures 1. IRS Form 2678 Employer/Payer of Agent Employer only 2. OR Form 150-800-005 Tax Information Authorization & POA Rep 3. Responsible Party Form (optional) PSWs 1. Provider Information and Attestation Form BOTH 2. I-9 Employment Eligibility Verification 3. W-4 PSW only Information Session for PSWs and Employers

Required Employer forms 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. 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 only What 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. Information Session for PSWs and Employers

Responsible Party Form This 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: Information Session for PSWs and Employers

Required PSW forms 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 Employer What 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 for Information Session for PSWs and Employers

Provider Information and Attestation Form ...page 3: Information Session for PSWs and Employers

Provider Information and Attestation Form ...page 4: Complete 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. Information Session for PSWs and Employers

Provider Information and Attestation Form Relationship Questionnaire: Check 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. Information Session for PSWs and Employers

Provider Information and Attestation Form ...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 Employer What 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. Information Session for PSWs and Employers

I-9 Employment Eligibility Verification Section 1: 1 Complete the following information: PSW (Employee) Demographic Information (including SSN) Checkbox verifying citizenship status Employee signature 2 3 Information Session for PSWs and Employers

I-9 Employment Eligibility Verification (con’t.) Section 2: 1 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 2 3 4 Information Session for PSWs and Employers

I-9 Employment Eligibility Verification *Do not fill out anything in section 3* Information Session for PSWs and Employers

Federal Form W-4 # 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 85076 Information Session for PSWs and Employers

Questions? Information Session for PSWs and Employers

PPL contact information 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