Timesheet Processing and Case Management Information Payrolling System II (CMIPS II)

Agenda Training Overview and Introduction State Timesheet Video Review of Important Information and Practice Exercises Questions and Answer Wrap-Up

Objectives Become familiar with the new timesheet process Correctly complete the CMIPS II timesheet Recognize and avoid common timesheet errors that will delay processing and payment

What is CMIPS II? CMIPS II is the new computer system used by In-Home Supportive Services (IHSS) and the Public Authority (PA) CMIPS II replaces a 30+ year old system (Legacy) Statewide Rollout in 6 phases - CMIPS II will start to be used by Riverside County on May 1, 2013 4

What Does the Change Mean for you? Beginning May 2013, your timesheet will look different Time worked will now be recorded in hours and minutes All timesheets will be processed by the State Timesheet Processing Facility in Chico, CA 5

New Timesheet (Front) 6

New Timesheet (Back) 7 Provider Signature Recipient Signature Date

How Do I Complete the New Timesheet? Click on the picture to launch the CDSS Website. Then click on the video link to play the State Timesheet Video 8

Review - 14 Timesheet Tips Recording Hours Timesheet Accuracy Timesheet Mailing and Processing 9

Write numbers like this Recording Hours Write time worked in hours and minutes, not decimals Paid from the hours/min recorded each day, not from the total Write numbers like this 1 2 3 4 5 6 7 8 9 10

Recording Time – Scenario 1 Record the following times you worked: 16th - 3 hours and 35 min 17th - Did not work 18th - 2 hours and 5 min 19th - 1 hour and 50 min CMIPS II Timesheet Hours 3 2 1 Minutes 3 5 16th 17th 18th 19th Previously Day of Month 16th 17th 18th 19th Hours Worked 3.6 2.1 1.9 Total 7 : 3 Remember to think in ’time’ when you total your hours 11

Recording Time – Scenario 2 Record the following times you worked: 16th - 2 hours and 10 min 17th - 3 hours and 20 min 18th - 2 hours and 10 min 19th - 3 hour and 45 min CMIPS II Timesheet Hours 2 3 Minutes 1 2 4 5 16th 17th 18th 19th Previously Day of Month 16th 17th 18th 19th Hours Worked 2.2 3.4 3.8 Total 1 : 2 5 Remember to think in ’time’ when you total your hours 12

Now You Try It – Scenario 3 Record the following times you worked: 16th - Did not work 17th - 10 hours and 30 min 18th - 2 hours and 15 min 19th - 2 hour and 35 min CMIPS II Timesheet Hours ? Minutes ? 16th 17th 18th 19th Previously Day of Month 16th 17th 18th 19th Hours Worked 10.5 2.3 2.6 Total : Remember to think in ’time’ when you total your hours 13

Scenario 3–Were You Correct? Record the following times you worked: 16th - Did not work 17th - 10 hours and 30 min 18th - 2 hours and 15 min 19th - 2 hour and 35 min CMIPS II Timesheet Hours 1 2 Minutes 3 1 5 16th 17th 18th 19th Previously Day of Month 16th 17th 18th 19th Hours Worked 10.5 2.3 2.6 Total 1 5 : 2 Remember to think in ’time’ when you total your hours 14

One More Time– Scenario 4 CMIPS II Timesheet Record the following times you worked: 16th - 4 hours and 10 min 17th - 3 hours and 15 min 18th - 2 hours and 30 min 19th - 2 hours and 30 min 20th - Did not work 21st - Did not work 22nd - 1 hour and 45 min Hours ? Minutes ? 16th 17th 18th 19th 20th 21st 22nd Remember to think in ’time’ when you total your hours Total : 15

Scenario 4–Were You Correct? CMIPS II Timesheet Record the following times you worked: 16th - 4 hours and 10 min 17th - 3 hours and 15 min 18th - 2 hours and 30 min 19th - 2 hours and 30 min 20th - Did not work 21st - Did not work 22nd - 1 hour and 45 min Hours 4 3 2 1 Minutes 1 5 3 4 16th 17th 18th 19th 20th 21st 22nd Remember to think in ’time’ when you total your hours Total 1 4 : 16

CMIPS II Timesheet with Wrong Time Recorded What if I Make a Mistake? You worked 3 hours and 35 minutes on the 16th, but mistakenly recorded it as 3 hour and 55 minutes: CMIPS II Timesheet with Wrong Time Recorded CMIPS II Timesheet with Correction Hours 3 2 Minutes 5 Hours 3 2 Minutes 5 16th 17th 18th 16th 17th 18th 3 Very neatly draw a single line through the incorrect number and write the correct number in the same box 17

Timesheet Accuracy Timesheets will be read by a computer scanner Use only black ink Only write information where instructed Do not write over pre-printed information: Names Pay periods Zeros Both provider and recipient must sign/date 18

Timesheet Accuracy cont. Only enter time doing authorized work Do not record hours PAST the end date of the IHSS recipient’s end date of authorized services Do not record hours PRIOR to the recipient’s start date of authorized services 19

Timesheet Accuracy Exercise Does this Timesheet contain a common error? Example 1 20

Timesheet Accuracy Exercise Does this Timesheet contain a common error? ERROR: Hours greater than 24 21

Timesheet Accuracy Exercise Does this Timesheet contain a common error? Example 2 22

Timesheet Accuracy Exercise Does this Timesheet contain a common error? ERRORS: Multiple numbers in a box; and incorrect cross-out 23

Timesheet Accuracy Exercise Does this Timesheet contain a common error? Example 3 24

Timesheet Accuracy Exercise Does this Timesheet contain a common error? This timesheet is error free 25

Timesheet Accuracy Exercise Does this Timesheet contain a common error? Example 4 26

Timesheet Accuracy Exercise Does this Timesheet contain a common error? ERRORS: Unreadable Numbers, Line through 7, and Red Ink 27

Timesheet Accuracy Exercise Does this Timesheet contain a common error? Example 5 28

Timesheet Accuracy Exercise Does this Timesheet contain a common error? This timesheet is error free 29

Timesheet Accuracy Exercise Does this Timesheet contain a common error? Example 6 30

Timesheet Accuracy Exercise Does this Timesheet contain a common error? ERRORS: Numbers outside the boxes and not written neatly and simply, Lines through 0 & 7. 31

Timesheet Mailing and Processing Tear Timesheet along dotted line and mail original to the TPF in Chico, CA Do not submit any additional documentation with your timesheet Mail your Timesheet after the 15th and last day of the month. Do not future date hours worked within the same pay period or beyond the pay period. 32

What Do I Do if I Move or Change Phone Numbers? Complete a Change of Address/Telephone form: downloaded from the internet at http://www.cdss.ca.gov/cdssweb/entres/forms/ English/SOC840.pdf mailed to you by calling your district office or picked up in person at your district office Once completed, mail the form to, or drop off at, your local district office. 33

What Do I Do if I Need Another Timesheet? Call the Riverside IHSS Timesheet Servicing Center at 1-800-575-2588, or your local district office, if your timesheet is: Lost Stolen Made a mistake Need a replacement The replacement timesheet will be mailed to you. 34

Where is My Paycheck? Paychecks will still be issued within 10 business days of the TPF receiving the timesheet After 12 business days from the date you mailed the timesheet, contact the Riverside IHSS Timesheet Servicing Center at 1-800-575-2588 for timesheet status Do not call the IHSS Social Worker for timesheet or check status. They will not be able to help you 35

Want Your Money Faster? Sign up for Direct Deposit Eligible if you have a checking or savings account and have worked for the IHSS Program for at least 90 days Once established, if you DO NOT submit any timesheets for 60 days, your Direct Deposit will be cancelled To ask further questions and sign up, call the IHSS Direct Deposit helpdesk at 1-866-376-7066 36

Additional Assistance View this presentation and upcoming additional trainings at: www.rivcoihsspa.org or www.udwa.org For assistance completing your timesheet, review handouts from this training, call the Riverside IHSS Timesheet Servicing Center at 1-800-575-2588, call your district office, or call your union at 1-866-417-7300 For paycheck status, call the Riverside IHSS Timesheet Servicing Center at 1-800-575-2588 37

Questions 38

Objective Review and Evaluations How Did We Do? Objective Review and Evaluations Familiar with the new timesheet process Correctly complete the CMIPS II timesheet Recognize and avoid common timesheet errors that will delay processing and payment Complete your evaluation 39