1. Information Session for CDDPs and Brokerages Transitioning to Oregon’s new Financial Management Agent Services (FMAS) Moving from TNT to PCG Public Partnerships (PPL) October 2016

2. Human Services Research Institute Team Information Session for CDDPs and Brokerages2 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 Associate ykardell@hsri.org

3. PCG Public Partnerships (PPL) Information Session for CDDPs and Brokerages3 Brenda Rodgers Sr. Project Manager brrodgers@pcgus.com

4. Information Session for CDDPs and Brokerages4 Agenda Transition from TNT to PPL What is Changing Benefits Transition Timeline Information Sessions Responsibilities CDDPs, Brokerages, & CIIS Employers and PSWs Enrollment Packets/Required Forms How to Know Paperwork is Complete BetterOnline Register and Log-in Tracking Paperwork Where to Learn More FAQs

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

6. 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).

7. 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 Brokerages7 All necessary paperwork must be fully processed by PPL no later than December 15 th to ensure payment without interruption. Therefore, Employers and PSWs should submit all paperwork to PPL by December 1st, 2016

8. 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 Enrollees People who are new to in-home support services as of 12/5/16; People who would like to employ PSWs for the first time; and New 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

9. 9 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 1 st, 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!

10. Information Session for CDDPs and Brokerages10 Transition timeline November Transition Complete January 1, 2017 December 15, 2016 Enrollment Paperwork Must Be Completely Processed by PPL Info Sessions and Webinars for Brokerages and CDDPs Live customer service telephone support available as of October 14, 2016 Mailing of Enrollment Packets Begins Webinars for New Employers & PSWs Enrollment Info & Help Sessions and Pre-recorded Webinars for Transitioning Employers & PSWs October NovemberDecember

11. 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

12. 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/fmashttp://publicpartnerships.com/programs/oregon/fmas November In-person Enrollment Info & Help sessions for Employers/PSWs held across Oregon Pre-recorded Webinars and User Guide for PSWs and Employers available at http://publicpartnerships.com/programs/oregon/fmas http://publicpartnerships.com/programs/oregon/fmas December New Enrollment Webinars held before December 5 th 2017 Quarterly Live Webinar refresher/updates Online updated Session Schedule and materials posted at: http://publicpartnerships.com/programs/oregon/fmas http://publicpartnerships.com/programs/oregon/fmas Encourage Employers and PSWs to attend Enrollment Information & Help Sessions!

13. Information Session for CDDPs and Brokerages13 Info & Help Sessions for Employers & PSWs DateCityLocationOnsitePresentation Wed, Nov 2Burns Symmetry Care 348 West Adams St 9:30am – 12pm10:30am – 11:30am Thurs, Nov 3Baker City City of Baker City/Room 201 1655 First St. 9:30am – 12pm10:30am – 11:30am Thur, Nov 3Hermiston Stafford Hansell Govt. Ctr. 915 SE Columbia Dr. 4:00pm – 7:00pm5:00pm – 6:00pm Fri, Nov 4Bend Wall Street Services Bldg. 1340 NW Wall St. 9:00am – 12:00pm 1:00pm – 4:00pm 10:00am – 11:00am 1:00pm – 2:00pm Mon, 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 8Beaverton Beaverton Activities Ctr. 12500 SW Allen Blvd. 9:30am – 12pm10:30am – 11:30am Tue, Nov 8Astoria City of Astoria – Council Chamber 1095 Duane St. 4:00pm – 7:00pm5:00pm – 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 10Salem Goodwill Industries 3535 Lancaster Dr. NE 9:30am – 5:00pm 10:30 – 11:30am 1:00pm – 2:00pm

14. Information Session for CDDPs and Brokerages14 Info & Help Sessions for Employers & PSWs DateCityLocationOnsitePresentation Mon, Nov 14 Hood River DHS Bldg. 1610 9th Ct. 1:00pm – 4:00pm2:00pm – 3:00pm Tue, Nov 15Eugene DHS Bldg. 2885 Chad Dr. 8:30am – 5:00pm 10:00am – 11:00am 2:00pm – 3:00pm Wed, Nov 16 Grants Pass Southern Region V. Div. of Rogue Valley Council 550 NE E St. 12:30pm – 4:00pm 1:30pm – 2:30pm Thur, Nov 17Coos Bay Coos Bay Fire Hall 450 Elrod Ave. 1:30pm – 5:00pm 2:30pm – 3:30pm Mon, Nov 21Tillamook DHS-East/West Conference Room 4670 3rd St. 1:00pm – 4:00pm2:00pm – 3:00pm Tue, Nov 22Portland Independence NW (Suite 275) 919 NE 19th Ave. 9:30am – 12:00pm 10:30am – 11:30am Wed, Nov 23Beaverton Beaverton Activities Ctr. 12500 SW Allen Blvd. 1:30pm – 4:00pm 2:30pm – 3:30pm Tue, Nov 29Salem tbdEvening tbd To register for the presentation portion of these onsite session please visit: http://publicpartnerships.com/programs/oregon/fmas or call PPL Customer Service http://publicpartnerships.com/programs/oregon/fmas

15. 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!

16. Responsibilities Learn what needs to be done and by whom.

17. 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. http://publicpartnerships.com/programs/oregon/fmas 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 1 st. BEFORE December 15, 2016

18. 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 5 th, 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

19. 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: 1.Confirm that the pre-populated information in their Enrollment Packet is correct. 2.Fill out and submit: in-person, by secure email, fax, or mail the employment forms applicable to their role. Information Session for CDDPs and Brokerages19

20. Confirm information in Enrollment Packets If 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.us Information Session for CDDPs and Brokerages20

21. List of forms for transitioning Employers and PSWs Information Session for CDDPs and Brokerages21 EmployersSignatures 1. IRS Form 2678 Employer/Payer of AgentEmployer only 2. OR Form 150-800-005 Tax Information Authorization & POA RepEmployer only 3. Responsible Party Form (optional)Employer only PSWs 1. Provider Information and Attestation FormBOTH 2. I-9 Employment Eligibility VerificationBOTH 3. W-4PSW 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!

22. Required forms for current Employers IRS 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 Brokerages22

23. Required forms for current Employers OR 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 Brokerages23

24. Optional form for current Employers Responsible 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 Brokerages24

25. Required forms for current PSWs Provider 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

26. Required forms for current PSWs Form 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 Brokerages26

27. Required form for current PSWs Federal 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 Brokerages27

28. Where are completed forms sent? Completed forms can be submitted using one of the following options: 1.In person: Employers & PSWs can attend one of the in-person information and help sessions and bring their packet to complete and submit onsite. 2.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.PPLORFMAS@pcgus.com 3.Fax: Fill out, sign and scan all required forms and Fax to PPL’s secure fax line: 844-399-6593 4.Mail: Fill out, sign, and send the packet to PPL at: Public Partnerships – OR FMAS PO Box 50040 Phoenix, AZ 85076 Information Session for CDDPs and Brokerages28 If sending by US Mail, PPL should receive by December 1 st (not postmarked date). PPL will process submitted paperwork within 4 business days of receipt.

29. Is Paperwork Complete? Information Session for CDDPs and Brokerages29 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

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

31. 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

32. 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

33. How do I log in to BetterOnline? Visit: https://fms.publicpartnerships.com/PPLPortal https://fms.publicpartnerships.com/PPLPortal Information Session for CDDPs and Brokerages33 Click on the orange Login button. This will bring you to the BetterOnline home page.

34. How do I search for participants? Information Session for CDDPs and Brokerages34 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.

35. How can I track Employer paperwork in BetterOnline? Information Session for CDDPs and Brokerages35 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.

36. How can I search for PSWs in BetterOnline? Information Session for CDDPs and Brokerages36 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.

37. How can I track PSW paperwork in BetterOnline? Information Session for CDDPs and Brokerages37 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.

38. Where can we go to learn more and get help? Information Session for CDDPs and Brokerages38 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 – English1-888-419-7705 Toll-free number – Spanish1-888-419-7720 Toll-free number – Russian1-888-419-7734 TTY1-800-360-5899 Fax number (e-fax)1-844-399-6593 Customer Service e-mail address for general questionsPPLORFMAS-CS@pcgus.com Enrollment Paperwork Submission e-mail addressPPLORFMAS@pcgus.com

39. Where can we go to learn more and get help? Information Session for CDDPs and Brokerages39 PPL has a dedicated OR FMAS website where BetterOnline training materials will be available: http://publicpartnerships.com/programs/oregon/fmas/index.htmlhttp://publicpartnerships.com/programs/oregon/fmas/index.html

40. www.publicconsultinggroup.com