1. 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

2. 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

3. 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

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

5. 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

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

7. 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

8. 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

9. 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:
Information Session for PSWs and Employers

10. 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!
BetterOnline ™ web portal for access to your employer/employee information:
Updated enrollment status information
Payment stubs
Information Session for PSWs and Employers

11. Benefits of PPL
We provide the information and support you need in a variety of ways!
Customer Service provides phone and support
Monday through Friday, 8am – 5pm PST (excluding State/Federal holidays)
Toll-free number – English
Toll-free number – Spanish
Toll-free number – Russian
TTY
Fax number (e-fax)
address for Customer Service
Paperwork Submission address
OR FMAS Website for useful information
Customer Service can transfer to agents who speaks a wide variety of other languages besides English, Spanish and Russian.
Voic and messages will be returned within 24 business hours.
Information Session for PSWs and Employers

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

13. 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

14. How do I register in BetterOnline?
Step 1: Employers and PSWs first need to register on BetterOnline.
To access BetterOnline Login page:
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

15. 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

16. 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.
address
PPL will use this 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

17. 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

18. 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

19. 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

20. 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

21. 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

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

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

24. 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 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

25. Required Employer forms
What am I signing?
Who needs to sign?
Where do I sign?
Information Session for PSWs and Employers

26. 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

27. 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

28. 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

29. Required PSW forms What am I signing? Who needs to sign?
Where do I sign?
Information Session for PSWs and Employers

30. 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

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

32. 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

33. 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

34. Provider Information and Attestation Form
...page 7: Employers must sign this form as well
Information Session for PSWs and Employers

35. 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

36. 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

37. 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

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

39. 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

40. 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:
Paperwork
Mail: Public Partnerships – OR FMAS PO Box Phoenix, AZ 85076
Information Session for PSWs and Employers

41. Questions?
Information Session for PSWs and Employers

42. PPL contact information
Customer Service hours
Monday – Fridays, 8am-5pm PST (excluding State/Federal holidays)
Toll-free number – English
Toll-free number – Spanish
Toll-free number – Russian
TTY
Fax number (e-fax)
address for Customer Service
Paperwork Submission address
OR FMAS Website for useful information
Information Session for PSWs and Employers