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

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

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

3. 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

4. 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

5. 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

6. New Timesheet (Front) 6

7. New Timesheet (Back) Provider Signature Recipient Signature Date Date 7

8. 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

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

10. 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 10

11. Recording Time – Scenario 1 CMIPS II Timesheet 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 Previously Remember to think in ’time’ when you total your hours 11

12. Recording Time – Scenario 2 CMIPS II Timesheet 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 Previously Remember to think in ’time’ when you total your hours 12

13. Now You Try It – Scenario 3 CMIPS II Timesheet 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 Previously Remember to think in ’time’ when you total your hours 13

14. Scenario 3–Were You Correct? CMIPS II Timesheet 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 Previously Remember to think in ’time’ when you total your hours 14

15. 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 Remember to think in ’time’ when you total your hours 15

16. 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 Remember to think in ’time’ when you total your hours 16

17. 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 3 Very neatly draw a single line through the incorrect number and write the correct number in the same box 17

18. 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

19. 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

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

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

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

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

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

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

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

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

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

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

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

31. 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

32. 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

33. 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

34. 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

35. Where is My Paycheck? • Paychecks will still be issued within 10 business days of the TPFreceiving 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

36. 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

37. Additional Assistance • View this presentation and upcoming additional trainings at: www.rivcoihsspa.orgor 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

38. Questions 38

39. 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