Frequently asked questions (FAQ) regarding payroll and their answers

A guide to understanding your payroll deductions

Individual provider tax withholding information

Timesheet Checklist

A Time conversion chart to help you with timesheets

PAYROLL FAQ

(FAQ = Frequently Asked Questions)

 

1. How do I get my time sheets?

The initial timesheet is provided by the social worker. Subsequent time sheets will come with your paycheck from the preceding pay period.

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2. What are the guidelines for filling out my time sheet?

We recommend you attend one of our orientation trainings to learn how to complete your timesheets. Please contact the Registry Department by calling toll free 1-866-351-7722 to reserve your seat.

Quick guidelines for completing a time card:

3. How do I submit my timesheet?

You can mail your time sheet to our offices Attn: Payroll 780 Bay Blvd., Suite 200, Chula Vista, CA 91910. We also have a drop box in the parking lot and in our reception lobby for your convenience. Directions to the office are: From I 5 take the J Street/Marina Parkway exit and turn West. Turn left (South) at the four way stop sign on to Bay Blvd. Our building is the second building on your right hand side. Our lobby is on the second floor.

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4. How early can I send in my timesheet?

Time sheets are processed starting on the 1st and 16th day of the month.

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5. What if my time sheet is lost or damaged?

Call the IHSS Customer Service/Payroll Department at 619-476-6215 and we can order a replacement timesheet be mailed to you. It will take approximately 3-5 business days to get to you.

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6. What if I make a mistake filling out my timesheet?

We recommend you keep your hours on a separate calendar first; once you have determined they are correct, transfer them to the timesheet in blue or black ink. If you do make a mistake, you will need to contact our offices so we can order a replacement timesheet because we cannot accept timesheets with any alterations or corrections (IE no white out, scratch outs, etc.)

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7. What happens if there is a problem with my timesheet?

If there is a problem with your timesheet it will be mailed back to you with a letter stating the problem. If the problem requires you to complete a new timesheet, one will be ordered for you at that time and will be mailed to you separately.

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8. How long does it take to receive a replacement time sheet?

Once it has been ordered it usually takes 3-5 business days for you to receive a replacement time sheet.

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9. Can I pick up a replacement timesheet at your offices?

No.

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10. The timesheet that came with my check says: “Unauthorized time sheet – do not use”.

Your timesheet was processed late for some reason. You will need to call the IHSS Payroll Department and we will be able to order you a replacement time sheet.

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11. Who increases or decreases the number of hours I am authorized to work?

The social worker assigned to your consumer is responsible for determining how many hours you are authorized to work.

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12. Can you transfer my authorized hours to another provider?

No, you must contact the consumer’s social worker. They are the only ones allowed to authorize hours to a provider.

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13. Why did my eligibility end?

We do not authorize eligibility. You will need to have the consumer contact the social worker for clarification.

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14. If I worked all my authorized hours in the first pay period of the month will I automatically receive a time card for the next month?

No, if you did not work any hours in the second pay period of the month you will not receive a time card for the next month. Please contact the Payroll Department and we will request a replacement time card be sent to you.

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15. How do I submit a change of address?

If you are changing your mailing address to a PO box you will need to contact the consumer’s social worker and they will make the changes. If it is not a PO box you can check the box next to the current pre-printed address on the front of the time card and clearly write your new address on the back of the time card in the space provided.

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16. Is there direct deposit?

Yes. Please contact 1-866-376-7066 for details.

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17. How long does it take to process my timesheet?

7 to 10 calendar days.

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UNDERSTANDING YOUR PAYCHECK DEDUCTIONS

DEDUCTIONS (what shows up on your paystub)

• FUTA -- Federal Unemployment Insurance
• SUI -- State Unemployment Insurance
• FICA -- Social Security
• FIT -- Federal Income Tax
• LIEN -- Wage Garnishment
• SDI -- State Disability Insurance
• SIT -- State Income Tax
• UNION-UDW -- United Domestic Workers Union Dues/ Fees/ Health Insurance Premium
  (IF ENROLLED)
• MEDICARE -- Medicare

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INDIVIDUAL PROVIDER TAX WITHHOLDING INFORMATION

Social Security/Medicare

Social Security (FICA) and Medicare benefits are available to individual providers who are 18 years old or older and not the parent, child or spouse of the employer/consumer.

Following is a list of providers who are not subject to Social Security (FICA) or Medicare benefits:

• Children under the age of 18 providing care for parents are not subject to social security or Medicare taxes until the child reaches age 21.
• Individual providers caring for their spouse are not subject to Social Security or Medicare taxes.
• Parents providing care for their child are not subject to Social Security or Medicare taxes (see exceptions to this in following paragraph).

Social Security and Medicare taxes do apply to parents employed by their child in the following circumstances(per Department of Treasury, Internal Revenue Service Publication 15, Circular E, Employer’s Tax Guide, January 2003):

1. The parent cares for a child who lives with a son or daughter and who is under age 18 or requires adult supervision for at least 4 continuous weeks in a calendar quarter due to a mental or physical condition, and
2. The son or daughter is a widow or widower, divorced, or married to a person who, because of a physical or mental condition, cannot care for the child during such period.

State Disability Insurance (SDI)

State Disability Insurance benefits are available to individual providers if they become disabled and are prevented from doing their work and they meet certain eligibility requirements. If the IP is the parent, spouse or child of the consumer, they are not required to have SDI withheld from their paychecks. However, they may choose to participate in the SDI program by applying for Elective State Disability Insurance. If they do not choose to participate in the program, they will not be eligible to receive State Disability Insurance. These forms are available from the county social worker.

Income Tax Withholding

Income tax withholding for state and federal taxes for IP’s is strictly voluntary. The IP must complete the W-4 Income Tax Withholding Form they receive in their new provider packet and return the form to IHSS Payroll, 780 Bay Blvd., Ste. 200, Chula Vista, CA 91910. If they do not have federal or state income tax withheld, they are still required to file a tax return at the end of the year and possibly pay taxes on their earnings. If they need additional W-4’s, need to change their withholding, or need to determine the status of their withholding, they should call the main payroll number (800) 228-5452. It takes approximately three (3) months for the W-4 information to be processed.

Definition of Terms

IP – Individual Provider (person providing services)
Consumer – Client/Recipient (person receiving services)

The initial setup for IP information regarding family members is done by the social worker who passes the information on to the State computer payroll system. The information on all providers is obtained from the client (consumer) or their representative. Form 12-58A is completed by all providers and returned to the social worker before any of the above can be done.

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TIMESHEET CHECKLIST

Before sending your timesheet in to the Public Authority Payroll Department make sure:

1. The hours are entered clearly.
2. There are no crossed out entries or any whiteout on the timesheet.
3. All math is checked and total hours are correct.
4. If partial hours were worked, decimals were used and not fractions (see time conversion below chart for help).
5. If this is the first timesheet for the month, the hours worked are not more than 59% of the total hours authorized for the month.
6. The consumer, or consumer’s authorized signature representative, has signed the timesheet (do not sign for consumer).
7. The provider has signed the timesheet.
8. The consumer and provider have signed and dated the timesheet after all hours have been worked.
9. The timesheet has been mailed only after all hours have been worked.
10. If the provider’s address has changed, checkmark the address change box on the front of the timesheet and write the new address on the back of the timesheet.
11. If the consumer’s address has changed, do not report it on the timesheet; call the social worker to report consumer’s change of address.

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TIME CONVERSION CHART

MINUTES to DECIMALS

0-2 min. = .0
3-9 min. = .1
10-14 min. = .2
15-20 min. = .3
21-26 min. = .4
27-32 min. = .5
33-38 min. = .6
39-44 min. = .7
45-50 min. = .8
51-56 min. = .9
57-60 min. = 1.0

FRACTIONS to DECIMALS

¼ hr. (15 minutes) = .25

½ hr. (30 minutes) = .50

¾ hr. (45 minutes) = .75