3.
How do I submit my timesheet?
You
can mail your timesheet 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?
Timesheets 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 toll free at 1-866-351-7722 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
(i.e. 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
timesheet – 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 IHSS Social Worker assigned to the Consumer you work for 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 IHSS Social Worker. They are the only ones allowed to authorize hours to an Individual 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 IHSS 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 IHSS 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 in a health plan)
- 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 Individual 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 his/her 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 IHSS 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 Payroll Department at: 1-866-351-7722. 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 IHSS Social Worker who passes the information on to the State computer payroll system. The information on all Individual Providers is obtained from the client (consumer) or their representative. Form 12-58A is completed by all Individual Providers and returned to the IHSS 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:
- The hours are entered clearly.
- There are no crossed out entries or any whiteout on the timesheet.
- All math is checked and total hours are correct.
- If partial hours were worked, decimals were used and not fractions (see time conversion chart below for help).
- If
this is the first timesheet for the month, the hours
worked are not more than 60% of the total hours authorized
for the month.
- The Consumer, or Consumer’s authorized signature representative, has signed the timesheet (do not sign for Consumer).
- The Individual Provider has signed the timesheet.
- The Consumer and Individual Provider have signed and dated the timesheet after all hours have been worked.
- The timesheet has been mailed only after all hours have been worked.
- If the Individual 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.
- If
the Consumer’s address has changed, do not report
it on the timesheet; call the IHSS 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
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