|Timecards can sometimes be challenging for both Consumers (Recipients) and Home Care Providers (workers), especially once an error has caused time cards to be thrown off schedule. These problems can often be prevented or resolved by following the guidelines below. If you still have questions or problems, call the IHSS Payroll Office at the number given for your particular county. For counties that have moved to the new payroll system, you may also contact the state at 866-776-0930..
Time cards and payroll are not administered by UDW
How to Get Paid on Time
Everybody wants to get paid accurately and on time! Here’s the process for assuring prompt receipt of an accurate paycheck:
Consider setting up Direct Deposit This will prevent paychecks from getting lost or delayed in the mail. IHSS Direct Deposit Help Desk: 866-376-7066
When to Turn in timecards
Timecards are due after the last working day of the pay period you just worked. Timesheets should not be postmarked on the last day you worked, but should be mailed the following day:
1st Pay Period: (1st to 15th of the month)
Due the 16th –Mail on the 16th (not before).
2nd Pay Period: (16th to end of month)
Due at end of month — Mail no earlier than on the last day of the month.
Never turn in your timesheet early. Timesheets submitted early are returned to the Home Care Provider unprocessed.
Providers may bring their timecard in person to local IHSS offices only if the county where they work has not yet upgraded to the new payroll system.
FOR COUNTIES THAT HAVE UPGRADED TO THE NEW PAYROLL SYSTEM: All counties using the new system require that timecards be mailed to the new statewide Timesheet Processing Facility (TPF) in Chico, CA: TPF, PO Box 2380, Chico CA 95927
Providers on the new system will mail their timesheets to the TPF rather than their local county office. However, when timesheets arrive at the TPF they will be scanned into CMIPS II which will allow counties to view the timesheet in order to assist providers to resolve any timesheet issues and respond to provider inquiries regarding timesheet/payroll questions as they do today.
When are Paychecks Mailed?
Paychecks are mailed to Home Care Providers by the State Controller’s Office
8 to 10 business days after the timesheets are received in the IHSS Payroll
Information regarding the issuance of paychecks is available after the 7th working day of the processing period. The IHSS Payroll Office advises Home Care Providers not to call during the first 7 working days of the processing period to ask about the status of their paychecks. During this period, the IHSS Payroll Office is busy processing thousands of time sheets. Calls to check on the status of paychecks during the processing period may result in delays. New checks can not be issued until this period has passed.
Missing Checks and Timesheets
If you are a new Home Care Provider (have never received a paycheck), have turned in your time card correctly and have also waited the 8-10 business day period but still did not get paid — then your paperwork may not be entered in the system correctly. It is important you contact IHSS and make sure everything is in order. Be polite, but persistent. Always write down the name of the person you talk with and the date/time of the conversation. If you can not get a clear resolution of this type of problem ask to speak with the person’s supervisor. If the problem is ongoing and you cannot get answers contact UDW or an advocate and have them help you.
If you are already an IHSS Home Care Provider your timesheet for the next period is attached to your paycheck. If your check is lost or stolen then the timesheet that usually accompanies that check gets delayed. Timesheets can also get lost in the mail after you send them in. You may request a replacement timesheet to get your documentation back on schedule when your paycheck is 10 working days late (or longer). Do this by contacting IHSS Payroll Office at the number given for your particular county (or the new statewide payroll system if your county has implemented it.). Make sure you don’t fill out more than one timesheet for the same period.
Replacement Pay Checks
Your check must be lost for 10 working days before it may be reported as lost or stolen.
To get a missing check replaced the Home Care Provider (worker) must go to their local IHSS District Office and fill out a Lost Warrant Affidavit. Please call your District Office prior to going to your local District Office as they may require you to schedule an appointment. The District Office sends the affidavit to the IHSS Payroll Office for review and authorization and then forwards the affidavit to Sacramento for the replacement paycheck to be issued. The original check will be voided and a new check will be issued. This process takes about 3-4 weeks. It is advisable to follow up with a phone call 8-10 days after you have filled out the affidavit to make sure your paperwork is being processed.
Checks are not forwarded to a new address (see change of address below); they are returned to the State Controller’s Office and re-deposited. If a lost warrant affidavit has not been completed, the Home Care Provider needs to call the IHSS Payroll Office in their county to see if the check has been re-deposited. Once the check is re-deposited, IHSS Payroll can reissue the check, which will be mailed in two working days from Sacramento. If the check has been stolen and cashed, the County will conduct an investigation.
Filling out Timesheets
Aside from causing delayed paychecks, when timesheets are not filled out accurately they can jeopardize eligibility for health benefits. Don’t let this happen!
- Avoid “stacking” hours: Hours should be evenly distributed throughout the month, not all performed at the beginning of the time period or month. You cannot work or claim more than 9 hours per workday per Consumer.
- Correctly calculate hours: Use the minutes chart below if you don’t have a calculator. When writing “decimals,” use only the first decimal point. For example: write 2.4 instead of 2.43.
- Note that new timecards will not require decimals; you can fill them out using hours and minutes. See when your county will use them, and sample of new timecards
- Write legibly: Print numbers clearly.This is particularly important because some counties are using electronic scanning devices that will not be able to read the numbers unless they are written clearly. Do not use a pencil. Use a black or blue pen and press firmly. Make no other markings on the time sheet other than what is required and fold only once underneath the consumer’s and provider’s name and address before putting it in the return envelope. Do not use “white out,” as scanners will not read documents that have been altered this way.
- Make sure to total your hours: There is a space provided for total hours during a given pay period, and that number must add up to the total of the daily hours you write down for the same period.
- Sign and Date: Timesheets must be signed and dated by both “Consumer” (the person who receives home care) and “Provider” (the worker who provides home care). On the timesheet, the home care worker is called the “Provider,” and that is where the worker should sign.
- Update Address Changes: Paychecks will not be forwarded to a new address. Consumers and Home Care Workers can make an address change on the back of their timesheet and should also notify their IHSS District Office in writing of their address change. The address change must be signed and dated.
- Note; if your county uses the new payroll system, address changes are not made on the timecard. You will need to fill out a change of address form with your local IHSS Public Authority.
If your county has not yet implemented the new payroll system, the chart below may help you convert hours and minutes to decimals:
|1 to 6 minutes = .1
||31 to 36 minutes = .6
|7 to 12 minutes = .2
||37 to 42 minutes = .7
|13 to 18 minutes = .3
||43 to 48 minutes = .8
|19 to 24 minutes = .4
||49 to 54 minutes = .9
|25 to 30 minutes = .5
||55 to 60 minutes = 1.0
|120 minutes = 2.0
||240 minutes = 3.0