February 29, 2020 - Information concerning COVID-19, or the 2019 novel coronavirus
The Washington State Department of Health announced several new cases of COVID-19, also known as novel coronavirus, in King and Snohomish Counties. You will likely hear developments in the days and weeks ahead. There is no need to panic, we are providing this information to you as a reminder of how to protect yourself and others.
As a direct care provider, you can help protect yourself, your clients and others by taking a few simple steps to help prevent the spread of the disease at home and at work:
- Wash your hands often with soap and water. Use alcohol-based sanitizers when you cannot wash your hands.
- Avoid touching your eyes, nose or mouth with your hands.
- Use personal protective equipment such as gloves when providing direct care. If a client has flu-like symptoms such as fever, cough or shortness of breath, both the client and caregiver should wear face masks. For more information, review the CDC’s Infection Prevention and Control Training. Medicaid and state-only-funded clients are eligible to receive a supply of 200 gloves per month, or more if medically necessary, for use by their home care providers. Learn how clients can request gloves on the SEIU Benefits website.
- Stay home when you’re sick. Alert your client and/or your client’s case manager, if appropriate, to tell them you will be staying home.
- Cover your coughs and sneezes with a tissue and dispose of the tissue right away.
- Clean frequently touched surfaces and objects.
- Get plenty of rest, drink fluids, eat healthy foods and manage your stress. The SEIU 775 Benefits Group offers unique programs to help individual providers manage stress and stay healthy. Visit the self-care page of the SEIU Benefits website for more information.
If you suspect a possible COVID-19 case, please report it to your local health jurisdiction and assist the client in notifying their health care provider.
Like the flu, COVID-19 is spread from person to person through droplets in the air. Someone can become infected by touching an infected surface and then touching their mouth, nose or eyes. The Centers for Disease Control and Prevention, or CDC, currently estimate that the incubation period for COVID-19 ranges from 2-14 days. Symptoms may include fever, cough and shortness of breath, although some people may not have any symptoms. Seniors and people with underlying medical conditions such as heart disease, lung disease or diabetes are at a higher risk of developing severe complications.
The Department of Health has established a call center to address questions from the general public about COVID-19. If you have questions, please call 1-800-525-0127.
EVV Live-in Exempt Effective date Reminder
Please note that any changes to your Live-in Exemption status will take effect on the following pay period. Please view this "LIE Flyer" for steps on how to change your Live in Exemption status.
PTO cap increased to 130 hours
Starting July 1, 2021 PTO cap is increased to 130 PTO hours.
EVV Training Page
Need help finding information regarding Electronic Visit Verification? Please visit our training page for a list of all available resources.
Time Entries Overlap
Per DSHS program rules, Individual Providers are not allowed to bill for care provided to multiple clients at the same time. If you are an Individual Provider who cares for multiple clients, please ensure that your EVV shift's Start Time in the Time4Care app is not the same as your previous shift's End Time with any of your other clients.
Due to the increased workload associated with keeping yourself and your client(s) safe during the COVID-19 pandemic, Individual Providers will receive a rate enhancement.
- Hours worked July 1, 2020 – December 31, 2020, received an additional $2.56/hour
- Hours worked January 1, 2021 – March 31, 2021, will receive an additional $2.54/hour
- Hours worked April 1, 2021 – June 30, 2021, will receive an additional $2.54/hour
- Hours worked July 1, 2021 – December 31, 2021, will receive an additional $2.41/hour
A new employer is coming for Individual Providers! Please take the survey and share your thoughts with DSHS. This survey is available in English, Russian, Spanish, and Vietnamese. Please note, the WAIPONE Call Center does not have information about this survey or additional information about the new employer at this time.
COVID Rate Enhancement
Due to the ongoing COVID-19 pandemic, DSHS is extending the temporary rate increase for Individual Providers through June 30, 2021. IPs will receive an enhanced hourly rate of $2.54/hour for dates of service worked between April 1, 2021 and June 30, 2021.
Need a copy of W2?
Do you need an electronic copy of your 2020 W2? IPOne portal is your source - you can download a copy of your W2 directly from the IPOne portal, including past years. Please call the IPOne Call Center at 844-240-1526 if you need assistance getting a copy of your W2 form.
Tax Exemption Reminder
Did you know that you need to send a W-4 each year if you wish to claim an Exempt Federal Income Tax (FIT) status? If you do not renew your Exempt status, your income tax could be withheld at the highest rate. A copy of the newly revised W-4 form can be found here.
Did you know that you can get free drive-in Wi-Fi in Washington? To find the nearest drive-in location, go to www.driveinwifi.wa.gov
Having difficulty navigating IPOne Portal?
Do you want to have someone to walk you through submitting or adjusting a previously paid timesheet? Schedule a one-on-one virtual and over the phone training by calling IPOne Customer Service at 844-240-1526 for assistance. You may also leave your IPOne contact information. Simply click HERE and a Program Support Specialist will contact you.
Self Identity as Live-In Exempt Providers
Washington will be implementing EVV for Individual Providers as of December 16, 2020. However, if you are an Individual Provider who lives with your client, there is a Live-In Exemption available to you. Click HERE for instruction on how to self-identify as live-in exemption Provider.
Note: Self-identify Live-In exemption function will be available in the Portal starting November 19th, 2020.
IRS - Employee Social Security Deferral
An Executive Order was recently signed which authorizes employers to defer (delay) withholding and remitting the employee FICA deduction (aka Social Security tax, 6.2%) for employees who earn less than $4,000 every two weeks. Under the Executive Order, employers can defer this tax collection until December 31, 2020. IPOne withholds employer and employee taxes on behalf of the Provider-Client we support, and remits these taxes to the IRS. In order to avoid costly recoupments from IPs in 2021, DSHS will not be exercising the option to allow the FICA deduction to be deferred.
With everything happening in the world right now, the United States Postal Service has released a statement that First Class Mail is experiencing a delay in many places. Due to this we encourage IPs who typically mail your timesheets in to either:
- Mail your timesheet 2-4 days earlier than normal,
- Use the IPOne portal to submit your timesheet for immediate processing, or
- Fax your timesheet to PPL
Timesheet Edits and Adjustments
Do you need to remove hours from your previously paid timesheet but worry about payments? Before you click Submit upon correcting your timesheet, pay close attention to the Potential Overpayment Notice pop-up box. The system will allow you to make a choice regarding repayment. Click Timesheets Edits and Adjustments for more information regarding how you can choose to OFFSET or NON-OFFSET your repayment, or call IPOne Customer Service at 844-240-1526 for assistance.
$2.56 Rate Enhancement
Due to the increased workload associated with keeping yourself and your client(s) safe during the COVID-19 pandemic, Individual Providers will receive an additional $2.56 per hour for hours worked during July 1, 2020 – September 30, 2020, in addition to the hourly rate effective 7/1/2020 per the 2019-21 SEIU-DSHS Collective Bargaining Agreement. Some Individual Providers claimed and were paid for PTO hours after July 1, and before the $2.56 rate enhancement was added to the system. These PTO hours will be reprocessed to ensure you are paid for the correct rate for the PTO hours you claimed.
Not sure if you qualify for Employment Tax Exemptions Based on Age, Student Status, and Family Relationship?
You can view the necessary requirements for this exemption on the final page of this form. Please consult with your tax expert if you have any further questions.
Do you need to add Training hours to a past Paid Timesheet?
Don’t create an overpayment by removing paid hours during the adjustment! View the flyer Timesheets Edits and Adjustments for instructions about correctly adjusting a timesheet, or call IPOne Customer Service at 844-240-1526 for assistance.
Need a Verification of Employment (VOE) document?
Need a Verification of Employment (VOE) document? If you are Individual Provider, you can contact the call center and request your VOE to be faxed or mailed to you. Third party entities can also request a VOE on your behalf via fax (1-855-901-6904) or mail. Please feel free to contact the call center for more information.
Planning to go on Vacation?
Check your Paid Time Off (PTO) balance online and claim your PTO hours using your IPOne account whenever you need to! Call IPOne Customer Service at 844-240-1526 for assistance.
Need to obtain a copy of your 2019 W2?
IPOne portal is your source, you can download a copy of your W2 directly from the IPOne portal. Please call IPOne call center 844-240-1526 if you need assistance getting a copy of your W2 form.
Beginning in April 2020, IPOne will be able to process Difficulty of Care forms.
Beginning in April 2020, IPOne will be able to process Difficulty of Care forms. If you and your client live together, you could be eligible for the Difficulty of Care income exclusion as outlined in IRS Notice 2014-7. Visit the DSHS website to learn more about Difficulty of Care Payments.
Deductions for Washington's Paid Family Leave and Medical Leave began in July 2019, and appear on your Earnings Statements
Deductions for Washington's Paid Family Leave and Medical Leave began in July 2019, and appear on your Earnings Statements. The Paid Family and Medical Leave program is an insurance benefit passed by the Washington Legislature available to workers in Washington. For more information about Washington Paid Family & Medical Leave, visit the website at www.paidleave.wa.gov or call 833-717-2273 to speak with program staff.
See the flyer How to Read your Earnings Statement for more information about these deductions.
Did you know that you need to send a W-4 each year if you wish to claim an Exempt Federal Income Tax (FIT) status?
If you do not renew your Exempt status, your income tax could be withheld at the highest rate. A copy of the newly revised 2020 W-4 form can be found here.
REMINDER: On January 1, 2020 a new hourly rate for IPs will be effective.
REMINDER: On January 1, 2020 a new hourly rate for IPs will be effective. View the Wage Table in the 2019-2021 DSHS SEIU Collective Bargaining Agreement for more information. Don't forget, the rate will apply to dates of service worked after January 1, 2020, so the new rate will appear on Earnings Statements for the January 31, 2020 payday.
Find a mistake after you were paid? Don’t wait! Fix the mistake with a timesheet adjustment.
Our call center agents are ready to help you to make sure your adjustment is done correctly. Please call 844-240-1526.
Have you recently moved? Please take some time to update your address.
Have you recently moved? Please take some time to update your address. Simply log in to your BetterOnline web portal or contact IPOne Customer Service at 844-240-1526 to ensure your mailing address is current.
Did you Know? How to set up Direct Deposit
Did you know that Providers can set up and update Direct Deposit through IPOne portal? PPL will verify your bank account information by completing a prenote process. A paper check will be mailed to your address on file until the bank account information is verified, which completes Direct Deposit set-up. For more information see "How to Set up a Payment Preference" in your Training Manual.
Did you know?
Did you know that can check the status of your timesheet on the BetterOnline IPOne Web Portal? This will help confirm that your timesheet has been received by the submission due date posted on the 2020 Payment Schedule. Be sure to check that your timesheet is in the Approved status to ensure it was successfully received. For additional helpful tips click here: Electronic Timesheet Status Steps.
Save your timesheet when you enter hours on IPOne.
Only click Submit at the end of the pay period rather than each time you add hours to your timesheet. Submit your timesheet for the pay period as soon as you've worked the last day in the pay period – no need to wait until the timesheet deadline date.
Do you need to edit a timesheet you've submitted? You can edit a timesheet before the E-Timesheet due date to make changes.
Once payroll has begun processing, the Edit button is not available. However, you can still adjust your paid timesheet after the timesheet has been processed and paid. If you need assistance with completing a timesheet adjustment, please contact the IPOne Call Center at 1-844-240-1526.
PPL will have a booth at the SEIU Leadership Conference on Sept. 20-21, 2019. Come see us!
PPL will have a booth at the SEIU Leadership Conference on Sept. 20-21, 2019. Come see us!
The 2019-21 DSHS-SEIU Collective Bargaining Agreement contains wage scales at Appendix A.
Click here to download the 2019-21 DSHS-SEIU Collective Bargaining Agreement.
Do you need to edit a timesheet?
You can edit a timesheet before the E-Timesheet due date to make changes. Effective March 15th, 2018, the edit button will not be available when payroll is processing, however you can adjust your timesheet after the timesheet has been paid. If you would like assistance with adjusting a timesheet, please contact the Call Center at 844-240-1526.
Try to submit your timesheet during “off hours” – such as early morning or evening hours.
Many providers submit timesheets at the same time which causes a heavy system load. Submitting timesheets during “off hours” may help with having a better experience with the IPOne system.
Save your timesheet when you enter hours on IPOne.
Only click Submit at the end of the pay period rather than each time you add hours to your timesheet.
Administrative Time, per pay period. This can be found in the top section of your Earnings Statement. IPOne will automatically add Administrative Time to the first Good-to-Pay timesheet for each pay period. For more information, view the Individual Provider Training Packet or contact the IPOne Call Center at 844-240-1526.
You can check the status of your timesheet in the BetterOnline IPOne Web Portal. This will help you confirm it has been received by the due date on the Payment Schedule. After you submit your hours confirm that your timesheet status shows as Approved.
Click here for instructions on viewing a timesheet status: Electronic Timesheet Status Steps.
Feel free to call the IPOne Call Center if have questions about the BetterOnline IPOne Web Portal or would like assistance with submitting your E-Timesheet. We can be reached at 844-240-1526.
New Training Information Available regarding Overtime
For information regarding Overtime and Where to Find Information on Overtime in IPOne, please contact the IPOne Call Center.
Hot Tip of the Month: Mail in your Paper Timesheets
Hot Tip of the Month
Mail your Paper Timesheets to:
PPL Individual ProviderOne
PO Box 98698
Seattle, WA 98198
When you discover there is a mistake on your Paper timesheet DO NOT send in another timesheet unless directed by the call center. The second timesheet for the same pay period may be denied as a duplicate. The call center must make all paper timesheet corrections.