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Financial Management Service
Overview for Waiver Program Participants & Providers
Behavioral
Health
Division
Public Partnerships, LLC,
One Cabot Road STE 102, Medford MA, 02155
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www.publicpartnerships.com
Customer Service: (866) 896-0040
TTY Line: (800) 360-5899
Email: [email protected]
Agenda
Self-Direction Overview
 Frequently Used Terms
 Roles & Services in Self-Direction
What PPL Will Help You Do
 Becoming an Employer
 Hiring an Employee
 Paying Your Employees
Employer Enrollment
 Review & Complete Employer Packets
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Frequently Used Terms
Participant: The individual who receives supports and services.
Authorized Representative: A voluntary, unpaid person who may assist a participant in
directing his/her care.
Employer or Employer of Record: This term refers to the person in the household directing
the work of the provider. This may be the participant or an authorized representative. It
cannot be a minor.
Financial Management Service Agency: Public Partnerships, LLC (PPL) is the Financial
Management Service Agency. This means that PPL will issue payment to individual
providers for properly completed timesheets, handle all taxes, and issue reports.
Provider/Employee: The individual who provides services to the participant is the employee
or provider.
Signature: The employer of record will be asked to sign the tax forms today. If the
participant acts as the employer and cannot sign his or her name, writing an “X” or other
mark is acceptable.
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SELF-DIRECTION OVERVIEW
Self-Direction means that the participant takes on the responsibilities and
duties of being an employer, deciding:
 Who provides services
 How services will be provided
 What services will be provided
Self-Direction starts July 1, 2010: It is not mandatory,
but some services can only be self-directed.
To self-direct, you must either go through PPL or an Agency with Choice:
If you choose PPL: You will become the legal employer of your providers.
If you choose an Agency with Choice: You will become the managing
employer of your providers.
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Roles in Self-Direction through PPL
Employer of Record:
 Complete initial paperwork
 Hire, interview, train, and fire staff
 Certify employee eligibility via I-9
 Define job, schedule, rate
 Review and approve timesheets
 Monitor budget
Public Partnerships:
 Serve as “Payroll Department”
 Issue paychecks per timesheets
 Withhold all necessary taxes
 Issue annual W-2 statements
 Provide monthly spending reports
 Respond to all questions
Support Brokers:
 Provide training to the participant
regarding self-direction
 Be part of the Circle of Support
 Assist with employer duties
 Help participants manage their budget
 Work around day-to-day issues
Case Managers:
 Develop the plan of care
 Perform initial self-direction
assessment
 Monitors service utilization
 Monitors use of budget
 Work around long-term issues
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Types of Services
There are three different types of self-direction services:
• Hourly: A provider is paid by the hour.
Example: Annie provides 3 hours of personal care services for Rebecca at
$15/hour. She receives $45 in gross wages.
• Daily: A provider is paid for one day’s worth of work, regardless of how
many hours are actually worked within that day.
Example: Annie provides 10 hours of daily services to Rebecca at $25/day.
She receives $25 in gross wages.
• Requisition: A vendor provides a good or service to the participant and
gives the participant an invoice. The participant gives the invoice to PPL
and PPL cuts a check to the vendor.
Example: Rebecca would like a modification made to her home. Her local
carpenter modifies her home and gives her an invoice for $500. Rebecca
sends the invoice to PPL, who then cuts a check for $500 to the vendor.
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Services in Self-Direction
Hourly & Daily Services
• Children's Habilitation
• Companion Services:
Group & Individual
• Independent Support Broker
• Personal Care
• Residential Habilitation Training
• Respite
• Supported Employment:
Group
Individual
• Supported Living:
Group (Hourly & Daily)
Individual
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Requisition Services
• Individual Directed Goods & Services
• Unpaid Caregiver Training & Education
There is a specific range of wages
available for each service. Please
see the Show Me the Money
chart for details.
WHAT PPL WILL HELP YOU DO
PPL was hired by the Wyoming Department of Health to be a Financial
Management Service agency for the Developmental Disabilities Division.
We will:
 Enroll participants and providers in the self-direction program
 Process timesheets & invoices
 Pay employees on behalf of participants, including withholding taxes
 Deposit employee and employer taxes
 Manage all employer tax responsibilities
 Provide Form W-2s to employees each January
 Operate a Customer Service Center to answer questions
 Opens June 21, available 8 am – 5 pm MST on weekdays: (866) 896-0040
 Provide reports to participants, support brokers, case managers, and the Division
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Becoming an Employer
Monitor Spending
Submit time worked
PPL makes payments
PPL processes taxes
Submit DFS & Fingerprint Checks
Recruit & Manage Staff Send completed Employment Packet
to PPL
Complete Employer Tax Forms Packet
to give PPL authority to withhold &
Complete Tax Forms submit taxes as your agent
Identify services needed with Case Manager
Establish Plan of Service
Case Clarify Needs & Goals
Develop Service Plan
Manager
Meeting
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Hiring an Employee
Required Employee Forms:
1. Employee Application
2. Employment Agreement
3. I-9 Employment Eligibility Verification
4. IRS Form W-4
5. Familial Relationship Form
6. Background Check Application*
7. Specific Participant Training Form
8. Provider Rate Agreement
CHECKLIST
 Over 18
 Can pass background
checks
 Can obtain required
certifications
 Not a spouse, parent,
step-parent, legal
guardian, or
conservator
Optional Employee Forms:
 Direct Deposit Form
All of these forms are in the Employee Application Packet. Give this
packet to the people you wish to hire and have them return it to PPL.
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Paying Your Employees
 Timesheets can be submitted online via the Web Portal or sent via fax.
 PPL will use a semi-monthly pay schedule.
 PPL will pay providers when we receive an accurately completed timesheet.
This means:
 All employer and employee paperwork has been completed and submitted
to PPL.
 The provider and the employer have signed the timesheet, or the provider
has submitted the timesheet on the Web Portal and the employer has
approved it.
 The participant has funds available in the Plan of Care.
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Paper Timesheet Instructions
Here is approximately what the
timesheet looks like.
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Web Portal Timesheet Instructions - Employees
Login  find your participant and select pay period
Enter your time  hit submit.
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Web Portal Timesheet Instructions - Employers
Login  Find timesheets approve/reject
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ENROLLMENT
TODAY
One-Time Task – Complete Employer Tax Forms
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Employer Packet
YOUR PACKET CONTAINS:
 Federal tax forms from the IRS
 State of Wyoming tax forms
TODAY, WE WILL:
 Walk through each of the tax forms
 Answer your questions about the forms
INDIVIDUAL AND EMPLOYER DEMOGRAPHCS
 The first form in your packet has individual and employer demographics.
These form the basis for information on the other forms.
 Please verify the Employer Name, Address and Social Security Number
 If you have any changes, please notify a PPL or WY DDD staff member
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IRS Form SS-4: Application for Employer ID Number
 This is a one-page form. You are
asked to review, sign, and date the
form.
 This form tells the IRS that you are
going to be an employer. After PPL
submits this form, the IRS will
assign you an Employer
Identification Number. This is what
the IRS uses to identify employers
when filing tax returns and
depositing withholding taxes.
 We have entered PPL’s address in
lines 4a and 4b so that IRS
paperwork relating to this program
will not be sent to your home.
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WY Joint Business Registration Form
 This form has multiple pages.
You are asked to review it and
then sign and date the
bottom of page 4.
 By signing and submitting this
form, PPL can register you for
the State Unemployment Tax
(SUTA) and Worker’s
Compensation (if required by
the Division). PPL will be
given the ID numbers that we
need to file your state taxes
properly on your behalf.
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IRS FORM 2678: Employer Appointment of Agent
 This is a one page form. You are
asked to review, sign, and date the
form in the boxes below boxes nine
(9) and ten (10).
 This form tells the IRS that you are
giving PPL permission to complete
tax processes on your behalf for
this program.
 This form only allows us to withhold
taxes from your employee’s
paychecks and deposit those taxes
with the IRS. It does not allow PPL
access to any of your personal
income tax information.
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IRS Form 2848: POA & Declaration of Representative
 This is a two page form. You are
asked to review, sign, and date the
form on the bottom of the second
page.
 This form establishes PPL as the
mailing address on your employer
account. By filing this form, PPL
ensures that all IRS mail attached to
your EIN comes to PPL.
 This form tells the IRS that you
authorize PPL’s CPA to sign quarterly
and annual employer tax reports.
 This form does NOT allow PPL to
obtain or sign for any personal
income tax information. We will only
be able to sign the forms listed on
the document.
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WY Tax Division Limited Power of Attorney
 This is a one-page form. You are
asked to review, sign, and date the
form.
 This form tells the Unemployment
Tax Division that you authorize PPL
to represent you in matters
concerning state unemployment
insurance.
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IRS FORM 8821: Tax Information Authorization
 This is a one page form. You are
asked to review, sign, and date the
bottom of the page.
 This form allows PPL to discuss your
employer withholding account with
the IRS.
 This is different than the Power of
Attorney form because it does not
allow PPL to sign the forms, only call
or write the IRS on your behalf.
 PPL will only be able to discuss the
employer forms listed on the
document. We will never be able to
obtain any personal income tax
information.
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NEXT STEPS
Congratulations! You have completed your Employer packet.
There are a few more things to do:
 Turn in completed Employer Tax Packet to PPL. PPL staff will
review the packet for completeness. Please do not leave the
Enrollment Session until your packet has been checked and
approved by a PPL staff member.
 Make sure your provider
completes his/her paperwork.
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www.publicpartnerships.com
 Contains forms and
training materials
 Includes payroll
schedules and
timesheets
 Link to the Web Portal
Username: WYDDD
Password: pplwyddd67
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Contacting Public Partnerships
Phone:
TTY:
Administrative Fax:
Email:
(866) 896-0040
(800) 360-5899
(877) 818-9787
[email protected]
Colleen Fox, Program Manager
Sarah Winawer-Wetzel, Assistant Program Manager
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Questions?
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