timesheet processing and case management information payrolling system ii (cmips ii)

Timesheet Processingand

Case Management Information Payrolling

System II (CMIPS II)

1

Agenda

Training Overview and Introduction

State Timesheet Video

Review of Important Information and Practice Exercises

Questions and Answer Wrap-Up

2

Objectives

Become familiar with the new timesheet process

Correctly complete the CMIPS II timesheet

Recognize and avoid common timesheet errors that will delay processing and payment

3

What is CMIPS II?

CMIPS II is the new computer system used by In-Home Supportive Services (IHSS) and the Public Authority (PA)

› CMIPS II replaces a 30+ year old system (Legacy)

› Statewide Rollout in 6 phases - CMIPS II will start to be used by Riverside County on May 1, 2013

4

What Does the Change Mean for you?

Beginning May 2013, your timesheet will look different

Time worked will now be recorded in hours and minutes

All timesheets will be processed by the State Timesheet Processing Facility in Chico, CA

5

New Timesheet (Front)

6

New Timesheet (Back)

Recipient Signature DateProvider Signature Date

7

How Do I Complete the New Timesheet?

Click on the picture to launch the CDSS Website. Then click on the video link to

play the State Timesheet Video

8

Review - 14 Timesheet Tips

Recording Hours

Timesheet Accuracy

Timesheet Mailing and Processing

9

Recording Hours

Write time worked in hours and minutes, not decimals

Paid from the hours/min recorded each day, not from the total

Write numbers like

this0 1 2 3 4 5 6 7 8 9

10

Recording Time – Scenario 1

Record the following times you worked:

16th - 3 hours and 35 min 17th - Did not work18th - 2 hours and 5 min 19th - 1 hour and 50 min

16th

17th

18th

19th

Hours

3

2

1

Minutes

3 5

0 5

5 0

CMIPS II Timesheet

Total 7 : 3 0Remember to think in ’time’

when you total your hours

Previously

Day of Month

16th 17th 18th 19th

Hours Worked 3.6 2.1 1.9

11

Recording Time – Scenario 2

Record the following times you worked:

16th - 2 hours and 10 min 17th - 3 hours and 20 min18th - 2 hours and 10 min 19th - 3 hour and 45 min

16th

17th

18th

19th

Hours

2

3

2

3

Minutes

1 0

2 0

1 0

4 5

CMIPS II Timesheet

Total 1 1 : 2 5Remember to think in ’time’

when you total your hours

Previously

Day of Month

16th 17th 18th 19th

Hours Worked 2.2 3.4 2.2 3.8

12

Now You Try It – Scenario 3

Record the following times you worked:

16th - Did not work17th - 10 hours and 30 min18th - 2 hours and 15 min19th - 2 hour and 35 min

16th

17th

18th

19th

Hours

? ?

? ?

? ?

? ?

Minutes

? ?

? ?

? ?

? ?

CMIPS II Timesheet

Total :Remember to think in ’time’

when you total your hours

Previously

Day of Month

16th 17th 18th 19th

Hours Worked 10.5 2.3 2.6

13

Scenario 3–Were You Correct?

Record the following times you worked:

16th - Did not work17th - 10 hours and 30 min18th - 2 hours and 15 min19th - 2 hour and 35 min

16th

17th

18th

19th

Hours

1 0

2

2

Minutes

3 0

1 5

3 5

CMIPS II Timesheet

Total 1 5 : 2 0Remember to think in ’time’

when you total your hours

Previously

Day of Month

16th 17th 18th 19th

Hours Worked 10.5 2.3 2.6

14

One More Time– Scenario 4

Record the following times you worked:

16th - 4 hours and 10 min

17th - 3 hours and 15 min

18th - 2 hours and 30 min

19th - 2 hours and 30 min

20th - Did not work

21st - Did not work

22nd - 1 hour and 45 min

16th

17th

18th

19th

20th

21st

22nd

Hours

? ?

? ?

? ?

? ?

? ?

? ?

? ?

CMIPS II Timesheet

Minutes

? ?

? ?

? ?

? ?

? ?

? ?

? ?

Total :Remember to think in ’time’ when you total your hours15

Record the following times you worked:

16th - 4 hours and 10 min

17th - 3 hours and 15 min

18th - 2 hours and 30 min

19th - 2 hours and 30 min

20th - Did not work

21st - Did not work

22nd - 1 hour and 45 min

16th

17th

18th

19th

20th

21st

22nd

Hours

4

3

2

2

1

CMIPS II Timesheet

Minutes

1 0

1 5

3 0

3 0

4 5

Total 1 4 : 1 0Remember to think in ’time’ when you total your hours

Scenario 4–Were You Correct?

16

What if I Make a Mistake?You worked 3 hours and 35 minutes on the 16th, but mistakenly recorded it as 3 hour and 55 minutes:

16t

h

17t

h

18t

h

Hours

3

2

Minutes

5 5

0 5

CMIPS II Timesheet with Wrong Time

Recorded

16t

h

17t

h

18t

h

Hours

3

2

Minutes

5 5

0 5

CMIPS II Timesheet

with Correction

3

Very neatly draw a single line through the incorrect number and write the correct number

in the same box17

Timesheet Accuracy Timesheets will be read by a computer

scanner› Use only black ink

› Only write information where instructed

› Do not write over pre-printed information: Names Pay periods Zeros

› Both provider and recipient must sign/date

18

Only enter time doing authorized work

Do not record hours PAST the end date of the IHSS recipient’s end date of authorized services

Do not record hours PRIOR to the recipient’s start date of authorized services

Timesheet Accuracy cont.

19

Timesheet Accuracy ExerciseDoes this Timesheet contain a common error? Example

1

20

Timesheet Accuracy ExerciseDoes this Timesheet contain a common error?

ERROR: Hours greater than 24

21

Timesheet Accuracy ExerciseDoes this Timesheet contain a common error? Example

2

22

Timesheet Accuracy ExerciseDoes this Timesheet contain a common error?

ERRORS: Multiple numbers in a box; and incorrect cross-out

23

Timesheet Accuracy ExerciseDoes this Timesheet contain a common error? Example

3

24

Timesheet Accuracy ExerciseDoes this Timesheet contain a common error?

This timesheet is error free

25

Timesheet Accuracy ExerciseDoes this Timesheet contain a common error? Example

4

26

Timesheet Accuracy ExerciseDoes this Timesheet contain a common error?

ERRORS: Unreadable Numbers, Line through 7, and Red Ink

27

Timesheet Accuracy ExerciseDoes this Timesheet contain a common error? Example

5

28

Timesheet Accuracy ExerciseDoes this Timesheet contain a common error?

This timesheet is error free

29

Timesheet Accuracy ExerciseDoes this Timesheet contain a common error? Example

6

30

Timesheet Accuracy ExerciseDoes this Timesheet contain a common error?

ERRORS: Numbers outside the boxes and not written neatly and simply, Lines through 0 & 7.31

Timesheet Mailing and Processing

Tear Timesheet along dotted line and mail original to the TPF in Chico, CA

Do not submit any additional documentation with your timesheet

Mail your Timesheet after the 15th and last day of the month.

Do not future date hours worked within the same pay period or beyond the pay period.

32

What Do I Do if I Move or Change Phone Numbers?

Complete a Change of Address/Telephone form:

› downloaded from the internet at http://www.cdss.ca.gov/cdssweb/entres/forms/English/SOC840.pdf

› mailed to you by calling your district office or picked up in person at your district office

Once completed, mail the form to, or drop off at, your local district office.

33

What Do I Do if I Need Another Timesheet?

Call the Riverside IHSS Timesheet Servicing Center at 1-800-575-2588, or your local district office, if your timesheet is: › Lost › Stolen› Made a mistake› Need a replacement

The replacement timesheet will be mailed to you. 34

Where is My Paycheck? Paychecks will still be issued

within 10 business days of the TPFreceiving the timesheet

After 12 business days from the date you mailed the timesheet, contact the Riverside IHSS Timesheet Servicing Center at 1-800-575-2588 for timesheet status

Do not call the IHSS Social Worker for timesheet or check status. They will not be able to help you35

Want Your Money Faster?

Sign up for Direct Deposit

› Eligible if you have a checking or savings account and have worked for the IHSS Program for at least 90 days

› Once established, if you DO NOT submit any timesheets for 60 days, your Direct Deposit will be cancelled

› To ask further questions and sign up, call the IHSS Direct Deposit helpdesk at 1-866-376-7066

36

Additional Assistance View this presentation and upcoming

additional trainings at: www.rivcoihsspa.org or www.udwa.org

For assistance completing your timesheet, review handouts from this training, call the Riverside IHSS Timesheet Servicing Center at 1-800-575-2588, call your district office, or call your union at 1-866-417-7300

For paycheck status, call the Riverside IHSS Timesheet Servicing Center at 1-800-575-2588

37

Questions

38

How Did We Do?

Familiar with the new timesheet process

Correctly complete the CMIPS II timesheet

Recognize and avoid common timesheet errors that will delay processing and payment

Complete your evaluation

Objective Review and Evaluations

39