DPSS ePolicy

Converted document, no content change.

What Changed?

Added policy and procedures for:

1. Unreconciled timesheets due to provider death or whereabouts unknown; and
   
   
2. Overpayment determination and recovery.
   

Note: Changes are shown highlighted in gray throughout the document.

In-Home Supportive Services (IHSS) recipients and providers must complete and submit timesheets verifying the delivery of authorized services for each pay period. There are two pay periods in the month: the first pay period is from the 1st through the 15th of the month, and the second pay period is from the 16th through the end of the month.

There are two methods in which eligible IHSS providers may be paid:

1. Arrears Pay – The customary payment method available to all IHSS recipients where the provider is paid after properly completed timesheets have been processed; and
   
   
2. Advance Pay (AP) – An optional payment method only available to Severely Impaired (SI) IHSS recipients where the recipient receives the IHSS payment for the entire amount of authorized hours, in advance of services being provided, and pays the provider as IHSS-authorized services are completed.
   
   AP is only to be used for the purchase of authorized IHSS services.

All providers, including individuals working for the recipients receiving AP money, must complete the provider enrollment process before they can receive payment through the IHSS Program.

Unreconciled Timesheets Due to Provider Death or Whereabouts Unknown

When an AP timesheet(s) has not been reconciled due to provider death or unknown whereabouts, IHSS staff may consider the provider’s last timesheet as reconciled when the following requirements are met:

• The non-spouse provider is deceased or their whereabouts are unknown within 45 calendar days from the last AP warrant issuance, but before the timesheet(s) in question was signed and submitted; and
  
  
• Prior to the 45-calendar day period from the last AP warrant issuance closing, the recipient must sign the timesheet(s) and write “Deceased” or “Provider Whereabouts Unknown” in place of the provider’s signature.
  
  Note: If a recipient is the spouse of the deceased provider, the recipient may legally sign the provider’s timesheet on their behalf (again, within the 45-calendar day period from the last AP warrant issuance), and IHSS staff may consider the deceased provider’s last timesheet as reconciled.

Overpayment Determination and Recovery

Recipients receiving AP may not use their payment for anything other than the purchase of authorized IHSS service hours. Recipients must pay their provider(s) timely and ensure reconciled timesheets are submitted within 45 days from the date each monthly IHSS AP is issued.

IHSS staff must evaluate available evidence to determine potential AP overpayment amounts and initiate overpayment recovery against the recipients accordingly.

Note: Refer to Administrative Release 5311, Overpayments and Underpayments for instructions on how to initiate an overpayment.

The No Timesheet Activity for 60 Days – Social Worker Report and Reconciliation of the Advance Payment Report (AP Report) are produced by the California Department of Social Services as tools for IHSS staff to use to ensure the recipients are receiving services, and that providers are submitting timesheets and being paid in a timely manner.

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