publicpartnerships

1. Commonwealth of Pennsylvania Vendor Fiscal/Employer Agent Financial Management Services (FMS) Office of Developmental Programs VF/EA FMS Model Transition and Enrollment Information Session www.publicpartnerships.com

2. Purpose of the Session • Provide information to Supports Coordinators (SC) and Administrative Entities (AE) on the transition for ODP VF/EA FMS participants. • Familiarize SCs and AEs with the PPL Enrollment Process. • Provide Public Partnerships contact information

3. Questions during the Presentation • Please send questions throughout the presentation to: padpw_odp@pcgus.com • We will respond to questions at the end of the training as time permits. • Questions will be used to compile a Frequently Asked Questions (FAQ) document available on the PPL Web Site (information on accessing the site is provided on a later slide).

4. Why this transition is different from the transition to Acumen several years ago: • This is an VF/EA transition to another VF/EA • This means PPL will be getting an electronic file of all relevant Participant, Common Law Employer and Support Service Worker data from which PPL can expedite the distribution of Transition Packets (including pre-filling all Transition paperwork to ease completion). • PPL and Acumen have collaborated in the past • Both organizations understand the challenges of a transition e.g. late timesheets, anxiety, the need for proper communication to Participants, Common Law Employers and Support Service Workers.

5. What will be happening in October • DPW will make a formal announcement that PPL is the new statewide VF/EA. • ODP made an announcement to SCOs, AEs, other pertinent agencies, and Participants. • PPL distributed an introductory letter to Regional Leads for distribution to SCs, AEs and other pertinent agencies. • PPL mailed an introductory letter (including key dates) to Common Law Employers this week. • PPL will begin accepting new enrollees. • Actual transition activities will begin with the mailing of transition packets. Transition packets will be pre-filled with all Common Law Employer and Support Service Worker demographic information so forms are relegated to sign and date.

6. Transition Requirements for Common Law Employers • The Common Law Employer (CLE) transition requirement consists of 4 tax forms that must be signed, dated and returned to PPL. • The Support Service Worker (SSW) transition requirement consists of submitting a new Employment Agreement and new Qualification form. • Transition packets will also include a Direct Deposit sign up form and SSW Termination form for submission if the SSW is no longer actively providing services. • The Transition Packet will contain both the CLE and SSW forms and be mailed to the CLE. • Transition Packet will include a self-addressed stamped envelope.

7. Common Law Employer: Form 2678 • Form 2678: This form gives PPL limited Power of Attorney to act on the Common Law Employer’s behalf as a Vendor Fiscal Employer Agent. They signed a Form 2678 with Acumen who will be revoking their form after the transition.

8. Common Law Employer: Form 8821 Form 8821: This form allows PPL to communicate with the IRS on tax matters if needed. The Common Law Employer signed a Form 8821 with Acumen who will be revoking their form after the transition.

9. Common Law Employer: Form 8822-B Form 8822-B: PPL needs this form signed and dated so that any letters from the IRS in regard to Common Law Employer’s tax account begins coming to PPL.

10. Common Law Employer: Form UC-884 Form UC-884: Commonly known as Pennsylvania Unemployment Compensation Power of Attorney - signed and dated to give PPL limited Power of Attorney to communicate as needed with the Pennsylvania Unemployment office. The Common Law Employer signed a Form UC-884 with Acumen who will be revoking their form after the transition.

11. Support Service Worker: ODP Employment Agreement ODP SSW Employment Agreement: We need this form signed and dated by the Common Law Employer (CLE) and Support Service Worker (SSW). They signed a similar agreement with Acumen, however, PPL needs a new agreement signed. This form let’s PPL know that the CLE and SSW understand the terms of employment.

12. Support Service Worker: ODP Qualification Form ODP SSW Qualification Form: As part of the transition, ODP needs verification that each Support Service Worker (SSW) continues to meet the qualification criteria for each service the SSW is providing to the participant.

13. Direct Deposit (EFT) Sign Up Optional SSW Forms SSW Termination Form Direct Deposit (EFT) Sign Up

14. Transition from the Common Law Employer standpoint The CLE receives an Introductory Letter from PPL the first week of October with key dates of activities The CLE receives a Transition Packet the week of October 29th with a due date of NOVEMBER 16th Upon receipt of a completed Transition Packet, the CLE will receive a PPL Welcome packet with timesheets, instructions, etc CLE will have an opportunity to attend a PPL Orientation to clarify processes during November First Pay Period with PPL is 12/16 -12/29, with timesheets due 1/4/13 and payment being made 1/11/13 . Payment Schedule is Bi-Weekly.

15. Transition from the Common Law Employer Standpoint • Public Partnerships (PPL) will work with ODP Central Office and Regional Leads to identify a schedule and approach to follow up on outstanding Common Law Employer and Support Service Worker documentation. • PPL will be mailing follow up letters for missing/incomplete paperwork, making outbound calls through customer service representatives and launching automated calls to remind Common Law Employers who do not submit documentation on the deadline and ways to contact PPL if they need assistance.

16. Updating the Individual Service Plan (ISP) OVERVIEW • Each waiver participant’s ISP must be updated to end date the Acumen monthly administration fee and waiver services associated with Acumen.  PPL will then need to be attached to the ISP for all waiver services that were end dated and for the administrative fee. • PPL MPI: 102718892 Service Location 0002 • There are two new VF/EA Services: VF/EA FMS Start-Up Service (W0191) VF/EA FMS Transition Service (W0190) • A weekly listing of the names of waiver participants with completed transition activities will be provided by ODP to the AE.  The updating of ISPs should occur only upon notification of the completed transition activities.

17. VF/EA FMS Start-Up Service (W0191) • A one-time start-up service is to be attached for each participant for required activities related to the participant’s enrollment with Public Partnerships. • The start-up service is attached to the ISP for each participant in the first month that PPL is authorized to provide VF/EA FMS. The start-up service is an administrative service and is placed on the plan the same way as the monthly administrative fee and does not count toward the total budget amount. • This start-up service may not be • authorized for participants • transitioning from Acumen to • Public Partnerships, nor can it be • authorized for the same participant • in the same month as any other • VF/EA FMS admin service.

18. VF/EA FMS Transition Service(W0190) • During the transition of a participant from Acumen to Public Partnerships a one-time per participant transition service is to be attached for each participant that has decided to transition to Public Partnerships. • This VF/EA FMS Transition Service (W0190) is available in January for each transitioning participant in addition to the standard Monthly Administrative Fee (W7318).  The service is an • Administrative service and • is placed on the plan • the same way as the monthly • administrative fee and does not • count toward the total budget • amount.

19. Updating the Individual Service Plan (ISP) Once notified that the individual has transitioned, the SC will need to update the ISP.  This will be completed by: • End-dating the Acumen services effective 12/15/2012 on the services details page in HCSIS. • Attaching Public Partnership, LLC as the State Vendor Fiscal-FMS. • Manually calculating the amount of units and dollars by service code to be attached to PPL : Calculate the total annual units and total amount for the time period of 12/16/2012 to 6/30/2013. • Reducing the total annual units and total amount for each service authorized with Acumen (using the manual calculation). 5.   Submitting ISPs to the AE for review, approval and authorization. 6. Ongoing monitoring of service units and dollars

20. Updating the Individual Service Plan (ISP) Going forward, all participants choosing the VF/EA FMS model of service delivery will need to enroll with Public Partnerships.

21. What If the Participant opts to not transition? If the Participant does not wish to transfer to Public Partnerships, LLC a Participant Voluntary Termination form will need to be completed by the waiver participant with the SC and submitted to the AE and to Public Partnerships as documentation of the decision and to ensure we do not continue to send transition materials. • It would be unfortunate to have Participants give up the power to self-direct due to anxiety over the change. The VF/EA is a back-end admin function and while transitions always come with some issues, we have made every attempt to ensure there is minimal effort on their part. • Our Customer Service lines are up – please call with questions!

22. New Enrollment • We have attempted to keep the enrollment process flow generally the same – if it’s not broke, don’t fix it. • That being said PPL will need a referral form faxed to initiate the enrollment process. • Upon receipt of a referral form, Public Partnerships will call the designated Common Law Employer/Primary Contact on the enrollment form to collect additional information as applicable. • With the additional information collected, we will mail a pre-filled packet…from there, the process is identical. • The referral form has been mailed to each AE along with 5 copies of the VF/EA Informational packet. The referral form and informational packet are also available on the PPL web site.

23. Enrollment Process Flow • The Enrollment Process will be highly similar to the current system in place. • PPL will require a faxed one page Referral Form to provide us with base line demographic Participant information and a Primary Contact or Common Law Employer.

24. Enrollment Process Flow • The Common Law Employer recruits, interviews and hires one or more qualified Support Service Workers. • The Common Law Employer then needs to submit a rate sheet for approval to either their Supports Coordinator or Administrative Entity.

25. Enrollment Process Flow • PPL will process all enrollment paperwork and follow up with the Common Law Employer as needed until they are “Good to Serve” • Upon full completion of: • PPL enrollment paperwork (for both the CLE and SSW); • Criminal History Record check; • An approved Rate Sheet and; • Receipt of the VF/EA Good to Serve notification, the SSW may begin providing services.

26. Referral Form • The Referral Form is available on the PPL Website or we can e-mail it to you. • The form simply collects • baseline information on the Participant and a Common Law Employer or Primary Contact. • Some Participants will not have a Common Law Employer identified when opting to self-direct. • FAX Referrals to: 1.855.405.7037

27. PPL VF/EA Informational Packets • PPL is mailing 5 packets to each Administrative Entity – additional hard copies can be mailed upon request. • The VF/EA Informational Packet is available on the PPL website and can be emailed upon request. • The VF/EA Informational Packet is very much the same packet you had with Acumen. There are informational pages on all forms that the Common Law Employer will receive in the Common Law Employment Packet that PPL will mail after speaking to the Primary Contact and identifying the Common Law Employer. • Upon viewing the informational packet please email us any questions so we can create an FAQ that is regularly updated on the PPL Website!

28. Next Steps • PPL management is working closely with ODP and the Regional FMS Leads. Through the first few months, we will jointly manage issues and concerns identified by you, the waiver participants and Common Law Employers. • PPL central office is meeting weekly with Regional Leads, so please direct question to your AE FMS Leads who will in turn forward them to the Regional FMS Leads. • PPL will maintain an FAQ on our website.

29. PPL Contact Information • PPL Customer Service: 1.877.634.6805 • Email: PADPW_ODP@pcgus.com • Administrative Fax (Referral Forms): 1.855.405.7037 PPL Web Site: You can access forms, FAQs and other program documents. Go to: www.publicpartnerships.com. Who We Are>Pennsylvania>ODP [Username: PADPWDODP Password: PPLODP23] **This Presentation will be posted to the PPL Website**

30. Questions If you have questions please forward to your AE FMS Lead FAQs and answers will be posted to the PPL Website.