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Advisory Committee

 

PAYROLL FOR IHSS INDIVIDUAL PROVIDERS

The IHSS Publilc Authority's Payroll Team assists in the processing of over 52,000 timesheets every month. This dedicated group of individuals works hard to ensure each Individual Provider receives their paycheck in a timely manner.

 

DIRECT DEPOSIT

For information or questions about payroll via direct deposit, please contact the State of California 1-866-376-7066

ON THIS PAGE YOU WILL FIND:

Forms you may need

Frequently asked questions (FAQ) and answers regarding payroll and their answers

A guide to understanding your payroll deductions

Individual Provider tax withholding information

Timesheet Checklist

Timesheet Tips

FORMS

PAYROLL FAQ

(FAQ = Frequently Asked Questions)

3. How do I submit my timesheet?

4. How early can I send in my timesheet?

5. What if my timesheet is lost or damaged?

6. What if I make a mistake filling out my timesheet?

7. What happens if there is a problem with my timesheet?

8. How long does it take to receive a replacement timesheet?

9. Can I pick up a replacement timesheet at your offices?

10. The timesheet that came with my check says: “Unauthorized timesheet – do not use”.

11. Who increases or decreases the number of hours I am authorized to work?

12. Can you transfer my authorized hours to another Individual Provider?

13. Why did my eligibility end?

14. If I worked all my authorized hours in the first pay period of the month will I automatically receive a timesheet for the next month?

15. How do I submit a change of address?

16. Is there direct deposit?

17. How long does it take to process my timesheet?

18. What do I do if I need a verification of employment?

19. What do I do if I'm injured while performing IHSS related tasks?

 

1. How do I get my timesheets?

The initial timesheet is provided by the IHSS Social Worker. Subsequent time sheets will come with your pay stub from the preceding pay period.

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2. What are the guidelines for filling out my timesheet?

Quick guidelines for completing a timesheet:

  • Use blue or black ink only – no pencil or red ink
  • Do not staple or use whiteout
  • Photocopies of timesheets are not accepted
  • Do not alter any pre-printed information on your timesheet
  • Complete each box for hours worked in hours and minutes – do not use lines or arrows through. If you did not work a day write “0” in that box or leave it blank
  • Do not forget to sign the back of the timesheet

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3. How do I submit my timesheet?

You must mail your timesheet to the Timesheet Processing Facility in Chico, California:

IHSS Timesheet Processing Facility, P. O. Box 2380, Chico, California 95927-2380

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4. How early can I send in my timesheet?

Timesheets are processed starting on the 1st and 16th day of the month.

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5. What if my timesheet is lost or damaged?

Call the IHSS Public Authority Customer Service/Payroll Department toll free at 1-866-351-7722 and we can order a replacement timesheet be mailed to you. It will take approximately 3-5 business days to get to you.

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6. What if I make a mistake filling out my timesheet?

We recommend you keep your hours on a separate calendar first; once you have determined they are correct, transfer them to the timesheet with blue or black ink. If you do make a mistake, you will need to contact our offices, at 1-866-351-7722, so we can order a replacement timesheet. Timesheets with alterations or corrections (i.e. whiteout, scratch outs, write-overs) are not accepted.

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7. What happens if there is a problem with my timesheet?

If there is a problem with your timesheet it will be mailed back to you with a letter stating the problem. If the problem requires you to complete a new timesheet, one will be ordered for you at that time and will be mailed to you separately.

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8. How long does it take to receive a replacement timesheet?

Once it has been ordered it usually takes 3-5 business days for you to receive a replacement timesheet.

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9. Can I pick up a replacement timesheet at your offices?

If you choose to pick up the replacement timesheet, it will be available the next day after 2 p.m.

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10. The timesheet that came with my check says: “Unauthorized timesheet – do not use”.

Your timesheet was processed late or out of the pay period for some reason. You will need to call the IHSS Public Authority to request a replacement timesheet.

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11. Who increases or decreases the number of hours I am authorized to work?

The IHSS Social Worker assigned to the Consumer you work for is responsible for determining how many hours you are authorized to work.

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12. Can you transfer my authorized hours to another Individual Provider?

No, you must contact the Consumer’s IHSS Social Worker. They are the only ones allowed to authorize hours to an Individual Provider.

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13. Why did my eligibility end?

We do not authorize eligibility. You will need to have the Consumer contact the IHSS Social Worker for clarification.

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14. If I worked all my authorized hours in the first pay period of the month will I automatically receive a timesheet for the next month?

No, if you did not work any hours in the second pay period of the month you will not receive a timesheet for the next month. Please contact the Payroll Department and we will request a replacement timesheet be sent to you.

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15. How do I submit a change of address?

If you are changing your mailing address to a PO Box, you will need to contact the Consumer’s IHSS Social Worker for approval.

If you need to change your address, contact the IHSS Public Authority and complete a change of address form.

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16. Is there direct deposit?

Yes. For information or questions about payroll via direct deposit, please contact the State of California 1-866-376-7066.

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17. How long does it take to process my timesheet?

7 to 10 calendar days.

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18. What do I do if I need a verification of employment?

Please contact the Public Authority at 866-351-7722.

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19. What do I do if I'm injured while performing IHSS related tasks?

If you are injured while performing an IHSS approved task for your consumer, please call (619) 476-3332 immediately and listen carefully to the instructions.

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UNDERSTANDING YOUR PAYCHECK DEDUCTIONS

DEDUCTIONS (what shows up on your paystub)

  • FUTA -- Federal Unemployment Insurance
  • SUI -- State Unemployment Insurance
  • FICA -- Social Security
  • FIT -- Federal Income Tax
  • LIEN -- Wage Garnishment
  • SDI -- State Disability Insurance
  • SIT -- State Income Tax
  • UNION-UDW -- United Domestic Workers Union Dues/ Fees/ Health Insurance Premium
    (If enrolled in a health plan)
  • MEDICARE -- Medicare

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INDIVIDUAL PROVIDER TAX WITHHOLDING INFORMATION


Social Security/Medicare

Social Security (FICA) and Medicare benefits are available to Individual Providers who are 18 years old or older and not the parent, child or spouse of the employer/Consumer.

Following is a list of Individual Providers who are not subject to Social Security (FICA) or Medicare benefits:

  • Children under the age of 18 providing care for parents are not subject to Social Security or Medicare taxes until the child reaches age 21.
  • Individual Providers caring for his/her spouse are not subject to Social Security or Medicare taxes.
  • Parents providing care for their child are not subject to Social Security or Medicare taxes (see exceptions to this in following paragraph).

Social Security and Medicare taxes do apply to parents employed by their child in the following circumstances (per Department of Treasury, Internal Revenue Service Publication 15, Circular E, Employer’s Tax Guide, January 2003):

1. The parent cares for a child who lives with a son or daughter and who is under age 18 or requires adult supervision for at least 4 continuous weeks in a calendar quarter due to a mental or physical condition, and
2. The son or daughter is a widow or widower, divorced, or married to a person who, because of a physical or mental condition, cannot care for the child during such period.

State Disability Insurance (SDI)

State Disability Insurance benefits are available to Individual Providers if they become disabled and are prevented from doing their work and they meet certain eligibility requirements. If the IP is the parent, spouse or child of the consumer, they are not required to have SDI withheld from their paychecks. However, they may choose to participate in the SDI program by applying for Elective State Disability Insurance. If they do not choose to participate in the program, they will not be eligible to receive State Disability Insurance. These forms are available from the IHSS Social Worker.

Income Tax Withholding

Income tax withholding for state and federal taxes for IP’s is strictly voluntary. The IP must complete the W-4 Income Tax Withholding Form they receive in their new IP packet and return the form to IHSS Payroll, 780 Bay Blvd., Ste. 200, Chula Vista, CA 91910. If the IP does not have federal or state income tax withheld, he/she is still required to file a tax return at the end of the year and possibly pay taxes on their earnings. If the IP needs additional W-4’s, needs to change their withholding, or needs to determine the status of their withholding, please call the Payroll Department at: 1-866-351-7722. It takes approximately three (3) months for the W-4 information to be processed.

Definition of Terms

IP – Individual Provider (person providing services)
Consumer – Client/Recipient (person receiving services)

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TIMESHEET CHECKLIST

Before sending your timesheet in to the Public Authority Payroll Department make sure:

  1. The hours are entered clearly in hours and minutes
  2. There are no crossed out entries or any whiteout on the timesheet
  3. The Provider and the Consumer, or the Consumer's authorized signature representative, have signed and dated the timesheet after all hours have been worked (do not sign for the Consumer)
  4. The timesheet has been mailed to the Timesheet Processing Facility only after all hours have been worked

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TIMESHEET TIPS

Below are helpful tips on how to complete your timesheet. Click here for video instruction for how to complete your timesheet.

 

 

Quality Service = Quality Care

 

 

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County of San Diego IHSS Public Authority
780 Bay Boulevard, Suite 200, Chula Vista, CA 91910
Toll Free: 1-866-351-7722
Email: info@sdihsspa.com
*Should you require a TTY/TTD phone number, click [here]

Directions to the Public Authority office

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