timesheet processing and case management information payrolling system ii (cmips ii)
DESCRIPTION
Timesheet Processing and Case Management Information Payrolling System II (CMIPS II). Agenda. Training Overview and Introduction State Timesheet Video Review of Important Information and Practice Exercises Questions and Answer Wrap-Up. Objectives. - PowerPoint PPT PresentationTRANSCRIPT
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
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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.
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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.
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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
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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