Payroll Assistance
Placer County In-Home Supportive Services (IHSS) Payroll is dedicated to helping IHSS Providers that need assistance with a variety of payroll related issues. IHSS Payroll can aid Providers that have time sheet issues, payroll-related questions, and employment verifications. While we aspire to be a liaison for all IHSS Providers if there is an issue that can’t be resolved at County level we will refer Providers to the appropriate agency.
Videos
- All Videos for the Electronic Services Portal (ESP)
- ESP Website Overview
- ESP Recipient Registration
- ESP Provider Registration
- What is EVV, ESP and TTS
- Telephone Timesheet System (TTS): Timesheet Entry for Providers
- Telephone Timesheet System (TTS): How Recipients Approve Timesheets
Documents
- EVV/ESP Website Provider/Recipient Registration Process
- How to sign-up for Telephonic Timesheet System (TTS) and Approve for Recipients after January 1, 2020
- How to sign-up for TTS for Providers (BEGINS JANUARY 2020 FOR PLACER COUNTY IHSS)
- Decimals to Minutes Conversion Table
- Direct Deposit & Sick Time through ESP
- Direct Deposit - Mandatory for IHSS Providers by July 1, 2022
- Direct Deposit (Spanish) - Mandatory for IHSS Providers by July 1, 2022
- Direct Deposit Information
- Paper Timesheets 101 - Everything you need to know to fill out your paper timesheet
Verification of Employment
- Access your paystubs directly online within the ESP portal - look for the Download Pay Stub button next time you login.
- Have you recently applied to get a loan or need your employment/income verified? Please have the third-party requestor, fax over the request, PLUS a release form signed by you to the fax number: 530-886-3690. Please note: This information can only be released directly back to the third-party requestor.
- Please email [email protected] to request wage summaries that can be directly sent to the provider. May be limited to one request per quarter, per provider, depending on season.
PLEASE NOTE: Allow 5 business days to process any income/employment request. They are processed in the order that they are received.
- When submitting income requests please make sure your name fully matches what we have in our system, we are unable to process requests that have any name differences. We request you include your provider number on any request forms. Please check your paystub for this information.
- Altered forms or names that don't match signatures will not be processed. Please resubmit all documents in a new form with all matching information. The time for processing will not start until all information received has been correctly submitted to match our system.
- These requirements protect providers and their financial information.
Tax Questions & Forms
- W-4 2021 FAQS
- How do I fill out a W-4 2021 for IHSS
- Download a W-4 2021
- Download a DE-4 2021
- Where do I mail in my W-4 2021 for IHSS? Tax Questions Tax Questions Tax Questions Tax Questions Tax Questions & Forms
- What is a Live-in Self Certification SOC 2298?
- Download a SOC 2298
- Download a Change of Address form SOC 840
- What is the difference between a W-4 and SOC 2298?
- Additional Tips on filling out W-4 2021
- ESP EVV 2021 Update for Live-In Providers (state notice and information packet)
2020 W-2 Information:
If you have not received your W-2 from 2020, and need one, please contact Payroll to confirm your address and 2020 W-2 status. If you have moved, then we do require a change of address form to be filled out and signed. You must complete this change of address BEFORE any duplicate W-2 requests can be processed. Please fill out your OLD and NEW Mailing and Home address. If you do not update both sections, then they both won’t be updated. Change of Address: SOC 840. Please note: County IHSS offices will not be able to request duplicate W-2s from the state until after 2/22/21.
Questions About Filing Unemployment during COVID19?
A notice has been mailed to you from the state, which includes information on filing unemployment during this unique time, see EDD Resources. Please read it carefully.
PLEASE NOTE: For providers, if you plan on filing unemployment due to COVID-19, please call the IHSS Call Center at 530-889-7115, to notify IHSS that you are not able to work due to COVID-19. Report your name, provider number and any/or all cases, that you are unable to work for as result of the COVID-19 If you do not report that you are unable to work during this time, and file unemployment, the forms that Payroll fills out, may not be accurate. This can delay your claim and possible payments. Providers must call back in to report when work is able to resume.
For recipients, if you have asked your provider to stop working due to the COVID-19 situation, then please report this information to your caseworker.
Online Trainings
Beginning July 1, 2018 the new IHSS Paid Sick Leave Program is available for current, active IHSS program providers.
Documents
- Sick Leave - Step by Step on ESP
- Sample Sick Leave Pay Stub (PDF)
- Sick Leave Claim Form (PDF)
- Sick Leave Information Mailer for Providers (PDF) (Form mailed to providers June 2018)
- COVID-19 Sick Leave Claim form
- ACL No. 20-40 COVID-19 Sick Pay
Videos
COVID-19 ONLY - IHSS/WPCS Provider Sick Leave
Pursuant to the EPSLA, full-time employees (those who work forty (40) or more hours per week) are entitled to eighty (80) hours of paid sick leave, while part-time employees (those who work less than forty (40) hours per week) are entitled to the average number of hours that employee works over a two-week period. COVID-19 sick leave may only be claimed if the employee is unable to work for one of the following reasons related to COVID-19:
1. The employee is subject to a quarantine or isolation order
2. The employee has been advised by a health care provider to self-quarantine
3. The employee is experiencing symptoms of COVID-19 and is seeking a medical diagnosis
4. The employee is caring for an individual who is subject to a quarantine or isolation order or has been advised to self-quarantine by a health care provider
5. The employee is caring for his/her child whose school or childcare facilities have been closed, or whose childcare provider is unavailable, due to COVID-19 precautions
6. The employee is experiencing any other substantially similar concerns
IHSS/WPCS providers may request COVID-19 sick leave benefits for a limited time, April 2, 2020 through September 30, 2021. An IHSS/WPCS provider is only entitled to COVID-19 sick leave benefits if, during this time frame, the provider is unable to work due to one of the reasons listed above.
When an IHSS provider meets the applicable criteria, and is eligible for COVID-19 sick leave, the provider should contact the recipient(s) they work for and inform them they will be out sick, and if the recipient needs to identify another provider, advise them to contact the county IHSS office. At that time, the provider should complete and sign the COVID-19 ONLY – IHSS Provider Sick Leave Request Form
The provider may contact the county IHSS office to have the form sent to them. The form requires the provider to indicate the recipient(s) they work for, the specific reason they are claiming COVID-19 sick leave, and the applicable dates of the leave. The form will be submitted to the county IHSS office for processing. WPCS providers will submit the form to the Department of Health Care Services (DHCS).
For Placer County IHSS you may submit the Provider Sick Leave Request Form by email or mail. Please DO NOT submit your claims both ways, it will delay processing and payment. Pick one of the following:
Email: [email protected]
Mail:
Placer County – ASOC
IHSS Payroll/Sick Leave
11512 B Avenue
Auburn, CA 95603
Videos
Documents
Maximum Weekly Hours
Overtime is limited if your weekly hours are 40 or less:
If the Maximum Weekly Authorized hours is 40 or less then a provider can work up to 40 hours in any workweek (Sunday to Saturday) without the need to ask for an exception. Never claim more than the consumers total Monthly Authorized Hours in any month. No overtime will be paid on cases authorized 40 hours per week or less unless an exception is requested.
Overtime is limited if your weekly hours are more than 40:
Overtime starts after 40 hours per workweek.
If this overtime number is more than zero, then the consumer does not need to request an exception for a provider to be paid this number of overtime hours and you can adjust which week(s) within the month you work these overtime hours without the need to ask the county for an exception. Any time a provider would need to work more than this total number of pre-authorized overtime hours in a month your consumer must ask for an exception.
If an exception is needed but not requested and approved then the provider will get a violation. Remember that if a provider works for more than one consumer the provider may never work more than 66 hours per workweek in total from all the consumers the provider works for. Never claim more than the total monthly authorized hours on a case.
Please review the mailed notices to understand exception requests and violations. Generally an exception will be approved if it is for something that directly affects the health or safety of the consumer and it is something unexpected that can't be postponed until later. Repeated violations can result in penalties up to and including termination of the provider for one year.
Q: How do I mark which hours are Overtime hours on my timesheet?
A: You DO NOT mark them. You write regular hours and overtime hours the same way on your timesheet. The timesheets are arranged in workweek blocks (Sunday to Saturday). Whenever the total number of hours you enter in one of those workweek blocks adds up to more than 40 hours then all the hours more than 40 are automatically paid as overtime hours. The computer will add them and calculate how many are overtime hours. If you work for more than one consumer all the hours for all the consumers you work for in each workweek block are added together to see how many hours over 40 you may have worked. Overtime is paid at one and one-half times your normal hourly wage rate for all hours above 40 per workweek.
Q: How do I know how many weekly hours I have?
A: An IHSS consumer has been approved for the number of monthly hours that is printed on the first timesheet you get each month and on the NOA (Notice of Action Page 1) that was sent to the consumer when they were approved for the services. To determine weekly hours use the calculator on this page. Providers are mailed a SOC 2271 which states the number of hours per month on case, along with tasks approved on case. All providers and consumers will be mailed notices that include the monthly and weekly authorized hours for each case. To determine weekly hours, divide the monthly hours by four (4), for four weeks in the month. Please remember to make special note of five (5) week work months, and split workweeks* when calculating your weekly workweek maximums.
Q: What is a split workweek*?
A: A split workweek is when two pay periods are in the same workweek. For example: A workweek begins in Sunday the 15th, and ends on Saturday the 21st. This workweek will be on two different timesheets. The 1-15th timesheet and the 16th to 30th timesheet. It is important to mark down the hours claimed on the 15th for this month, because that amount will be added to the 16-21st on the second timesheet. Remember to total the entire workweek hours from both timesheets, which must not exceed 66 hours for providers with more than one Recipient.
If you are a Provider and only have one Recipient, then your maximum workweek can not exceed the maximum weekly hours allowed on that one case.
PLEASE NOTE: Maximum weekly hours can never exceed 70:45 (70 hours 45 min.), for any reason, for any provider that only has one case.
Still Have Questions?
Contact the IHSS Provider Help Desk toll free at 866-376-7066 during normal business hours, 8 a.m. to 5 p.m. Monday through Friday, excluding major holidays. For additional assistance contact Payroll Assistance at 530-889-7135 or by email.
IHSS Payroll Locations
Use this address for employment related requests:
Placer County IHSS Payroll 11512 B Avenue Auburn, CA 95603 FAX: 530-886-3690
Use this address to make payments or mail in tax forms:
Placer County IHSS Payroll 101 Cirby Hills Drive Roseville, CA 95678
TIP: When mailing in forms, please ALWAYS mail to the address on the form. The state processes most payroll forms, so mailing them to our payroll office may cause delays. If you are unsure where you should mail an item of have questions, feel free to email us.