Golden Gate Regional Center ParticipantDirected Program
Onsite Enrollment Sessions
www.publicpartnerships.com
Agenda
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8.
Emergency Regulation & Impact of FMS
Differences in Voucher Program vs. an FMS
Program Guidelines
Enrollment Process
Worker Packet Overview
Employer Packet Overview
Q&A
Enrollment Assistance
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Emergency Regulation & Benefits of using PPL
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CA Department of Developmental Services (DSS) issued Emergency
Regulations stating that to receive federal funds for voucher services
Regional Centers must contract with Financial Management Service (FMS)
providers.
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Public Partnerships (PPL) is the FMS provider for the Golden Gate Regional
Center Participant-Directed Program
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Benefits of using PPL:
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PPL withholds all necessary taxes and files them with the state and federal
governments
PPL issues annual W-2 statements to your workers
Customer Service Staff available in multiple languages
Online timesheet and invoice submission with instant feedback
24/7 access to timesheet and invoice statuses through PPL’s Web Portal
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Differences in Voucher Program vs PPL
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Vendorized individuals are set up as Employers
Worker timesheets and invoices are submitted to and paid out by PPL
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PPL will assist you with resolving any pending timesheets or invoices
PPL takes care of all payroll and tax duties on behalf of the Employer
including workers compensation and year-end W-2s
PPL tracks employer and worker progress throughout the enrollment
process
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Program Guidelines
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Service cannot begin through PPL until both the Employer and Worker are
“Good to Go” and the Social Worker updates the IPP and SANDIS authorization.
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Workers are not allowed to work more than 40 hours per week or 8 hours per
day (no Over Time)
Timesheets need to be submitted within 30 days from the date worked
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Employers will receive a copy of the revised IPP and authorization
Submit timesheets according to payroll schedule
Workers performing nursing services need to provide proof of their license(s),
and the license expiration date(s) along with their registration packet.
Workers submitting invoices for Transportation Services (470) need to provide
appropriate backup documentation along with the invoice
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The exception is Mileage reimbursements: The Worker must instead enter the start
and end addresses of each location and the travel must be to and from approved
destinations only.
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Enrollment Process
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Release of Information form submitted to Regional Center - complete
PPL pre-populates forms required for program enrollment – complete today
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Once all Employer forms and Worker forms are returned to PPL, we will
notify the Regional Center that you are “Good to Go”.
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Your Social Worker amends the IPP and SANDIS authorization for use with
PPL
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You will also receive a call from Customer Service to notify you of your G2G
status
You will receive an updated copy of these from your Social Worker
You can start submitting timesheets and invoices for the time period stated
on your amended auth.
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Worker Packet Overview
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Worker Packet Overview – Respite 465 and Nursing 460
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Required Forms:
The following forms must be completed and submitted to PPL
 Worker Application
 Employment Agreement
 Criminal Background check preference form
 USCIS Form I-9 – Employment Eligibility Verification (Employer fills out)
 IRS Form W-4 – Employee Withholding Certificate
 CA Form DE 4 – Employee’s Withholding Allowance Certificate
 Family Relationship Federal Tax Exemption Information Form
 Training Form
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If an individual works for more than one person, a new packet must be
completed. A complete packet must be submitted for each participant the
individual is working for.
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Worker Packet Overview – Transportation Only 470
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This applies to workers/participants who will only be submitting for
Transportation reimbursement.
Required Forms:
The following forms must be completed and submitted to PPL
 Worker Application
 Employment Agreement
 US Form W-9 – Request for Taxpayer Identification Number and Certification
 Criminal Background check preference form
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In the event that a Participant will submit for transportation reimbursement
themselves, the Participant will need to be set up as a worker in PPL’s Web
Portal. They will need to fill out the required forms above in addition to their
Employer packet.
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Worker Packet Overview (Cont.)
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Forms to Keep :
The following forms contain important information about the program
 Payroll Schedule
 PPL Customer Service
 Timesheet Instructions
 Invoice instructions
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Optional Forms:
The following forms are not required to be filled out
 EFT Application
 Change of Address/Name Form
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Worker Application
Worker Packet Page: 6
• This is a one page form. The Worker
is asked to review, sign, and date
the form.
• This form is used to confirm the
worker’s demographics and inform
them of the mandatory Office of the
Inspector General check.
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Employment Agreement
Worker Packet Pages: 7-9
• This is a three page form. The
Worker and Employer are asked
to review this form together, sign,
and date page 9. The Employer
should select the applicable
services from page 8.
• This form is used to facilitate a
conversation between the Employer
and their Worker(s). It is designed to
prompt a discussion where both
parties outline their expectations for
the position.
• This form also informs PPL which
services the Worker will be providing.
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W-9 Request for Taxpayer Identification Number and Certification
**Return this form if you will ONLY be providing Transportation (470) services**
Worker Packet Pages: 10-13
• This is a four page form. The Worker
is asked to review, sign, and date
page 10.
• This form is used to document the
individuals SSN or Tax Identification
Number.
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Criminal Background Check Preference Form
Worker Packet Page: 14
• This is a one page form. The
Employer is asked to select their
preference for a criminal check of
their worker. They also need to
sign, and date the form.
• Please note: These checks are not
required, this form only designates
the Employer’s preference. In the
event that a check is required, the
Employer must cover the costs and
report a pass or fail status to PPL.
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Form I-9 Employment Eligibility Verification
Worker Packet Page: 19-20
• This is a two page form. The
Employer is asked to review, sign,
and date the bottom of page 19.
The “Title” box must read “EoR”,
“Employer” or “Household
Employer”.
• The worker is asked to select a
box in Section I to declare US
resident status and also sign and
date the bottom of Section I.
• This form is used to confirm your
immigration and US citizenship
information. Federal law requires
that all employers & workers
complete this form.
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Form W-4
Worker Packet Page: 21-22
• This is a two page form. The Worker
is asked to fill in Lines A-H using
the instructions provided. They are
also asked to fill in lines 5-7 and
sign and date at the bottom of
page 21.
• This form is used to determine
federal tax withholdings for the
worker.
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CA DE-4 Employee's Withholding Allowance Certificate
Worker Packet Page: 23-26
• This is a four page form. The Worker
is asked to select their marital
status and fill in lines 1-3 using the
instructions provided. Please also
sign and date the bottom of page
23.
• This form is used to determine state
tax withholdings for the worker.
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Family Relationship Form
Worker Packet Page: 27
• This is a one page form. The Worker
is asked to answer questions 1- 6,
sign, and date the form.
• This form is designed to capture any
tax exemptions the worker may be
eligible for based on the relationship
of the Employer and worker.
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GGRC Specific Participant Training Form
Worker Packet Page: 30
• This is a one page form. The
Employer is asked to select any
trainings that they will require
from the worker, sign, and date the
bottom of the page.
• The Worker is asked to review,
sign, and date the form.
• This form is used to confirm if the
Employer requires any additional
trainings or certifications from their
workers.
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Employer Packet Overview
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Role of the Employer
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The Employer must be either the vendorized family member living with the
participant or the participant (transportation only), and cannot be under the
age of 18. He or she is responsible for:
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Completing initial employer paperwork;
Hiring, interviewing, training, managing and firing workers;
Certifying employee eligibility via Form I-9;
Defining job, schedule;
Reviewing and approving timesheets;
Monitor use of authorized services.
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Pre-Populated Forms from the
Web Portal
The Web Portal fills out the forms for the Employer
1. Web Portal pre-populates the following Employer forms required to
set up the vendorized family member as an Employer:
IRS Form SS-4 – Application for Employer Identification Number
IRS Form 2678 - Employer Appointment of Agent
IRS Form 8821 – Tax Information Authorization
CA Form DE 1HW – CA Registration Form for Employers of Household
Workers
 CA Form DE 48 – CA Power of Attorney
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We will walk you through signing these forms today
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IRS FORM SS-4: Application for Employer ID Number
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This is a one page form. The
Employer is asked to review, sign,
and date the form. (Section 18 and
the bottom signature line)
This form tells the IRS that the
vendorized family member is going to
be an Employer. After PPL submits
this form, the IRS will assign the
Employer an Employer Identification
Number. This is what the IRS uses to
identify employers when filing tax
returns and depositing withholding
taxes.
We have entered PPL’s address in
lines 4a and 4b so that IRS
paperwork relating to this program
will not be sent to the Employer’s
home.
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IRS FORM 2678: Employer Appointment of Agent
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This is a one page form. The
Employer is asked to review,
sign, and date the bottom of the
form.
This form tells the IRS that the
Employer is giving PPL permission
to complete tax processes on their
behalf for this program.
This form only allows us to withhold
taxes from the worker’s paychecks
and deposit those taxes with the
IRS. It does not allow PPL access to
any personal income tax information.
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IRS FORM 8821: Tax Information Authorization
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This is a one page form. The
Employer is asked to review, sign,
and date the bottom of the page.
This form allows PPL to discuss their
employer withholding account with the
IRS.
PPL will only be able to discuss the
employer forms listed on the
document. We will never be able to
obtain any personal income tax
information.
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CA Form DE 1HW: CA Registration Form for Employers of
Household Workers
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This form is one page. The Employer
is asked to review it and then sign
and date the bottom of page.
This form will register the Employer
with the California Employment
Development Department for the
purposes of withholding taxes from
workers & the Employer’s state
employment taxes.
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CA Form DE 48: CA Power of Attorney Declaration
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This form is one page. The Employer
is asked to review it and then sign
and date the bottom of page.
This form allows Public Partnerships
to represent the Employer before the
State of California Employment
Development Department (EDD).
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OPTIONAL: Point of Contact Form
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This form is one page. The Employer
is asked to fill out the Participant
Information section on the top of
the page, sign and date.
The non-family member designee is
asked to fill out the bottom of the
page with their information, sign,
and date.
This form allows Public Partnerships
to discuss Participant, Employer and
Worker information with a designated
non-family member.
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Questions?
Feel free to contact us with question in the future:
(English)
877-522-1053
(Spanish)
877-522-1054
(Cantonese) 877-522-1055
Email: [email protected]
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