Understanding the Supplemental Timesheet for IHSS
For providers in the In-Home Supportive Services (IHSS) program, accurate and timely timesheet submission is crucial for proper compensation. However, circumstances can arise where hours are accidentally omitted, underreported, or retroactively authorized. In these scenarios, a standard timesheet is no longer an option, and providers must turn to a supplemental timesheet to claim the missed wages.
Reasons to Use a Supplemental Timesheet
A supplemental timesheet is not for routine use but is specifically for correcting past pay periods. You may need to request one for several reasons:
- Claiming Additional Hours: The most common reason is discovering that you missed reporting certain hours or days worked after your regular, bi-weekly timesheet has already been processed for payment.
- Retroactive Payments: In some cases, a new recipient's services may be authorized retroactively to the date of their application. A provider may need to submit a supplemental timesheet to claim payment for the backdated hours.
- Correcting Errors: If a regular timesheet was submitted with an error that caused an underpayment, and it has already been processed, a supplemental timesheet is the correct method for claiming the remaining authorized hours.
How to Request a Supplemental Timesheet Electronically
With the move away from paper timesheets, requesting a supplemental timesheet is done through the Electronic Services Portal (ESP) for providers and recipients using the electronic or telephonic timesheet systems. The process is as follows:
- Log into the ESP: Access the California IHSS Electronic Services Portal with your provider credentials.
- Navigate to the Timesheet Section: From the main menu, select 'Time Entry' and then 'Timesheets'.
- Request the Supplemental Timesheet: Choose the 'Request Supplemental Timesheet' option from the menu.
- Fill out the Request: You will be prompted to select the specific recipient, the service period for which you need to claim additional hours, and the timesheet type (IHSS or WPCS).
- Complete the Timesheet: Once the supplemental timesheet is generated, enter the additional hours you worked for that pay period, following all standard timesheet rules (e.g., using a black ink, no mark-outs on paper, accurate hours in electronic).
Limitations and Restrictions to Consider
There are important rules to follow when submitting supplemental timesheets to avoid violations and payment delays:
- Authorized Hours Limit: You cannot claim more hours than the recipient is authorized to receive for the month. The system will alert you if you attempt to exceed the recipient's maximum authorized hours.
- Maximum Weekly Hours: Providers with multiple recipients are limited to 66 hours per workweek (Sunday to Saturday), with exemptions available in some cases. Single-recipient providers are limited by the recipient's maximum weekly hours.
- Recipient Approval: The supplemental timesheet, like a regular one, must be approved by the IHSS recipient before it can be processed for payment.
- No Paper Option: Supplemental timesheets can only be requested and submitted through the electronic timesheet system for those enrolled in it. The feature is not available for providers still using paper timesheets.
Regular vs. Supplemental Timesheet: A Comparison
| Feature | Regular Timesheet | Supplemental Timesheet |
|---|---|---|
| Purpose | To report standard, bi-weekly hours worked for a current or upcoming pay period. | To report additional, missed, or retroactive hours for a pay period that has already been processed. |
| Timing | Submitted after the end of the pay period, before the timesheet expires. | Requested and submitted after the regular timesheet for that pay period has been processed. |
| Method | Submitted automatically via ESP or TTS once hours are logged and the period ends. | Must be specifically requested by the provider via the ESP. |
| Recipient Approval | Required for all hours submitted for payment. | Required for all supplemental hours submitted. |
| Maximum Hours | Limited by the recipient's weekly/monthly authorized hours. | Also limited by the remaining authorized hours for the specific pay period. |
Common Mistakes to Avoid
To ensure your supplemental timesheet is processed smoothly, avoid these common errors:
- Submitting a Regular Timesheet Early: Do not submit a regular timesheet before the end of the pay period in anticipation of having to file a supplemental one. This will cause delays and could lead to system rejections.
- Incorrect Service Period: Double-check that you have selected the correct pay period for which you need to claim additional hours during the request process.
- Exceeding Authorized Hours: Never claim more than the authorized hours, even on a supplemental timesheet. Overreporting can lead to payment violations.
- Incorrect Corrections: For paper timesheets, you must correct neatly without using correction fluid. For electronic, if the timesheet has not yet been approved, the recipient can reject it so you can resubmit. Once processed, a supplemental timesheet is needed.
Conclusion
Understanding the purpose and process of a supplemental timesheet for IHSS is a critical skill for any provider. By utilizing the Electronic Services Portal correctly and adhering to all program rules, you can ensure that you are fully compensated for your work, even when a mistake on a previous timesheet occurs. When in doubt, consulting official resources can provide clarification and support. For comprehensive information on timesheets and other provider matters, you can visit the official IHSS Provider Resources page from the California Department of Social Services.
