Missouri Self-Directed Supports. Guide to Timesheet Error Messages

Transcription

1 Missouri Self-Directed Supports Guide to Timesheet Error Messages

2 BetterOnline web portal is designed to ensure that all required items are in place when an Employee submits their timesheet. This includes items like available dollars in a budget, pay rates, and active training documents. When something is missing that is required for an Employee to submit a timesheet, like available dollars, pay rates, and active trainings, it will appear as a Red Timesheet Error Message. This guide aims to assist Individuals, Designated Representatives, Employees, and Support Brokers, in understanding and reviewing the pend messages that can occur during timesheet submission. The BetterOnline web portal has been programmed to abide by the rules that the Missouri Department of Mental Health and Medicaid have established for the Self-Directed Support program. If the portal software detects a conflict between those rules and a given Individual or Employee s data in Portal, the Employee s timesheet will pend. A pend means that the timesheet is blocked from being submitted until the problem is resolved. When this occurs, an Employee will see a Red Timesheet Error Message when they attempt to submit a timesheet. This pend process is a requirement set up by DMH/DD and implemented by Public Partnerships. If you have questions about Good to Go checklist error messages, please see our Guide on Monitoring Enrollment Checklists. When an error message occurs on timesheet submission, BetterOnline will automatically save the timesheet. This makes it easier to return to the timesheet to submit after the error has been resolved. Remember, not all trainings are deemed valid and acceptable by the Self-Directed Support program. If an Employee needs assistance in determining if a training is valid and acceptable for the Self-Directed Support program, please contact the Individual s Support Coordinator or the Self-Directed Support Coordinator at your local DMH Regional Office. Timesheet Submission 1

3 Below you will find a table that lists the timesheet messages an Employee may encounter when submitting a timesheet. The first column is the Error Message (what an Employee may see when submitting), the second column explains what the Meaning of that error message is, and How to Resolve the error message. Some pends require that the Employer and/or Designated Representative submit missing or corrected paperwork to Public Partnerships. Depending on the method you use to submit the paperwork, it may take one (1) to two (2) days for the paperwork to appear in BetterOnline for processing. Packets or forms are processed within one (1) to three (3) days after they appear in BetterOnline. Pend Message Meaning How to Resolve Timesheet is too old to be paid - check Date Worked and Setup Days Tolerance. Date(s) worked on the timesheet is more than 365 days old. This issue cannot be resolved. Ensure that timesheets are submitted in a timely manner, as Public Partnerships cannot pay timesheets that are older than 365 days per DMH rules. Consumer is not authorized for this service or Date Worked is not within authorized date range. The service the Employee has selected does not have a corresponding authorization, or the authorization does not cover the date the Employee is submitting time for. The Employee should talk to their Employer and have them review their budget utilization. Adjust the entry as needed. Timesheet Errors There is no Employee Rate established or effective for this Consumer No. Payroll Amount cannot be zero. correct service type. If the entry is correct, Public Employee and Employer relationship in our system for that service code. Please complete and return a Rate Change form. correct service. If the entry is correct, Public Employee and Employer relationship in our system for that service code. Please complete and return a Rate Change form. Pay Rate cannot be zero. correct service. If the entry is correct, Public Employee and Employer relationship in our system for that service code. Please complete and return a Rate Change form. Billable Rate cannot be zero. correct service. If the entry is correct, Public Employee and Employer relationship in our system for that service code. Please complete and return a Rate Change form. 2

4 "Post-Employment Training Verification 30 Day Expiration" We have not received the Post- Employment Training Form within 30 days of the Employee s Good to Go Date The Employee is good to go, but we have not received the Post- Employment Training form within 30 days of the Good to Go date. Please send in this form. Once the form has processed, the timesheet can be submitted. Abuse and Neglect Training Proof of Abuse and Neglect training provided to Public Partnerships has expired, was not provided, or was not acceptable as proof. Abuse and Neglect training. This training is required for all Employees. Timesheet Errors "Proof of CPR Training"/Missing Date Required Date Range for Proof of CPR "Proof of Intervention Crisis Management Training"/Missing Date Required Date Range for Proof of Intervention Crisis Management Training "Proof of First Aid Training"/Missing Date Required Date Range for Proof of First Aid Proof of CPR Training Provided to Public Partnerships has expired, was not provided, or was not acceptable as proof. Proof of Intervention Crisis Management Training Provided to Public Partnerships has expired or was not provided. Proof of First Aid Training Provided to Public Partnerships has expired or was not provided. CPR training. If the training is no longer required, the Employer should contact their Support Coordinator. The training that was sent to Public Partnerships does not cover dates of service on the timesheet. SDS program rules require training to cover all dates of service. Public Partnerships cannot process payment for Employees who require training but whose training does not cover the dates worked. Employees should contact their Employer and/or their Designated Representative to resolve.* Crisis Management training. If the training is no longer required, the Employer should contact their Support Coordinator The training that was sent to Public Partnerships does not cover dates of service on the timesheet. SDS program rules require training to cover all dates of service. Public Partnerships cannot process payment for Employees who require training but whose training does not cover the dates worked. Employees should contact their Employer and/or their Designated Representative to resolve.* CPR training. If the training is no longer required, the Employer should contact their Support Coordinator The training that was sent to Public Partnerships does not cover dates of service on the timesheet. SDS program rules require training to cover all dates of service. Public Partnerships cannot process payment for Employees who require training but whose training does not cover the dates worked. Employees should contact their Employer and/or their Designated Representative to resolve.* 3

5 Timesheet Error "Medication Administration Training"/Missing Date Required Date Range for Proof of Medication Administration Training Proof of Medication Administration Training Provided to Public Partnerships has expired or was not provided. Medication Administration training. If the training is no longer required, the Employer should contact their Support Coordinator The training that was sent to Public Partnerships does not cover dates of service on the timesheet. SDS program rules require training to cover all dates of service. Public Partnerships cannot process payment for Employees who require training but whose training does not cover the dates worked. Employees should contact their Employer and/or their Designated Representative to resolve.* The system is experiencing high volume requests and could not submit your timesheet. Your work has been saved. Pease try to resubmit at a later time. Public Partnerships is experiencing high volume of timesheet submission. Please return to the website later to re-submit the timesheet. The timesheet has been automatically saved, so you will not have to reenter your notes. Public Partnerships makes every effort to ensure on-time payment when employees experience this error. * Public Partnerships utilizes the training requirements established by the Regional Office. A change in these requirements must be initiated through the Support Coordinator. The Support Coordinator would confer with the Self-Directed Support Coordinator (SDSC) at the Regional Office. If a change in training requirements is possible, the SDSC would notify Public Partnerships. The Public Partnerships Enrollment Specialist would work with the Employer and/or Designated Representative to complete the Change Form for each Employee affected. 4

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