Reminder: Use The Correct Time Sheet

Just a friendly reminder to all Waiver employees to use the correct time sheet for your clients.  Try not to use Group Home time sheets for clients living in the community and vice versa; Community time sheets should not be used for Group Home clients.

It is easy to tell them apart--Group Home timesheets say Group Home.  Community timesheets say Community.  Copies of both versions of the Waiver time sheets are available at any time at the Civitan Center.  You can pick up copies of Community timesheets from wall-mounted plastic bins near the copy machine at the end of the Administration hallway.  Group Home timesheets are available at the Group Home.

Also remember that White-Out or correction tape is prohibited on time sheets, mileage sheets, or documentation forms.  If you make a mistake on any form, simply cross out your mistake with a single line and initial the correction.  Auditors must be able to read your mistake as well as your correction.

Thanks for your attention to these details--they are important even though they are easy to miss.

Have a great weekend!

Always Note Absences On Timesheets

Reminder:  Make a note of your absence on your timesheet.

Anytime you must end your regularly scheduled shift early you need to give a reason on your timesheet.  One or two sentences is sufficient--just make a note in the "Comments" section of your timesheet.  This rule applies even if you miss an entire day due to vacation, illness, doctor's visits, etc.  This rule also applies even if the time is/was already approved by your supervisor and the client's family.

Always note the reason for your absence on your timesheet so that when our services are audited we can provide an explanation for any day or partial day that we failed to provide services to our clients.

Thanks in advance for helping us keep accurate records and maintain our accountability to our regulators.

Updated Code Of Conduct

 

 

The Board of Directors has revised the Civitan Services Code of Ethical Conduct.  All Waiver staff are required to obtain a copy from Darrell, Angela, or Elaine.  The final page of the document requires your signature and should be turned in to your supervisor as soon as possible. 

Openings In Waiver

Darrell is currently in need of several new Waiver employees.  Some are needed to work specifically with male clients and Darrell is looking for some male staff members to fill these positions.  If you know of any good candidates (male or female), please encourage them to apply or talk to Darrell.

Parking On The Street At The Civitan Center

PARKING ON THE STREET NOTICE:  The Benton Police Department has advised us that when it becomes necessary to park along the street we MUST park facing the flow of traffic and do NOT block/park on top of the sidewalks.  This means that if you park on our side of the street you must be facing the church and if you park across the street you must face the Boys and Girls Club.  Remember never to block a driveway or intersection.  The Benton Police are having a staffing meeting early next week and all the patrols will be advised of this plan and will help enforce it. 

Reminder--Signatures Dated At The End Of The Week

Please remember that the client's signature on your timesheets must be dated on or after the last day you worked with him or her--not the first day (or any other day).  For instance, if you work with your client Monday through Friday, your client cannot sign or date your timesheet on any day but Friday.  If you work with a client several days in one week the signatures on your timesheet cannot be dated any earlier than the last day you worked with that client.

We are receiving timesheets that show the client's signature at the beginning of the week or the middle of the week when the staff signature is dated several days later.  Don't let this happen--always make sure your client signs your timesheet and dates it for the LAST day of your assignment.

Even if we don't notice, the auditors will! 

Last Warning--No More Vague Mileage Entries

At the annual retreat this spring we discussed detailed mileage entries and the reasons for being specific when listing destinations on your mileage reimbursement forms.  Mileage entries are being audited more closely than before to ensure that the number of miles claimed between destinations is legitimate.  Therefore there can be no vague mileage entries such as "My house" or "Client's home" or "Friend's house."  You must give addresses.  We are still receiving mileage claims with these entries listed and this is the last warning that these entries can no longer be accepted.  Auditors cannot check the mileage between stops if you do not list addresses or at least give more detailed information.

Likewise, you should not list "church"; you should give the name of the church and city or the address.  You should not list "store"; give the name of the store and the city.  Do not list "Doctor"; give the name of the doctor's office and the city or give the address.

Vague mileage entries will be unpaid and returned to you for corrections beginning with the next pay cycle.  Please don't risk delay of your reimbursement.  Be as specific as possible.  Use addresses whenever possible.  When you don't know the address or can't find the address, list the name of the business and the city in which it is located.  If your starting or ending locations cannot be identified by an auditor you will risk not being reimbursed for them.  Don't let it happen--we want you paid on time and in full!  Help us help you--be detailed and be accurate.

Thanks in advance for your cooperation.