We are starting to see an influx of our most common paperwork errors again. This happens from time to time so please take a moment and read over these guidelines as a quick refresher on paperwork procedures.
Mileage
Just a reminder that if you work with a Waiver client more than one day per week you should use ONE mileage form for the entire week. We continue to receive timesheets for three or four days of work with the same client listed and then an individual mileage form for each one of those days. There is no need to use a separate mileage form for each day. Please use ONE mileage form per week per client.
The auditor is still finding mileage sheets without specific locations listed and deducting that mileage from paychecks. Don't let this happen to you! Use addresses whenever possible. At the very least, list the location and the CITY next to your destinations. Do not use "my house," "client's house," or "waiver's house." Do not give a common destination like a bank or restaurant without giving the location--street name and city whenever possible.
Correct Timesheets
Use the correct timesheet for your client. Clients who live in the Group Home have specific timesheets that say GROUP HOME at the top. All other clients have timesheets that say COMMUNITY at the top. Please do not mix and match. Always use the correct timesheet for your client.
Notes on Timesheets
Please be aware that the Case Managers never see your timesheets. Some of you have developed the habit of making notes about your client's progress or activities on the timesheet without realizing that timesheets are forwarded to payroll and not the Case Managers. The Case Managers receive copies of your documentation only. Please do not write progress notes regarding your client on the timesheet--that information should always be placed in your documentation.
So what is the "Comments" section for on the timesheet? Good question. If you miss a day of work for any reason we need you to make a note of the reason on your timesheet. This includes time off that is approved, sick days, holidays, car trouble, days your client might be hospitalized; whatever. Elaine and Angela must submit reports that track the reasons we do not provide service to each client and they can only give accurate reports if they have accurate data. Please don't make us guess why you didn't work. Write a short note on the timesheet indicating why you missed a day of work.
Emailing Paperwork
Please also be reminded that turning in an unsigned timesheet or documentation sheet is the same as turning in no paperwork at all. We cannot process unsigned paperwork, including copies that have been emailed with no signatures on them. Some folks have developed the habit of emailing unsigned paperwork in order to beat the Monday morning deadline and then sending in the signed originals later in the week. Be advised that we cannot process the unsigned paperwork no matter how early you turn it in. If you want to email your paperwork this is perfectly fine, but it must be signed before it is emailed, faxed, scanned, or submitted by hand delivery.
Reading This Blog
Please remember to check this blog at least once per work to stay current on changes in the Waiver Department. We are amazed that almost a month has passed and many Waiver employees still don't know that the Waiver Office has moved to Bryant. Many others who have been suspended from work for failure to attend mandatory training claim to know nothing about the training. This is so easy to prevent folks--read the Waiver blog once a week. That's all it takes.
Thanks again for your cooperation and teamwork. We appreciate all you do for our clients--especially all the little things that help the Waiver Department function well and run as smoothly as possible. Your contribution really does matter.
