Personal Care Attendant (PCA)
Tempus Unlimited, Inc., as a Fiscal Intermediary (FI), is in contract with the Executive Office of Health & Human Services (EOHHS) – Office of Medicaid (MassHealth PCA FI Program) to perform employer-required tasks and related administrative tasks for individuals (“consumers”) in our Personal Care Attendant (PCA) Program.
MassHealth PCA services are self-directed personal care services provided by a personal care attendant, in a community based setting, and which consists of physical assistance with activities of daily living (ADLs) and instrumental activities of daily living (IADLs). MassHealth members receiving PCA services are assisted in self-directing their PCA(s) by Personal Care Management (PCM) Agencies. MassHealth PCA services are provided pursuant to MassHealth regulations at 130 CMR 422.000.
The PCA Program Fee for Service (FFS) is a MassHealth program that helps people with permanent of chronic disabilities keep their independence, stay in the community, and manage their own personal care by providing funds to hire PCAs. The PCA consumer (the person receiving PCA services) is the employer of the PCA, and is fully responsible for recruiting, scheduling, training, and if necessary, firing PCAs. Consumers may at times, need help managing the employment of PCAs. These consumers have surrogates who can help hire, train and supervise their PCAs. Surrogates can be family members, friends, or volunteers.
Tempus also has contracts for FI Services with the Senior Care Option (SCO), One Care, and the Program of All-inclusive Care for the Elderly (PACE) Programs. The SCO, One Care, and PACE Programs are a partnership between MassHealth and Medicare that provide a complete package of health care and social services, including PCA services.
Listed below are employer-required tasks Tempus Unlimited, Inc. performs as Fiscal Intermediary:
- Register the consumer as an employer with the Internal Revenue Service (IRS) and other state tax agencies;
- Process payrolls, and issue payroll checks and direct deposits as a Fiscal Employer Agent for the PCA (the employee of the consumer);
- Deposit taxes and file tax reports with the IRS and other state agencies;
- Process state and federal unemployment payments and reports;
- Purchase workers’ compensation insurance for the consumer;
- Provide customer service to the consumers and their PCAs;
- Supply documents and forms needed to process payroll for the PCA
Links
Safe Hiring forms:
CONSUMER INFORMATION
This page contains important information for consumers to help them manage their PCA program. Consumer setup forms, links to the Mass PCA Directory, and PCA Homecare Quality Workforce Council can be found here.
FI PAPERWORK:
TIMESHEETS
- Etimesheet
- eTimesheet Sign Up Instructions (English) & (Spanish)
- eTimesheet Password Reset Instructions (English) & (Spanish)
- FI Timesheet
- FI Timesheet Instructions
- FI Paid Time Off (PTO) Timesheet
- FI Paid Time Off (PTO) Instructions
- PCA Earned Paid Time Off Notice – ENG
- PCA Earned Paid Time Off Notice – SPA
PACKAGES
FORMS YOU SHOULD KEEP
- Consumer Package of Forms to Keep
- Fiscal Intermediary Procedure for Submitting Complaints and Grievances – PCA
- Complaint Grievance Request Form
- Notice of Privacy Practices (NPP) (English)
- Notice of Privacy Practices (NPP) (Spanish)
- Department of Industrial Accidents Notice to Employees
- Change Form and Supply Request
- 2024 Payroll Schedule 1
- 2024 Payroll Schedule 2
- 2025 Payroll Schedule 1
- 2025 Payroll Schedule 2
- Surrogate/AP contact form
LINKS
PCA INFORMATION
Tempus Unlimited, Inc. does not hire Personal Care Attendants (PCAs) or other employees for consumers. Workers are direct legal employees of the Consumer, (the person they are providing care for).
Please be advised, the following individuals cannot be hired as PCAs:
- The Parent of a Minor Child, Including Adoptive and Foster Parents
- Spouse
- Surrogate
- Legally Responsible Relative
You must also be legally authorized to work in the United States, be able to understand and carry out your instructions, and cannot be receiving pay for PCA work time from any other agency. To view the PCA Job Description click here.
PCA FORMS
Paperworkr is a software program that Tempus uses to capture and validate new-hire data online securely. Paperworkr uses prompts throughout the application to ensure that we are capturing all the information Tempus needs to process the hiring paperwork of your new worker The application cannot move forward without the information we need, so this ensures that when we do receive your paperwork and when you electronically sign and receive the OK that the submission is complete, the Consumer will begin to receive and be able to pay for worker services, as quickly as possible: Paperworkr Link
- PCA Provider Agreement Forms (English) & (Spanish)
- PCA Provider Agreement Form Samples (English) & (Spanish)
- M4
- M4 Sample
- W4 2024 (English)
- W4 2024 (Spanish)
- W4 Sample 2024 (English)
- W4 Sample 2024 (Spanish)
- I9 Form
- I9 Instructions
- I9 Rehire Form
- I9 Translation Form
- I9 Sample
- I9 Rehire Sample
- I9 Translation Sample
- Direct Deposit
- Direct Deposit Sample
- Direct Deposit Change Form
- Debit Card Enrollment Form
- Debit Card Enrollment Form Sample
- Debit Card Flyer
- Debit Card Pre-Acquisition Disclosure
- Debit Card Cardholder Agreement
- Electronic Timesheet Agreement
- Electronic Timesheet Sample
- PCA/Worker Request for Mailed Paystubs
- PCA/Worker Employment Termination Form
- Change Form and Supply Request
PACKAGES
LINKS
- MA PCA Union
- Union Application
- PCA Payroll Information Online
- Tempus Unlimited YouTube (Video Tutorials)
- eTimesheet Sign Up Instructions (English) & (Spanish)
- eTimesheet Password Reset Instructions (English) & (Spanish)
- Fee Reimbursement Attestation Form (English) & (Spanish)
- W-4 Tax Withholding Estimator
Paid Family Medical Leave (PFML) Notice
- PMFL Notice to Employee
- MA PFML Notice of Benefits
- PFML Notice MassHealth PCA/Worker Program 2021.01 – English
- PFML Notice MassHealth PCA/Worker Program 2021.01 – Spanish
| To apply for PFML, PCAs should call: |
|---|
|
The Department of Family and Medical Leave 833-344-7365 8:00am to 5:00pm |
PCA Payment Schedule
Have questions? Contact us at (877) 479-7577 or [email protected]
IMPORTANT REMINDERS
- Timesheets are due by 4pm on the Monday after the pay period. Submit timesheets by portal, fax, mail, or in-person.
• Click here to learn more here about submitting timesheets
- PCAs are paid by 5pm on the Friday after the pay period, as long as timesheets were submitted accurately by Monday at 4 PM.
- Every pay period is two weeks long. Pay periods start on the Sunday and end on a Saturday.
- A timesheet cannot be submitted if it includes hours a PCA has not yet worked.
- At the end of each pay period, Consumers must submit a timehseet for hours worked by their PCAs.
eTIMESHEET INFORMATION
- Get paid earlier using eTimesheets! Click here to learn more about eTimesheets.
- Early Pay eTimesheets are due by 11:59pm on the Sunday after the pay period, to be paid by Thursday before 5pm. PCAs must have direct deposit to be paid early on Wednesday.
Calendario de pagos de PCA
¿Tiene preguntas? Comuníquese con nosotros al (877) 479-7577 o al [email protected]
RECORDATORIOS IMPORTANTES
- Las planillas de horas trabajadas deben enviarse antes de las 4:00 p. m. del lunes siguiente al período de pago. Envíe las planillas de horas trabajadas por el portal o por fax, correo postal o en persona.
• Haga clic aquí para obtener más información sobre cómo enviarsus planillas
- Los PCA reciben su sueldo antes de las 5:00 p. m. del viernes siguiente al período de pago, siempre que las planillas se hayan enviado correctamente antes de las 4:00 p. m. del lunes.
- Cada período de pago dura dos semanas. Los períodos de pago comienzan en un domingo y terminan en un sábado.
- No se puede enviar una planilla si incluye horas que un PCA aún no haya trabajado.
- Al final de cada período de pago, los Consumidores deben enviar una planilla por las horas trabajadas porsus PCA.
INFORMACIÓN SOBRE LAS PLANILLAS ELECTRÓNICAS
- ¡Reciba su sueldo antes con las planillas electrónicas! Haga clic aquí para obtener más información sobre las planillas electrónicas o eTimesheets.
- Las planillas electrónicas de pronto pago se vencen a las 11:59 p. m. del domingo siguiente al período de pago y se pagarán antes de las 5:00 p. m. del miércoles. Los PCA deben tener depósito directo para poder recibir su sueldo antes el día miércoles.
Personal Care Attendant (PCA)
FREQUENTLY ASKED QUESTIONS (FAQs)
- What is PCA Orientation?
- When are the timesheets due in the FI (Fiscal Intermediary) office?
- What are your business hours?
- How do holidays work?
- What is Earned Paid Time Off (PTO)?
- How do I stop my PCA’s Direct Deposit?
- Did you receive my approval?
- Why isn’t a PCA paid when a consumer is in the hospital or long-term care facility?
- Why did I get a letter from you saying I was overbilling my hours?
- Are my PCA’s Tempus Unlimited FI or PCM Agency employees?
- How can I get more timesheets, W4s, I9s, PCA Signature forms or your weekly schedules?
- Can a Consumer call on a Monday to verify that we received their timesheet/paperwork?
- Should I fax or mail my timesheets in?
- Do PCAs get time and a half for holidays?
- Why wasn’t I paid for all the hours submitted on my timesheets?
- My check was mailed, but I haven’t received it, what should I do now?
- What do I do if I receive the check I placed a stop payment on previously?
- How do I terminate a PCA?
- When are your fax machines on?
- Can you explain the overbilling letter to me?
- What is the Office of Inspector General (OIG) Verification?
- What if my shift goes past midnight?
- What are the overnight rounding rules?
- What is considered a continuous shift from hours worked between 6:00AM and 12:00AM to hours worked from 12:00AM to 6:00AM?
What is PCA Orientation?
- PCA New Hire Orientation is a 4-hour program. Starting February 1, 2021, the Workers’ Rights section of the orientation is being moved from the consumer led portion of the orientation to the 1199SEIU Training and Upgrading Fund (TUF) portion alongside the Infection Control training that started on October 1, 2020 (Infection Control Training Flyer). Any PCA completing the orientation for their consumer on or after February 1, 2021, will need to complete the final 2-hours of orientation with TUF within 30 days of completing the orientation with their consumer (Orientation Notice). PCAs will be paid 4-hours for completing the orientation only after completing both portions of the orientation.
When are the timesheets due in the FI (Fiscal Intermediary) office?
- For you to get your PCAs checks in a timely manner (on Fridays based on your weekly schedule), we need to have your timesheet (in good order) no later than 4:00pm on Monday following the reporting period.
- Etimesheet Users enrolled in Direct Deposit can receive their payment as early as Wednesday by submitting timesheets by midnight Sunday.
What are your business hours?
- Our Consumer Relations Department is available to answer your calls 7:30 am – 4:30 pm Monday through Friday.
How do holidays work?
- For holiday hours worked between 6am-11:59pm, you get an hour at the regular rate plus an additional half-hour of pay, bringing the payment for holiday hours to one-and-a-half the regular rate. (New Year’s Day, Martin Luther King Jr Day, Juneteenth, 4th of July, Thanksgiving and Christmas Day)
What is Earned Paid Time Off (PTO)?
- As of July 1, 2019, PCAs will begin to earn 1 hour of paid time off (PTO) for every 30 hours worked. Please refer to Get Information on Paid Time Off (PTO)
How do I stop my PCA’s Direct Deposit?
- Please have your PCA request in writing. Make sure they include your (employer’s) name and company code (Consumer #). They will then need to provide us with a new direct deposit application, debit card enrollment form or DD Exemption Form, as Direct Deposit is mandatory for all PCAs as of 1/1/2017.
Did you receive my approval?
- You should be receiving notification from MassHealth in regards to your approved hours and dates of service (DOS). You should also be receiving a letter from the PCM (Provider Care Management) Agency. We do not send any letters from the FI office.
Why isn’t a PCA paid when a consumer is in the hospital or long-term care facility?
- This is a regulation set by the Commonwealth of Massachusetts. There are no exceptions.
Why did I get a letter from you saying I was overbilling my hours?
- We send you letters notifying of overuse in order to make sure you do not run out of hours toward the end of you approval. If you have any questions about our findings, please contact the Consumer Relations Department.
Are my PCA’s Tempus Unlimited FI or PCM Agency employees?
- You hire them, train them, decide on their hours and terminate them if you have to. You are the employer of record for the state and federal governments, not Tempus Unlimited (FI) or the PCM Agency.
How can I get more timesheets, W4s, I9s, PCA Signature forms or your weekly schedules?
- You can download them from our form finder or Paperworkr and print them from home if you have access to a printer. If you do not have access to a printer, you can request to have the forms mailed to you by calling our Consumer Relations Department.
Can a Consumer call on a Monday to verify that we received their timesheet/paperwork?
- You can call to see if the timesheet was processed, if not, inform the caller to note the time he/she faxed it and he/she can call the following day between 7:30am – 4:30pm and we will be happy to verify receipt of the timesheet/paperwork.
Should I fax or mail my timesheets in?
- For faster payment of timesheets, we strongly recommend that you fax them to us at 1-800-359-2884.
Do PCAs get time and a half for holidays?
- Yes, but only for six holidays: New Year’s Day, Martin Luther King Jr Day, Juneteenth, 4th of July, Thanksgiving and Christmas Day.
Why wasn’t I paid for all the hours submitted on my timesheets?
- There are various reasons for this, we recommend that you call our Consumer Relations Department.
My check was mailed, but I haven’t received it, what should I do now?
- Please give us a call, if we are able to verify that you have been paid, you may request we put a stop payment on the check. We will issue a new check after 5 business days. This is a MassHealth requirement, there are no exceptions.
What do I do if I receive the check I placed a stop payment on previously?
- You cannot cash the check as it has been stopped. Please destroy or VOID the check.
How do I terminate a PCA?
- You can terminate a PCA at any time; you will need to complete a PCA/Worker Employment Termination Form. The reason for termination is helpful for us if the PCA applies for unemployment.
When are your fax machines on?
- Fax machines are on 24 hours 7 days a week.
Can you explain the overbilling letter to me?
- We calculate the overbilled use hours on the last timesheet you submit covering two weeks. During this period, if your use exceeds your weekly allowable hours indicated on your approval, then we send an overbilling letter. If we see the overbilling continue over three pay periods, then we will request skills training from the PCM that you are affiliated with. If we see continued overbilling, then we must report it to MassHealth. MassHealth may then “CAP” your hours, meaning that we cannot pay you for more than your weekly-approved hours.
What is the Office of Inspector General (OIG) Verification?
- We are required by law to check your new PCA hires on the Office of the Inspector General (OIG) to see if there are any restrictions for their employment. If their name appears on this list, we will notify you immediately and no payroll can be processed for these individuals.
What if my shift goes past midnight?
- PCAs that clock-in using the EVV app and have a shift that goes past midnight of the following day, will have that shift automatically split for them by the system. In the EVV portal, they will see the shift end at 11:59PM of the previous day and resume at 12:00AM the next day until they clock out. If the shift that crosses midnight needs to be entered manually in the EVV portal, you will have to put the start time on the day the shift started and then the end time as 11:59PM on that day. You will then continue the shift by starting a new shift at 12:00AM the next day and then the time the shift ended.
What are the overnight rounding rules?
- Shifts that start and end between 12:00AM and 6AM are worked between 12:00AM and 6:00AM that are under 2 hours in length will be rounded up and paid as 2 hours to the PCA. This means the consumer’s approval will be deducted for 2 hours even if the PCA only worked 1 hour between 12:00AM and 6:00AM. Shifts worked between this time that are 2 hours or more in length will be paid as the total amount of hours submitted on the timesheet.
- Due to the overnight hours rounding rules, any shift that is ended by a PCA at 11:59PM and a new shift started at 12:00AM will be considered a continuous shift by MassHealth and only the total hours worked will be paid.