How Do I Track and Submit My IHSS Timesheets?

As an In-Home Supportive Services (IHSS) caregiver, accurately tracking and submitting your timesheets is essential to ensure that you’re compensated for the hours you work. The process can seem overwhelming, especially if you’re new to the program or if your care schedule is complex. But don’t worry—this guide will walk you through how to track your IHSS hours and submit your timesheets correctly to ensure timely payment.

What Are IHSS Timesheets?

IHSS timesheets are the official record of the hours you work as a caregiver. You use them to report the number of hours you’ve spent providing care to your client (usually a family member) and to request payment for your services.

For most caregivers, timesheets are the primary way that the California Department of Social Services (CDSS) and local counties track care hours and process payments.

Step 1: Tracking Your IHSS Hours

Accurate tracking of the hours you work is crucial. Here are a few simple tips to help you stay organized and avoid discrepancies:

1. Use a Calendar or Planner

2. Record Start and End Times

3. Track Special Activities and Overtime

4. Double-Check Your Total Hours

Step 2: How to Submit IHSS Timesheets

Once you’ve tracked your hours, it’s time to submit your timesheet to request payment. There are two main ways to submit your IHSS timesheet: online or by mail.

1. Submitting Timesheets Online

California offers an online system called “eTimesheet”, which is an easy way to submit your timesheets electronically.

How to Submit Timesheets Online:

2. Submitting Timesheets by Mail

If you prefer not to use the online system, you can still submit your timesheet via mail. You will receive paper timesheets from your local IHSS office.

How to Submit Timesheets by Mail:

Step 3: Approving Your IHSS Timesheet

Once you’ve submitted your timesheet, it’s not yet complete—both you and the person receiving care must approve it. Here’s how to do that:

Online Approval:

Paper Timesheet Approval:

Common Mistakes to Avoid When Submitting Timesheets

To avoid delays or issues with your payment, here are some common mistakes to watch out for:

  1. Not Recording Exact Start and End Times: Always be specific when entering your hours—rounding to the nearest hour or estimating can cause discrepancies that delay payment.
  2. Forgetting to Sign or Date the Timesheet: Missing signatures or dates, especially from the recipient, can prevent the timesheet from being processed.
  3. Submitting Late: Make sure to submit your timesheet on time, as failure to do so can cause delays in receiving your payment.
  4. Not Tracking Overtime Properly: If you’re eligible for overtime pay, make sure to separate regular and overtime hours clearly.
  5. Errors in Totaling Hours: Double-check your totals to ensure there are no mistakes in your hours worked.

Tips for Making the Process Easier

Conclusion: Accurate Timesheet Submission Is Key to Timely Payment

Tracking and submitting your IHSS timesheets might seem like a tedious task, but it’s essential for ensuring that you’re paid accurately and on time. By tracking your hours, double-checking your timesheet, and submitting it either online or by mail, you can help make the process as smooth as possible.

With the right systems in place—whether it's using an online timesheet, tracking your hours in a planner, or ensuring timely submission—you can be confident that your hard work as an IHSS caregiver will be properly compensated.

Need help? In California, the In-Home Supportive Services (IHSS) program provides crucial financial help for families raising children with special needs. American Advocacy Group is on the front lines every day, making positive change happen for people diagnosed with autism, Down syndrome, and a range of diagnoses across the continuum. As a leading advocate for all people with intellectual and developmental disabilities and their families, and the premier provider of the support and services people want and need, we understand the system and know how to take action regarding your best interests.

CONTACT US FOR HELP. Dial (877) 762-0702 or email us at [email protected].

How Does the New Minimum Wage Affect My IHSS Payment?

As an In-Home Supportive Services (IHSS) caregiver, you play a critical role in ensuring that individuals with disabilities or elderly family members receive the care they need. Given the physical and emotional demands of caregiving, it's important to be compensated fairly for your work. That's where minimum wage laws come into play—especially if you live in California, where the minimum wage is periodically adjusted.

In this blog post, we will explore how the new minimum wage laws affect your IHSS payment and what you need to know to make sure you're being paid appropriately for the care you provide.

What Is IHSS?

In-Home Supportive Services (IHSS) is a California state program that provides financial assistance to families and individuals who need help with activities of daily living, such as bathing, dressing, and meal preparation. IHSS allows caregivers to be compensated for the time they spend assisting with these tasks.

IHSS caregivers can be family members or non-family members, but the pay rate is usually determined by the minimum wage in the county where the services are provided.

How Does the Minimum Wage Affect IHSS Payments?

The amount you are paid as an IHSS caregiver is directly tied to the local minimum wage in your county. This means that whenever the minimum wage increases, your pay as an IHSS provider will likely increase as well. The wage increase could result from new statewide wage laws or local wage ordinances that mandate a higher minimum wage.

Here’s how it works:

  1. California Statewide Minimum Wage: California has a statewide minimum wage law that sets a baseline rate for wages. This applies to most workers, including IHSS providers. The wage rate is adjusted annually, typically tied to inflation or other economic factors. In 2023, the statewide minimum wage in California for employers with 26 or more employees is $15.50 per hour, while smaller employers may have different rates.
  2. County-Specific Minimum Wage: In addition to the statewide minimum wage, some counties in California have local minimum wage ordinances that require higher rates than the state minimum wage. These counties have the authority to set a minimum wage rate that is above the state-mandated rate. For example, counties like San Francisco, Los Angeles, and Oakland may have higher minimum wages due to local legislation.
  3. Impact on IHSS Providers: As an IHSS provider, your wage will follow whichever minimum wage is higher: the state minimum wage or your county’s local wage. When the minimum wage increases, your hourly rate of pay as an IHSS caregiver will also increase accordingly.

When Does the New Minimum Wage Take Effect?

The impact of a new minimum wage depends on the timing of its implementation:

How Can You Find Out How Much You Will Be Paid?

  1. Review Your Timesheets: IHSS providers should carefully review their timesheets to ensure that they reflect the correct wage rate for their county. If the minimum wage in your area has increased, the pay rate listed on your timesheet should reflect that change.
  2. Check County or State Websites: The California Department of Social Services (CDSS) and your county's IHSS office will provide details on the current minimum wage rates for your area. If you’re in a county with a local wage ordinance, check your county’s website for updates on new wage laws.
  3. Contact Your IHSS Office: If you’re unsure about your pay rate or when it will change, you can always contact your local IHSS office to clarify the situation. They will provide the most accurate and up-to-date information regarding wage rates and how they affect your pay.

What Other Factors Can Affect Your IHSS Pay?

In addition to minimum wage changes, there are other factors that can influence your IHSS pay:

  1. Overtime Pay: If you work more than 40 hours per week, you may be eligible for overtime pay. Overtime is usually paid at 1.5 times your standard hourly rate. This is important to know if you are providing intensive care to someone who requires long hours of support.
  2. Changes in Your Hours: If the number of hours you work changes—either due to adjustments in the care plan for your loved one or other factors—you may see a fluctuation in your overall pay. These changes will be reflected in the timesheets you submit.
  3. Wage Deductions or Taxes: While IHSS wages are often exempt from federal Social Security and Medicare taxes for family caregivers, non-family caregivers are subject to these taxes. You may see deductions from your paycheck depending on your tax status. Be sure to track these deductions to understand how they impact your overall take-home pay.

What Can You Do to Make Sure You’re Paid Correctly?

To ensure you’re getting the correct pay as an IHSS provider, here are a few tips:

  1. Track Wage Updates: Stay updated on any new minimum wage laws in your county and statewide. Subscribe to newsletters from the California Department of Social Services (CDSS) or your county’s IHSS office to receive timely updates.
  2. Ensure Your Pay Rate is Correct: Double-check that your pay rate on your timesheet matches the current minimum wage for your area. If it doesn’t, reach out to your IHSS office to correct the discrepancy.
  3. Document Your Hours: Accurately record the hours you work to ensure you’re compensated for every minute of caregiving. Mistakes happen, but keeping clear records can help resolve issues quickly.
  4. Consider a Tax Professional: If you're unsure how the wage increase affects your taxes or if you’re a non-family caregiver subject to taxes, consider consulting a tax professional. They can provide guidance on how to properly file your taxes based on your earnings.

Conclusion: Stay Informed and Get Paid What You Deserve

As an IHSS caregiver, it’s essential to stay informed about the impact of minimum wage increases on your pay. In California, both the state minimum wage and local ordinances can affect how much you earn. When the wage increases, your pay will likely go up too, but it’s important to make sure your timesheets and payment rate are correct.

Need help? In California, the In-Home Supportive Services (IHSS) program provides crucial financial help for families raising children with special needs. American Advocacy Group is on the front lines every day, making positive change happen for people diagnosed with autism, Down syndrome, and a range of diagnoses across the continuum. As a leading advocate for all people with intellectual and developmental disabilities and their families, and the premier provider of the support and services people want and need, we understand the system and know how to take action regarding your best interests.

CONTACT US FOR HELP. Dial (877) 762-0702 or email us at [email protected].

Can I Receive IHSS If My Child Only Needs Minimal Help, Like Supervision?

The In-Home Supportive Services (IHSS) program is designed to provide support for individuals who need assistance with daily living tasks due to a disability or medical condition. But what if your child only requires minimal assistance, such as supervision, rather than hands-on personal care? Can you still receive IHSS?

The short answer is yes, but there are specific conditions under which supervision can qualify for IHSS. In this blog post, we’ll explore how supervision works within the IHSS framework, what you need to know about eligibility, and how you can navigate the process to ensure your child gets the care they need.

What is IHSS?

IHSS is a California state program that provides personal care services to individuals who are aged, blind, or disabled, and who need assistance to remain safely in their homes. The services are intended to support people with disabilities or medical conditions, allowing them to live independently. IHSS services are provided by personal caregivers, which can include family members or hired help, depending on the situation.

The most common services covered by IHSS include assistance with:

But there’s another type of service provided under IHSS that is often overlooked: supervision.

What is Protective Supervision?

Protective supervision is a service that falls under the broader category of IHSS care and specifically applies to individuals who need constant oversight to ensure their safety. This is not the same as hands-on personal care, but it’s still crucial for families who are caring for children with conditions that could put them at risk if left unsupervised.

For children who have developmental, cognitive, or behavioral disabilities, protective supervision might include:

In other words, even if your child doesn’t need assistance with daily activities like bathing or dressing, they might still qualify for IHSS if they require supervision for safety reasons.

How Does IHSS Determine Eligibility for Supervision?

To determine if your child is eligible for protective supervision under IHSS, the county will assess their condition and needs. The key factor in this assessment is whether your child has a cognitive or behavioral condition that puts them at risk of harm if not supervised.

Here’s what you need to know about the process:

  1. Assessment by a Social Worker: An IHSS social worker will conduct an assessment to evaluate your child’s needs. This will involve looking at:
    • Your child’s medical history and diagnosis
    • The nature of their disability or condition
    • Their ability to care for themselves and make decisions
    • Whether they require constant supervision to ensure their safety
    • Documentation from medical providers that supports the need for supervision
  2. Eligibility Criteria for Supervision: In general, IHSS provides protective supervision if the child has a serious medical or developmental condition that:
    • Affects their ability to understand danger
    • Poses a risk of harm to themselves or others if left unsupervised
    • Requires a level of monitoring that goes beyond normal caregiving

For example, children with autism, severe developmental delays, or certain medical conditions like epilepsy might require supervision due to the potential for dangerous behavior or medical emergencies.

What Does Protective Supervision Cover?

If your child qualifies for protective supervision under IHSS, the services can cover the time spent monitoring your child’s safety. However, it’s important to understand that it’s not just about being present; the supervision must be active and continuous. For instance:

It’s important to note that IHSS doesn’t cover “general supervision” or “sitters.” The supervision must be linked to a specific risk, such as the potential for self-harm, wandering, or an inability to understand dangerous situations.

How Do I Apply for IHSS Protective Supervision for My Child?

Applying for protective supervision under IHSS follows the same basic process as applying for any other IHSS service. Here’s how to get started:

  1. Complete an Application: You’ll need to apply for IHSS through your local county office. Some counties have online portals where you can submit your application, while others may require you to apply in person or by mail.
  2. Provide Medical Documentation: Along with your application, you’ll need to provide medical documentation that supports your child’s need for protective supervision. This could include:
    • A doctor’s note or medical records detailing your child’s condition
    • Evaluations from specialists (e.g., pediatricians, neurologists, or therapists)
    • A statement about why your child needs continuous supervision for their safety
  3. Interview with a Social Worker: After submitting your application, an IHSS social worker will schedule an interview or home visit to assess your child’s needs. During this process, the social worker will ask about your child’s condition, their daily activities, and how they require supervision.
  4. Assessment of Hours: Based on the evaluation, the social worker will determine how many hours of supervision are required. These hours are usually based on the risk level and the amount of time your child needs supervision each day.
  5. Approval and Reassessments: If your application is approved, you’ll begin receiving IHSS hours for protective supervision. However, keep in mind that IHSS hours are typically reassessed annually to ensure they continue to meet your child’s needs.

Can I Get More Hours for Supervision?

If your child’s needs increase or if your initial assessment doesn’t fully account for the amount of supervision required, you can request a reassessment. This might happen if your child’s condition changes or if they require more frequent supervision due to evolving behaviors or health issues.

You may also request additional hours if your child’s condition improves and they require fewer hours of care. The goal of IHSS is to match the services with the actual needs of the individual, so regular reassessments are part of the process.

What If My Application for Supervision is Denied?

If your application for protective supervision is denied, you have the right to appeal the decision. You can file an appeal with the California Department of Social Services (CDSS) and request a hearing. During the hearing, you can present additional medical documentation, advocate for your child’s needs, and make your case for why supervision is necessary.

If you’re unsure how to proceed with an appeal, organizations like Disability Rights California offer free legal advice and can help you navigate the process.

Conclusion

If your child only needs minimal assistance, like supervision, you may still be eligible for IHSS under the protective supervision category. This service ensures that children with disabilities who are at risk for harm have the oversight they need to stay safe. The process may take time, and you’ll need to provide supporting medical documentation, but the support can make a significant difference in your family’s caregiving routine.

Remember that you are not alone in this process—there are advocacy organizations and support groups that can help guide you through the IHSS application, reassessment, and appeals process.

Need help? In California, the In-Home Supportive Services (IHSS) program provides crucial financial help for families raising children with special needs. American Advocacy Group is on the front lines every day, making positive change happen for people diagnosed with autism, Down syndrome, and a range of diagnoses across the continuum. As a leading advocate for all people with intellectual and developmental disabilities and their families, and the premier provider of the support and services people want and need, we understand the system and know how to take action regarding your best interests.

CONTACT US FOR HELP. Dial (877) 762-0702 or email us at [email protected].

What Happens During the IHSS Assessment?

If you're considering applying for In-Home Supportive Services (IHSS) or you've already applied, one of the most crucial steps in the process is the IHSS assessment. This IHSS assessment is where a social worker evaluates your needs to determine whether you're eligible for IHSS and, if so, how many hours of assistance you will receive each week. Understanding what happens during this assessment can help you feel more prepared, reduce any anxiety, and ensure the process goes smoothly.

In this post, we’ll break down everything you need to know about the IHSS assessment—from what to expect, what the social worker looks for, to how it impacts the level of care you receive.

What is the IHSS Assessment?

The IHSS assessment is an in-home visit conducted by a social worker or caseworker from your county’s Department of Social Services (DSS). The purpose of the assessment is to determine the level of assistance you require with activities of daily living (ADLs) and other essential tasks. ADLs can include things like bathing, dressing, grooming, cooking, and housekeeping. The social worker will also assess whether you have any medical or mental health needs that require additional help.

Why Is the Assessment Important?

The assessment plays a central role in determining whether you qualify for IHSS and how many hours of care you’re eligible for. The social worker will use a standardized tool to evaluate your needs, and the results will directly influence the type and amount of care provided. If you qualify, the assessment ensures that the services you receive match your specific care needs, helping you live as independently as possible.

What Happens During the IHSS Assessment?

1. Scheduling the Assessment

2. Introduction to the Social Worker

3. Review of Medical and Functional Needs

4. The Functional Index Rating

5. Assessment of Mental Health and Cognitive Needs

6. Evaluating Safety and Home Environment

7. Discussion of Caregivers and Support System

8. Clarification of Services Needed

9. Wrap-Up and Next Steps

What to Prepare for the IHSS Assessment

To ensure the assessment goes smoothly, here’s a list of things you should prepare:

Final Thoughts

The IHSS assessment is an essential step in receiving the support and care you need. By being well-prepared and understanding what to expect, you can ensure that the process goes smoothly and that you receive the level of care that matches your needs. Whether you're seeking assistance with personal care, household chores, or health management, the assessment will help determine the appropriate support for your lifestyle.

If you have concerns or questions during the assessment process, don’t hesitate to ask the social worker for clarification. Remember, the goal is to ensure that you can live safely and comfortably in your home with the appropriate level of assistance.

Need help? In California, the In-Home Supportive Services (IHSS) program provides crucial financial help for families raising children with special needs. American Advocacy Group is on the front lines every day, making positive change happen for people diagnosed with autism, Down syndrome, and a range of diagnoses across the continuum. As a leading advocate for all people with intellectual and developmental disabilities and their families, and the premier provider of the support and services people want and need, we understand the system and know how to take action regarding your best interests.

CONTACT US FOR HELP. Dial (877) 762-0702 or email us at [email protected].

Can IHSS Cover Transportation to Medical Appointments?

In-Home Supportive Services (IHSS) is a vital program for individuals who need help with daily tasks such as bathing, dressing, meal preparation, and housekeeping. However, one common question many IHSS recipients have is whether the program can help cover transportation costs to medical appointments. Whether you’re managing a chronic condition, receiving regular treatments, or simply need assistance getting to the doctor, knowing what IHSS can and cannot cover is crucial for planning your care.

In this post, we’ll explore whether IHSS can help with transportation to medical appointments, what your options are, and how to access the support you need.

IHSS Does Not Cover Transportation to Medical Appointments

The short answer is no, IHSS does not cover transportation to medical appointments. IHSS is designed to assist with activities of daily living (ADLs) such as bathing, dressing, cleaning, meal preparation, and help with mobility within the home. It does not provide coverage for non-medical transportation or travel to medical appointments, treatments, or hospital visits.

This limitation can be frustrating for many individuals who rely on IHSS for personal care but struggle to find reliable transportation to their medical appointments. However, there are other options available that can help fill this gap.

What Are Your Transportation Options?

While IHSS doesn’t cover transport to medical appointments, there are several alternative services that may be available to you, depending on where you live and your specific needs.

1. Medi-Cal’s Non-Emergency Medical Transportation (NEMT)

If you are a Medi-Cal recipient, you may be eligible for Non-Emergency Medical Transportation (NEMT). NEMT is a service that provides free or low-cost transportation to medical appointments for individuals who have no other means of transport due to physical, mental, or financial limitations.

2. County-Specific Transportation Services

Many counties offer local transportation programs for residents who need assistance getting to medical appointments. These programs are often designed for elderly, disabled, or low-income individuals. Here are some examples of local transportation options:

You can check with your local transportation department or the senior/disabled services in your county to find out what options are available.

3. Friends and Family

If you have family members or friends who can help with transportation, you may be able to rely on them for rides to medical appointments. While IHSS cannot pay family members or friends for transportation services, it’s often the most flexible and accessible option.

If you're using a family member as your IHSS provider, you might be able to schedule their time to provide personal care while you attend appointments, but remember that IHSS hours are generally reserved for caregiving and not for travel time.

4. Rideshare Services (e.g., Lyft, Uber)

If you have the financial resources to cover the cost, rideshare services like Lyft or Uber can be an excellent way to get to medical appointments. Some rideshare companies also offer programs that provide discounted or free rides to medical appointments for individuals who are eligible for assistance programs.

Some healthcare providers or insurance programs offer ride programs that partner with rideshare services to help patients get to medical appointments, so it’s worth checking with your healthcare provider to see if they have partnerships with these services.

5. Private Pay Services

If none of the above options are feasible, you can also consider hiring private transportation services that offer door-to-door assistance for medical appointments. These services can be particularly helpful if you need more personalized transportation (e.g., assistance getting into the vehicle or a wheelchair-accessible vehicle). However, these services typically come at a cost, and you will need to cover them out-of-pocket.

How to Make the Most of Your Transportation Options

Here are some tips to help ensure you can access transportation to your medical appointments efficiently and cost-effectively:

Final Thoughts: Alternative Transportation Options

While IHSS doesn’t cover transportation to medical appointments, there are multiple resources and programs available that can help fill this gap. Whether through Medi-Cal’s Non-Emergency Medical Transportation (NEMT) program, local paratransit services, rideshare options, or family and friends, there are options out there to help you get to your medical appointments.

It’s important to explore your options and plan ahead to ensure you have reliable transportation when you need it. If you have difficulty navigating transportation resources, your local IHSS office or community organizations can often provide guidance and help you find the best option for your situation.

Need help? In California, the In-Home Supportive Services (IHSS) program provides crucial financial help for families raising children with special needs. American Advocacy Group is on the front lines every day, making positive change happen for people diagnosed with autism, Down syndrome, and a range of diagnoses across the continuum. As a leading advocate for all people with intellectual and developmental disabilities and their families, and the premier provider of the support and services people want and need, we understand the system and know how to take action regarding your best interests.

CONTACT US FOR HELP. Dial (877) 762-0702 or email us at [email protected].