Information and Updates
July 1, 2016: A somewhat unexpected, but most welcome, rate increase went into effect for fiscal year 16/17. This has been passed on to all respite workers, with designated now at $15 per hour for post July 1st service dates. This may be the only increase received for the next several years, so don’t expect another raise anytime soon.
We can no longer accept incomplete timesheets. Each must be filled in per the instructions. Payroll numbers and UCIs must be included and correct. Newly designated respite workers receive a Payroll number the first time they’re paid. Sign up paperwork can no longer be sent on the deadline date to be processed for that payday. There simply isn’t enough time to add someone or search for worker or client information during pre-payday Mondays, Tuesdays or Wednesdays. Everyone’s assistance is greatly appreciated.
January 2016: In the beginning . . . there was a wonderfully simple program (poorly) named respite. The pay rate was/is nominal, but it gave/gives value to respite workers’ time. Unfortunately, our elected officials passed well intentioned, but costly and detrimental laws, rules and regulations, without funding, that now encompass respite and other DDS programs. It is our hope that everyone will work to keep the program viable.
Tri-Counties Regional Center: TCRC is the local Regional Center that creates respite authorizations. The eligible family member’s/client’s TCRC Service Coordinator should be contacted if your family’s respite needs change.
Hour usage: As a vendor with TCRC it is our responsibility to manage usage within program parameters. This is why we encourage using the hours allotted each month to simplify tracking. Unused hours can be accumulated, but hours cannot be “borrowed” from future months.
Tracking hours: Using a calendar to mark the dates and times respite is used can help ensure the correct number of hours are used in a month. If a balance is needed Respite, Inc. staff can provide it up to the most recent timesheet processed. Unless otherwise requested, your worker(s) will be told an hour balance for the client he/she is designated to provide services for. This will help him or her avoid submitting for unauthorized respite hours that are actually private childcare time.
UCI number: It is imperative that your family member’s Unique Client Identifier number (from TCRC) be included on any correspondence/timesheets. Effective July 1, 2016 timesheets without the correct UCI may not be processed in time for the next payday. The UCI can be provided by Respite, Inc.
EOR Respite: This is the type of respite authorization created by TCRC for those client families who have their own person to designate as a respite worker. Respite, Inc. becomes the Employer of Record, managing payroll and governmental requirements for those people you hire.
Designating a respite worker: Newly authorized families are mailed an EOR packet containing all the forms necessary to sign up a person of their choosing. The original Waiver and W-4 must be received, with a first timesheet, in order to enter the new worker into the payroll system. Established families must also submit the same forms whenever they hire/designate a new respite worker.
Respite can stay a viable program in San Luis Obispo and Santa Barbara Counties if we all work together toward that common goal. Respite, Inc. remains dedicated to providing the services you need while keeping respite as stress-free as possible, within the limitations being imposed.
~ Thank you for your support ~
1/10/15: Designated Respite Workers will be receiving update forms soon. To remain Active in payroll, the form must be completed and returned by the end of March. New payroll schedules will be included with the mailing.
In 2015, paydays will change to every other Friday, with timesheets due no later than 5:00pm on the Tuesday before that Friday payday. Pay periods will be Sunday – Saturday. The payroll schedule is posted .
Respite Workers will receive a rate increase beginning January 1 for 2015 service dates. Most overtime exemptions remains, so there are no daily hour limitations. However, hours cannot exceed forty (40) in a seven day work week/pay period.
7/1/14: Fiscal Year 2014-2015 begins and the “new year” also brings a few policy changes. The following was mailed to families with respite authorizations:
– Using the number of hours authorized each month creates continuity for the family, client and respite worker. Up to three months of hours may be used in a quarter. If all three months are submitted at the same time, they cannot all be for the first month of the quarter. If submitted this way, only one month of hours will be paid to the worker each calendar month. This is because we can’t predict when an authorization will be canceled or changed by TCRC and it happens often, without any notice.
– Since a parent or guardian hires their own Designated Respite Worker, manages that person’s service hours and determines the identification provided allows that individual to legally work in the United States, it is the parent or guardian’s responsibility to complete and retain a USCIS Form I-9 for every person hired/designated per Immigration and Customs Enforcement (ICE) regulations. A blank I-9 form, list of acceptable documents and an example are enclosed. A fillable version (pages 7 and 8) and all seven pages of instructions can also be found online at: http://www.uscis.gov/sites/default/files/files/form/i-9.pdf
– In order to insure we match paperwork/timesheets to the correct client, we ask that you include the TCRC Unique Client [Consumer] Identifier (seven number UCI) on forms where indicated. The UCI is on most TCRC documents, however, we can provide it upon request.
We wish all of these changes weren’t necessary. Unfortunately, federal and state mandates keep affecting respite and other regional center services and we must find ways to comply. Your continued understanding and cooperation are sincerely appreciated.
2/21/14: Since a parent or guardian hires their own Designated Respite Worker, manages that person’s service hours and determines the identification provided allows that individual to legally work in the United States, the parent/guardian is the employer. Respite, Inc. is the third party payor, handling program mandates and payroll services. It is the parent or guardian’s responsibility to complete and retain an I-9 for every person hired/designated per Immigration and Customs Enforcement (ICE) regulations.
Due to the sensitivity of the information, I-9s that have already been sent to Respite, Inc. will be securely disposed of/shredded. Because of the confusion surrounding I-9s, a blank set of instructions and forms will be mailed to every family we have on record in June 2014, to coincide with the new fiscal year. We cannot assist in the completion of Sections 1 or 2.
A fillable version (pages 7 of 9 and 8 of 9) and all seven pages of instructions can also be found online at: http://www.uscis.gov/sites/default/files/files/form/i-9.pdf
The Handbook for Employers (Guidance for Completing Form I-9) can be found at: http://www.uscis.gov/sites/default/files/files/form/m-274.pdf