Dear Personal Support Workers,
This is just a reminder that all services provided April 1st, 2015 forward must be entered into and paid out of the State of Oregon’s new payment system, eXPRS. You must have both a provider number and an eXPRS login in order to use eXPRS. Additionally, all PSW timesheets and invoices must show time-in and time-out for all hours worked. PSW-Domestic Employees MUST use the state’s new timesheet and new mileage reimbursement form moving forward. PSW-Independent Contractors must ensure that their invoices continue to meet these guidelines developed by the state. (Note: all ICs are already meeting these requirements to be paid, so there are no new expectations listed here.)
Need training on the eXPRS system? We’re hosting several trainings here at INW on April 9th. Click here for details!
Additionally, the state’s payment system creates monthly utilization caps for the number of hours a customer can receive in a given month. Keep an eye on your mailbox this week for details on how this will affect service agreements with your customers.
If you encounter issues or have questions along the way, please communicate with our office. Working together, we will weather this next set of changes to the system. Thank you for the essential work you provide to our community!
The FAQ below was mailed to Personal Support Worker – Domestic Employees in early March.
When do the changes happen?
PSWs working with Independence Northwest customers must start using eXPRS for hours worked starting on April 1st, 2015. Effective this date, ALL brokerages and counties will be operating via eXPRS.
What do I need to make the transition?
All providers need two things:
- A provider number. Without a provider number you will not be able to work starting on April 1st, 2015. There are no exceptions.
- An eXPRS log-in so you can enter your hours.
What if I don’t have a provider number or eXPRS log-in?
If you don’t have a provider number, please call Rachel Kroll at our office immediately at 503.546.2950 or email her at firstname.lastname@example.org. If you don’t have an eXPRS log-in, please email email@example.com or call 503.945.5623.
What is this about time-in and time-out on timesheets?
You will no longer be able to show just the number of hours you work in a given day. Instead you will be required to show exactly what time you worked.
How will I submit my hours?
With your log-in you will be able to enter your time-in and time-out directly into eXPRS. It will do the math for you. At the end of the pay period you can print your timesheet from eXPRS and submit it to INW as you have in the past. All timesheets still require your employer’s signature.
What if I don’t have a printer?
PSW – Domestic Employees: If you do not have a way to print your timesheet out of eXPRS, you can copy your eXPRS hours onto the timesheet we mailed to you in early March and submit it to us.
What if I don’t have a computer or internet connection?
PSW – Domestic Employees: If you do not have a computer with an internet connection at your home and don’t have access to a public library, Independence Northwest will have a computer in our office available for you to use. Please contact us if you would like to access this option.
What if I don’t want to use the state’s payment system?
We want PSWs to be empowered to enter and track their own hours. However, if you are unable or unwilling to use eXPRS, an INW Personal Agent is required to perform data entry on your behalf. If you choose this option, you MUST check the box on your timesheets to authorize us to do this work. If you do not enter your own hours and then fail to check the box on the timesheet authorizing INW to do it for you, you will not get paid on time.
INW has set up a webpage just for eXPRS transition resources. Visit www.independencenw.org/psw for links to the following:
- State of Oregon eXPRS Training Video on YouTube
- Copies of state-mandated timesheets with time-in/time-out feature
- Copies of the state-created step-by-step training on how to use eXPRS
- Links to key personnel to contact when you have questions
- Links to payroll calendars
- Links to state transmittals regarding PSW payment and documentation
- A link to the eXPRS log-in page