Payroll Services

The vendor required to provide payroll services within the basis of a reimbursement program.
- Requirement:
1. General eligibility criteria of PAS applicant
•    Applicant must be state resident as verified by department.
•    Completed PAS applications are sent to the department as program.
•    An applicant must have a significant physical disability or sensory disability (brain injury) with functional limitations in performing multiple activities of daily living (ADLS).
•    Applicants must have the ability to self-direct
•    Financial eligibility is based on income and resources. 
•    The financial resource limit is $75,000.00.
•    Household incomes are reviewed using the current federal family income scales. 
•    In some instances, a cost share may be required.
•    Each applicant must apply and found ineligible for comparable benefits through the Medicaid waivers or other comparable governmental benefits prior to department personal assistance services (PAS) eligibility determination.
•    PAS is ended whenever a PAS consumer becomes eligible for a Medicaid waiver.
•    An annual re-assessment of each PAS participant is required
2. Enrollment packets and training
A. Enrollment packets
•    Introductory letter with instructions for completion, along with frequently asked questions
•    Contractor authorization form
•    Form 26878
•    Ss 4
•    Employer - representative and contractor agreement
•    Par 101 form
•    Background check forms
•    Previous employment information
•    Virginia department cost share form
•    Change of information form
•    Participant termination notice
•    department payroll schedule
•    EITC notices
•    Income tax credit informational flyer
B. Consumer enrollment training:
•    How the contractor requests information for and completes criminal records checks, child abuse and neglect checks, as well as other state and federally required background checks; 
•    Processing procedures of employee timesheets; 
•    The contractors’ policies on deducting, state and federal payroll taxes and other withholdings, along with issuance of year-end tax form expectations; 
•    The contractors process for consumers submitting timesheets for pay personal care assistants (employees) and point of contacts and process for dispute resolution. 
•    Outline the call center customer service hours of availability, how to access and services provided. 
•    Provide training on fiscal and employer agent (F/EA) enrollment and payroll processing procedures to department PAS individuals (consumers and employers) in managing their personal care assistants’ timesheets and provide an electronic visit verification (EVV) system compliant with the 21st century cures act for personal care services. 
•    Provide the established schedule for the PAS program, which runs every two weeks beginning on Sunday and running through the second following Saturday along with corresponding payroll dates.
3. Automation and technology:
•    An automated system for receiving, processing and paying timesheets
•    Direct deposit, debit cards and checks as payment options
•    Comprehensive reporting capabilities
•    Technology capability, with encryption, to send and receive records for file exchanges, payroll, contractor invoice (itemized invoices required) and other administrative functions. 
•    No data transferred shall consist of sensitive information.
•    A call center offers a toll-free number, that utilizes interactive voice response (IVR) that is integrated with payroll processing systems
•    Fraud, waste and abuse identification and referral protocols
•    Methods for assessing consumer and employer service satisfaction, at least annually to department for approval. 
•    Distribute an annual satisfaction survey to the consumer and employer regarding their services and the data results shall be provided to the department PAS program manager.
4. Payroll processing:
•    Process payroll on Mondays and shall submit on Tuesdays, if there is no pending holiday. 
•    If a holiday falls on a Tuesday, payroll submissions shall be made on Mondays. 
•    This should not impact the date that payments are issued and mailed or deposited to PAS account or debit card. 
•    Prepare payment invoices and send to department for reimbursement immediately following the payroll, and payment shall be processed within 10 days in accordance with the current PAS payroll schedule, FY 2026 pay schedule.
•    Have the ability to process a late payroll if needed on Friday of the payroll week, or out of sequence payment when necessary. 
•    Agency will provide the contractor with a new pay schedule at least 60 days in advance of the new fiscal year. 
•    Calculate the portion of applicable withholding and other tax liability information for each pa and forward those amounts, with all required documentation to the appropriate federal and state agencies as required by law. 
•    Process all judgments, garnishments, tax levies, or any other related liens on the funds of PAS as required by local, state, or federal law. 
•    Reconcile any payroll differences with the designated administrative staff or the program manager (or designee) of the PAS program.
•    If the appropriate contact information changes at any time, the contractor will be notified in writing, by the PAS program manager within 24 hours. 
•    Contractor shall acknowledge any reconciliations issues that arise will be documented via e-mail to the program manager the resolution. 
•    On or before the Thursday following receipt of the payroll data, process payments of the net amount by providing supplies, preparing, signing, mailing checks and depositing electronic payments directly to the PAS, drawn from financial resources available to, and maintained by, the contractor. 
•    Tuesday through Thursday of the week following the end of a pay period, shall be considered the active payroll processing time for the contractor. 
•    The contractor will provide the following options in the following order which include:
o    Direct deposit of payroll earnings into PAS checking or savings account. 
o    Deposit funds on an existing debit card.
o    Mailing checks.