Report 2016-128 Recommendation 5 Responses

Report 2016-128: In‑Home Supportive Services: The State Could Do More to Help Providers Avoid Future Payment Delays (Release Date: March 2017)

Recommendation #5 To: Social Services, Department of

To effectively communicate information to providers and reduce call volumes at counties, Social Services should implement functionality within CMIPS II by December 2017 to provide automated notifications to providers about the status of their timesheets and paychecks, including when timesheets are received and processed, when paychecks are processed, and whether there are exceptions on timesheets that would delay processing paychecks and whom to contact at the county to address those exceptions.

1-Year Agency Response

In November 2017, CDSS successfully implemented electronic timesheets in all 58 counties. As a part of the electronic process, all enrolled providers and recipients receive emails (Attachment H) as their timesheets are being processed, approved, and paid. Also included is the Timesheet History PowerPoint (Attachment F) which was recorded as a training webcast for providers and recipients. The recorded webcast can be found at: http://www.cdss.ca.gov/inforesources/IHSS-Providers/Resources/Timesheet-Information

  • Completion Date: November 2017
  • Response Date: March 2018

California State Auditor's Assessment of 1-Year Status: Partially Implemented

Social Services implemented functionality within CMIPS II to provide automated notifications to providers who use the new electronic timesheets feature. Although Social Services reported in its six-month response that providers who choose not to use electronic timesheets are still able to set up an account in the application and check the status of their timesheets and paychecks, it did not address this provision in its one-year response or provide evidence of the provision's implementation.

  • Auditee did not address all aspects of the recommendation

6-Month Agency Response

CDSS successfully implemented electronic timesheets in the pilot counties in June 2017, and is expected to complete the implementation in November 2017. This solution automatically sends email notifications to the providers and recipients who opt into this service throughout the timesheet process. Additionally, any provider, including those who do not use the electronic timesheets feature, can set up an account in the application and can check the status of their timesheets and paychecks.

  • Estimated Completion Date: November 2017
  • Response Date: September 2017

California State Auditor's Assessment of 6-Month Status: Pending

Social Services did not provide documentation to illustrate examples of the email notifications or the account used to check on the status of timesheets and paychecks.


60-Day Agency Response

With the implementation of the electronic timesheets which is scheduled to pilot in June 2017, and if successful, will go live statewide in July 2017, this solution will include a feature that automatically sends email notifications to the providers and recipients who opt into this service throughout the timesheet process. Additionally, any provider, including those who do not use the electronic timesheets feature, can set up an account in the application and have the ability to check the status of their timesheets and paychecks. CDSS also is evaluating options that could send email notifications to the providers and/or recipients when the paper timesheet has been received and processed through CMIPS II.

  • Estimated Completion Date: July 2017
  • Response Date: May 2017

California State Auditor's Assessment of 60-Day Status: Pending


All Recommendations in 2016-128

Agency responses received are posted verbatim.