Common use of Voucher Payment Processing Timelines Clause in Contracts

Voucher Payment Processing Timelines. ‌ Vouchers and timesheets for HCWs/PSWs shall be processed and paid based on the payment timeframes below. a) For PSWs paid via a Fiscal Intermediary: If a Submission Deadline falls on an Oregon or Federal Holiday the date will be moved to the next business day. If a Pay Processing Date falls on an Oregon or Federal Holiday, or on a collectively bargained office closure, the date will be moved to the next business day: Pay Periods are from the first (1st) through the fifteenth (15th) and from the sixteenth (16th) through the last day of the month. PSWs will have three (3) business days to submit their completed timesheets to the Local Service Delivery Office. If an electronic time entry system is available, and the worker submits a paper timesheet, the worker will have two (2) business days to submit their timesheet. PSWs may submit a timesheet prior to the end of the pay period, so long as they have completed all work shifts for the applicable Consumer. The Pay Processing Date shall be eight (8) business days after the PSW Submission deadline. Paper paychecks will be issued and mailed no later than eight (8) business days after the PSW submission deadline. Direct deposits will be sent to the PSWs bank on the Pay Processing Date. b) For HCWs/PSWs paid via the State CEP Payment System: Beginning October 1, 2017, timesheets/vouchers shall be processed and paid based on a fourteen (14) day pay period. Completed timesheets/vouchers must be submitted to the local offices no later than close of business on the Wednesday following the end of the two (2) week cycle. Workers may submit a timesheet prior to the end of the pay period, so long as they have completed all work shifts for the applicable Consumer. The Pay Processing Date shall be eight (8) business days after the HCW Submission Deadline. Paper paychecks will be issued and mailed no later than eight (8) business days after the HCW submission deadline. Direct deposit will be sent to the HCWs financial institution on the Pay Processing Date. However, the financial institution’s policies on availability of funds will apply and are outside the scope of this Agreement. If a Pay Processing Date falls on an Oregon or Federal Holiday, or on a collectively bargained office closure, the date will be moved to the next business day. c) APD shall authorize daily out-of-cycle payments during the first two (2) pay periods following the transition to the above fourteen (14) day pay cycle. Out-of- cycle payments will start October 31, 2017. Biweekly out-of-cycle payments will be issued during the third (3rd) and fourth (4th) pay cycles following the transition. Payments will be for the appropriate prior service periods and will not include payments for current pay periods. d) If a Local Service Delivery Office is unexpectedly closed during any of these three

Voucher Payment Processing Timelines. ‌ Vouchers and timesheets for HCWs/PSWs shall be processed and paid based on the payment timeframes below. a) For PSWs paid via a Fiscal Intermediary: If a Submission Deadline falls on an Oregon or Federal Holiday the date will be moved to the next business day. If a Pay Processing Date falls on an Oregon or Federal Holiday, or on a collectively bargained office closure, the date will be moved to the next business day: Pay Periods are from the first (1st) through the fifteenth (15th) and from the sixteenth (16th) through the last day of the month. PSWs will have three (3) business days to submit their completed timesheets to the Local Service Delivery Office. If an electronic time entry system a PTCS is available, and the worker submits a paper timesheet, the worker will have two (2) business days to submit their timesheet. PSWs may submit a timesheet prior to the end of the pay period, so long as they have completed all work shifts for the applicable Consumer. The Pay Processing Date shall be eight (8) business days after the PSW Submission deadline. Paper paychecks will be issued and mailed no later than eight (8) business days after the PSW submission deadline. Direct deposits will be sent to the PSWs bank on the Pay Processing Date. b) For HCWs/PSWs paid via the State CEP Payment System: Beginning October 1, 2017, timesheetsTimesheets/vouchers shall be processed and paid based on a fourteen (14) day pay period. Completed timesheets/vouchers must be submitted to received by the local offices no later than close of the third (3rd) business on the Wednesday day following the end of the two (2) week cycle, which is also known as the HCW/PSW submission deadline. Workers may submit a timesheet prior to the end of the pay period, so long as they have completed all work shifts for the applicable Consumer. The Pay Processing Date shall be eight (8) business days after the HCW Submission Deadline. Paper paychecks will be issued and mailed no later than eight (8) business days after the HCW submission deadline. Direct deposit will be sent to the HCWs financial institution on the Pay Processing Date. However, the financial institution’s policies on availability of funds will apply and are outside the scope of this Agreement. If a Pay Processing Date falls on an Oregon or Federal Holiday, or on a collectively bargained office closure, the date will be moved to the next business day. c) APD shall authorize daily out-of-cycle payments during the first two (2) pay periods following the transition to the above fourteen (14) day pay cycle. Out-of- cycle payments will start October 31, 2017. Biweekly out-of-cycle payments will be issued during the third (3rd) and fourth (4th) pay cycles following the transition. Payments will be for the appropriate prior service periods and will not include payments for current pay periods. d) If a Local Service Delivery Office Case Management Entity is unexpectedly closed during any of these threethree (3) business days, the submission deadline for Workers shall be extended proportionally. Pay processing dates may have to be extended proportionally as well. The State shall immediately notify the Union, and post on the OHCC Facebook page, if the Pay Processing Date will be delayed. DHS/OHA and OHCC will post a submission and payment schedule on public websites. If a worker misses a Submission Deadline, they will be paid on the next available Pay Date. d) The Case Management Entity will immediately notify a Worker, via the contact information available, within twenty-four (24) hours of processing a timesheet/voucher if there is a problem with how the Worker is reporting their hours. The Worker shall be given an opportunity to correct the error prior to the payroll file being sent for processing. Based on the Worker’s response to the notification, DHS/OHA will make every effort to ensure that payment for corrected vouchers/timesheets are paid on the current pay processing date. For Workers that submit a corrected timesheet/voucher to their Case Management Entity, DHS/OHA will send a courtesy email if DHS/OHA was unable to process the submitted correction for the current pay processing date. Case Management Entity staff shall directly fix any issues with a Worker’s timesheet that they are able to per DHS policy. Within thirty (30) days of ratification of this Agreement, the State shall provide the Union with a copy of the applicable DHS policies.