How Do I Keep Track of the IHSS Hours I’ve Worked?

Managing and tracking the hours worked under the In-Home Supportive Services (IHSS) program is an essential part of ensuring that you, as a caregiver, are compensated correctly and on time. Whether you’re a parent providing care for your child or a family member assisting a loved one, accurate record-keeping of your IHSS hours is critical. Mistakes can delay payments or lead to discrepancies that might be difficult to resolve. In this blog post, we’ll cover everything you need to know about how to keep track of IHSS hours worked, from using the timesheet system to understanding the rules for documentation. Let’s get started!

1. Understanding the IHSS Timesheet System

At the core of tracking IHSS hours is the timesheet system. IHSS requires caregivers (whether family members or hired assistants) to fill out and submit timesheets for the hours worked each pay period. These timesheets are then reviewed by the county IHSS office to determine payment.

Types of Timesheets

• Paper Timesheets: Many counties still use paper timesheets, which you can fill out manually. After completing them, you mail them back to the county for processing.
• Electronic Timesheets (eTimesheets): Some counties have switched to electronic timesheets, which can be filled out online and submitted through a secure portal.

How to Complete a Timesheet

For both paper and electronic timesheets, you’ll need to record several key details:

• Date of Service: You must document the specific days you worked.
• Start and End Times: List the exact hours you worked, including the start time and end time for each caregiving shift.
• Total Hours Worked: At the end of each day or week, add up the total number of hours worked to ensure it matches the service provided.
• Signature: Both the caregiver and the recipient (or their authorized representative) must sign the timesheet to verify the hours worked.

2. How to Organize and Track Your Hours

Here are some practical tips for staying on top of your IHSS hours:

Use a Digital Calendar or Tracker

Keeping a digital calendar (e.g., Google Calendar) can help you track when you worked and for how long. Each day you work, enter the hours into your calendar with a note about the type of care provided. This way, you can easily refer back to it when completing the timesheet.

Alternatively, you can use a timesheet tracking app. There are several apps designed for caregivers that allow you to record work hours, including:

• CareZone: Allows you to track hours worked, take notes about the services provided, and even create detailed caregiving plans.
• MyCaringPlan: A caregiving app that includes timesheet management and task tracking for in-home care providers.

Manual Record Keeping

If you prefer a physical system, consider keeping a logbook or notebook where you record each shift’s start and end times. At the end of the week, tally up the hours worked. This method works well if you don’t want to rely on technology.

Excel or Google Sheets

For those who are comfortable with spreadsheets, Excel or Google Sheets can be a powerful way to track IHSS hours. You can create columns for:

• Date
• Start Time
• End Time
• Total Hours Worked
• Notes (for special tasks or observations)

By having a weekly or monthly spreadsheet, you can easily see how many hours you've worked and ensure everything aligns with what you’re reporting on your timesheet.

3. Know the Limitations on IHSS Hours

While it’s important to track hours worked, it’s equally crucial to understand that IHSS has limits on how many hours of care can be approved for each individual. Hours are typically based on the person's needs assessment, and there are maximum hours allowed per week or month.

• Weekly Limits: The maximum number of hours for IHSS care depends on the assessment of the individual’s needs.
• Monthly Limits: In some cases, the number of hours can be adjusted monthly based on reassessments or changes in the individual’s condition.

Make sure to review the approved care plan and check that your hours worked align with the approved care limits. If you need additional hours, you can request a reassessment.

4. Double-Check Your Timesheet Before Submitting

It’s easy to overlook small errors, but mistakes on your timesheet can lead to payment delays or rejection. Before you submit your timesheet (whether paper or electronic), double-check the following:

• Accurate Date and Time Entries: Ensure that the dates and times you’ve recorded are correct and that there are no inconsistencies.
• Total Hours: Make sure your total hours add up correctly for each day and week.
• Signatures: Both the caregiver and the recipient (or authorized representative) must sign the timesheet to confirm the hours worked.

5. What to Do If You Make a Mistake

If you notice a mistake on your timesheet after it has been submitted, it’s essential to act quickly to correct it. Depending on the submission method:

• Paper Timesheet: If you catch the error before the timesheet is processed, you may be able to resubmit a corrected version. You’ll need to contact your IHSS office to inform them of the mistake.
• Electronic Timesheet: For eTimesheets, there’s often a “cancel” or “edit” function that allows you to amend the timesheet before it’s finalized. Make sure to do this promptly to avoid delays.

6. Tracking Overtime and Special Circumstances

If your caregiving responsibilities require overtime or additional tasks, it’s important to track this separately. Overtime pay (for hours worked beyond the standard weekly limit) may apply depending on the county's policies and the specifics of the care plan. If your care recipient needs help with special tasks (such as transportation to medical appointments), these hours may be tracked separately as well.

• Overtime: If applicable, keep a separate log for overtime hours and verify that these are compensated at the appropriate rate.
• Special Tasks: If you’re providing services outside the regular care schedule, such as supervision or helping with errands, make sure these hours are clearly noted.

7. Submit Your Timesheet on Time

Once your timesheet is complete and double-checked, be sure to submit it promptly. IHSS pays on a biweekly or monthly schedule, and submitting your timesheet on time ensures that you receive payment without delay.

• Electronic submission: Submit via the eTimesheet portal if available.
• Mail: If submitting a paper timesheet, be sure to mail it early enough to avoid delays. Consider using certified mail to confirm delivery.

8. What to Do if You Have Problems with IHSS Payments

If you notice discrepancies between the hours you’ve worked and the amount you’ve been paid, don’t hesitate to contact your local IHSS office. Keep a record of all correspondence, timesheet submissions, and any follow-up communication to resolve issues quickly.

Conclusion

Accurate record-keeping of your IHSS hours is vital to ensure that you are compensated fairly and on time. By using tools like digital calendars, tracking apps, spreadsheets, or manual logs, you can easily stay on top of your hours. Remember to always double-check your timesheets for errors, know the limitations of your care plan, and reach out for help if anything goes wrong.

By staying organized and proactive, you’ll be able to focus more on providing high-quality care and less on the paperwork!

Need help? In California, the In-Home Supportive Services (IHSS) program provides crucial financial help for families raising children with special needs. American Advocacy Group is on the front lines every day, making positive change happen for people diagnosed with autism, Down syndrome, and a range of diagnoses across the continuum. As a leading advocate for all people with intellectual and developmental disabilities and their families, and the premier provider of the support and services people want and need, we understand the system and know how to take action regarding your best interests.

CONTACT US FOR HELP. Dial (877) 762-0702 or email us at [email protected].