IV.B Client Employed Provider (CEP) Payment System
1/1/10
1. Overview
The Client Employed Provider (CEP) Payment System is a computer-based information system that allows for the issuance of vouchers and payment of vouchers that enable homecare workers (HCW) to be paid for the care they have provided to SPD clients. Access to the System is limited to authorized individuals in each local office.
2. Frequently Used Mainframe Screens
PROVIDER INFORMATION SCREENS
- SVDM - The voluntary union deduction menu accesses several screens related to union deductions, paid leave and health insurance
- SPVF,SOCIAL SECURITY NUMBER - Used to look up provider by Social Security Number
- SPVF,PROVIDER NUMBER - Used to search by provider number.
- SPVF,PROVIDER NAME - Used to search by provider name.
- PRV8,PROVIDER NUMBER - Provider information detail
ISSUE AND PAY VOUCHER SCREENS
- HATH,PRIME #,PROVIDER NUMBER - Online entry of authorization to generate a Medicaid voucher.
- OATH, PRIME #, PROVIDER NUMBER – Online entry of authorization to generate an OPI voucher.
- HPAY,VOUCHER NUMBER - To pay a Medicaid provider.
- OPAY, VOUCHER NUMBER – To pay an OPI provider.
- HRDY, BRANCH # - Displays all vouchers by branch in ready to pay status. Voucher information can be printed at the local office printer.
PAYMENT HISTORY SCREENS
- HATH,VOUCHER NUMBER - To inquire about a particular voucher.
- HINQ,P,PROVIDER NUMBER - Displays payment history for the provider.
- HINQ,V,VOUCHER NUMBER - Information regarding a particular voucher.
- HINQ,R,PRIME NUMBER - All vouchers for a particular client.
- HINV - Displays basic voucher detail. To access, select voucher from HINQ.
- HDTL - Displays service dates, hours, gross wages, mileage and deduction detail for the selected voucher. To access, [F10] from HINV.
- HSVC - Displays the summary of services and detail for each service. To access, [F10] from HINV or [F11] from HDTL.
- HPAD, BRANCH#, YYMMDD – Displays all voucher for the branch that have been paid. Voucher information can be printed at the local office printer.
- HFIQ,PROVIDER NUMBER - Tax information by quarter and year. This screen can be used for employment verifications.
- RCIQ – This is the check status screen.
- Check Number – Displays when the check was issued and paid.
- Payee ID Number – Displays all the payment for this provider.
- Payee Name (partial) – Displays all the payments for this provider.
- Payee Name (exact spelling) – Displays all the payments for this provider.
PAID LEAVE AVAILABLE SCREENS
- HRSP, PROVIDER # - Displays the paid leave hours earned for live-in providers.
- SHLQ, PROVIDER # - Displays the paid leave hours earned for hourly providers.
RECOUPMENTS, DEDUCTIONS & GARNISHMENTS SCREENS
- SLIA,P,PROVIDER # - Displays if a provider has had recoupments, garnishments, voluntary deductions, etc.
- SUDI, PROVIDER # - Displays information about SEIU dues deductions & whether a HCW is a union member for fair share. Access this screen through SVDM.
- SPRQ, PROVIDER # - Displays recoupments when an adjustment has been done due to overpayment.
- SHHW, PROVIDER # - Displays the number of hours worked each month for health insurance.
- SVDM - Voluntary union deduction menu. Accesses several screens related to union deductions, leave and health insurance
3. Application Process for Homecare Workers
4. Set-up and maintenance of HCW Provider Files in Oregon ACCESS
Refer to the Oregon ACCESS Provider Guides for detailed instructions.
5. Data Entry of Vouchers
- Under construction
6. Forced Vouchers
- Under construction
7. FICA Refunds
SPD withholds FICA tax which is a combination of both Social Security and Medicare tax from the client employed provider's check. At the end of the year some individuals may receive a tax refund.
The FICA refund is based on the total gross wages earned by the provider in an entire year. If the provider earns less than the Federal Standard set by the IRS/SSA then the provider will be sent a FICA refund check along with an explanation. The refunds are mailed in early January.
When a provider receives a FICA refund their W-2 will show "0" under both the "Social Security Tax Withheld" and under "Medicare Tax Withheld" boxes.
If a check is undeliverable, it will be returned to the SPD Provider Payment Unit. It can be released to the provider once a correct mailing address is obtained.
8. Unemployment Claims
Please see Homecare Workers Procedures Manual for more formation.