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One Cabot rd. STE 102Medford, MA 02155Phone (888) 866‐0869Fax (877) 563‐6438All new providers, whether individual or agency, are required to self‐register for the PPLPortal and identify the services they wish to provide. Please see the Self‐RegistrationProcess for more details. If the provider is an individual, he or she will fill out a CriminalBackground Check Form (CORI) as the final part of the self registration process.If the provider is an agency, the CORI is conducted by the agency.Once the credentialing process has been completed, the provider must complete therelevant employment packet (either independent contractor, agency, or employee).The completion of the employment packet provides crucial information to PPL such as:Tax StatusServices ProvidedEmployment agreement specific between each participant and providerNegotiated pay rate(s)After PPL has received the completed employment packet, providers can begin billingfor services rendered. Note! If providers do not submit the necessary packet, paymentcannot be issued.b. How is it determined if Individual staff should be an independent contractor or a payrollemployee?An Independent Contractor must exercise independent judgment, define assignments, and setpriorities and schedules. The IRS states, “A general rule is that you, the payer, have the right tocontrol or direct only the result of the work done by an independent contractor, and not themeans and methods of accomplishing the result.”In the Participant Directed Program, individuals providing services are set up as eitheremployees (payroll employees) or independent contractors based on the service he orshe is providing, the provider’s employment status has already been determined basedon the nature of the service being delivered. Use the ‘Provider Paperwork Matrix’ as aguide to help determine if a provider will be and independent contractor or employee.Individuals providing Professional Services and Supports will always be independentcontractors. Since taxes will not be withheld from these providers’ paychecks, PPL willissue a 1099 year end statement to all Independent Contractors indicating the amountof income paid out by PPL in a given calendar year.Note: Neither Employer of Record paperwork nor a Federal Tax Identification Numberwill need to be established if only independent contractors will be hired.c. Is there a resource participants, and or families and others can use to find providers forthe Participant Directed Program?Public Partnerships has created a Provider Directory exclusively for the ParticipantDirected Program. This is a common list of all providers who have elected to appear on6

One Cabot rd. STE 102Medford, MA 02155Phone (888) 866‐0869Fax (877) 563‐6438our Provider Directory, and are willing to provide services to participants enrolled in theParticipant Directed program. The Provider Directory allows for users to search for arange of service providers who work around the Commonwealth of Massachusetts.The Provider Directory can be accessed directly on the PDP Web Portal PDPd. How will PPL know who to set up as the Employer of Record if the participant decides tohire employees?Support Brokers will enter Employer of Record demographic information into theparticipant profile on the PPL Web Portal. Once this information has been populated,Support Brokers will print all of the necessary Employer of Record forms with pre‐populated information directly from the Web Portal and send or bring them to theparticipant to sign. The original forms must be returned to PPL at 6 Admirals WayChelsea, MA 02150. These cannot be returned via fax or e‐mail because we need tohave the original signature on file.e. How much can providers be paid for services?The Participant Direct Program allows participants to determine negotiated rates forservices rendered. This allows for participants to flexibly determine how much to payproviders for hourly, daily, or monthly services. Note! There are ‘rate ceilings’, meaningnegotiated rates cannot exceed a certain dollar amount. Please contact the DDS WaiverManagement Unit for more information regarding these rate ceilings.IV.Provider Paperworka.Do providers have to complete paperwork too?Yes, providers will have to complete a provider packet. PPL will not be able to issuepayments to providers until we receive the completed paperwork. There is more thanone type of provider packet and each provider must each fill out the appropriate packet,depending on the type of service that they will provide. Please refer to the IndividualProvider Paperwork Matrix (available at www.publicpartnerships.com), which contains alisting of the required paperwork by service code/ service type.Providers, participants, representatives and DDS staff may download provider packets atany time. Upon request, PPL will mail a provider packet directly to a new provider.Please specify which provider packet should be mailed.b. What type of paperwork is in the employment packets?7

One Cabot rd. STE 102Medford, MA 02155Phone (888) 866‐0869Fax (877) 563‐6438 Allthree provider employment packets (independent contractor, employee, andagency) each require the following documents:Employment Agreement Part AEmployment/Service Agreement Part BProvider Information FormDirect Deposit Form (Optional)The tax paperwork for each packet is slightly different. For independent contractors andagencies, only a W‐9 form is required to verify the tax identification number (TIN). Theemployee tax forms are slightly more complex to verify an employee’s individual filingstatus. These forms include:1‐9 Employment Verification (ensures an employee is eligible to work inthe United States)W‐4 (states an individual’s Federal tax filing status)M‐4 (states an individual’s state tax filing status)c. Which provider packet do providers fill out?This depends on the type of service that a provider is providing. Please refer to theIndividual Provider Paperwork Matrix available at www.publicpartnerships.com whichcontains a listing of the required paperwork by service code/ service type.d. Who is responsible for sending the provider packet to a new provider?Providers, participants, representatives and DDS staff may download provider packets atany time. Upon request, PPL will mail a provider packet directly to a new provider.Please specify which provider packet should be mailed.e. Does a provider need to complete a new provider packet for each participant that he orshe works with?Yes, providers need to complete a separate provider packet for each participant that heor she works with. PPL associates providers to participants in the Web Portal based onthe receipt of a signed Employment Agreement A & B between the provider and theconsumer and related tax paperwork.f.What are the Terms and Conditions of Employment?Any provider (individual or agency) providing services in the Participant DirectedProgram must complete an Employment Agreement (Parts A and B) and submit them toPPL.These documents need to be signed and dated by the provider and responsible partybefore PPL can issue a paycheck for services rendered. These Agreements will establish8

One Cabot rd. STE 102Medford, MA 02155Phone (888) 866‐0869Fax (877) 563‐6438 a hiredate, wage rate, for each service being provided, as well as provide importantinformation to the provider about employment policies and rules. The Terms andConditions Agreement is included the all provider packets.g. When does someone use Marion Edwards Associates (MEA?)If a participant is going to hire an employee directly rather than through a provideragency, different tax laws apply and the participant must decide to be set up as theEmployer of Record or designate a responsible party as the Employer of Record.However, if no person can act as Employer of Record, then the participant can hireemployees through Marion Edward Associates.If a participant cannot be set up as the Employer of Record (for instance, if you arereceiving PCA services) then Marion Edwards Associated (MEA) can be set up as theemployer agent for the participant’s employees. We recommend this option only if aparticipant cannot be set up as the Employer of Record and there is no one else (familymember, legal guardian, etc.) that could set up as the Employer of Record.MEA is a temporary staffing agency. PPL has contracted with MEA as an alternativeoption for individuals who are already set up as Employers of Record receiving PCAservices and the option of setting up a family member or guardian as an EOR does notexist. This allows these individuals to self direct services and to hire employees, whilestill receiving PCA services.MEA will pay all Employer taxes, hold a Worker’s Compensation policy, and charge anadministrative fee. The employer taxes and the Worker’s Compensation policy are thesame as if you were set up as an Employer of Record.Timesheets will be faxed directly to MEA at 617‐426‐4632, who will produce and sendchecks directly to your staff. MEA will withhold Social Security, Medicaid (FICA), andstate and federal income taxes from each employee’s paycheck. A summary of allemployee tax withholdings will appear on their paycheck stub. Furthermore, MEA willalso prepare and mail a W‐2 Wage Statement to each employee in January.h. Which packet do employees paid through MEA have to fill out?Employees paid through MEA must complete the ‘MEA employment packet’ and submitit directly to MEA. All employees, including those paid through MEA must complete theself registration and credentialing process.i.What Taxes are withheld for each employee?All payroll employees must pay taxes. Social Security, Medicaid (FICA), and state andfederal income taxes are withheld from each employee’s paycheck. PPL will prepareand mail a W‐2 Wage Statement to each employee in January.9

One Cabot rd. STE 102Medford, MA 02155Phone (888) 866‐0869Fax (877) 563‐6438 Forparticipants, PPL will act as the Agent of the Employer of Record and will insure thatSocial Security, Medicaid (FICA), and all state and federal income taxes are withheldfrom each employee’s pay check.Please note, individuals paid as Independent Contractors will not have taxes withheldfrom their paychecks. Furthermore, PPL will issue 1099’s to these workers at the end ofthe calendar year.j.Who is responsible for paying Employment taxes for individual employees? How areEmployer taxes calculated?Employment taxes come out of the participant budget. But NOTE! PPL will calculate theEmployment taxes for individual employees and issue the payments on behalf ofparticipants. To help with budgeting for taxes to be paid, Support Brokers and ServiceCoordinator can utilize the DDS Excel Budgeting Tool that calculates the Employer taxesbased on the amount participants wish to pay all of their employees.Support Brokers and or Service Coordinators can enter the wage a participant wishes topay staff and the total number of hours for the year into the DDS Excel Budgeting Toolwhich will do the math.k. Can family members be hired?Participants may not hire their spouse, or their legal guardian for any services.Parents and other family members may be hired.V.CORI (Criminal History Background Check)a. Has worker been CORI approved?Support Brokers can view the status of a provider’s CORI by searching for the provideron the PPL Web Portal. The Web Portal will communicate if the CORI is approved andthe date they were approved, or if it is in process and the date it was submitted to theCriminal History Board.The provider will receive an email from PPL once they are approved, notifying them theyare now eligible to begin providing services in this program.b. How long will it take for worker to be CORI approved?It takes between ϯͲϰ ďƵŝƐŶĞƐƐ ĚĂLJƐ for PPL to receivĞ CORI results. UnfortunatelLJ͕ PPL has no control over how long it takes to receive the results.c. We need a worker to start sooner, can you make an exception/ prioritize our request?Unfortunately, this is not possible. PPL submits all CORI requests to the Criminal HistorySystems Board and we must wait until we receive the results from them. The providerwill receive email notification as soon as they are approved.10

One Cabot rd. STE 102Medford, MA 02155Phone (888) 866‐0869Fax (877) 563‐6438d. Can worker start working before CORI is approved?Employees cannot begin work prior to CORI approval, and PPL will not issue paymentsfor time submitted prior to CORI approval. This rule is in place to protect you and yourfamily from hiring someone who may not meet the state standards to provide servicesavailable in this program.e. Worker was CORI approved through another agency, can they begin working?PPL cannot accept CORIs that were conducted by outside sources or third parties. Inorder for the provider to begin work, the CORI must be conducted through PPL.Workers provided through an Agency will have had a CORI review through their agencyand not PPL.VI.Grandfathering In Existing ISO Providers into PDPa. What does it mean that ISO Providers are ‘grandfathered in’ to the new PDP program?Existing ISO Providers will be ‘grandfathered in’ to the PDP program. To be‘grandfathered’ allows existing ISO providers to enroll in the PDP program withoutundergoing the new PDP credentialing process. PPL will apply existing CORI informationfor grandfathered providers. Grandfathered providers who wish to provide services toadditional individuals or to provide new services will, however, be required to gothrough the PDP credentialing process before being permitted to provide those newservices or to serve new individuals.b. Does a provider who worked in the ISO program have to do a CORI for the new PDPprogram?No, if a provider was already working in the ISO, he or she will be ‘grandfathered’ to thenew PDP program and does not need to do a CORI again.VII.Servicesa.What services are available in the Participant Directed Program?The Participant Directed Program provides the self‐directed services which are offeredthrough three different HCBS Waivers, each having different services available. The threewaivers are the Adult Supports Waiver, Community Living Waiver and Residential SupportsWaiver. Please refer to the Service Overview Matrix posted on publicpartnerhips.com for acomplete list of all services available to program participants. Also contact DDS for fulldescriptions of available services within each Waiver Program.11

One Cabot rd. STE 102Medford, MA 02155Phone (888) 866‐0869Fax (877) 563‐6438b. If a participant is using employee services and will be set up as the Employer of Record, isWorker’s Compensation required?Yes, in compliance with the Commonwealth of Massachusetts Department of WorkforceDevelopment, a Worker’s Compensation insurance policy is required for any Employerin the Commonwealth. A Worker’s Compensation policy will be obtained andmaintained by PPL and the designated insurance agency, however, the cost of the policywill come directly out of the participant’s budget.c. How much does a Worker’s Compensation insurance policy cost?The cost of a Worker’s Compensation policy will vary depending on the total payroll anemployer plans to pay across the entire fiscal year. To help budget and determine anexact dollar estimate for the cost of a Worker’s Compensation insurance policy, supportbrokers should refer to the DDS Excel budgeting tool which can calculate the policy costbased on the total payroll input into the worksheet.VIII.Payments and Budgetinga. How do I, as a participant, provider, or DDS staff, know if a timesheet was received or acheck went out?Program participants and DDS staff involved in the PDP program can register to have accessto the PPL Web Portal. Participants will be able to view their current budget, details of whatwas paid, to whom and on what date. DDS staff will be able to view participants’ budgets,and details on what was paid, to whom and on what date, in their case loads. You can alsocall PPL Customer Service directly at (888) 866‐0869.b. How can either a participant or provider purchase other things like goods/items,memberships, etc.?Request for payment of items and goods and request for reimbursement will only be paidon PPL invoices. All invoices must include the vendor’s name, address where the item will beshipped, and a receipt or price quote as backup documentation that supports the requestfrom the vendor. Additionally, a W‐9 form is required of all vendors except for commonlyknown national vendors. We will not be able to process the request without the vendor’sTax Identification number.c. Can reoccurring payments, such as for a monthly transportation pass, be paid for in thePDP program? How can this be done?Yes, the Participant Directed Program allows for certain services to be paid on areoccurring monthly basis, without any timesheets or invoices. Automatic reoccurringpayments can be set up directly through the Web Portal. The participant will need towork with his or her support broker to determine services which should be paid on areoccurring basis. The support broker will then authorize the payment directly in PPL’s12

One Cabot rd. STE 102Medford, MA 02155Phone (888) 866‐0869Fax (877) 563‐6438 WebPortal. The support broker will need to identify the service, participant, theprovider, rate, number of units and recurrent time (monthly). Please Note: only thoseservices listed with ‘Auto’ in the service name can be paid out on this reoccurringschedule. The Support Broker will authorize the ‘Auto’ service code directly in the PPLWeb Portal.d. How can a participant keep track of his or her spending?PPL will send monthly reports to each participant for any month in which there is spendingactivity. Users may elect to view this report electronically through the PPL Web Portal or inhard copy. The electronic reports provide users with accurate, real‐time data.The following information is included in the Family Friendly Spending Report:What is documented as the budget for the year;What has been spent so far (by service); andWhat funding is available.e.Who can be contacted for questions, concerns or comments?Contact Public Partnerships, LLC (PPL) Customer Service at (888) 866‐0869.13

Medford, MA 02155 Phone (888) 866‐0869 Fax (877) 563‐6438 3 I. General Participant Directed Program Information a. What is Public Partnerships, LLC? Public Partnerships, LLC (PPL) is a national organization dedicated to assisting state, county,