Stavros Center for Independent Living Fiscal Intermediary Services

Frequently Asked Questions

[ Index ] [ Answers ]

Index
  1. Did my check go direct deposit? (Mainly for the first time)
  2. How do I stop my PCA's direct deposit?
  3. Why didn't I get paid for all the hours submitted on my timesheet?
  4. Did you receive my new approval?
  5. Why doesn't a PCA get paid when a consumer is in the hospital?
  6. Do PCAs get overtime pay for holidays?
  7. How do holiday hours work?
  8. How many hours do I have left on my approval for regular hours and for holidays?
  9. Why did I get a letter from the Fiscal Intermediary saying I was overusing my hours?
  10. Can you explain the overuse letter to me?
  11. How can I get more timesheets, W-4s, I-9s, PCA Signature forms, or weekly schedules?
  12. Can I have copies of my payroll registers?
  13. What is my four digit employer number?
  14. What do I do if I have some ideas that might be helpful for your program?
  15. Are my PCA's Stavros FI or PCM (Provider Care Management) agency employees?
  16. Will Stavros do my PCA wage verifications?
  17. How much does my PCA get paid for working overnight?
  18. What is the Office of Inspector General (OIG) verification?
  19. What is the 1199 SEIU Union?
  20. What is earned sick time?
  21. What is PCA Orientation?
 
Questions and Answers
  1. When are timesheets due in the FI (Fiscal Intermediary) office?
    For you to get your PCAs' checks in a timely way (on Fridays based on your weekly schedule), we need to have your timesheets in the FI office no later than Tuesdays following the end of the reporting period.
    Return to Index

  2. Should I fax or mail my timesheets in?
    For faster payment of timesheets we strongly recommend that you fax them to us. Our fax numbers are (413) 256-3849 or (888) 773-428.
    Return to Index

  3. When can I call to find out whether you received my timesheet(s) or not?
    Please call no earlier than Wednesday afternoon.
    Return to Index

  4. When are your fax machines on?
    All the time. Just be sure to fax them to one of the fax numbers listed on the timesheets.
    Return to Index

  5. What are your business hours?
    We have the Customer Service Department available to answer your calls 9:00 A.M. to 5:00 P.M. Monday thru Friday.
    Return to Index

  6. When should I expect to receive my payroll checks?
    If we get your timesheets before noon on Tuesday and it is properly filled out, you can expect to receive your check(s) by Friday.
    Return to Index

  7. My check was mailed out, but I haven't received it…what should I do now?
    Please give us a call on Monday. If we are able to verify that you have been paid - and that shouldn't be a problem if we've gotten your timesheets on time - you may request that we put a stop payment on the check(s). We will issue new checks after five business days - sorry, but we can't make exceptions.
    Return to Index

  8. What do I do if I receive the check I placed a stop payment on previously?
    Your PCAs won't be able to cash these checks, so please write VOID across the check and mail it back to our office as soon as you can.
    Return to Index

  9. I am a PCA. How do I get direct deposit?
    You can click here to download the direct deposit form and instructions or you can call our Customer Service Department and request a form. You have to fill it out completely with the correct routing number, account number, the name and the four digit number of your employer. We also require supporting documentation from your financial institution for your direct deposit.
    Return to Index

  10. Did my check go direct deposit? (Mainly for the first time)
    To verify if your PCA payment was deposited into your bank account on the Friday of your pay cycle, please call your bank first. At the same time, your employer will be getting the non-negotiable check voucher with your payroll information on it.
    Return to Index

  11. How do I stop my PCA's direct deposit?
    Please have your PCA request this in writing. Make sure they include your (employer's) name and company code. They will then need to provide us a new account for direct deposit by completing a Stavros direct deposit form with proof of account. Direct deposit is mandatory for all PCAs as of 1/1/2017.
    Return to Index

  12. Why didn't I get paid for all the hours submitted on my timesheet?
    The answers to this question could vary. So we recommend that you call our Customer Service Department.
    Return to Index

  13. Did you receive my new approval?
    You should be receiving notification from MassHealth in regards to your approved hours and dates of service. You should also be receiving a letter from the PCM (Provider Care Management) agency. We do not send any letters from the FI office.
    Return to Index

  14. Why doesn't a PCA get paid when a consumer is in the hospital or long term care facility?
    This is a regulation set by the Commonwealth of Massachusetts. There are no exceptions.
    Return to Index

  15. Do PCAs get overtime pay for holidays?
    Yes, but only for four holidays: New Years Day, 4th of July, Thanksgiving Day and Christmas Day.
    Return to Index

  16. How do holiday hours work?
    For holiday hours, you get an hour at the regular rate plus an additional half- hour of pay, bringing the payment for holiday hours to one-and-a-half times the regular rate. If you use more than the holiday hours assigned to you on your approval, then you will only receive the regular rate.
    Return to Index

  17. How many hours do I have left on my approval for regular hours and for holidays?
    If you would like to learn the unused balance of your regular or holiday hours, please contact our Customer Service Department.
    Return to Index

  18. Why did I get a letter from the Fiscal Intermediary saying I was overusing my hours?
    We send you letters notifying of overuse in order to make sure you do not run out of hours toward the end of your approval. If you have any questions about our findings, please contact our Customer Service Department.
    Return to Index

  19. Can you explain the overuse letter to me?
    We calculate the overuse hours on the last two timesheets you submit covering four weeks. During this period, if your use exceeds four times your weekly allowable hours indicated on your approval, then we send an overuse letter. If we see the overuse continue over three pay periods, then we request skills training from the PCM you are affiliated with. If we see continued overuse, then we must report it to MassHealth. MassHealth may then "cap" your hours, meaning that we can't pay you for more than your weekly apporved hours.
    Return to Index

  20. How can I get more timesheets, W-4s, I-9s, PCA Signature forms, or your weekly schedules?
    You can download them from our site and print them from home if you have access to a printer. If you do not have access to a printer, you can request to have forms mailed to you by calling our Customer Service Department.
    Return to Index

  21. Can I have copies of my payroll registers?
    You can request copies of payroll registers by calling our Customer Service Department.
    Return to Index

  22. What is my four digit employer number?
    We assign you a four digit employer number after you start using the program and send in your first timesheets to the FI office. Following this, we will send you a packet containing a letter informing you of this new employer number along with your weekly schedule and some blank timesheets. We require you to use your employer number on the timesheets you submit to our office. This number also appears at the bottom of the payroll register that accompany the payroll checks you receive each pay period.
    Return to Index

  23. What do I do if I have some ideas that might be helpful for your program?
    We always welcome new ideas that will help us better serve you. Please let our Customer Service Department know or you can send them on our E-mail feedback form.
    Return to Index

  24. Are my PCA's Stavros FI or PCM (Provider Care Management) agency employees?
    NO. You hire them, train them, decide on their hours - and terminate them if you have to. You are the employer of record for the state and federal governments - not Stavros FI or the PCM agency.
    Return to Index

  25. Will Stavros do my PCA wage verifications?
    Stavros will provide wage verifications only for DUA (Division of Unemployment Assistance), Social Security Administration, Division of Transitional Assistance (DTA), and lawyer offices.

    Return to Index

  26. How much does my PCA get paid for working overnight?
    When your PCAs work as night attendants between 12:00 A.M. and 6:00 A.M., they get paid for 2 hours at $15.00/hr.
    Return to Index

  27. What is the Office of Inspector General (OIG) Verification?
    We are required by law to check your new PCA hires on the OIG website to see if there are any restrictions for their employment. If their name appears on this list, we will notify you immediately and no payroll can be processed for these individuals.

    Return to Index

  28. What is the 1199 SEIU Union?
    All the PCAs in the state now have a union that they can join. Please remind this to all your PCAs. You can download an application from this website, request them from the union or from our Customer Service Department.
    Return to Index

  29. What is earned sick time?
    Earned sick time is a new right approved by Massachusetts voters on November 4, 2014. On July, 1 2015, PCAs can begin to earn 1 hour of sick time for every 30 hours worked. A PCA must wait until 90 days after their first day of work to begin to use sick time. Up to 40 hours of sick time can be earned by a PCA. Please refer to the Consumer Memo (English) or Consumer Memo (Spanish)and PCA Memo created by MassHealth for rules and regulations regarding earned sick time. PCAs can view any earned sick time on-line at www.OnlineEmployer.com/feapca. Instructions on logging into and using the sick time portal can be found here. Additional information can be found at www.mass.gov/ago/earnedsicktime.
    Return to Index

  30. What is PCA Orientation?
    As of January 1, 2014, PCAs who have never worked in the MassHealth PCA program, are required to complete the 3-hour PCA orientation program. Consumers who hire PCAs that require orientation will be sent a letter by Stavros Fiscal upon set up. The consumer will then have the option of doing the orientation themselves. A consumer must return the Consumer Options form to Stavros Fiscal to receive the orientation materials by mail or to preform the orientation with their PCA online at https://pcaworkforcecouncil.training.ehs.state.ma.us. (Instructions for the online orientation can be found here) A Consumer can also send their PCA to a group orienation presented by the Homecare Training Benefit (Please call 1-877-409-8283 to schedule an orientation session). Only surrogates who are the parent of a consumer under the age of 18, have legal guardianship, or power of attorney can provide the orientation to a PCA on behalf of their consumer. Otherwise, surrogates cannot provide the orientation. PCAs who fail to complete the orientation program within six months of their date of hire will be subject a $2.00 per hour post tax payroll deduction. Further information regarding orientation can be found at https://www.mass.gov/service-details/pca-new-hire-orientation. Please note that none of the materials found on this website can be used to provide orientation and consumer taught option forms cannot be used either. Please contact our customer service if a consumer option form is needed.
    Return to Index
  31.