IHSS PA consumer handbook

Record Keeping, Payroll, Share of Cost & Dismissal

It is your responsibility as the employer to verify that your care provider fills out time sheets correctly. Be certain that the hours claimed for each day are correct. If not, make corrections after speaking to your care provider.

Before you sign, make certain that the correct total hours are marked on the time sheet. Once you and your care provider agree that the time sheet is correct, sign the time sheet. Do not sign it before. If changes are made on the time sheet, initial each change. It is the responsibility of the employer to cooperate with the employee in order for the care provider to submit the time sheets in a timely manner.

If you have a share of cost (check with your social worker), pay that amount directly to your care provider. This is part of their pay. Wait until after your care provider submits the time sheet.

Both you and your care provider should receive the share of cost (SOC) payment letter before transacting this payment. It is called the “Explanation of IHSS SOC” letter. It is your responsibility to pay this share of cost when you receive the letter. The amount may change each pay period. Each letter will tell you the exact amount of the share of cost to be paid each pay period. 

More Tips on Being Fair and Responsible in the Time Sheet Process:

  • Keep accurate records of the hours worked.
  • Use a calendar to record the care provider’s daily time.
  • If you have several care providers, it is your responsibility to ensure that each worker gets their timesheet authorized for the exact hours worked and agreed upon.
  • Do not sign a blank time sheet.
  • If you have a care provider work more hours than IHSS authorized on your Notice of Action, you are responsible to pay for those extra hours. 
  • Refusing to pay your share of cost will cause the Registry to deny you referral services.
  • Do not abuse the timesheet process.
  • Do not give the care provider more hours than worked for any reason: this is fraud.
  • Do not use the timesheet process as punishment.
  • Do not make inappropriate demands on your care provider.

Dismissing a Care Provider

There are many reasons for letting an employee go. You may not feel comfortable with the person in your home. There may be conflict. Perhaps the care provider is not doing what you both agreed on, although you have tried to supervise and correct them. They may bring someone to your home without permission. They may arrive late for work regularly, or miss days without letting you know. Or you may both feel it is not working out well.   Other reasons for dismissal might include abuse of drugs or alcohol, excessive use of your telephone or items missing in your home. In general, as an employer you should remain professional.

Dismiss a Care Provider for Legitimate and Appropriate Reasons

When you dismiss your care provider, be sure the person gets paid for hours worked. Do not use the time sheet process in a punitive way. Do not withhold pay for legitimate hours worked, even when you dismiss a care provider. Withholding pay for work done is illegal: a care provider has a legal right to be paid for all hours worked.

It is best if you have already mentioned your concerns about the care provider’s work during supervision and correction. This makes separation easier if things are not working out. Although it is not required, you are encouraged to give them a two-week notice that they will be terminated so that they can make alternative plans for work. Also remember that many care providers are attempting to maintain work hours so that they can qualify or maintain continuity for medical insurance. 

Have someone with you when you are dismissing your employee. Ask if there are any of the care provider’s personal belongings in your home. If you have given your care provider a house key, be sure to get it back at this time. (We do not recommend ever giving them a key.)

Promptly call Payroll at (707) 565-2852 to report that you are dismissing the care provider and the last day of employment.

Reasons for Immediate Dismissal

Confront your care provider and ask for their explanation. If you are certain that something of value is missing, call the police.

If you are afraid that your care provider will harm you or you are being physically, sexually, or financially abused, IMMEDIATELY contact the police and Adult Protective Services (APS).

  • For Adult Protective Services, call: (707) 565-5940.
  • If mistreatment or abuse of a child is involved, contact Child Protective Services (CPS) at: (707) 565-4304.

Do Not Remain in a Abusive Situation!

Call the Registry to report theft or abuse by a Registry referred care provider. This will help the Registry prevent it from happening to another person. <a>

If possible, plan ahead for a replacement. Inform your Registry Coordinator if you need another referral. Remember to give an objective and fair report of the shortcomings of your dismissed care provider.

When the final time sheet arrives, fill it out correctly so that your dismissed worker is paid for work done.

Treat Your Care Provider Fairly

As the care provider’s employer, you are responsible for treating your care provider fairly. This includes not discriminating against the care provider due to their race, gender, age, marital or non-marital status or religion. A respectful employer will:

  • Sign the Provider Enrollment form as soon as possible.
  • Stick to an agreed upon work schedule as consistently as possible.
  • Provide advance notice when you need to change your schedule.
  • Track the hours worked accurately.
  • Sign time sheets and check that the hours are recorded accurately.
  • Insure that each care provider is properly tracked and paid for their work, if you have multiple care providers.
  • Pay your share of cost.

Maintaining a Professional Relationship

Here are some hints to maintain a professional employer relationship to your care provider:

  • Do not make discourteous or rude remarks. Unkind remarks can make it difficult for you to retain a care provider.
  • Avoid sexual remarks or sexual harassment.
  • A care provider who has a sexual relationship with you is unprofessional, and this also reflects poorly on you as an employer.
  • Be punctual and consistent with your agreed upon schedule.
  • Avoid making false allegations, such as stealing, ruining items, breaking items, etc., unless you are certain of the facts.
  • Do not demand that the care provider work for hours beyond their authorized hours.
  • Do not ask the care provider to do tasks not already authorized by IHSS.
  • Do not ask your care provider to commit fraud in regard to completing the time sheets.
  • Do not invade the privacy of your care provider.
  • Remember this is a business relationship: Do not expect the care provider to be your friend.
  • Remember a care provider has a right to quit a job.
  • A working relationship can be terminated with mutual respect.
  • Do not harass a care provider after their termination of employment.

Registry staff can provide you with advice on how to be a good or better employer. Employers that mistreat their Registry referred care providers may be subject to removal of services by the IHSS Public Authority Registry.

Please read the Registry policy.

Contact Information

Adult and Aging Division
Human Services Department
Business Hours
Monday – Friday
8:00 AM – 5:00 PM
3725 Westwind Boulevard
First Floor
Santa Rosa, CA 95403
38.510185, -122.796579