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Home > FMS Policies and Procedures CA > Establishment of Workers as Employees of Consumers > Distribute Worker Hire Package

Distribute Worker Hire Package

Policy: 

The Worker Hire Package consists of all employment forms that must be completed by the participant or representative and workers when hiring a workers. This package is only for consumers who choose to hire workers.

A new participant will receive the Worker Hire Package from the F/EA or their Counselor only after <<insert any criteria here for distributing the Hire Package; e.g. in some programs a budget has to be issued first>>.  The participant will be trained by the Counselor at the first intake meeting. The Counselor will review each form with the counsumer, helping the participant to understand and to complete them.

Existing consumers receive their supply of employment packages from their Counselor or F/EA as they request packages to hire new workers. Packages must be sent to consumers the same business day that the request is made.

 
Distribution of Updated Worker Hire packages:
 
When a new version of a form included in the package is released from the Internal Revenue Service, Department of Homeland Security or other agency, an updated Worker Hire package must made available. Forms in the Worker Hire package are updated at least annually because new versions of Forms W-4 and W-5 are released for each calendar year or if regulatory changes warrant an update.
 
Upon request, F/EA submits a copy of the Worker Hire Package to Program Administrator.
Procedure: 
Distribute Packages to Consumers at their Request
Use this process to distribute packages to consumers if they request them from F/EA. F/EA will only distribute packages to new consumers after <<insert program criteria here>>. F/EA distributes packages to approved consumers the same business day of receiving the request.
 
  1. When a participant contacts F/EA to request a package, <<Staff Title>> (or assigned staff member) records the call and request in Customer Service module of the F/EA system.
  2. <<Staff Title>> verifies in Payroll System that the participant has a <<met program criteria to be allowed to hire staff>>.
    • If the participant has <<met necessary program criteria>>, proceed with mailing Worker Hire package
    • If the participant has not <<met necessary program criteria>>, inform them that a package cannot be mailed to them until the participant <<meets necessary program criteria>>
  1. <<Staff Title>> sends out packages before the end of the day that the participant’s request is received.
  2. <<Staff Title>> prepares package to be mailed.
    • Place packages in envelope and address the envelope to the most current participant or representative mailing address.
    • Put the package in the outgoing mail box.
  3. <<Staff Title>> records in the Customer Service module that packages were sent and the date sent.
 
Distribution of Employment Packages when there is a Form Change
 
The standard, most-up-to-date Worker Hire package is distributed to Counselors and all active consumers in the program after any forms have been replaced with new versions of the form.
 
  1. After identifying that a new version of a form will be implemented, <<Staff Title>> (or assigned staff member) prints two copies of the updated form and a copy of the instructions. Completes a copy of the form as a sample for consumers to follow. Both the Blank updated form and the completed sample form placed   in the Forms Control Binder stored at Customer Service Unit
  2. <<Staff Title>> updates the Employee Packet Control Sheet to record the date the form is updated.
  3. Copy front and back of all forms which were changed in Worker Hire package and or F/EA Start up Package, including samples and instructions.
  4. The <<Staff Title>> determines how many copies are required.
  5. <<Staff Title>>, or assigned staff member, writes a detailed letter to each Counselor and participant to accompany the  updated forms
  6. This letter includes:
  •  Descriptions of any changes on the forms
  •  Step by step instructions to complete the forms
  •  Instructions to use these new forms for any new workers that will be hired
  •  Notification of the implementation date of any new forms with instructions to only use new packages as of the implementation date
  • A template for this letter is saved here: <<File Path>>
  1.  The <<Staff Title>> reviews a single sample package to be sent for completeness and accuracy.
  2. <<Staff Title>> mails updated packages and a letter from the <<Staff Title>> to each Counselor and active participant
  • Counselors use packages in trainings and when a participant requests Worker Hire packages from the Counselor.
Internal Controls: 

The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.

The methods of internal control utilized by F/EA to distribute Worker Hire packages are:
  1. A control document is used to track checking for updated forms at least monthly.
    • Staff verifies that new forms have been looked for at relevant agency websites at least monthly
  2. The <<Staff Title>> reviews the updated Employee Packet prior to sending it to consumers or counselors.

Employee Agreement

Policy: 

This form includes policies to which the workers must agree to provide service in the program.

<<Worker agreement will be different for each program.>>

<<Common language in workers agreement addressess:

  1. Worker rate of pay
  2. If overtime is ever authorized
  3. Process for issuing approval for overtime
  4. If participant authorizes workers to work in excess of participant's individual budget, F/EA is not responsible for payment to the workers
  5. Requirements for timesheet to be considered "properly completed"
  6. F/EA is not responsible for payment for improperly completed timesheets
Procedure: 

This form is automatically included in every Worker Hire Package.

Internal Controls: 

The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.

  1. <<Staff Title>> reviews forms for updates on tax agency websites quarterly.
  2. <<Staff Title>> reviews tax agency websites for updates to other rules and regulations.
  3. Updates are recorded in a control document.
  4. <<Staff Title>> reviews control document to ensure updates were checked for and forms updated timely and accurately.
  5. Customer Service Unit distributes updated forms to Counselors
  6. <<Staff Title>> trains Counselors on changes to forms, rules and regulations on a quarterly basis

Employee Information Sheet

Policy: 

This document is included in every Worker Hire Package.

The front of this form is used to collect workers, participant and representative biographical information, including whether the workers has a family relationship with the employer that causes the workers to qualify for an employment tax exemption.

The back of this form provides information on which forms must be completed by the Worker and which forms are optional. This page also includes some helpful tips for completing the forms.

This form is reviewed by <<Staff Title>> <<enter periodicty>> for accuracy and completeness. If changes are made to the standard form, the changes are reviewed by <<Staff Title>>.  See Stay Up to Date with Forms, Rules and Regulations

Procedure: 

This form is automatically included in every Worker Hire Package.

Internal Controls: 

The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.

  1. <<Staff Title>> reviews forms for updates on tax agency websites quarterly.
  2. <<Staff Title>> reviews tax agency websites for updates to other rules and regulations.
  3. Updates are recorded in a control document.
  4. <<Staff Title>> reviews control document to ensure updates were checked for and forms updated timely and accurately.
  5. Customer Service Unit distributes updated forms to Counselors
  6. <<Staff Title>> trains Counselors on changes to forms, rules and regulations on a quarterly basis

Federal Form W-4 and Instructions

Policy: 

This form is used to collect Federal Income Tax withholding information from the workers.

Workers must complete this form prior to employment.  If a workers provides service before completing this form and must be paid for that service, F/EA pays workers as if the workers's Federal Form W-4 was completed as "Single" with "0 Allowances."  Completion of the W-4 in this manner ensures the highest withholding for Federal Income Tax occurs.

Internal Controls: 

The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.

  1. <<Staff Title>> reviews forms for updates on tax agency websites quarterly.
  2. <<Staff Title>> reviews tax agency websites for updates to other rules and regulations.
  3. Updates are recorded in a control document.
  4. <<Staff Title>> reviews control document to ensure updates were checked for and forms updated timely and accurately.
  5. Customer Service Unit distributes updated forms to Counselors
  6. <<Staff Title>> trains Counselors on changes to forms, rules and regulations on a quarterly basis

State Version of Form W-4 and Instructions (if applicable)

Policy: 

This form is used to collect State Income Tax withholding information from the workers.

Not all states have or require completion of a State Form W-4.

Internal Controls: 
The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.
  1. <<Staff Title>> reviews forms for updates on tax agency websites quarterly.
  2. <<Staff Title>> reviews tax agency websites for updates to other rules and regulations.
  3. Updates are recorded in a control document.
  4. <<Staff Title>> reviews control document to ensure updates were checked for and forms updated timely and accurately.
  5. Customer Service Unit distributes updated forms to Counselors
  6. <<Staff Title>> trains Counselors on changes to forms, rules and regulations on a quarterly basis

USCIS Form I-9 and Instructions

Policy: 

This form is for the employer to verify and record employment eligibility information for their workers.  This form is included in every workers packet by default.

This completed form must be received by the F/EA prior to issuing payment to a workers.

Internal Controls: 

The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.

  1. <<Staff Title>> reviews forms for updates on tax agency websites quarterly.
  2. <<Staff Title>> reviews tax agency websites for updates to other rules and regulations.
  3. Updates are recorded in a control document.
  4. <<Staff Title>> reviews control document to ensure updates were checked for and forms updated timely and accurately.
  5. Customer Service Unit distributes updated forms to Counselors
  6. <<Staff Title>> trains Counselors on changes to forms, rules and regulations on a quarterly basis

Authorization Agreement for Direct Deposit and Instructions

Policy: 

This form is used to collect bank account information for employees electing to have their pay directly deposited into their bank account.

This form is only completed if an employee desires to have direct deposit.  Completion of this form is not required for payment.  Employees who do not complete this form will receive payment via paper check.

Procedure: 

This form is automatically included in all employee hire packages.

Internal Controls: 

The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.

  1. <<Staff Title>> reviews forms for updates on tax agency websites quarterly.
  2. <<Staff Title>> reviews tax agency websites for updates to other rules and regulations.
  3. Updates are recorded in a control document.
  4. <<Staff Title>> reviews control document to ensure updates were checked for and forms updated timely and accurately.
  5. Customer Service Unit distributes updated forms to Counselors
  6. <<Staff Title>> trains Counselors on changes to forms, rules and regulations on a quarterly basis

Medicaid Provider Agreement

Policy: 

 

As required by the F/EA’s contract with the Medicaid Agency, the F/EA obtains an executed Medicaid Provider Agreement from every worker.  The Medicaid Provider Agreement is stored in the F/EA’s files per File Retention Policy.