Tutorials

Welcome to the ARIS Solutions overview tutorial. In this video, you’ll learn who we are and how we support you.

Let’s begin with the basics. ARIS Solutions is a Vermont-based nonprofit organization that provides financial, administrative, and tax-related services. Our mission is straightforward: to deliver cost‑effective and accessible support that empowers individuals to choose the services—and the providers—that best meet their needs. Through our financial management services, we work to help people live more independent lives.

ARIS is made up of three divisions: one focused on financial services, and two that serve as fiscal employer agent divisions. You can find more details about each division on our website under the Our Programs menu.

For program-specific information, visit the State Program dropdown.

In the Resources and Tools menu, you’ll find links to the eTimesheet portal, the Timesheet Submission Portal for the Veteran Directed Care program, and other helpful resources.

If you’d like to learn more about ARIS, including our history, mission, and leadership team—visit the About Us section.

Thank you for taking the time to watch this overview. To connect with a member of the ARIS team, simply navigate to the Contact Us tab.

As a Fiscal Employer Agent, it is our job to provide payroll and administrative services, like applying for an EIN number and performing tax withholdings, for individual employers who hire and supervise their own employees.

It is important to clarify that ARIS as a fiscal employer agent only.  This mean that we are able to advise you how to enroll in our services, fill out and submit timesheets and other documents such as direct deposit authorizations, e_Timesheet registration forms and enrollment packets as well as answer your questions regarding payroll.

What we are not able to advise on is when to schedule employees to work, how much to pay them, and what services to provide.  These are decisions for employers and employees to make together.

If you have any further questions about ARIS or the services provide, please call us at 1 (800) 798-1658.

Thank you.

Welcome to ARIS Solutions’ tutorial on how to complete and submit an e-Timesheet Registration and Agreement Form.

Completing an e-Timesheet Registration and Agreement Form is the first step in the process of using the e-Timesheet module to create and submit your timesheets.  Please remember that both the Employer and Employee must submit a form to complete the e-Timesheet registration process.

Let’s get started.  The first step is to print your name legibly on the Name line.

Next, on the line below, write in the email address that you would like to register under.  It is important to note that it will be this address, that all correspondence from e-Timesheets will be sent to, so please take a moment and make sure the address is written correctly.

After confirming that your email address is written correctly, please write in your phone number and the last four digits of your social security number on the appropriate lines.

Moving down the form, next to where the form reads “Registering As”:  check off if you are registering as an Employer or Employee.  If you are registering as an Employee, please write in your Employer’s name.

Complete the form by signing, printing your name, and dating at the bottom of the form.

If you have any further questions about the form or submission methods, please navigate to the Contact Us tab.

Thank you.

Welcome to the ARIS Solutions’ tutorial on Evvie onboarding. This video contains everything you need to know about how to create your ARIS Birch and FMS One account.

You will receive a “Welcome to ARIS Birch” email from noreply@HHAexchange.com. This email will tell you that you have been signed up to access the ARIS Birch software applications. To log in and access your account, a few steps must be taken.

A link in the email saying “click here to sign up” will take you to the FMS One home page. You will have to click the green “sign up” button to create an FMS One account. Enter your email and desired password.

Once this account is created, you will receive two more emails from noreply@HHAexchange.com. One email will welcome you to Evvie portal, and contain instructions on how to log in.

The other will be instructions on how to download the Evvie app.

To log in click the link in your email that says “click here” to access the ARIS Birch website. Click the blue “sign in with FMS one” button then sign in with your FMS One account credentials.

If you have any questions, or cannot get into ARIS Birch or FMS One, please reach out to the ARIS Solutions E.V.V team at 1 (800) 798-1658 option 2, or through email at evv@airrissolutions.org or financial@airrissolutions.org  for assistance. We are happy to re-send the welcome email and walk you through the process.

Thank you for taking the time to watch this video, and that concludes the tutorial for how to create your ARIS Birch and FMS One account.

Welcome to ARIS Solutions’ tutorial on how to complete and submit a Direct Deposit Authorization Form.

Signing up for Direct Deposit is quick and easy, and results in much faster access to your check.

Let’s get started.  To complete the form fill in the yellow highlighted sections by writing in:

• Your name
• Your employer’s name
• Your telephone number
• And Bank name

Next, check off your account type, either Checking or Savings.

And then check off if you will be a Non-Payroll recipient.

The final step is to sign and date the form on the signature and lines.

Along with your complete Direct Deposit Authorization form, you must submit a voided/cancelled check OR a signed letter from your bank that includes your name, account and the bank’s routing number.

You are able to submit your Direct Deposit authorization form by mail at PO Box 4409 White River Jct. VT 05001, or by email to financial@arissolutions.org, or through fax at 802 295 0663.

Please contact our customer service department at 1 (800) 798-1658 if you have any questions.

Thank you.

Coming Soon!

Welcome to ARIS Solutions tutorial on how to fill out a Vermont Agency of Human Services, also known as Vermont AHS time sheet. During this tutorial, we will cover all the information you need to complete and submit a time sheet accurately. These instructions include how to complete a time sheet for all programs served through the Vermont Agency of Human Services accurately so you can expect payment timely.

Please be sure you are using the correct time sheet for your program. DS waiver time sheets have a header labeled ARIS Solutions time sheet, developmental disabilities services, and all the service codes listed on the back. All other Vermont Agency of Human Services programs use a time sheet that has a header labeled ARIS Solutions time sheet and a table for the following programs. Adult family care respit attendant services program participant directed and general funds brain injury program children’s personal care services choices for care choices for care flexible choices choices for care moderate needs and family managed respbit.

The first section to complete is found under the heading that reads, “Is employee exempt from overtime payments?” Check yes if the employee should not be paid overtime wages. Check no if the employee should be paid overtime wages. If you have any questions on overtime exemptions, please review the federal department of labor home care law documents provided in the ais solutions onboarding packets or visit the Department of Labor website at httpswww.dall.gov/agent.gov/ agencies/whd/direct-care/guide.

Next to where the form reads employee name, write in the employees full legal name. Then write in the last four digits of their social security number in the social security number field. Below that line next to consumer name, write in the name of the person who is receiving care. Please list the agency the consumer is enrolled through if you know it, though it is not required. Next, complete the live-in question. After where the form reads, do you live with the person you provided care to? Check yes if the employee and consumer live in he same home. Check no if the employee and consumer do not live in the same home. You will notice in red ink a question asking if the consumer was hospitalized during any of the dates covered on the time sheet. If the consumer was hospitalized, check yes and add the dates the consumer was admitted to and discharged from the hospital on the line below. Next, if the employee is no longer going to work for the employer, check no next to where the form reads, will this employee continue to work for you? Then check one of the three reasons listed below, quit, fired, or laid off, and write in the effective date, which is the day the employees employment ended.

f you are using the Vermont AHS time sheet, choose from the table listing the different program enrollments, and check or fill in the circle to the left of the program the consumer is enrolled in. If you are using the development services time sheet, this selection will not be necessary or available.

The next section of the time sheet is where service srelated data is written in. The following pieces of information are required for a time sheet to process. The date of service, shift start time, including whether it was A.M. or PM.

Shift end time, including whether it was A.M. or PM. Pay rate, which must be within program limits. service code including the ratio indicating how many employees and how many consumers were present during the service. A comprehensive list of service codes and ratios can be found on the back of the time sheet. The location of service write in the service as home when the service takes place in the consumer’s home or community when the service takes place outside of the consumer’s home.

The total number of hours worked is not required but you are welcome to complete that column. The best practice is for both the employee and employer to review the time sheet for completeness and accuracy before moving on to the final step.

The final step is for both the employee and employer to sign and date the time sheet. Time sheets submitted to errorist solutions that are missing signatures cannot be paid and will be returned.

Additionally, time sheets submitted with no service codes will also be returned.

Please mail your time sheet to us at PO Box 4409, White River Junction, Vermont 05001.

Thank you for completing your time sheet accurately. Your attention to detail ensures timely payment processing. If you have any questions or need assistance with your time sheet, please don’t hesitate to reach out to our support team via phone at 1 (800) 798-1658.

Welcome to ARIS Solutions tutorial on how to complete and submit a direct deposit authorization form. Signing up for direct deposit is quick and easy and results in much faster access to your check. First, you will need to check off one of the following. Enrollment in direct deposit. Change in direct deposit. Enroll in pay card. If you have chosen to enroll in or change your direct deposit, please complete the following. your name, employer’s name, name of financial institution, routing number, account number. Next, check off your account type, either checking or savings.

The final step is to sign and date the form on the signature and lines. While it is not a requirement for you to submit a voided, canceled check, or a signed letter from your bank that includes your name, account, and the bank’s routing number, it is the responsibility of the employee to ensure that the account information is written clearly and accurately. If not, this could delay payment. You are able to submit your direct deposit authorization form by mail at PO Box 4409, White River Junction, Vermont, or by email to veteran payroll at arisssolutions.org or through fax at (802) 295-9812.

If you choose to enroll in the pay card option, you will just check the option off on the top and sign and date the form. Once the form is received, a card will be mailed to you via the address we have on file.

The card must be activated and ARIS must be made aware that you have received and activated the card before funds are deposited onto it. You will need to contact ARIS by our toll-free number at (866) 970-3301 or email veteran payroll at arissolutions.org to verify the card has been received and activated.

We are here to support you every step of the way. Please contact our customer service department at 1 (866) 970-3301 if you have any questions and we’d be happy to assist you.

Hello and welcome to ARIS Solutions! I will be showing you the employee enrollment process for becoming a caregiver with Veteran Directed Care, also known as VDC. We will go through the forms that will need to be completed to become a caregiver within VDC.

Let’s begin!

• The first page of the packet shows all the forms needing to be returned to ARIS.
  • Also on the first page is our contact information.
  • Mailing address, fax number, toll free number and veteran department email.
    • These are all monitored daily during our regular business hours.

On our Welcome to Veteran Direct Care page, you will see an overview of veteran directed care and a listing of what ARIS provides as the financial management services provider.  In order to begin employment, you must pass all background checks and be authorized to work in the united states.

The contact information page is for you to keep, ensuring you have a copy of our contact information and hours of operation on hand.

The program integrity and fraud prevention pages are important to understanding how to protect the veteran from risk and exploitation. As a mandatory reporter you are obligated to report any fraud or abusive activity to the area agency on aging, the VA and/or ARIS solutions.

The Background Check exclusions page- is a listing of exclusions that would not warrant employment through veteran directed care.

The employee confirmation of receipt asks you to sign off stating you understand your responsibility in terms of reporting fraud and abuse, in addition to understanding the employment exclusions list. This form is kept in your electronic personnel file stored at ARIS Solutions on behalf of your employer of record.

Let’s move on to HIPAA and Protected Health information also known as P-H-I. As an employee within VDC you are bound to confidentiality and privacy of the veterans and/or the employer of records protected health information. There may even be instances while caring for the veteran that you are asked to disclose P-H-I, and you may do so in situations where medically it may be necessary. However, if you feel that releasing the P-H-I is not for the benefit or well being of the veteran and violates their privacy then you are not to disclose that information and need to alert all appropriate parties.

We ask that you sign a statement that illustrates you understand confidentiality and the privacy agreement. For this form to be complete a witness will need to be present during your signature and they will need to sign off as well.

The next part of the packet is for information gathering. We will start with the employee hiring notice. Please fill out all fields so we can properly document your demographic information.

We will move on to the relationship disclosure form. This form can cause confusion. If you are related to your employer of record then you check off the “yes” section. If you are not related to your employer check off “no” and move on to the next page. If you are related, you as an employee are required to accept certain exemptions per the IRS based on the type of relationship you hold with the employer. An example is if you are a spouse to your employer. That exemption means you as an employee are not liable for social security and Medicare taxes, and the employer is not liable for their match for those taxes.

As a new caregiver with VDC, remember these key responsibilities: Complete all required forms accurately and submit them promptly. Maintain confidentiality and privacy of veteran information at all times. Report any suspected fraud or abuse immediately to the appropriate authorities. Understand employment exclusions and IRS-related exemptions that may apply to your situation.

Next is the Fair Labor Standards Act (FLSA) live in Exemption (L-I-E) Form. The United States Department of Labor and FLSA Fair Labor Standards Act requires household employers to pay employees for hours worked over 40 hours per work week unless the employee qualifies for an exemption. An employee qualifies for the live in exemption if any one of the following is true:

• Live with the participant seven days a week— meaning they do not have another home.
• Live, work, and sleep in the participant’s home at least five days per week(e.g., 120 hours per week or more).
• Live, works, and sleeps in the participant’s home for at least five days in a row per week, or for at least five nights in a row per week(if the total weekly hours in the home are less than 120).

The form requires the employee to check a box determining if they qualify for the exemption.

• Yes, if the employee qualifies for the live-in exemption.
• No, if the employee does NOT qualify for the live-in exemption.

Both the employee and employer must sign the document stating their agreement on the qualifications for the exemption.

The next page is an authorization form needed in order to run the proper background checks on behalf of your employer.

If you do not want to receive a paper check for payroll, then please fill out this direct deposit form. If you do not have a bank account we do offer a pay card option that acts like a debit card. Once you receive and activate it you will begin receiving your funds directly deposited to that card.

In this video we are using the Maine employee enrollment packet as our sample, but if you are not in the state of Maine then the state version of the w4 form would be inserted here as applicable. If the state w4 form is not complete, then your state withholding will default to what is on the federal w4 form. Instructions to the form are included here as well. If your state does not have its own state withholding certificate then again, your state withholding will default to the federal withholding form designations.

The federal w4 is next. Please fill in step 1, then 2, 3 and 4 (if applicable) and sign in step 5. Please review step 4 to see if it pertains to you. We have included the w4 instructions, with the worksheet and applicable tax table to help you. However, we are not tax accountants and cannot inform you of how to fill out your withholding certificate. We are payroll agents that can guide you through understanding the form, but we are unable to make recommendations on how to fill out your W4.

We will now move on to the I9 form. This form establishes employment eligibility through the department of homeland security. Both the employee and employer will need to partake in completing this form.

• Section one is employee information and signature
• Section two is employee documentation, employer verification of that documentation and employer signature once those documents are validated. Documents provided for your employer to review need to be unexpired.
  • The information on the chosen I.D. MUST be written onto the I9 in the appropriate location- a copy of the documentation is not required to be sent with the packet.
• We have included the lists of acceptable documents here.

These last few pages are to assist in timesheet submission. A separate timesheet video is available on our website to show you how to fill out a timesheet, in addition to how to submit it.

That is the extent of the employee enrollment packet. Submission of the packet can be sent by united states postal service, fax or scanned and sent to the veteranpayroll@airrissolutions.org  email address provided. We hope this video was helpful. Thank you for joining us today and have a great rest of your day!

Welcome to the ARIS website. In this video I am going to go over how to filling out and submit timesheets in the veteran directed care program. Once you are a vetted employee, you will either fill out a blank timesheet to submit or enroll in our electronic timesheets module. A video on the process and application for the electronic timesheets portal will be separate.

If you are filling out your timesheet on paper, this is the form you will have. You will fill out all required fields marked with a red asterisk. That would be the employee name, and the last for digits of the employees SSN, in addition to the veteran name receiving the care. The employer phone number is not a required field, but a helpful one in case there are questions or corrections needed to the timesheet.

You will also enter each date of service worked with the veteran in addition to in and out shifts. Please total your hours for the two week pay period in the bottom right hand side of the timesheet. Please remember that start and end times need to be in quarter hour increments, otherwise the shift will be rounded to the nearest quarter hour.

Once both the employee and employer have reviewed the timesheet for accuracy then you each will sign and date at the bottom.

Timesheets can be mailed to our po box listed, they can be faxed, or sent via our timesheet submission portal that is linked to our website. If you use this portal you will need to take a picture of the completed timesheet with your phone and upload it that way. Or scan it as a document and upload it to the portal from your computer. I will take you to the portal to familiarize you with it. If you follow the link on the timesheet it will bring you to this screen:

https://arissolutions.org/submit-timesheet/

A passcode is required, but a log in is not. The Passcode used for veteran directed care is ArisTime?4409

Once that is entered the screen will populate to upload the file.

You will need to enter the employee’s first and last name. Then click choose file. It will prompt you to add an image from your phone, or from your computer. Once you’ve selected the timesheet file, click submit and you will receive a confirmation number associated with that unique timesheet submission. If calling to confirm we’ve received the timesheet please reference this number as well to assist our customer service team in finding it quicker.

If you are ever unsure if a timesheet has gotten to us, regardless of means of submission, please call us on our toll free line and we will be happy to verify if it’s here. Our toll free line is 866.970.3301.

That is the extent of timesheet submission and completion. I hope this video was helpful. Thank you for joining me today, and I hope you have a great rest of your day!