Video Tutorials

Welcome to ARIS Solutions’ tutorial on how to fill out our Developmental Services program timesheet.

During this tutorial, we will cover all the information you need to complete and submit a timesheet accurately.

Instructions on how to complete a timesheet for all other programs can be found in our tutorial on how to complete an ARIS Solutions timesheet for non-DS waiver programs.

Okay, let’s get started. 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.

Next to where the form reads “Employee Name”, write in the Employee’s full legal name. Then, write in the last four digits of their social security number in the SS# 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.

You will notice in red ink; a question asking if the consumer was hospitalized during any of the dates covered on the timesheet. 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 employee’s employment ended.

The next section of the timesheet is where service-related data is written in. The following pieces of information are required for a timesheet to process:

• The date of service.
• Shift start time, including whether it was AM or PM.
• Shift end time, including whether it was AM or PM.
• Pay Rate, which must be within program limits.
• Service Code and 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 timesheet.
• The location of service is required information. 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.

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 [email protected], 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.

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 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!

Welcome to ARIS Solutions’ tutorial on Sick Time. Special State of Vermont regulations permit employees of self-directed consumers to earn Sick Time. Sick time is intended to be used to pay for scheduled shifts an employee was unable to work due to illness.

To be eligible to earn sick time an employee must be:

• At least 18 years old
• Be employed a with specific employer for at least one year, during which they worked during at least 21 weeks.
• And have averaged at least 18 hours worked per week, during their 21 weeks of active employment.

Sick time is accrued at a rate of one hour per every 52 hours worked and accrue in whole hour increments. Employees can earn Sick Time under each employer they work for.

If you become sick and cannot work a scheduled shift, you can submit for Sick Time on an ARIS Solutions timesheet. At this point, Sick Time must be submitted for on a paper timesheet and mailed into our office. All the requirements for submitting a normal timesheet pertain to Sick Time. The only difference is you must write Sick Time, in the Service Code column.

Please mail your timesheet to us at PO BOX 4409 White River Jct, VT 05001.

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

Thank you.

Welcome to ARIS Solutions’ tutorial on how to fill out a timesheet.

During this tutorial we will cover all the information you need to complete and submit a timesheet.

The timesheet reviewed in this video is used to process payroll for the following programs:

• Adult Family Care Respite
• 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
• Family Managed Respite

For information on how to fill out a timesheet for the DS Waiver program, please refer to our tutorial on how to complete an ARIS Solutions timesheet for the Development Disabilities Services program.

Okay, let’s get started.  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.

Next to where the form reads “Employee Name”, write in the Employee’s full legal name.  Then, write in the last four digits of their social security number in the SS# 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 the 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 timesheet.  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 employee’s employment ended.

Moving on, from the table listing the different program enrollments, please check or fill in the circle to the left of the program the consumer is enrolled in.

The next section of the timesheet is where service-related data is written in.  The following pieces of information are required for a timesheet to process:

• The date of service.
• Shift start time, including whether it was AM or PM.
• Shift end time, including whether it was AM or PM.
• Pay Rate, which must be within program limits.
• Service Code. A comprehensive list of service codes can be found on the back of the timesheet.
• The location of service is required information. 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 timesheet for completeness and accuracy before moving onto the final step, which is for both the employee and employer to sign and date the timesheet.  Timesheets submitted to ARIS Solutions that are missing signatures cannot be paid and will be returned.

Please mail your timesheet to us at PO BOX 4409 White River Jct, VT 05001.

Please note that if an employee provides services in the consumer’s home and does not live with them, they may be required to log visits in the Electronic Visit Verification system.  Please call our EVV department at 1 (800) 798-1658 for more information.

Thank you.