Policies and Paperwork

For Individuals and Families / Managing Employers

Electronic Visit Verification (EVV) Information

EVV Webinar Training Schedule
Registration is required. The training is the same, so they only have to register for one. Even if you meet an exemption requirement, a Legal Guardian must still attend one of the trainings.

EVV Training Webinar
The PowerPoint reviewed during trainings.

EVV Phone Instructions
This is the EVV phone call process instructions. If the self-directed employee chooses this clock-in/out method, they must contact customer service at awccustomerservice@nj.easterseals.com or 800.471.3086 to get their assignment ID number.

Hhaex Process Guide Mobile App: Caregiver
This is the EVV mobile app process instructions. If the self-directed employee chooses this clock-in/out method they must register within the app and provide their mobile app code back to awccustomerservice@nj.easterseals.com or 800.471.3086

Hiring a Self-Directed Employee (SDE)

Application Request Form
This form is to be completed by the family and submitted to awchr@nj.easterseals.com whenever the family would like to request that the application be sent to a new SDE, if the family needs help they can contact customer service. Customer service may also complete this on behalf of the Managing Employer.
Agency With Choice (AwC) 321 Forms – PowerPoint
This is a PowerPoint explanation of the new systems and new processes.
AwC SDE Drug and Background Check Instructions
An explanation of the next steps and requirements regarding drug and background checks once the onboarding documents are completed.
AwC Forms Information
An explanation of each of the forms and their purpose that the SDE will be asked to complete in the 321 forms system.
AwC Managing Employer Forms Instructions
An explanation of the forms that the managing employer will need to complete to hire the staff and how they will be completed.
321 forms AwC SDE FAQ
Frequently Asked Questions for the new 321 system and process.

General Information and Forms for Agency with Choice (AwC)

AwC Explainer Slide
Division on Developmental Disabilities slide that provides the links to AwC and PPL pre-recorded webinars that have a description of each of the Fiscal programs with each company and what they offer
AwC Overview
An overview for individuals and families regarding all the AwC services we offer.
Managing Employer Guide
Outlines every detail of the program for the ME and their role and responsibilities.
Managing Employer Agreement Form
This form must be signed by the managing employer stating they agree to the items outlined in the managing employer guide.
Welcome Letter
Initial welcome letter sent to welcome families to the program and detailing what is included in the transitioning packet.
This form is required if an individual/guardian has hired/will hire either an agency or a self-directed employee to provide DDD-approved Support Brokerage services.

Medication Administration Forms

Health and Medication History Form
This form must be filled out for individuals that will have staff give medication(s). It is optional for those who do not.
Health and Medication History Procedure
The Fiscal Management Services procedure for completing and using the form.
Medication Administration Agreement
A signed for agreement for each staff that will give medication. By signing this form, they are agreeing to follow our procedures.
“No” Medication Administration Agreement

If the staff will NOT be giving medication, they will sign this form.

Medication Administration Requirement Procedure
A procedure the family will use to make sure the staff understands everything involving giving medication and the staff show their ability to give it correctly as a test before actively doing it alone (all 5 pages must be completed by each staff giving medication)

Managing Employer Required Training Documents

CPR/First Aid Training Schedule
A list of free classes staff can sign up for to take CPR/First Aid hosted by Fiscal Management Services. This class is for staff who have never taken the class before or if their certificate is expired. It is only available at our main headquarters during the time and dates listed. If you would like the staff to go to take classes elsewhere, it is at your own expense.
CPR/First Aid COVID-19 Notice
This letter is to inform families of the measures we are taking to combat the spread of COVID-19 by adding additional training in our CPR/First Aid classes.
Required Training Flat Rate
This chart explains how staff will get paid for doing the required trainings.
Training Letter
This is an explanation about the difference in the training requirements between old model and the new AwC model.
Child Abuse Registration Information (CARI)
This is a child abuse registry check that must be completed by staff as a part of their background check.
Onsite Orientation
This form is filled out at home with the SDE after the managing employer conducts an “at-home orientation.”
Training Requirements
A chart listing required trainings and their deadlines for completion for new hire staff only; for staff that currently working that will transition with the family, the only difference is where it states 90 days for new hires, it is instead only 30 days for transitioning.

Timesheet Process Forms Summary

2022 AwC Holiday Schedule
The 2022 holiday schedule outlines the holidays applicable to time and a half pay if worked or day off.
2022 Payroll Schedule
Outlines the pay and submission dates for the new timesheet process.
Authorized Units Acknowledgement Form
A form staff and the managing employer must sign agreeing to not go over the authorized units in the plan.
New Timesheet Sample
Sample of the new timesheet.
Timesheet Video Recording
Video reviewing the changes and how to complete and submit the new timesheets. Also gives a description about Medicaid billing requirements under Fee-For-Service.
Timesheet Policies and Procedures
A list of policies and procedures regarding the new timesheet and “case note” process under AwC
Welcome Packet
provides an overview and an explanation on how to complete and submit new timesheets and “case notes”

Transportation Forms

AwC Transportation Agreement
Must be signed by Managing employer and SDE that will provide transportation, agreeing to the terms and policies outlined in the AwC transportation policy.
AwC Transportation Policy
Outlines the policies and procedures around SDEs that will be providing transportation.