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 an new SDE , if the family needs help they can contact Customer service, customer service may also complete this on behalf of the ME.
Agency With Choice (AwC) 321 Forms – PowerPoint
This is a PowerPoint explanation of the electronic hiring process through 321Forms.
AwC SDE Drug and Background Check Instructions
This is an explanation of the next steps and requirements once the onboarding documents are completed.
AwC Forms Information
This is 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
This is an explanation of the forms that the ME will need to complete to hire the staff and how they will be completed.
321 forms AwC SDE FAQ
FAQ for the new system and process
New Hire Onboarding Process
This form provides a process walk through with projected turnaround times.

General Information and Forms for Agency with Choice (AwC)

AwC Explainer Slide
DDD 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
Financial Management Services overview for individuals and families regarding all the changes in AWC and services we will offer.
Managing Employer Guide
Outlines every detail of the program for the ME and their role and responsibilities. Fully descriptive.
Managing Employer Agreement Form
Needs to be signed by the ME stating they agree to the items outlined in the managing employer guide.
Welcome Letter
initial welcome letter sent to families as a part of their transition welcoming them to the program and what is included in the transitioning packet.
AWC Enrollment Process
This process flow lays out the steps for families to enroll with Agency with Choice and turnaround times.
This form is to be completed by the family if they are using a support broker. This form authorizes Financial Management Services to share information with the support broker on behalf of the consumer.

Medication Administration Forms

Health and Medication History Form
This must be filled out for individuals that will have staff give medication. It is optional for families who do not.
Health and Medication History Procedure
This is ENJs procedure for completing and using the form.
AWC Will Administer Medication Agreement
One page per self-directed employee that is administering medication must fill out and sign the agreement. By signing this form means the self-directed employee agrees and will follow our procedures outlined in the document and the medication administration procedure document.
AWC Will Not Administer Medication Agreement

One per self-directed employee, if the self-directed employee will NOT be administering medication.

Medication Administration Requirement Procedure
This is a DDD (Division of Developmental Disabilities) training form that must be completed after the CDS (College of Direct Supports) (College of Direct Supports) online course has been taken for medication, it is done by the family to make sure the staff understand 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 of DDD on-site med Competency Assessment must be completed by each staff giving medication with the managing employer)

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 CPR/FA measures we are taking due to COVID-19 and the new process
Required Training Flat Rate
TThis is the chart staff will get paid for doing the required trainings, it is a flat training rate and will only be compensated as listed for trainings that were required to be taken at the time of their transition to Agency with Choice. Self-directed employees will not be compensated for trainings that were previously taken.
Training Letter
This is an explanation to the families about the difference in the training requirements between the “old model FIS” and the new Agency with Choice 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 agreement policy. Self-directed employees that provide transportation must submit a copy of their driver’s license and proof of insurance.
AwC Transportation Policy
AWC transportation agreement policy outlines the policies and procedures around self-directed employees that will provide transportation