Social Service Payment System (SSPS)

Revised:  August 7, 2007

DSHS developed the Social Service Payment System (SSPS) in the late 1970's to authorize the delivery and purchase of social services performed for clients.

SSPS authorized payments provide essential social services such as:

• Residential support services for developmentally or functionally disabled adults
• Respite care for disabled adults
• Child care for families in need
• Foster care and group home care for children
• Adoption support services

SSPS collects data regarding social service clients, vendors, services, and payments. The system tabulates and summarizes data, and generates monthly and annual reports for DSHS field , regional and state headquarters offices.

SSPS Website

You can access the SSPS website through the intranet. The site contains information regarding SSPS services and changes to those services.

Useful information on this site includes:

• General Information
• Current News
• Invoice Express
• Direct Deposit
• SSPS Calendar
• SSPS FAQ's (Frequently Asked Questions)
• SSPS Cold Reports

Provider File Numbers

1. Licensed / Certified Providers

   All licensed / certified child care providers must have an SSPS provider number to receive payment. Department of Early Learning (DEL) licensing staff obtain provider numbers from SSPS for Washington State providers once they have completed the licensing or certification process. Only licensing staff have the authority to request changes to information in the SSPS Provider File for a Washington State licensed / certified provider.

   After verifying the validity of an out-of-state provider's eligibility, the Regional Child Care Coordinator can request a provider number for a licensed / registered / certified out-of state provider. For more information see Providers, section C (Out-of State).

2. In-Home / Relative Providers

   When an in-home / relative caregiver provides child care, the department generates a W-2 that shows DSHS as the employer for social security tax purposes only. In order for the department to accumulate the wage information needed for the W-2, we must have an 'identifier' to attach the wages. In most circumstances we use the consumer's SSN as the identifier. However, in the absence of a SSN, we need to assign a 'unique identifier' to the consumer. The second purpose of the unique identifier is to allow the consumer to be registered as an employer with the Employment Security Department (ESD). This allows the accumulation of unemployment insurance on behalf of the caregiver.

   When a consumer does not have a social security number within the BarCode system, the WCAP will assign a unique identifier. This consists of the consumer's seven digit client ID number, preceded by either:

   1. '97' if the consumer's ID is a negative number (is not known to ACES); or

   2. '98' if the consumer's ID is an ACES assigned (positive) number.

3. Obtaining SSPS Provider Numbers for In-Home / Relative Providers AND Making Provider File Changes

   Staff within the SSPS Provider File Unit assign provider numbers. The process is:

   1. Complete the Provider File Action Request (PFAR - DSHS 06-097) within the WCAP and click the 'print' button;

   2. The system enters the PFAR information into an email to the SSPS Provider File Unit. When the worker clicks the 'print' button, a message box will appear stating "This DSHS 06-097 has been sent to SSPS." The worker then clicks 'OK';

   3. SSPS staff assign the number and notify authorizing staff of the new number by "reply" email.

   4. If the information on the PFAR is incomplete or inaccurate, SSPS staff will notify the authorizing worker.

4. Authorizations for In-Home/Relative Providers

   You must enter the hours per day and days per week on authorizations for in-home/relative providers. WCAP calculates the maximum monthly total based on an SSPS table (shown below). You do not need to change the system calculated amount in most cases. In some cases, lowering the hours will not allow the provider to bill accurately and does not allow for any potential variance in the consumers activity or travel time.

Social Service Notice

For specified payment services, SSPS produces the Social Service Notice, DSHS 14-259. The notice describes additions, changes, or terminations processed on an authorization. SSPS sends it to the provider.

Copies of the Social Service Notice are housed in the COLD system under the report SPS01N30S. Staff can access and make copies of the notice if the payee requests a replacement.

Billing Invoices

Billing invoices for authorized child care services are generated by SSPS. An invoice is a detailed accounting of the services authorized for each individual, including begin and end dates of the service. The provider completes the invoice with the required information and either mails the invoice to SSPS or uses the automated Invoice Express system. The State then pays the provider by either paper warrant or direct deposit.

Billing instructions are on the reverse side of the invoice. Many providers are not aware of these instructions and may make unintentional billing errors. For licensed / certified providers, the DSHS 22-877, Child Care Subsidies: A Booklet For Licensed and Certified Child Care Providers, explains billing procedures. The publication is on the DEL publications page. http://www.del.wa.gov/publications/subsidy/docs/22-877.pdf

SSPS Billing Cycle

1. If you meet the regular SSPS deadline, SSPS mails invoices a few days before the end of the month. When the invoice is printed on the supplemental run, it is mailed the day after it is printed.

2. It is important providers wait until the last day of the month to fill out their 'regular' invoice. This allows the provider to bill using the entire month of attendance. When the provider mails the invoice, DSHS sends the child care payment to the provider 10-12 days after SSPS processes the invoice. (This is not the case for the supplemental invoice.)

If the provider has not received a warrant and SSPS indicates it was mailed from state office, first verify for the correct address. After 10 days, have the provider complete an "Affidavit of Lost, Stolen or Destroyed Warrant," DSHS 09-013. The 10-day period allows time for the warrant to be returned to SSPS if there is a problem with mail delivery. CSOs have access to the Office of the State Treasurer, On-Line Warrant Inquiry, which will indicate if the warrant has been cashed. CSOs may gain access to this screen by contacting ISSD Data Security.

Invoice Express

Invoice Express allows providers to call 1 (888) 461-8855 and enter the required information over the phone. Payment processing for invoices through Invoice Express usually occurs that same day, although disbursement of the actual warrant occurs according to previous schedules, i.e. warrants for the regular invoice run are sent after the last day of the month; warrants for supplemental invoice runs are sent as soon as the invoice is processed.

The following sites for staff and providers contain more information on Invoice Express:

• Staff - http://asd.dshs.wa.gov/SSPS/IVR/IVR.htm

• Providers - http://www.dshs.wa.gov/ssps/invoiceexpress.shtml

Direct Deposit

For providers who choose Direct Deposit (also called Electronic Funds Transfer, or EFT) the State will directly deposit SSPS payments to their bank accounts. This removes the possibility of warrants being lost in the mail. Providers can submit an on-line application for Direct Deposit. The following sites for staff and providers contain more information on Direct Deposit:

• Staff- http://asd.dshs.wa.gov/ssps/INFO/dd.htm

• Providers- http://www.dshs.wa.gov/ssps/DDapply.shtml 

Federal Insurance Contribution Act (FICA) and Federal - State Unemployment Compensation Tax (FUTA)

1. FICA: The department provides a bookkeeping function for consumers using certain in-home / relative care. SSPS may withhold both the provider's and consumer's share of Federal Insurance Contribution Act (FICA) or Old Age and Survivor's Insurance (OASI) tax on the provider-employee's wages. The State makes quarterly payments to the Internal Revenue Service (IRS) on behalf of the provider (employee of the consumer) and consumer. The provider's share appears on the SSPS "S02" screen as an OASI deduction.

2. The WCAP automatically enters the correct "Yes/No" designation in the field for OASI deduction.  Staff do not need to enter this information.

3. The following notices are sent directly to the in-home / relative provider from SSPS:

   1. The W-2 form from DSHS Office of Accounting Services (OAS) is mailed in January following the end of each calendar year that the provider was paid above a threshold amount.

   2. The "Provider Remittance Advice" is sent to the provider. The notice informs providers of the name of the consumer, the name of the child for who care was provided, the amount of the child care payment, the amount of taxes paid and a telephone number for SSPS. The remittance advice acts the same as a pay stub and is a legal document for tax purposes. Providers can use this item for pay and employment verification.

4. Forward questions regarding FICA to:
   
   DSHS Office of Accounting Services
   MS 45842
   Olympia, WA 98504-5842
   

5. FUTA: The department also pays FUTA taxes on behalf of consumers receiving in-home / relative care. This requires no action by the AW.

6. Forward questions regarding FUTA to:
   
   DSHS Office of Accounting Services
   MS 45842
   Olympia, WA 98504-5842

Withholding Errors

1. If FICA is withheld in error, the provider can request a refund from:

   District Director
   Internal Revenue Service
   915 2nd Avenue
   Seattle, WA 98174
   

2. OAS will review the provider's written statement regarding the circumstances that caused the incorrect amount on the W-2 form and determine whether a payment correction must be made. When a payment correction is approved, OAS will:

   1. Issue a revised W-2 form called a W-2C (corrected) form;

   2. Return both the old and the new form to the provider.

3. 1099 forms are sent to licensed / certified child care providers who are paid from SSPS. SSPS generates the form. Direct questions about information on the 1099 form to OAS.