Frequently Asked Questions

When are timesheets due in the FI (Fiscal Intermediary) office?

Should I fax or mail my timesheets in?

What are your business hours?

When can I call to find out whether you received my timesheet(s) or not?

Do PCAs get overtime pay for holidays?

How do holiday hours work?

How much does my PCA get paid for working overnight?

Why didn't I get paid for all the hours submitted on my timesheet?

What is earned Paid Time Off (PTO)?

What is the 1199 SEIU Union?

How do I access my paystubs online?

I am a PCA. How do I get direct deposit?

Did my check go direct deposit? (Mainly for the first time)

How do I stop my PCA's direct deposit?

Can I have copies of my payroll registers?

What is PCA Orientation?

My check was mailed out, but I haven't received it…what should I do now?

What do I do if I receive the check I placed a stop payment on previously?

Did you receive my new approval?

Why doesn't a PCA get paid when a consumer is in the hospital?

When are your fax machines on?

What do I do if I have some ideas that might be helpful for your program?

When should I expect to receive my payroll checks?

How many hours do I have left on my approval for regular hours and for holidays?

Why did I get a letter from the Fiscal Intermediary saying I was overusing my hours?

Can you explain the overuse letter to me?

Are my PCAs Stavros FI or PCM (Provider Care Management) agency employees?

Will Stavros do my PCA wage verifications?

What is the Office of Inspector General (OIG) verification?

How can I get more timesheets, W-4s, I-9s, PCA Signature forms, or weekly schedules?

What is my four digit employer number?

When are timesheets due in the FI (Fiscal Intermediary) office?

For you to get your PCAs' checks in a timely way (on Fridays based on your weekly schedule), we need to have your timesheets in the FI office no later than Tuesdays following the end of the reporting period.

Should I fax or mail my timesheets in?

For faster payment of timesheets we strongly recommend that you fax them to us. Our fax numbers are (413) 256-3849 or (888) 773-4281.

What are your business hours?

We have the Customer Service Department available to answer your calls 9:00 A.M. to 5:00 P.M. Monday through Friday.

When can I call to find out whether you received my timesheet(s) or not?

Please call no earlier than Wednesday afternoon.

Do PCAs get overtime pay for holidays?

Yes, but only for four holidays: New Years Day, 4th of July, Thanksgiving Day and Christmas Day.

How do holiday hours work?

For holiday hours, you get an hour at the regular rate plus an additional half-hour of pay, bringing the payment for holiday hours to one-and-a-half times the regular rate. If you use more than the holiday hours assigned to you on your approval, then you will only receive the regular rate.

How much does my PCA get paid for working overnight?

When your PCAs work as night attendants between 12:00 A.M. and 6:00 A.M., they get paid for 2 hours at $15.75/hr.

Why didn't I get paid for all the hours submitted on my timesheet?

The answers to this question could vary, so we recommend that you call our Customer Service Department.

What is earned Paid Time Off (PTO)?

As of July 1, 2019, PCAs will begin to earn 1 hour of paid time off (PTO) for every 30 hours worked. Please refer to the PTO terms created by MassHealth below for rules and regulations regarding earned PTO. PCAs can view any earned PTO on-line at www.OnlineEmployer.com/feapca. Instructions on logging into and using the Paid Time Off portal can be found by clicking the link below:

 

What is the 1199SEIU Union?

PCAs in the commonwealth are represented by the 1199SEIU. PCAs can join the union by completing the 1199SEIU Union Membership Application.  You can also sign up online by clicking here. Please remind this to all your PCAs.

How do I access my paystubs online?

PCA paystubs are now available online at www8.paychoiceonline.com/fea/FEA_Login.aspx. First time users will need to follow the first time login procedures. A brief user guide has been created to help a PCA login and navigate the portal. The guide can be downloaded by clicking the link below:

I am a PCA. How do I get direct deposit?

You can download the direct deposit form and instructions by clicking the link below, or you can call our Customer Service Department and request a form. You have to fill it out completely with the correct routing number, account number, the name and the four digit number of your employer. We also require supporting documentation from your financial institution for your direct deposit.

Direct Deposit Form

Direct Deposit is required for all PCAs. Please make sure a proof of account from your financial institution is included with this form.

Did my check go direct deposit? (Mainly for the first time)

To verify if your PCA payment was deposited into your bank account on the Friday of your pay cycle, please call your bank first. At the same time, your employer will be getting the non-negotiable check voucher with your payroll information on it.

How do I stop my PCA's direct deposit?

Please have your PCA request this in writing. Make sure they include your (employer's) name and company code. They will then need to provide us a new account for direct deposit by completing a Stavros direct deposit form (see download link below) with proof of account. Direct deposit is mandatory for all PCAs as of 1/1/2017.

Direct Deposit Form

Direct Deposit is required for all PCAs. Please make sure a proof of account from your financial institution is included with this form.

Can I have copies of my payroll registers?

You can request copies of payroll registers by calling our Customer Service Department.

What is PCA Orientation?

As of January 1, 2014, PCAs who have never worked in the MassHealth PCA program, are required to complete the PCA orientation program. Starting October 1, 2020, a 1-hour infection control training was added to the PCA new hire orientation. This now makes the orientation a 4-hour program. Anyone completing the orientation on or after October 1, 2020 will now need to complete the infection control training to fulfill the program requirements and receive pay for completing it.

Consumers who hire PCAs that require orientation will be sent a letter by Stavros Fiscal upon set up. The consumer has the option of doing the orientation themselves. However, they only have three months from the initial notice to complete the orientation with their PCA. After three months, a PCA must attend a group session with the Homecare Training Benefit. A consumer must return the Consumer Options Notice to Stavros Fiscal to receive the orientation materials by mail or to preform the orientation with their PCA online at https://pcaworkforcecouncil.training.ehs.state.ma.us (instructions for orientation can be downloaded by clicking the link below). The consumer and PCA will not have access to the online orientation until the Consumer Options Notice is returned and processed by us. PCAs should contact the Homecare Training Benefit after completing the 3-hour consumer portion of the orientation to sign up for the 1-hour infection control training. The phone number for the Homecare Training Benefit is 1-877-409-8283.

A Consumer can also send their PCA to a group orientation presented by the Homecare Training Benefit (Please call 1-877-409-8283 to schedule an orientation session). Only surrogates who are the parent of a consumer under the age of 18 can provide the orientation to a PCA on behalf of their consumer. Otherwise, surrogates cannot provide the orientation. PCAs who fail to complete the orientation program within nine months of their date of hire will be subject a $1.00 per hour post tax payroll deduction.

My check was mailed out, but I haven't received it…what should I do now?

Please give us a call on Monday. If we are able to verify that you have been paid - and that shouldn't be a problem if we've gotten your timesheets on time - you may request that we put a stop payment on the check(s). We will issue new checks after five business days - sorry, but we can't make exceptions.

What do I do if I receive the check I placed a stop payment on previously?

Your PCAs won't be able to cash these checks, so please write VOID across the check and mail it back to our office as soon as you can.

Did you receive my new approval?

You should be receiving notification from MassHealth in regards to your approved hours and dates of service. You should also be receiving a letter from the PCM (Provider Care Management) agency. We do not send any letters from the FI office.

Why doesn't a PCA get paid when a consumer is in the hospital or long term care facility?

This is a regulation set by the Commonwealth of Massachusetts. There are no exceptions.

When are your fax machines on?

All the time. Just be sure to fax them to one of the fax numbers listed on the timesheets.

What do I do if I have some ideas that might be helpful for your program?

We always welcome new ideas that will help us better serve you. Please let our Customer Service Department know or you can send them on our E-mail feedback form.

When should I expect to receive my payroll checks?

If we get your timesheets before noon on Tuesday and it is properly filled out, you can expect to receive your check(s) by Friday.

How many hours do I have left on my approval for regular hours and for holidays?

If you would like to learn the unused balance of your regular or holiday hours, please contact our Customer Service Department.

Why did I get a letter from the Fiscal Intermediary saying I was overusing my hours?

We send you letters notifying of overuse in order to make sure you do not run out of hours toward the end of your approval. If you have any questions about our findings, please contact our Customer Service Department.

Can you explain the overuse letter to me?

We calculate the overuse hours on the last two timesheets you submit covering four weeks. During this period, if your use exceeds four times your weekly allowable hours indicated on your approval, then we send an overuse letter. If we see the overuse continue over three pay periods, then we request skills training from the PCM you are affiliated with. If we see continued overuse, then we must report it to MassHealth. MassHealth may then "cap" your hours, meaning that we can't pay you for more than your weekly approved hours.

Are my PCA's Stavros FI or PCM (Provider Care Management) agency employees?

NO. You hire them, train them, decide on their hours - and terminate them if you have to. You are the employer of record for the state and federal governments - not Stavros FI or the PCM agency.

Will Stavros do my PCA wage verifications?

Stavros will provide wage and employment verifications for PCAs. Please read below and direct your inquiry accordingly.

Unemployment

Contact the Massachusetts Department of Unemployment Assistance directly; the DUA will then contact us for verification. IMPORTANT: Provide DUA with the Consumer’s name as employer. Stavros FI is the Consumer’s payroll agency, NOT the employer.

Fuel Assistance, Transitional Assistance, and Social Security

Fax employment verifications for Fuel or Transitional Assistance to 413-256-3596.

Social Security generally contacts Stavros directly for PCA employment verifications. If you need to send a Social Security verification to us, fax to 413-256-3596.

Employment, Housing, and General Wage Verifications

We require a signed or electronic release from the PCA. Have the requesting agency email to employmentverification@stavros.org or fax to 413-256-3596.

 

What is the Office of Inspector General (OIG) Verification?

We are required by law to check your new PCA hires on the OIG website to see if there are any restrictions for their employment. If their name appears on this list, we will notify you immediately and no payroll can be processed for these individuals.

How can I get more timesheets, W-4s, I-9s, PCA Signature forms, or your weekly schedules?

You can download them from our site and print them from home if you have access to a printer. If you do not have access to a printer, you can request to have forms mailed to you by calling our Customer Service Department.

What is my four digit employer number?

We assign you a four digit employer number after you start using the program and send in your first timesheets to the FI office. Following this, we will send you a packet containing a letter informing you of this new employer number along with your weekly schedule and some blank timesheets. We require you to use your employer number on the timesheets you submit to our office. This number also appears at the bottom of the payroll register that accompany the payroll checks you receive each pay period.