Are you an IHSS care provider? Then you probably know that submitting your timesheet every month is how you get paid.. If you are new to the program or have made mistakes before, you are not alone. Many caregivers across California struggle with the same issues when trying to complete their timesheets online.
Caring for an IHSS recipient can be afull-time job. Between managing medications, preparing meals, and providing support, it can be hard to find the time to figure out the electronic timesheet system. But getting it right matters. Reporting your hours correctly helps you get paid on time.
Whether you are helping a family member or working as a provider for someone in your community, this guide will walk you through the process. You will learn how to complete the IHSS timesheet online step by step and discover simple tips to track your hours more accurately. With the right knowledge and tools, you can reduce stress, avoid payment delays, and focus more on what really matters, caring for the person who depends on you.
What is the IHSS Electronic Timesheet System (ETS)?
The IHSS Electronic Timesheet System, also known as ETS, is an online platform created by the California Department of Social Services. It allows IHSS providers and recipients to manage and approve timesheets electronically instead of using paper forms.
With ETS, caregivers can log into a secure website to enter their hours, submit timesheets, and check payment status. Recipients can also go online to review and approve timesheets quickly. This system helps reduce paperwork, speeds up processing, and lowers the chances of mistakes.
Using ETS is completely free and available to all IHSS and WPCS (Waiver Personal Care Services) providers and recipients in California. It’s a convenient way to make sure your hours are reported correctly and payments are not delayed.
If you’re still using paper timesheets, switching to ETS can save you time and offer more peace of mind.
Benefits of submitting timesheets online vs. paper
Submitting your IHSS timesheets online through the Electronic Timesheet System (ETS) has several advantages compared to the traditional paper method. Here are some of the key benefits:
- Faster Processing and Payments
Online timesheets are processed more quickly than paper ones. This means you get paid sooner and can avoid delays caused by mail delivery or manual errors. - Fewer Mistakes
The system alerts you if there are any issues with the hours you enter, such as exceeding maximum limits or overlapping shifts. This reduces the chance of rejections or corrections. - Easy Access to Payment Information
You can track the status of your submitted timesheets and see when your payment is issued, all in one place. No more calling the office or waiting for updates.
- Instant Approval from Recipients
Once you submit your timesheet, the recipient can review and approve it online right away. This cuts down the waiting time and improves communication.
- Saves Time and Paperwork
No need to print, fill out, or mail forms. Everything is done digitally, which saves you time and effort.
- Available 24/7
You can submit your in-home support services timesheet anytime from your computer or smartphone. No need to follow office hours or rely on the post office.
Who Is Eligible to Use the Online System?
The Electronic Timesheet System (ETS) is available to both IHSS providers and recipients who are enrolled in California’s In-Home Supportive Services (IHSS) or Waiver Personal Care Services (WPCS) program.
IHSS Providers: If you are an IHSS or WPCS provider who delivers authorized care, you are eligible to use the online system to submit your hours and view your payment status.
IHSS Recipients: If you are receiving care through IHSS or WPCS, you can also use the online system to review, approve, or reject submitted timesheets from your provider.
Requirements to Use ETS
- You must be enrolled in the IHSS or WPCS program.
- Both the provider and the recipient need to register for the Electronic Timesheet System.
- You must have access to the internet through a computer, tablet, or smartphone.
- A valid email address is required for account setup and communication.
Once both parties are registered, you can begin using the system to manage timesheets digitally. This makes the process faster, more accurate, and easier to track.
How to Register for the IHSS Electronic Timesheet System (ETS)
To begin using the Electronic Timesheet System (ETS), both the provider and the recipient must register separately. Registration is free and only takes a few minutes if you have the necessary information ready.
Step-by-Step Registration Process:
- Go to the official website
Visit https://www.etimesheets.ihss.ca.gov. - Click on ‘Register Here’
You will find this option on the login page. Choose whether you’re registering as a provider or a recipient. - Create an account
You will be asked to create a username and password and provide answers to security questions. - Enter your personal and program details
You must provide your full name, email address, and other IHSS-related information to verify your identity. - Confirm your email
A verification link will be sent to your email. Click the link to activate your account. - Log in to start using the system
Once your account is confirmed, you can log in anytime to submit or approve timesheets.
Required Information for Setup: Make sure you have the following details ready when registering:
- Your IHSS Provider Number or Case Number
- The recipient’s case number (if you’re a provider)
- Your Social Security Number (last 4 digits only)
- A valid email address
- Access to a phone or device with internet.
- Recipient information such as their name and address.
Having this information ready helps speed up the process and avoid registration errors.
Accessing the Website: To register or log in, always use the official site: https://www.etimesheets.ihss.ca.gov. This is the only secure website approved by the California Department of Social Services for IHSS timesheet management. Make sure to bookmark it for future use.
How to Complete IHSS Timesheet Online: Follow Step-by-Step
Once you are registered for the Electronic Timesheet System (ETS), you might be wondering, how do I submit my IHSS timesheets online? The process is simple when you follow the right steps. Here’s how to make sure your timesheet is accurate and submitted on time.
- Logging into the IHSS Timesheet Portal
Go to https://www.etimesheets.ihss.ca.gov and enter your username and password. If you forget your IHSS timesheet online login details, use the “Forgot Username” or “Forgot Password” option to reset them.
- Selecting the Correct Pay Period
After logging in, click on “IHSS Timesheet Entry.” You will see a list of available pay periods. Choose the one that matches the dates you worked. Each pay period covers 1st–15th or 16th–end of the month.
- Entering Your Hours Daily or Weekly
Enter the exact number of hours you worked for each day. Make sure you only enter hours for approved tasks under IHSS. You can enter hours at the end of each day or all at once before submitting. Be careful not to go over your authorized total hours.
- Reviewing Before Submitting
Double-check that your hours are correct and complete. Make sure there are no typos, overlapping times, or missing days. Reviewing carefully helps avoid delays and rejections.
- Certifying and Submitting the Timesheet
Once everything is correct, click “Submit.” You will be asked to certify that the information is true and accurate. Certifying your timesheet is the final step before it’s sent to the recipient for approval.
If you’re wondering when you can submit your IHSS electronic timesheet, you can do so as soon as the pay period ends and your hours are entered and reviewed.
- How Recipients Approve Hours
After you submit your timesheet, the recipient will receive a notification to log in and review it. They can either approve or reject it. If approved, it is sent to the State for processing. If rejected, you will get a message explaining why, so you can correct and resubmit it.
Tips for Tracking Hours Accurately
Accurate hour tracking is essential for getting paid on time and avoiding mistakes that could lead to timesheet rejection or delays. Here are some practical tips to help you stay organized and report your IHSS hours correctly:
- Keep a Personal Log or Calendar
Maintain your own written log, digital calendar, or notebook to record the hours you work each day. This helps you avoid forgetting hours and gives you something to reference when filling out your timesheet.
- Understand Which Tasks Are Billable
Not all tasks are covered under IHSS. Make sure you know which services you are authorized to provide, such as help with bathing, cooking, dressing, or mobility. Only record hours spent on approved IHSS activities. The recipient’s Notice of Action (NOA) shows how many hours and services are authorized.
- Don’t Round Hours Enter Exact Time
Always enter the exact number of hours and minutes worked. Rounding up or down can lead to errors and may affect your total allowed hours. If you work 3 hours and 45 minutes, enter it as 3.75 hours.
- Avoid Exceeding Maximum Authorized Hours
You are approved for a specific number of hours each month. Going over that limit can delay your payment or cause issues with your case. Check your balance often through the ETS portal to stay within your approved time.
- Use Reminders or Alarms to Enter Hours Daily
Set daily phone reminders or alarms to record your hours before the day ends. This makes it easier to keep your log up to date and prevents forgetting what you worked during the week.
What to Do if You Make a Mistake
If you notice a mistake on your IHSS timesheet, it’s important to fix it quickly to avoid delays in payment. Here is what you can do:
How to Correct Submitted Timesheets
If the recipient has not approved the timesheet yet, they can reject it. Once rejected, it will be returned to you for correction. You can then edit the hours and submit it again.
If the timesheet has already been approved and sent for payment, it cannot be changed through the online system. In that case, you will need to contact your local IHSS office for help.
Contacting IHSS or Your County Office for Help
Each county has an IHSS office that can guide you through fixing errors. You can also call the IHSS Service Desk at (866) 376-7066, Monday through Friday, 8 a.m. to 5 p.m.
Avoiding Timesheet Rejection or Payment Delays
To prevent errors:
- Always review your hours before submitting.
- Make sure the pay period is correct.
- Stay within your approved hours.
- Use your personal log to double-check entries.
Being careful before submitting can help you avoid rework and payment issues.
Frequently Asked Questions (FAQs)
Can I submit my IHSS timesheet early?
No, IHSS timesheets cannot be submitted before the pay period ends. Each month is divided into two pay periods: the 1st to the 15th, and the 16th to the last day of the month. You must wait until the last day of the pay period before submitting your timesheet. Submitting it too early may result in errors or rejection by the system.
If you’re unsure about your pay schedule or have trouble with timing your submissions, James Diskint, Esq. can help guide you through the process and avoid common mistakes that delay payments.
How to get more IHSS hours?
To receive more IHSS hours, you or the recipient must request a reassessment from the county. A county social worker will review the care needs, living conditions, and any changes in health or behavior. Providing medical records, caregiver notes, or documentation of increased needs can support the request.
You may also qualify for additional hours under Protective Supervision if the recipient has mental impairments and needs constant watch to stay safe. These cases require strong documentation and often face strict reviews.
How long does it take IHSS to process electronic timesheets?
IHSS electronic timesheets are usually processed faster than paper ones. Once the provider submits the timesheet and the recipient approves it, payments are typically issued within 2 to 3 business days. However, delays can happen due to system issues, holidays, or errors in submission.
You can check the status of your timesheet anytime through the ETS portal. If your payment is delayed or a timesheet was rejected and you’re unsure why, James Diskint, Esq. can assist in identifying the issue and advising you on how to move forward.
Disclaimer
The information in this post is not legal advice, nor is it intended to be. You should consult an attorney for advice regarding your individual situation.