Social Service Payment System (SSPS)

Revised:  May 22, 2006

The Social Service Payment System (SSPS) was conceived and developed in the late 1970's by the Department of Social and Health Services (DSHS) to authorize the delivery and/or purchase of social services performed for clients.

Payments authorized through SSPS 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. Data is tabulated and summarized, and monthly and annual reports are generated for DSHS field offices, regional offices, and state headquarters offices.

SSPS Website

A new SSPS website is available through the intranet and houses a variety of useful pages. The site is used to gather pertinent 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. All licensed / certified child care providers must have an SSPS provider number to receive payment. The Division of Child Care and Early Learning (DCCEL) licensing staff are responsible to obtain provider numbers from SSPS for providers once they have completed the licensing or certification process. Only licensing staff have the authority to request changes to information for a licensed / certified provider in the SSPS Provider File.

   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 provider. For more information see Providers, section C (Out-of State).

2. For in-home / relative care, the in-state or out-of-state provider must have a valid Social Security number (SSN) or Employer Identification Number (EIN) to obtain an SSPS provider number and receive payment.

3. The DSHS 06-097 Provider File Action Request (PFAR) form is used to obtain the in-home / relative provider number from the SSPS system. Prior to requesting a provider number, staff must do a complete search of the provider file to make sure the provider is not already in the system. A complete search will help avoid creating duplicate providers in the provider file. Staff should also follow directions for filling out the form as outlined at the SSPS Central Provider File site.

   The WCAP houses the PFAR under ‘Output’ and once completed, can be sent electronically to the SSPS Provider File Unit for processing. The e-mail address for the unit is providerfileunit@dshs.wa.gov. Staff will receive e-mail notification of additions, changes to specific provider files, and incorrect tax identification numbers.

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. It is sent directly 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

1. Billing invoices for authorized child care services are generated by SSPS. An invoice is detailed accountings of the services that have been 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 provider then receives payment via 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 DSHS 22-223, A Guide to In-Home / Relative Child Care explains billing procedures for in-home / relative providers. Both publications can be found at the DCCEL publications page.

SSPS Billing Cycle

1. If the regular SSPS deadline is met, 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 invoice. This allows the provider to bill using the entire month of attendance. When the invoice is mailed, DSHS sends the child care payment to the provider 10-12 days after the completed invoice is mailed to SSPS.

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 provider to call 1 (888) 461-8855 and enters 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://www1.dshs.wa.gov/msa/ssps/invoiceexpress.htm

Direct deposit

Providers who chose Direct Deposit (also called Electronic Funds Transfer, or EFT) will have their SSPS payments directly deposited to their bank accounts, removing 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://www1.dshs.wa.gov/msa/ssps/DDapply.htm 

Provider File Numbers

1. All child care providers must have an SSPS provider number to receive payment. The Division of Child Care and Early Learning (DCCEL) licensing staff are responsible to obtain provider numbers from SSPS for providers once they have completed the licensing or certification process. Only licensing staff have the authority to change information for a licensed / certified provider in the SSPS Provider File.

2. For in-home / relative care, the provider must have a valid Social Security number in order to obtain an SSPS provider number and receive payment. 

   When an undocumented consumer with documented children requests WCCC using an in-home / relative provider, the SSN of the oldest child needing care is used. The undocumented parent(s) should be designated as such on the household screen in the WCAP.

3. The DSHS 06-097 Provider File Action Request form is used to obtain the provider number from the SSPS System. See the SSPS Manual Basic Instructions for more information. The manual can be found on-line at the SSPS website.

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 withold both the provider's share and the consumer's share of Federal Insurance Contribution Act (FICA) or Old Age and Survivor's Insurance (OASI) tax on the provider-employee's wages. Payments are made quarterly 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. For example, in 2005 the threshold amount will be $1,500.00.

   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 will 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. The form is generated by SSPS.  Direct questions about information on the 1099 form to OAS.