My Recipient Won’t Sign My IHSS Timesheet: What Can I Do?

Your recipient has to approve your timesheet before you can be paid. Sometimes they will not, or cannot. They may disagree with the hours, or be unwell, or simply not answer. This guide explains the steps that are open to you. It is general information, not legal advice.

The short answer

• You cannot sign or approve a timesheet for your recipient. Not on paper and not in ESP.
• If the recipient rejects the timesheet in ESP, talk with them, correct the timesheet and submit it again.
• If the recipient cannot or will not sign, contact your county IHSS office.
• An authorized timesheet signatory (SOC 839) can approve for a recipient.
• Only submit hours that were actually worked.

You cannot sign for the recipient

The recipient is the one who confirms the hours on the timesheet. The CDSS training material says the provider cannot sign it for them. If the recipient is unable to sign, the material says to contact the IHSS office. Signing in their place is not an option.

If the recipient rejects the timesheet in ESP

In the Electronic Services Portal (ESP), the recipient can choose "Reject Timesheet." They are asked to pick one of three reasons:

• "Hours claimed were not correct"
• "This was not my provider"
• "Other reason"

A rejection is not the end of the road. Talk with your recipient and find out what they disagree with. If the hours on the timesheet are wrong, correct them so they match the hours you actually worked. Then submit the timesheet again for the recipient to review.

Never change hours to something you did not work just to get a signature. Only report hours you worked. If you and your recipient remember the week differently, check your own records and your schedule before you change anything.

If the recipient cannot or will not sign

Contact your county IHSS office. Explain what is happening and ask what they can do for your situation. We cannot say how long the county will take or what it will decide.

Keep notes of who you called, on what date, and what you were told. You may need them later.

A timesheet signatory can approve for the recipient

Some recipients have an authorized timesheet signatory. This is a person named on form SOC 839 who is allowed to approve the timesheet for the recipient. If your recipient cannot sign for themselves, ask the county IHSS office whether a signatory is on file for them and what the process is.

Your Public Authority and your union

The Public Authority is the employer of record for wages, benefits and collective bargaining. If your question is about wages or the terms of your union contract, call your county Public Authority. Union contracts may have dispute procedures, and those vary by county. Ask the Public Authority or your union what applies where you work.

If you are worried about unpaid wages

This guide cannot tell you whether you are owed wages or who would owe them. You can ask the Labor Commissioner whether they will take your claim. An employment attorney can also advise you about your own situation.

Submit only after the hours are worked

Submit a timesheet only once every hour you are claiming for that pay period has actually been worked. Do not enter hours you plan to work later. The IHSS provider enrollment agreement (SOC 846) also says the signed timesheet is to be submitted within two weeks after the pay period ends. See IHSS pay periods for your dates, and how to fill out an IHSS timesheet for the steps.

Common questions

Can I sign for my recipient if they are sick? No. If they cannot sign, contact the county IHSS office and ask about an authorized timesheet signatory (SOC 839).

The recipient clicked "Reject Timesheet." Did I do something wrong? Not necessarily. Talk with them about the reason they chose. If the hours were not correct, fix the timesheet and resubmit it. If they say it was not their provider, or give another reason, contact the county IHSS office.

Who do I call, the county or the Public Authority? Call the county IHSS office about the timesheet and the recipient. Call the Public Authority about wages and collective bargaining terms.

Where can I read more about timesheet problems? See IHSS timesheet violations and the ESP guide.

Sources

CDSS letters:

• CDSS All County Letter (ACL) 17-76, page 5 (the ESP "Reject Timesheet" option and its three reasons) and page 20 (timesheet signatory).
• CDSS All County Letter (ACL) 18-59, page 2 (authorized timesheet signatory, form SOC 839).

CDSS forms:

• SOC 839, authorized timesheet signatory (check the official form title with your county).
• SOC 846, IHSS Program Provider Enrollment Agreement (submit within two weeks after the pay period ends).

CDSS IHSS Training Academy material (training material, not a letter or regulation):

• "Program Integrity," page 63 (the provider cannot sign for the recipient; contact the IHSS office; hours claimed must be hours actually worked).
• "IHSS 101," page 22 (the Public Authority handles wages, benefits and collective bargaining).

This page is general information, not legal advice. IHSS Provider is independent and is not affiliated with CDSS or any county. Rules and screens can change, so confirm with your county IHSS office.