How to Register Online Page 1 of 6 Rev. 1

Welcome to the BetterOnline™ Web Portal System This document will provide a brief walk through of what Providers can expect in the BetterOnline™ Web Portal System.

Contents Welcome to the BetterOnline™ Web Portal System ................................................................................ 1

USER REGISTRATION ........................................................................................................................... 1

Step 1: REGISTER .................................................................................................................................. 1

Step 2: VERIFY CREDENTIALS ............................................................................................................. 2

Step 3: USER INFORMATION ................................................................................................................ 2

PROVIDER PROFILE.............................................................................................................................. 3

ASSOCIATED PARTICIPANT(S) ............................................................................................................ 3

PROVIDER VIEW TIMESHEETS ............................................................................................................ 3

How to Create a Timesheet ..................................................................................................................... 4

Viewing Timesheets ................................................................................................................................ 5

How to Register Online Page 1 of 6 Rev. 1

USER REGISTRATION

This document will outline how to set up your Username and Password so that you can begin using the BetterOnline Web Portal.

As a Provider (Employee), once you are registered you will be able to use the BetterOnline Web Portal to:

▪ View your demographic information ▪ Create Electronic Timesheets

▪ View the status of your timesheets as it progresses through payroll

▪ Retrieve your W-2 for 2020 and future years These instructions are online at www.publicpartnerships.com.

▪ Select Programs on the top menu. ▪ Select OH (OHIO) on the map. ▪ Select Ohio Department of Aging (ODA): ODA PASSPORT PROGRAM ▪ Select the Program Documents tab.

Step 1: REGISTER

Open web browser (e.g., Chrome, FireFox, Internet Explorer) and enter the following URL into the web browser:

https://fms.publicpartnerships.com/PPLPortal/login.aspx

Helpful Tip: This website can be added as a Favorite in your web browser for quick access.

Next, Select the Sign-Up link next to the login button and follow the steps below.

▪ Select Ohio from the dropdown menu.

▪ Select your program: OH ODA PASSPORT

▪ Select your role: PROVIDER

▪ Click the Next button.

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How to Guide for the BetterOnline™ Web Portal

Step 2: VERIFY CREDENTIALS

Complete the following fields. ▪ Last Name: This is the Provider’s last name. ▪ Social Security Number: This is the Provider’s social security number. ▪ DOB: This is the Provider’s date of birth. DOB must be entered in a MM/DD/YYY format.

Helpful Tip: Ensure the correct information is entered. If the system is unable to verify your

information the issue could be that the information in our system is different than the information you are noting in the registration. To resolve this, please call customer service and provide your Provider ID so that PPL can verify the demographic information on file.

Step 3: USER INFORMATION

Complete the following fields. ▪ Username: PPL suggests that you use the first letter of your first name and your last name.

Example. Mary Poppins = MPoppins

Helpful Tip: If the username you selected is already in use you will need to select a

different username.

▪ Password: Your password must be at least 6 characters long and contain at least 1 numerical character, 1 capitalized character, and 1 lowercase character. Your password will be case sensitive.

▪ Confirm Password: Retype the password you created.

▪ Email Address: Your email address is an optional field. PPL on behalf of ODA will use this to send information pertaining to your timesheets to your email account.

Helpful Tip: If you provide an email address you will receive an email confirmation of your

username and password.

▪ Security Questions: Choose three questions from the dropdown menu. Enter the answers to these questions in the data field next to it.

These questions provide a layer of security to protect your privacy so that only YOU can change your user registration information.

▪ Click the Submit button.

CONGRATULATIONS! You are now registered and ready to log in to the BetterOnline Web Portal!

How to Guide for the BetterOnline™ Web Portal

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PROVIDER PROFILE When you login, you will first your provider demographic profile. From this location you can access all your important program information. Select the options in the menu header bar to go to a new page

▪ Your Profile and enrollment checklist ▪ Participants that you serve ▪ Your Timesheets ▪ Your yearend W-2 Forms (only 2020 forward)

ASSOCIATED PARTICIPANT(S) You can see who you are linked to by selecting the Associated Participants menu option. All the Participants in the OH ODA Passport program who have been identified as your employer(s) are listed here.

The GOOD TO GO Y/N indicator, lets you know whether the necessary demographic and enrollment materials have been received for that relationship.

• If the indicator is marked NO, you can hover over it to see what may be missing. Missing items will need to be resolved before you can submit a timesheet electronically.

• If the indicator is marked YES, this means you’re all set! By selecting the PARTICIPANT-PROVIDER CHECKLIST hyperlink, you can see the status of the enrollment documents for your relationship.

PROVIDER VIEW TIMESHEETS

In the Provider View Timesheets page, you can:

▪ Create new Timesheet(s) ▪ See any timesheets that you have been submitted; ▪ Monitor the payment progress for each of the timesheets that you have submitted;

▪ If a timesheet is in SUBMITTED status, it is awaiting for your Employer’s approval before PPL can process it.

How to Guide for the BetterOnline™ Web Portal

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How to Create a Timesheet

▪ To create a timesheet select Provider View Timesheet(s) in the menu header.

▪ Select CREATE TIMESHEET, scroll to the bottom of the page to identify which Participant you are planning to submit a timesheet and select Create Timesheet for the participant you wish to submit time for.

▪ Select a date of service in the time period that you worked. The system will automatically create the rest of the pay period dates.

▪ Select the service that you worked.

Helpful Tips:

✓ The electronic timesheet will allow you to put in multiple shifts a day and select multiple services without creating a new timesheet for the pay period.

✓ If you have worked the same service for every day of the pay period you may want to use the ‘Select common service’ dropdown. Otherwise, we recommend just selecting the service code per day.

✓ There is a copy and paste button if you want to copy one line into another

✓ You can enter the exact time in and out, including minutes worked.

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▪ When you have completed the timesheet, select Submit. This will make it available for the Participant to approve.

▪ If there are any issues processing your timesheet, the system will let you know by showing you a message in RED.

▪ Your timesheet will be processed once the Participant approves it. You can monitor the status of your timesheet by selecting the SEARCH TIMESHEET.

Viewing Timesheets

▪ When you select SEARCH TIMESHEET, the page will show all timesheets you have submitted

for payment.

▪ You can track the progress of your timesheet through to payment by visiting this page.

Timesheet Status What does it mean?

SAVED This timesheet has been started by you but has not been submitted. Timesheets in Saved status are not available for Participant's to Approve and PPL cannot yet process them.

SUBMITTED This timesheet has been submitted and has successfully passed all of the timesheet rules. It is now awaiting the Participant's approval before PPL can process it.

APPROVED This timesheet has been approved and will be processed in the next pay cycle.

IN PROCESS This timesheet is currently being processed by PPL's payroll team.

GOOD TO PAY This timesheet is one step away from payment.

REJECTED This timesheet has been rejected by the Participant. It requires that you correct a portion of the timesheet and resubmit it for approval.

PENDING This timesheet has been submitted via paper and currently breaks a timesheet rule that must be corrected before payment can occur.

DENIED This timesheet cannot be paid or processed.

We hope you enjoy using the BetterOnline Web Portal!

If you have any questions please feel free to contact our customer service center.