How to Submit Timesheets as a Medicaid Caregiver in Virginia

If a family member is paid as a caregiver under Virginia's CCC Plus Waiver, care hours must be recorded using Electronic Visit Verification (EVV).

EVV records the date, start time, end time, and location of each in-home care visit. Medicaid only pays for hours that are properly recorded and approved in EVV.

Clock In and Clock Out

The caregiver must record the start time and end time for each shift. For every shift, EVV requires:

• Date of care
• Start time
• End time
• Location of care

Hours should be recorded the same day the care is provided. If a caregiver forgets to clock in or clock out, the shift must be corrected inside EVV and include a reason for the change. The correction must be approved by the payroll company before the hours can be paid.

Stay Within Approved Weekly Hours

The caregiver can only submit the number of hours Medicaid approved. If Medicaid approves 25 hours per week, the caregiver can submit up to 25 hours. Hours over the weekly limit will not be paid.

If more care is needed, the Services Facilitator must complete a new assessment and submit a request for additional hours.

Submit Before the Payroll Deadline

After recording a shift in EVV, the caregiver must submit the hours for payroll. Before the payroll deadline:

• The caregiver must submit the recorded hours
• The person receiving care, or their authorized representative, must approve the hours

If the hours are not submitted and approved before the payroll deadline, they move to the next payroll cycle.

Payroll is processed by the assigned payroll company:

• Public Partnerships (PPL) for Anthem, UnitedHealthcare, and Aetna plans
• Consumer Direct Care Network (CDCN) for Humana Healthy Horizons and Sentara plans

Special Rules for Spouses and Parents

If the caregiver is a spouse or the parent of a minor child, the caregiver must record the specific care tasks performed during each shift. Payment is allowed only for Activities of Daily Living (ADLs) such as:

• Bathing
• Dressing
• Transferring
• Toileting

Medicaid does not pay spouses or parents for:

• Cooking
• Laundry
• Housekeeping
• General supervision

However, preparing specific meals for the person receiving care is allowed if it's part of their approved plan. If required tasks are not documented, the shift will not be paid.