Payroll

Payroll Calendar

You can view our payroll calendar for:

• Timesheet due dates.
• Expense and Mileage Report due dates.
• Payroll Periods.
• Holiday hours.

Our payroll calendar is available online or by downloading the Payroll Schedule:

• Payroll Schedule (English).
• Payroll Schedule (Hmong).
• Payroll Schedule (Somali).
• Payroll Schedule (Spanish).

Payment Options

PICS offers two payment options:

• Direct Deposit into a personal bank account.
• ADP Debit Pay Card.

You can switch your payment option at any time.

Direct Deposit

Follow these steps to set up payment via direct deposit: 

1. Complete the Payment Options Form and Choose “Option 1” for Direct Deposit.
2. Submit the form and bank document to our Payroll Department at [email protected].

Acceptable Bank Documents:

• Voided check.
• Bank statement.
• Typed bank letter.

Bank Document must be typed and display:

• The payment recipient’s name.
• The bank’s name.
• Bank account number.
• Routing number.

The PICS Payroll Department will update your payment choice for the upcoming payroll period.

NOTE: The Worker must be the owner or co-owner of the bank account.

Debit Pay Card

Follow these steps to set up payment via debit pay card: 

1. Complete the Payment Options Form and choose “Option 2” for Debit Pay Card.
2. Submit the form to our Payroll Department at [email protected]. The Payroll Department will update your payment set up for the upcoming payroll period and will send you the debit pay card in the mail.
3. Once you’ve received your card in the mail, please call 1.866.402.1237 to activate your service and set your pin.
4. Sign the back of your card.
5. Read your Quick Start Guide (provided with your card) or the FAQ page on the Money Network website.
6. Download the Money Network mobile app.

For more information, visit www.moneynetwork.com or call the Money Network Customer Service line at 1.866.402.1237.

Taxes

Update Your Tax Status

Change Federal Income Taxes

1. Complete the Federal W-4 Form to change your Federal income taxes.
2. Submit the form to our Payroll Department at [email protected].

PICS will update your tax status for the upcoming payroll period.

Change State Income Taxes

1. Complete the State W-4 Form to change your State income taxes.
2. Submit the form to our Payroll Department at [email protected].

PICS will update your tax status for the upcoming payroll period.

Filing Exempt

You must complete a Federal and a State W-4 Form. You are required to submit a new Federal and State W-4 form every year.

NOTE: PICS cannot provide tax advice. If you're unsure of what you should claim, please contact your tax professional.

Difficulty of Care Form (2014-7)

Payments for employees from Medicaid-sponsored programs are considered as non-taxable income. These payments are labeled as Difficulty of Care (DOC) payments. Claiming your payments as DOC payments is optional.

Filing exempt and declaring the payments as DOC payments are not the same.

• Filing exempt: Your income will be reported as taxable with zero taxes withheld.
• Filing DOC payments: Your income will not be reported as taxable and with zero taxes withheld.

Am I eligible?

You are eligible for DOC payments if you meet the following conditions:

• Services must be received through one of two Medicaid-sponsored programs – CDCS and Licensed Personal Supports.
• The Worker and Participant must live together full-time and engage in daily acts of living such as meals and holidays.

You are not eligible if you live with the Participant for only part of the week. For specific questions, consult your tax professional or review the IRS' article.

Do I still need to complete a W-4?

PICS does requires a W-4 for all Workers. Any earnings that are not DOC payments are taxable including:

• Paid Time Off.
• Bonuses.
• Vacation.

How do I declare my payments as DOC?

Please consult with a tax professional. PICS cannot make this change for you. If you are eligible, our Payroll Department will send you a letter of eligibility along with your W-2 Form.

More Information

For more information on the IRS Notice 2014-7, please review the IRS' article. PICS cannot provide tax advice. Please consult a tax professional to get the best information for your unique situation. You can also contact our Payroll Department at [email protected].

Request a W-2 or Additional Copy of a Pay Stub

Submit your request online using the W-2 or Paystub Request Form or contact our Payroll Department at [email protected].

Within 24 hours, PICS will send you the requested W-2 or paystub(s) by mail or email.

If you provided PICS with an email address, your pay stubs are automatically emailed to you each payroll period. Otherwise, they will be mailed to you. To pick up your W-2 or pay stub(s) in person at our office, please contact us to make an appointment.