Support Staff Resources

Information specific to Support Staff.

Accessing the SEMP Surveys

Updated 4/5/2023

This guide will help you access the SEMP surveys from your ISS Portal homepage.

You will have the SEMP Survey widget on your homepage if you are actively assigned as a SEMP Reporter. If you do not see it, please reach out to the Self-Direction Coordinator (SDC) assigned to your case for further assistance.

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Group Jobs for Support Staff

Group Jobs for Support Staff

Group Jobs Intro Video for Support Staff

 

Created 05/22/24.

Group Jobs for Support Staff

Recording time for a group shift

Creating a Group shift

Creating a group shift is very similar to creating a regular shift, but it allows you to have more than one participant on the same shift.

To create a group shift:

  1. From the home page, click on the Start Group Shift button or in eTime Live, select the icon with two people to start a group shift.
  2. Select the participants in that shift.
    • Only participants that have a group job shared between them can be selected together.
    • If only one of the participants in this group is available for this shift, do not select a group shift. Instead, start an individual shift with that participant.
    • Once a participant is selected, participants who do not have a group job with the selected participants will not be selectable.
  3. Select the group job from the list.
    • The group jobs listed on this screen are the only jobs available for the combination of selected participants.
  4. If the selected job and method require EVV, select a start location for each participant.
    • If a shift takes place at a participant's home, select home for that participant and community for everyone else.
    • If the home that's being used for a group shift is shared by any participants, select home for these participants.
    • If the shift is not taking place at any of the participant's home, you can select community for all of them.
    • If any participant has more than one service address where home was selected, the staff should specify which service address.
  5. Review the selections made and click Add to start the shift.

Events in a Group Shift

Meetings and trainings are OK.

Participant absent should not occur.

Editing a Group Shift

  1. From eTime Live, navigate to and select the running group shift.
  2. Add all required information for each participant.
    • Staff activities must be added separately for each participant for COMHAB and SEMP jobs.
    • Adding an event to a group shift will apply that event to all participants in that shift.

Ending a Group Shift

If during a shift there is a change in the number of participants, you should end the current shift and start a new one.

  1. From the homepage, use the green "End Shift" button, or when viewing the shift in eTime Live, click the End Shift button.
  2. Verify that all shift details are added properly.
    • If the selected job and method are EVV Required, select the end location for each participant.
  3. Review the information.
  4. Click Submit.

Submitting a Group Shift

A group shift is submitted for approval just like any other shift.

Once a shift is submitted, it will be held for review and it has to be approved by each participant's approver.

 

Updated 05/10/24.

Group Jobs for Support Staff

Correcting a returned group shift

When a group shift is returned, either by ISS or one of the Circle Approvers, the entire shift will be returned and will need to be re-approved by the all of the Circle Approvers before it can be sent to ISS for review and payment. You will be able to see the following details to help you fix the issues for which it was returned:

From My Work, select the returned shift.  You will see the following details about the returned shift.

  1. A dropdown at the top of the page which you can use to navigate between participants to view their individual shift details.
  2. A red box indicating who returned the shift, the reason, and description why the shift was returned.

To fix a returned shift, in My Work, select the shift marked as returned and:

  1. Use the dropdown to review individual participant shift details.
  2. Use the edit in eTime link below the red box or the Submit in eTime button at the bottom of the shift details card to correct the shift in eTime.
  3. Review the reason and description for the shift being returned and make any necessary changes.
  4. Click Submit to resubmit the shift for approval.

 

Updated 05/10/24.

Group Jobs for Support Staff

Requesting Time Off on a group shift

The "Add Time Off" process has been enhanced to accommodate requesting Paid Time Off (PTO) for group jobs.

When adding a time off request, if you have any group job(s), you will be asked if you are asking this time off from a single or group job.

When "Group Job" is selected, you will be asked to select which job you are asking PTO for. Jobs are listed by name as well as the names of participants who are part of that group job.

The rest of the process has not been modified.  See Requesting/Submitting Time Off for more information.

 

Updated 05/10/24.

Group Jobs for Support Staff

During a group shift one or more participants has to leave, what do I do?

During a group shift one or more participants has to leave, what do I do?

End the current group shift and start a new group shift with the remaining participants. If only one participant remains, end the group shift and start a new single shift.

 

Updated 05/10/24.

Group Jobs for Support Staff

One or more participants in the group shift is absent, how do I proceed?

One or more participants in the group shift is absent, how do I proceed?

If the there are two or more participants available for the group shift, you can proceed with the available participants. When selecting participants for the shift, do not select absent participants.

If only one participant is available, you should not use the group shift feature.  Instead, begin a single shift.

 

Updated 05/10/24.

Group Jobs for Support Staff

Participants in a group shift live in close proximity, which location do I select?

Participants in a group shift live in close proximity (for example in the same apartment complex) and they are doing an activity together in a communal area, which location do I select?

If the communal area is within the geofence for all of the participants in the group shift, you can either select home, or community for both participants.

Note: If the shift is taking place at the home of one of the participants, please select home for the participant whose home is being used, and select community for the other participant(s) in the group shift.

 

Updated 05/10/24.

Inviting New Self Hired Supported Employment Staff to the Portal

Hello Self Hired Supported Employment Staff and Brokers!

We are very excited to invite you to access our easy to use Supported Employment portal.

An individual you support has Self Hired Supported Employment services (SEMP) built into their budget and we are asking you to be a "SEMP Reporter.'  In order to continue to be able to utilize SEMP in their Self Direction Services, a "SEMP Reporter" role has been developed to share pertinent employment information with Independent Support Services and OPWDD regarding the individual’s job.

The SEMP portal will allow SEMP staff to report where the individual is working, their job title, wage, and if it is an integrated setting. The SEMP reporter will also be prompted to upload a current pay stub that corresponds to the month’s survey that is being completed. Please work with the circle and employer to get a pay stub to upload. After uploading the initial paystub, you do not have to upload a new pay stub every month, unless there is a raise or the individual gets a new job! ISS is required to have this information on file as a SEMP provider and OPWDD asks us to complete a report with this information on a quarterly basis.

We are asking that SEMP staff report this information monthly for the individuals they serve. If an individual does not have a Job Developer, we are asking the Job Coach to report the information. If there is no Job Developer or Job Coach currently working, we are asking for the Broker’s assistance to discuss why this is needed with the family and alert the SDC of who should be assigned as a SEMP reporter going forward. A broker or parent can also be assigned as a SEMP reporter.

Some reminders:

To further assist you, below you will find training videos to teach you how to use the portal.

Please take the time to log in, explore, and report accurate information! To reach the SEMP Survey, log into the Portal (https://portal.issny.org/) and click the "Go to SEMP Survey" link on your home page.

There are 2 training videos you can watch by clicking (or copy and paste link into your browser):

Any questions please contact: Kim Warga, Assistant Director of Program Services & SEMP Liaison at Independent Support Services, (631) 864-2536 x406, or Mary Abbatiello, Director of Program Services at Independent Support Services, (631) 864-2536 x403.

Thank you!

Updated 04/24/23.

Job Seekers (for New Applicants and Current Support Staff)

Beginning Monday, April 24, 2023, we will no longer be sending out resume and job posting eblasts through Constant Contact. Instead, resumes will be available through our website at https://www.issny.org/job-seekers/ on a password-protected page.

On the Job Seekers page, you will see three boxes:

New Applicant, Current Support Staff, and Participants/Circles of Support. Click on the heading of the box you are interested in and you will see specific and relevant information explaining a little about Self-Direction.

Here is a brief explanation of each category:

New Applicant – This is for those interested in seeking employment and have never been a Support Staff through ISS. On this page, it gives details about Self-Direction and gives the applicant a link to UKG to complete an application and upload a resume. Once submitted, the resume will be posted on the resume page. We will no longer be accepting resumes for new applicants through our opportunities@issny.org email.

Current Support Staff – This is for staff who currently work for Participants through ISS and want to explore additional employment. On this page, the current Support Staff will see a link to an email address to submit their current resume. Once submitted, it will be confirmed they are able to work and the resume will be posted on the resume page.

Participants/Circles of Support – This is for our Participants and their Circles. This page has links to the password-protected resume page and the hiring form. Once on the resume page, you will see resumes listed by applicant location and includes the date submitted and if the applicant is a current Support Staff. For the password, please reach out to your Self-Direction Coordinator.

Overall, the advantage of this new process is that you can visit our website to view resumes any time without having to subscribe. For applicants, it gives them all the needed information about Self-Direction and the necessary links.

Additionally, for Participants and Circles, if the applicant has never been hired before, having them complete the application and submit their resume is one less step needed to be completed for the hiring process. With this new method, we will no longer be accepting job ads. If you have an opening, please go on the website and view resumes.

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Updated 04/20/23.

SEMP Reporter Training Materials

Dear Self Hired Supported Employment Staff,

As you may know, we have a web-based software program we'd like you to use to submit monthly reports about your participants' employment pursuits and successes. In doing so you are a "SEMP Reporter," a role we're using to identify support staff who have participants in the SEMP program.

Please note that ISS is required to submit this job data to the state in a timely manner every quarter.

As a SEMP Reporter, please make it a habit to log into the SEMP Survey at the beginning of every month, and verify the jobs you've already entered, or provide employment updates (for example, if a participant was terminated).  If everything is the same as last month, all you need to do is click through the screens and then mark the survey "Completed." It shouldn't take but a few minutes of your time every month.

If you've yet to enter any data in the survey for your participants, please get into the system and baseline your participants ASAP.

To reach the SEMP Survey, log into the Portal (https://portal.issny.org/) and click the "Go to SEMP Survey" link on your home page.

Not sure how to enter survey data?

If you have questions or concerns about using the survey, please send an email to websupport@issny.org.

Thank you!

Updated 04/24/23.

SEMP Survey User Guide & Training Documentation

SEMP Survey User Guide & Training Documentation

Before You Start the Survey

Understand the goals of the survey:

Gather info about the jobs your participants held in the month of October, 2016. You'll want to have the following ready:

  1.  
SEMP Survey User Guide & Training Documentation

Training Goals

Once you complete this training, you'll understand:

Attendees
SEMP Survey User Guide & Training Documentation

Logging In

  1. You'll receive an email with a link to the survey
  2. Must be connected to the internet
  3. For your first survey, please use a Desktop computer
  4. Browser versions: Desktop:
    1. Internet Explorer
    2. Chrome
    3. Safari
  5. Browser versions: Mobile *while possible to do on a mobile device, it is strongly encouraged that the initial survey be done from a Desktop computer*
    1. Safari (iPhone)
    2. Chrome (Android)
  6. Use your Participant Portal web username and password
    1. This will be in the email you receive
    2. Your password will be visible as you type it.
SEMP Survey User Guide & Training Documentation

Training Agenda

Understand the Survey Goals

ISS is required by the state of New York to:

 

Your role: SEMP Reporter

Job Developers and Job Coaches are now considered SEMP Reporters.

For your participants with SEMP, you are required to:

SEMP Survey User Guide & Training Documentation

Using The SEMP Survey

  1. Log in
  2. Choose a participant
    • Note you can navigate between participants at this level
  3. Choose a month
    • For the first survey, choose Oct 2016.
  4. Answer the survey questions, using the “Next” buttons as they appear to progress
    through the survey.
    • Did the participant have a job in Oct 2016? yes/no
      1. Choose No to record a termination in the month of Oct 2016
      2. Choose No to record the case where the person didn’t work but received
        job development services
      3. Choose Yes if the person worked in Oct 2016:
        • Enter data about any job(s) the participant has
      4. Did the participant terminate a job in Oct 2016? yes/no
        • If “Yes”, fill out the Job data (place employed, etc.) and provide a termination date (*even if it is before Oct 2016)
      5. Does the participant want a job?
        • Choose Yes to indicate you’re still developing/coaching
        • Choose No (*and alert their Support Broker so they may remove from
          their budget)
        • Upload documentation of participant’s employed status
  5. The “Next” buttons will light up based on the answers to the questions
    • After you enter Job info, and click the Next button, your job entries are checked
      for completeness
Special considerations if using a phone
SEMP Survey User Guide & Training Documentation

How to Complete the Survey Online

Before You Begin
  1. Gather information and documentation
    • Name of employer
    • Hire data (exact or approximate, if exact not known)
    • Hourly wage
    • Average weekly hours worked
    • Termination date, if applicable, even if in a previous month
    • Termination reason, if applicable, even if in a previous month
    • Documentation proving employment that shows the wage
      • Paystub, proof of employment, of letter from the Dept. of Labor

 

Logging in
  1. If possible use a desktop computer, not a mobile device
    • Internet Explorer, Chrome or Safari browsers supported
  2. Use the secure link that was emailed to you:
    • Check your Spam folder
  3. Use your "portal" username and password
    • If you've forgotten your password, reset it on the portal, then use the survey
  4. Click the blue "Login" button to login:.

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Completing the Survey
  1. Choose a participant from the list:
    • If your participant list is incorrect, please let Kim or Mary know.

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  2. Choose a month
    • Click the pencil icon to complete that survey
    • Complete November 2016 first
    • Surveys for a given month are due by the 10th the following month.

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  3. Answer the survey questions, using the "Next" buttons as they appear to progress throughout the survey:

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    • Did the participant have a job in Nov 2016? yes/no
      1. Choose No to record a termination in the month of Nov 2016
      2. Choose No to record the case where the person didn't work but received job development services
      3. Choose Yes if the person worked in Nov 2016:
        • Enter data about any job(s) the participant has

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        • The "Next" buttons will light up based on the answers to the questions
        • After you enter Job info and click the Next button, your job entries are checked for completeness
      4. Did the participant terminate a job in Nov 2016? yes/no
        • If "Yes", fill out the Job data (place employed, etc.) and provide a termination date (*even if it is before Nov 2016)
      5. Does the participant want a job?
        • Choose Yes to indicate you're still developing/coaching
        • Choose No (*and alert their Support Broker so they may remove from their budget)

  4. Upload documentation of participant's employed status:

    • For each job upload at least 1 piece of documentation:
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    • Click the box to choose document from your computer to upload:
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      • You don't need to upload a paystub every month; you only need to upload one paystub to prove the employment
      • You need to upload a new paystub whenever the rate of pay changes, for instance, when the minimum wage changed on Jan 1, 2017.

    • Browse to the file you want to upload. You may upload a picture or a PDF
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    • Click Upload and you'll see the file in the box: 10.png
    • Click the magnifying glass to see your document in a larger window


  5. Complete the Survey, or save your work:
    • If you've completed the job(s) and uploaded documents, or if your participant has been terminated or isn't looking for a job, you can click Mark Survey Complete 11.png
      • You can then do a survey for another participant by clicking the Home icon to go back to your list of participants 12.png

      • Alternately, you can navigate between your Participants from the list of Surveys for a given participant, using the arrows in the header
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    • Click Log Out to save your work and come back later
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      • You may also use the green button found in the footer area of some screens. They work the same way

    • When you log out before completing, the survey you were workin on will be marked as "In Progress".
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Support Staff Dashboard Guide

Support Staff Dashboard Guide

View Employer Details

To view details for an employer:
(1) Click My Employers from the navigation menu.

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(2) Select an employer.

Note: An employer displays under the Inactive Employers section when no active jobs exist with you and that employer.

 

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Support Staff Dashboard Guide

Summary Information

This section contains basic status and contact information for the employer.

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Support Staff Dashboard Guide

Expenses

This section shows a list of your most recent expenses for the employer. • Select an expense to view its details.
• Click View All » to view all of your expenses for the employer.

• If you do not have any expenses for this employer, the Expenses section will not display

 

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Support Staff Dashboard Guide

Job Roles

The Job Roles section shows your active and recently inactive job roles for the employer. • Select the tab for a job role to view its information and related timesheets.
• Click Archived Roles to view your archived roles for the employer.5.png

Archived Job Roles

When a job role ends, it will display as Inactive for 90 days. After 90 days, it will be moved to the Archived Roles section.

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Support Staff Dashboard Guide

Timesheets

Under each job role is a list of your most recent timesheets for the employer. • Click on a timesheet to view its details.
• Click View All » to view all of your timesheets for the employer.

 

VIEW ALL TIMESHEETS & EXPENSES

To view a list of all of your timesheets or expenses for all employers:

  1. Select My Timesheets or My Expenses in the navigation menu.
  2. Use the filter dropdowns as necessary.
  3. Click on a timesheet or expense to view its detail.

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VIEW TIMESHEET & EXPENSE DETAIL

View the detail of a timesheet or expense by selecting it from the Employer Detail page or the View All Timesheets & Expenses page.

Payment Breakdown

  • In some cases, ISS may not pay 100% of a submitted expense. If this happens, click the memo icon next to a line to view the comment.

  • If a timesheet upload is rejected, the reason for rejection will display on this page.

View and Download Documents

  • To view the documents submitted for a timesheet or expense (scanned timesheet, expense report, receipts, etc.), click View Document.

  • To download the images, click the Download button in the view window.

 

Request Documents

Due to the large number of documents associated with timesheets and expenses, some of them have not yet been moved to a location readily accessible to the portal. In this event, a Request Documents button will appear rather than the View All Images button. Clicking this button sends a request to the system for those specific documents to be retrieved and made available to the portal. The requested documents will be available in the portal no later than the next day.

Support Staff Dashboard Guide

Paid Holidays

A list of upcoming ISS-approved paid holidays can be viewed on the home page in the Paid Holidays section. The list shows the upcoming few holidays.

Note: These paid holidays are only applicable to staff who work a minimum of 20 hours/ week.

 

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Support Staff Dashboard Guide

FAQ

Updated 05/10/22.

My Info is incorrect. How do I fix it?

If you need to change information in your profile, contact People Services at ISS to make updates.

My employer’s information is incorrect. How do I fix it?

If you believe the information displayed for one of your employers is incorrect, contact ISS to make those changes.

I have a question about a timesheet or expense.

For expenses, contact Accounts Payable at ISS. For timesheets, contact Payroll. Be sure to have the Expense/Timesheet number, and/or the Upload ID for a timesheet that was uploaded.

Something about my job role/employment data is incorrect.

Contact People Services at ISS to resolve this issue.

I don’t see one of my employers.

Contact People ServicesPeople Services at ISS to resolve this issue.

I see an employer I don’t work for.

Contact People Services at ISS to resolve this issue.

I don’t see one of my job roles.

Contact People Services at ISS to resolve this issue.

I see an extra job role.

Contact People Services at ISS to resolve this issue.

Where did my job role go? I can’t find it.

If your job role does not display on the Employer Detail page, check on the Archived Roles page by clicking Archived Roles in the Job Roles section of that employer. If the job role does not appear in the Archived Roles section either, contact People Services at ISS.

Why is the Amount Submitted different from the Total Paid? (Reimbursement Expenses)

There are two main reasons why Amount Submitted and Total Paid for a Reimbursement Expense may not match.

  1.  All lines were paid. However, the sum that was submitted is different from the sum that ISS calculated.

  2.  Not all lines were paid. Certain lines may not be paid for various reasons. In these cases, click the memo button on the line to see a note about why the line was not paid.

Why is the Amount Submitted different from the Total Paid? (Mileage Expenses)

There are three main reasons why Amount Submitted and Total Paid for a Mileage Expense may not match.

  1. The most common reason is a rounding issue. Lines of a mileage expense are calculated on a per-line basis (miles * rate). The totals of the lines are then summed. You may calculate a slightly different number if you multiply the rate by the sum of the miles.

  2. The rate used on the submitted expense may have been the incorrect rate.

  3. Certain lines may not be paid for various reasons. Click the memo button on the line to see a note about why the line was not paid.

UKG (Formerly UltiPro)

UKG (Formerly UltiPro)

First Time Login

Updated 7/21/2022.

Initial Login & Creating your Password

For first time users, visit https://ew33.ultipro.com/ and use the following information to login:

Company Access Code: ISS03

User Name: FIRSTNAMELASTNAME@I (I as in Igloo)

Password: your birthday (MMDDYYYY)

As an example, if my name were John Smith and my birthday was on 1/1/1999, my username would be JOHNSMITH@I and the password would be 01011999

Once you log in using these credentials, you will be prompted to create a new password. Your account can be accessed through the UKG app, the UKG widget on your portal home page or on the desktop website of ew33.ultipro.com

 

 

UKG (Formerly UltiPro)

Company Access Code

First Time Logging in

When logging into UKG for the first time, you will be asked for a company access code.  ISS' Company Access Code is ISS03

This is required only for the first time you login. However, if you ever delete the App, you'll have to put the code in again.

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Updated 08/09/24.

UKG (Formerly UltiPro)

How to Check your Pay Statements

Updated 10/19/2022.

Payday is Friday. UKG is the source for your paystubs. Please get them there. Paystub and check information on the Portal is not guaranteed to be displayed.

In your web browser, go to https://ew33.ultipro.com/ and log in using your user name and password.

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Click on the menu icon (☰) at the top left. Under the “Myself” tab, locate the “Pay” section. Under that section, you can choose the following options:

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UKG (Formerly UltiPro)

How to Find Your W-2

Updated 7/21/2022.

Login to UKG

Login to UKG by going to https://ew33.ultipro.com/ and using your username and password.

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Access W-2 from the Menu

Click on Menu, at the top left of the webpage. Click on the Myself tab, Scroll down to the Pay Section, and click on the W-2 link.

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Selecting the Year & How to Print

Here, you can click on the year of the W-2 you are looking for to access it. You can also print the document by clicking on the Print Icon, at the top right of the screen.

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UKG (Formerly UltiPro)

Update Contact Info on UKG

Updated 05/10/22.

To update any of your contact information on UKG (formerly UltiPro), please email peopleservices@issny.org with your full name, what is being changed, and what it should now be.

UKG (Formerly UltiPro)

FAQ

Updated 10/19/2022

How can I reset my password?

At the login page, click on the “Forgot your password?” link

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You will then be prompted to enter your User Name. Enter your user name and click "Go". You will then be asked to answer the security questions you made when your account was initially set up. When the security questions are answered correctly, you will be prompted to create a new password.

User Names are created using the staff’s first name followed by their last name then “@i”. For example, a staff named “Joe Dirt” would be “JoeDirt@i”

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If you have further issues with this, please reach out to staffsupport@issny.org

Where can I find my Paid Time Off (PTO)?

Accumulated Paid Time Off can be found on your Pay Statement in the Paid Time Off section. To learn how to access your Pay Statement, please see our help page here: How to Check your Pay Statements

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