Timely reporting of Service Hours by Participant-Directed Personal Support Workers

Illinois Department of Human Services

Division of Developmental Disabilities

Information Bulletin



The purpose of this Informational Bulletin is to notify Division of Developmental Disabilities stakeholders that the Division will begin requiring participant-directed personal support workers to submit timesheets to ACES$ Financial Management Services within 3 months of the service date.


The Joint Committee on Administrative Rules (JCAR) enacted a change to Medicaid payments and claims that required all providers to submit claims for Medicaid and Medicaid waiver funded services within 180 days in which the services or goods were provided to be eligible for payment consideration. This policy change has created payment rejections for ACES$ Fiscal Management Services when timesheets were processed past the 180-day deadline. Effective January 1, 2019, the Division will require all time sheets for participant-directed personal support services be submitted to ACES$ Financial Management Services no later than 3 months after the reported service dates. This submission time frame allows time prior to the JCAR-imposed limit for processing of payments, including corrections, if needed.

Administrative Code 89; Chapter 1; Section 140.20: http://www.ilga.gov/commission/jcar/admincode/089/089001400B00200R.html


The Division of Developmental Disabilities determined that personal support services should be reported by the worker and employer of record no later than 3 months after the service date being reported to ensure compliance with JCAR expectations, reduce the risk of Medicaid fraud, and reduce the possibility of rejection of the Medicaid claim. This includes submitting corrected time sheets to add service hours to previously submitted time sheets. Time sheets submitted after the 3- month deadline will not be processed resulting in non-payment to the worker. It is the responsibility of the employer of record to ensure workers submit time sheets to ACES$ by the deadline.

Effective Date:

January 1, 2019.

Comments, suggestions and/or recommendations to: DHS.DDDComments@illinois.gov