Total participants
18
3 onboarding now
Invoices pending
$47,230
12 awaiting eBilling
ADP payroll due
Jun 12
Next check Jun 15
Active employees
34
Across 8 participants
Bill Payer
315
PW9150
3
participants
Co-Employer
316
PW9274
14
participants
Sole Employer
317
PW9275
6
participants
Filter by FMS model & Regional Center
Showing all 23 participants across all FMS models and regional centers.
Action items today
12 pending| Item | Participant | Amount | Action | |||||||
|---|---|---|---|---|---|---|---|---|---|---|
| eBilling Invoice ready | Cameron Demo | $1,470 | ||||||||
| ADP Payroll due | Wren Demo | $2,729 | ||||||||
| Invoice New from SDP Spark | Test Test | $3,120 | ||||||||
| Onboard Docs missing | Jordan Demo | — | ||||||||
| Budget Low balance alert | Rowan Demo | $2,400 left | ||||||||
| Blake Demo | 9100014 | 317 Sole-Emp | WRC | 07/01/2026 | 11+ txn | $1,680/mo 2x · mo 1/3 | $47,745 | $47,745 | Pending | |
| Finley Demo | 9100007 | 316 Co-Emp | IRC | 07/01/2026 | 9 services | $600/mo 5–10 svc | $67,043 | $67,043 | Pending |
Budget overview by participant
Recent invoices
| Vendor | Participant | Amount | Status |
|---|---|---|---|
| ZOOZ Fitness | Test Test | $6,750 | Ramp pending |
| Coastal Grove LLC | Wren Demo | $4,200 | Approved |
| Life College | Skyler Demo | $2,000 | Paid |
| Abilities Unlimited | Avery Demo | $5,842 | eBilling |
| SG Speech Therapy | Test Test | $950 | Ramp not paid |
eBilling readiness by regional center
| Regional center | Invoices ready | Amount | |
|---|---|---|---|
| RCOC | 8 | $21,430 | |
| NLACRC | 5 | $14,820 | |
| GGRC | 2 | $9,000 | |
| IRC | 4 | $6,200 | |
| VMRC | 3 | $4,100 |
Pending approvals
| Type | Description | Participant | RC | Amount | Due | Action |
|---|---|---|---|---|---|---|
| Invoice | Chasing 7 Dreams #003 | Cameron Demo | IRC | $1,470 | Jun 19 | |
| Invoice | Communication Basics #1361 | Cameron Demo | IRC | $1,350 | Jun 19 | |
| Payroll | ADP biweekly — Wren Demo | Sage Demo | RCOC | $4,200 | Jun 12 | |
| Payroll | ADP biweekly — Micah Sample | Drew Demo | NLACRC | $3,840 | Jun 12 | |
| Mileage | Mileage — Bailey Sample | Avery Demo | RCOC | $390 | Jun 15 | |
| Onboard | Missing I-9 — new employee | Jordan Demo | Tri County | — | ASAP |
eBilling — submit today
12 invoices ready| RC | FMS# | Invoices | Total | Service month | Action |
|---|---|---|---|---|---|
| RCOC | PW9274 | 8 | $21,430 | May 2026 | |
| NLACRC | PW9150 | 5 | $14,820 | May 2026 | |
| GGRC | PW9275 | 2 | $9,000 | May 2026 |
All participants
| Name | UCI | FMS model | Regional center | Start date | Billing tier | Monthly fee | Budget | Remaining | Status | |
|---|---|---|---|---|---|---|---|---|---|---|
| Test Test | 0000000 | 316 Co-Emp | NLACRC | 06/01/2026 | 11+ txn | $900/mo +lang | $288,312 | $182,400 | Active | |
| Cameron Demo | 9100010 | 316 Co-Emp | IRC | 03/15/2026 | 5–10 txn | $600/mo | $180,417 | $128,429 | Active | |
| Avery Demo | 9100004 | 317 Sole-Emp | RCOC | 01/10/2026 | 5–10 txn | $660/mo +lang | $95,000 | $42,000 | Active | |
| Drew Demo | 9100018 | 316 Co-Emp | NLACRC | $120,000 | $58,000 | Active | ||||
| Sage Demo (demo) | 9100005 | 316 Co-Emp | RCOC | $145,000 | $61,000 | Active | ||||
| Rowan Demo | 9100019 | 317 Sole-Emp | NLACRC | 09/01/2025 | 5–10 txn | $600/mo | $88,000 | $2,400 | Low budget | |
| Jordan Demo | 9100001 | 316 Co-Emp | Tri Counties | 06/01/2026 | <5 txn | $380/mo | $45,000 | $31,000 | Onboarding |
All vendors
| Vendor name | Service codes | Rates | Participants served | Pay method | W-9 | Status | |
|---|---|---|---|---|---|---|---|
| ZOOZ Fitness ziv@zoozfitness.com · (310) 555-0192 |
331 320 | $150/hr · $40/hr | Ramp ACH | ✓ | Active | ||
| Voices of the Heart info@voicesoftheheart.org · (818) 555-0341 |
331 | $135/hr | Ramp ACH | ✓ | Active | ||
| Coastal Grove LLC maria@coastalgrove.org · (424) 555-0234 |
320 | $4,200/mo | Ramp ACH | ✓ | Active | ||
| SG Speech Therapy contact@sgspeech.com · (310) 555-0188 |
331 | $190/session | Ramp ACH | ✓ | Active | ||
| Abilities Unlimited admin@abilitiesunlimited.org · (626) 555-0277 |
331 | $175/hr | Ramp ACH | ✓ | Active | ||
| Pelican Ocean info@pelicanocean.com · (310) 555-0412 |
331 | $200/session | Ramp ACH | Pending | Active |
All employees
| Employee name | Participant | RC | Service code | Pay rate | Burden | Pay method | I-9 | BG check | Status | |
|---|---|---|---|---|---|---|---|---|---|---|
| Hayden Sample Respite & Social Rec Coach |
Finley Demo | IRC | 310 · 320 | $23.00/hr | 22.06% | ADP | Pending | Pending | Onboarding | |
| Casey Sample jsurface71@yahoo.com · (909) 767-1471 · parent |
Finley Demo | IRC | 320 | $25.00/hr | 0.00% | ADP | Pending | Pending | Onboarding | |
| Gale Sample gale.sample@example.com · (818) 555-0147 |
Test Test | NLACRC | 320 | $22.50/hr | 22.06% | ADP | ✓ | ⚠ Aug 2026 | Active | |
| Alex Sample alex.sample@example.com · (818) 555-0291 |
Avery Demo | RCOC | 320 | $21.75/hr | 22.06% | ADP | ✓ | ⚠ Sep 2026 | Active | |
| Gray Demo m.earles@email.com · (909) 555-0314 |
WRC Participant | WRC | 320 | $20.00/hr | 22.06% | ADP | ✓ | ✓ Mar 2027 | Active | |
| Uri Sample jose.m@email.com · (626) 555-0198 |
Avery Demo | RCOC | 320 | $21.00/hr | 22.06% | ADP | Pending | ❌ EXPIRED | Active |
← Back to forms
📂 Compliance document reader
Upload any compliance document — W-9, I-9, background check, spending plan, or other forms. The system reads and stores it in the correct profile.
Upload compliance document
Drag & drop or click — system reads form type, date, name, and fields automatically
PDFJPG/PNGDOCXXLSXCSV
🔐
AID FMS — Vendor & Employee Portal
Sign up here to complete your onboarding, upload documents, and sign your agreement. Everything goes directly into the system.
I am a...
Vendor / Service provider
Business or individual providing services to SDP participants
Employee / Personal assistant
Direct support worker employed by an SDP participant
Already have an account?
New here? Use the form on the left to get started.
Need help?
📞 (310) 780-9907
✉️ hello@aidfms.com
🕐 Mon–Fri, 9am–5pm PST
✉️ hello@aidfms.com
🕐 Mon–Fri, 9am–5pm PST
Total RCs in California
21
All counties covered statewide
Your active RCs
9
RCOC · NLACRC · GGRC · IRC · VMRC · SCLARC · WRC · SGPRC · TCRC
Participants (RCOC)
8
Largest RC by volume
Participants (NLACRC)
6
Second largest RC
All invoices and timesheets — staged for eBilling
Everything uploaded automatically appears here. Select items and export to eBilling CSV.
📎 Upload invoice
PDF, Excel, CSV — auto-adds to task belowUpload vendor invoice
Drag & drop or click to browse
PDFXLSXCSV
⏱️ Upload timesheet
Employee timesheets — auto-adds to task belowUpload employee timesheet
Drag & drop or click to browse
PDFXLSXCSV
⏱️ Payment countdowns
Under $500 = 2 weeks · $500+ = 3 weeks from submission date| Select | Vendor / Employee | Participant | Type | Amount | Submitted | Deadline | Countdown | Approval | Source | Action |
|---|---|---|---|---|---|---|---|---|---|---|
| ZOOZ Fitness Personal training · 331 |
Test Test | Invoice | $6,750 | Jun 9, 2026 | Jun 30, 2026 | ⏱ 20 days | ✓ Submitted→✓ Participant→⏳ AID FMS→Payment |
Vendor upload | ||
| Voices of the Heart Music therapy · 331 |
Test Test | Invoice | $3,120 | Jun 8, 2026 | Jun 29, 2026 | ⏱ 19 days | ✓ Submitted→⏳ Participant→AID FMS→Payment |
Vendor upload | ||
| Coastal Grove LLC Living arrangement · 320 |
Wren Demo | Invoice | $4,200 | Jun 5, 2026 | Jun 26, 2026 | 🔴 3 days! | ✓ Submitted→✓ Participant→⚠️ Urgent→Payment |
Vendor upload | ||
| Wren Demo Personal assistant · 320 |
Sage Demo | Timesheet | $2,729 | Jun 1–15, 2026 | Jun 15, 2026 | ADP payroll | ✓ Submitted→✓ Approved→✓ ADP→⏳ Payment |
Timesheet upload | ||
| Abilities Unlimited Community integration · 331 |
Avery Demo | Invoice | $5,842 | Jun 7, 2026 | Jun 28, 2026 | ⏱ 18 days | ✓ Submitted→✓ Participant→⏳ AID FMS→Payment |
Manual entry | ||
| SG Speech Therapy Speech sessions · 331 |
Test Test | Invoice | $950 | Jun 7, 2026 | Jun 28, 2026 | ⏱ 18 days | ✓ Submitted→⏳ Participant→AID FMS→Payment |
Vendor upload | ||
| Alex Sample Personal assistant · 320 |
Avery Demo | Timesheet | $3,480 | Jun 1–15, 2026 | Jun 15, 2026 | ADP payroll | ✓ Submitted→✓ Approved→⏳ ADP→Payment |
Timesheet upload |
⚠️ Coastal Grove LLC invoice for Wren Demo is due in 3 days. Process immediately.
0 items selected · Total: $0.00
📤 Bulk eBilling Export
Generate DDS-ready eBilling file for ALL participants at once — ready to submit to regional centers.
Filter & generate eBilling export
Ready to generate. Select RC and FMS model above, then click Generate.
Generate eBilling export
eBilling submission checklist
1. Enter UCI and consumer name✓ Auto-filled
2. Select FMS provider number✓ PW9274
3. Add service code rows✓ From payment task
4. Enter service MM/YYYY✓ Auto-filled
5. Enter invoice amount✓ From approved invoice
6. Enter rendering provider✓ From vendor profile
7. Submit to regional centerManual step
📖 eBilling Training — For the Vendor
Official Regional Center eBilling reference. Use it when working invoices, payments, reports, and TAI/DS1964 files.
🔐 Logging in & system basics
- Click the LAUNCH APPLICATION button.
- Enter your User ID and Password, then click LOGIN.
- No User ID? Contact your Regional Center.
Change your password the first time you log in (Home → My Profile → make changes → UPDATE). You'll be prompted to change it every 90 days. The system logs you out after 25 minutes of inactivity, so save all updates as you work. The site is arranged in tabs and sub-tabs (Home, Invoices, Payments, Reports, Service Provider Management); which ones you see depends on your role.
👥 User roles & permissions
| Role | Tabs | Can submit invoices? | Can create users? |
|---|---|---|---|
| Vendor Administrator | Home, Invoices, Payments, Reports, Service Provider Mgmt | ✅ Yes (also edit/update) | ✅ Yes |
| Vendor Supervisor | Home, Invoices, Payments, Reports | ✅ Yes (also edit/update) | ❌ No |
| Vendor Staff | Home, Invoices, Payments, Reports | ❌ No (edit/update only) | ❌ No |
| Vendor Staff — No Payment Access | Home, Invoices, Reports (no payment history) | ❌ No (edit/update only) | ❌ No |
| Reader | Home, Invoices, Payments, Reports | ❌ View only | ❌ No |
All roles only see their assigned SPNs. Wrong role? Contact your Vendor Administrator or Regional Center.
🏠 Home dashboard: SPN selection, bulletins, comments & documents
Select a Service Provider Number (SPN) first. Type your SPN in the Service Provider Selection box and click SELECT (or click it once in the SPN list), then click OK in the popup. You cannot view anything under Invoices, Payments, or Reports until an SPN is selected.
Bulletins from Regional Centers appear top-left of the home screen. Quick Links give one-click access to frequent areas. The E-Mail icon (upper right) emails your designated RC contact.
Comments (💬 icon): invoice-level comments stay on the website; invoice detail line-level comments transfer to UFS for RC POS staff (e.g. "This invoice line was deferred because…"). Keep them brief (two sentences or less). They are not for Service Coordinators and not an immediate communication channel — call or email your RC contact for anything needing an answer.
Documents (📄 icon): attached documents are only flagged on RC reports when attached to specific invoice detail lines. Documents attached at the invoice level will NOT appear on RC reports — if you want the RC to see it, attach at the detail line.
🛠️ Vendor Administrator: managing users & assigning SPNs
Only Vendor Administrators see the Service Provider Management tab. There you can search users, maintain and create user profiles, assign roles, and assign SPNs.
Search users: Service Provider Management → Users → enter criteria (leave blank to see all) → SEARCH → click a record to view, or EDIT (right of the record line) to update.
Create a user: Service Provider Management → Add User → fill in profile (red-star fields are required; role defaults to Reader — change via dropdown) → ADD → then ASSIGN SPN.
Assign SPNs: click ASSIGN SPN (in edit/update or new-profile mode) → popup appears → search SPNs on the left → click to highlight (CTRL for multiple non-consecutive, SHIFT for a consecutive range) → ASSIGN SELECTED SPNs → SAVE.
🔎 Invoices: search, view & filter
Search: select your SPN on Home → Invoices tab → enter criteria (leave blank for all) → SEARCH. Results show on the bottom half. Already-submitted invoice? Use the Invoice History sub-tab instead.
View: click anywhere on the invoice line for VIEW-ONLY mode. Click the EDIT button on the right side of the line for EDIT/UPDATE mode.
Filter lines: in a selected invoice, use the dropdown top-middle — FILTER ALL shows every line; FILTER UNPROCESSED shows only unprocessed lines.
📅 Calendar types (4) & entering attendance
| Calendar type | Service type |
|---|---|
| Check Box | Monthly |
| Units Calendar | Non-Monthly |
| Units with In/Out Times + Worker Name | Hourly, Session, or Visit |
| Purchase Reimbursement | Per Item or Variable |
Think your calendar type is wrong? Contact your Regional Center.
✅ Monthly Check Box: click a day's checkbox to mark it (SELECT ALL / DE-SELECT ALL for the whole month), then UPDATE or UPDATE-NEXT to save. On the right you can mark a line Full Month of Service, No Service, Defer, or Last Month of Service. Proration applies when: the authorization starts/stops mid-month; the exit date is before the last day of the month; or the consumer is absent more than 14 days in the month. For residential services, if a consumer exits during the month, enter the last night of service as the exit date. A prorated payment shows as zero — the RC calculates payment from attendance.
ℹ️ Absences (Check Box calendar only): must be in EDIT/UPDATE mode. Click the blue circle "i" icon on a day (or the icon at the top of the calendar to apply a reason to the whole month) → choose an absence reason → OK. Icons turn into blue stars for days with reported absences → UPDATE to save.
🔢 Units Calendar: type units into each day's box (up to two decimals — use quarter increments: .25, .50, .75). POPULATE ALL fills every day; check Weekdays Only for Mon–Fri. Use TAB to move day to day. UPDATE / UPDATE-NEXT saves.
🕐 In/Out Times + Worker Name: enter times in four-digit military time (1:15 PM → 13:15, 9:45 AM → 09:45, 8:00 AM → 08:00, 6:45 PM → 18:45). Tab between In Time, Out Time, and Worker Name. If the unit type is hourly, Units and Amount auto-calculate from the times; if per session/visit, enter units manually. Check the Units Type field to know which applies.
🧾 Purchase Reimbursement: ADD ROW → pick date of purchase → enter units → enter total amount → UPDATE / UPDATE-NEXT. Total units and amount auto-populate. Attach supporting documentation at the invoice detail line level so it flags on RC reports. Added a row by mistake? DELETE removes it.
⚡ Time-saver buttons: Defer, No Service, Calendar Template, Add Invoice Line
DEFER — marks a consumer record as deferred: the consumer DID receive service but the authorization needs updating. The RC resends the invoice the following month. If DEFER is applied to the whole invoice, the whole invoice is reissued.
NO SERVICE — marks a consumer record as having no service/billable time for the month.
Using them: open the invoice with EDIT (must be in edit/update mode) → check the boxes on the left for the lines you want (top-left header checkbox selects ALL lines) → click NO SERVICE or DEFER → a Y flag appears in the matching column.
CALENDAR TEMPLATE (Checkbox & Units calendars only) — EDIT mode → select lines → CALENDAR TEMPLATE → fill out the calendar in the popup → APPLY TO ALL or APPLY TO SELECTED → SAVE → CLOSE. Updated lines get a new date/time stamp. Individual lines must still be updated with absences.
ADD INVOICE LINE — adds an Attendance-Only (A/O) detail line under a contract authorization (only for certain service codes, if your RC enabled it). EDIT mode → ADD INVOICE LINE → pick calendar type → SELECT → fill consumer info (name and UCI # required; auth # and sub-code editable) → fill attendance → ADD.
🖨️ Printing invoice details & ✅ submitting an invoice
Print: from view-only or edit/update mode, click PRINT INVOICE DETAILS (bottom-right) → popup lets you view, save 💾, or print 🖨️ the Invoice Detail Report. Submitted invoices can also be printed from Invoice History.
Submit: open the invoice in EDIT/UPDATE mode → check every line is correct → scroll to the bottom → SUBMIT → click OK on the confirmation popup (it shows a submission confirmation number).
Invoice History: after submitting, find the invoice under Invoices → Invoice History sub-tab (an SPN must be selected on Home). You can print invoice details from there too.
💳 Payments: EFT payment history
Search EFT Payment History the same way you search invoices: Payments tab → enter criteria (Invoice #, Reference #, Service Code, UCI #, Service M/Y, date range) → SEARCH. Click anywhere on an invoice line to view its payment history. To export, select the invoice and click CREATE CSV — view it or save it to your computer.
📊 Reports: generating, viewing & printing
Available reports: Invoice Summary, Invoice Detail, Invoice History, Invoice History Detail, Submitted Invoice, EFT Payment History Summary, and EFT Payment History Detail. You must select your SPN first.
- Click the Reports tab (with the right SPN selected).
- Choose a report from the dropdown on the left.
- Enter search criteria on the right (fields change per report).
- Click SUBMIT.
View options: print 🖨️ or save 💾 to your computer, click Open in a New Window (left side), or scroll the report in the browser window.
📥 TAI & DS1964 spreadsheets: download, XML export & upload
What it is: if you're currently emailed a Microsoft Excel turnaround invoice (TAI) or DS1964 (service code 950), you can instead access it on the eBilling website. Talk to your RC about setting up your profile and posting your invoices there. Available files appear on the Home Dashboard with a DOWNLOAD button per invoice.
Download (site → your computer): select the SPN → find the invoice on the Home Dashboard → DOWNLOAD → SAVE → choose a folder → SAVE. It saves as an .XLS file; OPEN views it immediately. Do not change the file name — the eBilling system won't recognize a renamed file.
Convert to XML: to upload a TAI/DS1964 instead of emailing it, fill out the invoice as normal → click EXPORT XML → save. The .XML file lands in the same folder with the same name as the original.
Upload (your computer → site): select the SPN → Invoice tab → Invoice XML Upload sub-tab → SELECT → choose the file → OPEN → UPLOAD. Wrong file? DELETE and start over.
☎️ Questions?
Contact your Regional Center with any additional questions (your designated RC contact, phone, and email). For access or role problems, contact your Vendor Administrator or Regional Center.
Biweekly payroll — current period
Jun 1–15, 2026| Employee | Participant | FMS | Service code | Gross pay | Burden (22.06%) | Total deduction | RC | Status |
|---|---|---|---|---|---|---|---|---|
| Wren Demo | Sage Demo | 316 | 320 | $2,235.79 | $493.22 | $2,729.01 | RCOC | Not paid |
| Alex Sample | Avery Demo | 317 | 320 | $3,480.13 | — | $3,480.13 | RCOC | Not paid |
| Bailey Sample | Avery Demo | 317 | 320 | $3,866.82 | — | $3,866.82 | RCOC | Not paid |
| Micah Sample | Drew Demo | 316 | 320 | $3,840.01 | $847.32 | $4,687.33 | NLACRC | Not paid |
| Dana Sample | Morgan Demo | 316 | 320 | $13,660.56 | $3,013.36 | $16,673.92 | NLACRC | Not paid |
| Nico Sample | Drew Demo | 316 | 320 | $633.49 | $139.74 | $773.23 | NLACRC | Not paid |
| Peyton Sample | Drew Demo | 316 | 320 | $1,065.58 | $235.07 | $1,300.65 | NLACRC | Not paid |
Total payroll: $33,510
Total with burden: $38,222
Employees: 7 shown
Mileage reimbursement requests
| Employee/Driver | Participant UCI | RC | Month | Total miles | Rate | Total due | Service code | Status |
|---|---|---|---|---|---|---|---|---|
| Bailey Sample | 9100004 | RCOC | Mar 2026 | 312 mi | $0.70 | $390 | 338 | Paid |
| Alex Sample | 9100004 | RCOC | Mar 2026 | 295 mi | $0.70 | $417.20 | 338 | Paid |
| Sasha Sample | 9100022 | RCOC | Mar 2026 | 154 mi | $0.70 | $107.80 | 338 | Paid |
| Riley Sample | 9100003 | RCOC | Apr 2026 | 52 mi | $0.70 | $36.50 | 338 | Pending |
1
Intake received
3 people
2
Forms & docs sent
5 people
3
Under review
4 people
4
RC approved
2 people
5
Onboarding
3 people
6
Active
18 people
Stage 1 — Intake received
| Name | Type | FMS model | Regional center | Intake date | Next step | Assigned to | Action |
|---|---|---|---|---|---|---|---|
| Indigo Demo | Participant | 316 Co-Emp | IRC | Jun 1, 2026 | Send forms | Isaac | |
| Logan Demo | Participant | 316 Co-Emp | SGPRC | May 28, 2026 | RC verification | Pooya | |
| Emerson Demo | Participant | 316 Co-Emp | RCOC | May 15, 2026 | Spending plan | Isaac |
👥 Employee onboarding — choose the right path
Each path sends a different packet. All three feed into the Form Submissions center.
🏠
In-Home Caregiver
Full onboarding form: participant & UCI, I-9 documents, SSN, direct deposit, and the Paid On-Duty Meal Period Agreement
🚗
Outside-Home — Existing SDP employee
Already cleared under SDP: onboarding form + DS 229 to add/transfer to AID FMS. No new Live Scan needed.
🆕
Outside-Home — New to SDP
Background Check Packet with downloadable BCIA 8016 (Live Scan), DS 6014 & DS 228 — plus the onboarding form
All other forms
👤
Participant intake form
UCI, FMS model, budget, RC, authorized rep, HIPAA
🏢
Vendor onboarding form
Client info, service code, banking, W-9, insurance
🚗
Mileage reimbursement form
Odometer, destination, rate, UCI, RC, service code
💳
Payroll direct deposit form
Bank, account, routing, checking/savings/pay card — sent automatically with every in-home employee invite
🏛️
DS 229 — Criminal Background Action Form
SDP clearance, FMS transfer, add FMS, name/address update — sent to existing SDP employees on outside-home invites
🏦
Vendor onboarding & direct deposit
Client info, banking, W-9, license, insurance, terms — sent with every vendor invite; submissions land in Form Submissions
🔍
Background check packet (new SDP)
Live Scan BCIA 8016, DS 6014, DS 228 downloads + instructions + direct deposit — sent to new-to-SDP outside-home employees
📄
Spending plan template
SDP services, burden rate auto-calc, RC subtotals
💚
AID FMS — SDP Participant Intake Form
Thank you for choosing AID FMS as your Financial Management Service.
Please fill out this form completely. For assistance, contact hello@aidfms.com or call (310) 780-9907
Empowering Independence
HIPAA Compliant
Fast Processing
SDP Certified
1Who's completing
2Participant info
3Language & dates
4Regional center
5Authorized rep
6Agreements
Who is completing this form?
Tell us about yourself and your relationship to the participant
Welcome to AID FMS!
Your intake form has been submitted successfully.
🚀 Your account setup progress
✓
Intake form submitted
Done · Just now
2
Email verification
Check your inbox for a secure link · Est. 2 minutes
3
Password creation
Click the link in your email · Est. 5 minutes
4
AID FMS review
We review your info · Within 1 business day
5
Account activated
Log in and invite your team · Ready to go
Questions? Call (310) 780-9907 or email hello@aidfms.com
🏢
AID FMS — Vendor Onboarding
Thanks for working with an AID FMS participant. Please complete this form so we can set up payments to your business.
Questions? Contact hello@aidfms.com or call (310) 780-9907
Direct Deposit
W-9 & License
Insurance on File
Fast Setup
Business owner information
Tell us about you and your business
Participant & service information
Who you're providing services to, and what services
Direct deposit
Check all that apply
Direct Deposit — Primary. I hereby request and authorize the ENTIRE amount of my pay to be deposited via direct deposit.
Checking
Savings
Pay Card (not provided by AID FMS)
I would like to cancel my direct deposit. I hereby cancel the authorization for Direct Deposit effective (date below).
Documents
Upload required business documents
📄
Choose file
📄
Choose file
📷
Choose file or take photo
Terms & signature
Please read, sign, and submit
📋 General Terms and Conditions Applicable to All Vendors
▼
I understand that Aid FMS LLC may grant me early access to its platform to allow me to begin setting up my account. I acknowledge that this early access does not create any obligation on the part of Aid FMS LLC to provide services or to make any payments to any vendor until Aid FMS LLC has:
• Received the proper POS Authorizations from the regional center, and
• Confirmed in writing its readiness to begin issuing payments.
I acknowledge that no services are to be provided to any client until Aid FMS LLC has expressly authorized services to begin. I further understand that services delivered prior to the authorization date will not be paid by Aid FMS LLC.
I understand that the Regional Center's authorization covers specific services and funding amounts only. I agree that it is my responsibility to ensure the services I provide fall strictly within the scope of the authorization.
I agree that invoices must include all required details — including but not limited to date(s) of service and service code(s) — for payment to be processed.
I agree to fully cooperate with Aid FMS LLC by providing any documentation necessary to verify my eligibility as a vendor. I attest that all payment requests I submit or approve will comply with all applicable Program regulations.
I understand that funds used for payment may include Federal and State monies, and that any false claims, statements, or concealment of material facts may subject me to prosecution under Federal and State law.
I hereby authorize Aid FMS LLC to communicate with me electronically (including, but not limited to, email delivery of account statements and reports).
• Received the proper POS Authorizations from the regional center, and
• Confirmed in writing its readiness to begin issuing payments.
I acknowledge that no services are to be provided to any client until Aid FMS LLC has expressly authorized services to begin. I further understand that services delivered prior to the authorization date will not be paid by Aid FMS LLC.
I understand that the Regional Center's authorization covers specific services and funding amounts only. I agree that it is my responsibility to ensure the services I provide fall strictly within the scope of the authorization.
I agree that invoices must include all required details — including but not limited to date(s) of service and service code(s) — for payment to be processed.
I agree to fully cooperate with Aid FMS LLC by providing any documentation necessary to verify my eligibility as a vendor. I attest that all payment requests I submit or approve will comply with all applicable Program regulations.
I understand that funds used for payment may include Federal and State monies, and that any false claims, statements, or concealment of material facts may subject me to prosecution under Federal and State law.
I hereby authorize Aid FMS LLC to communicate with me electronically (including, but not limited to, email delivery of account statements and reports).
I accept the Terms and Conditions. *
Signature *
🔐 After submitting, you'll receive an email with a secure one-time link to create your password and access your AID FMS vendor portal — where you can submit invoices and track payments.
Thanks — you're all set!
Your vendor information has been submitted to AID FMS.
What happens next:
✅ You'll receive a confirmation email shortly
✅ A secure link to create your password will be sent to your email
✅ Once approved, you can submit invoices through your vendor portal
✅ AID FMS will review your documents within 1 business day
Questions? Call (310) 780-9907 or email hello@aidfms.com
What happens next:
✅ You'll receive a confirmation email shortly
✅ A secure link to create your password will be sent to your email
✅ Once approved, you can submit invoices through your vendor portal
✅ AID FMS will review your documents within 1 business day
Questions? Call (310) 780-9907 or email hello@aidfms.com
💰 June 2026 FMS Fee Billing
21 participants · Bill by June 30 · Track double payments for new starts
$14,640
Total to collect this month
📖 Official DDS FMS Monthly Rate Table
Effective May 1, 2023 · Source: DDS SDP FMS Rates EnclosureMonthly rate is based on total employees/providers/recurring payments in the spending plan (not counting one-time goods purchases), plus a non-English language modifier if the participant's preferred language is not English.
English-speaking participants
| FMS model | 0–4 | 5–10 | 11+ |
|---|---|---|---|
| 315 Bill Payer | $230 | $450 | $690 |
| 316 Co-Employer | $380 | $600 | $840 |
| 317 Sole Employer | $380 | $600 | $840 |
Non-English preferred language
| FMS model | 0–4 | 5–10 | 11+ |
|---|---|---|---|
| 315 Bill Payer | $255 | $495 | $760 |
| 316 Co-Employer | $420 | $660 | $925 |
| 317 Sole Employer | $420 | $660 | $925 |
⚠️ Note: the language add-on is not a flat $60 — it varies by FMS model and tier (e.g. Co/Sole-Employer 5–10 = +$60, but 11+ = +$85, and Bill Payer is different again). Always reference this table, not a flat add-on, when billing 315 participants or any tier other than 5–10.
⚠️ Double payment — first 3 months
New participants pay double FMS fee for first 3 months from SDP start date| Participant | RC | FMS model | Regular fee | Double fee (this month) | Start date | Month 1 of 3 | Months remaining | Status |
|---|---|---|---|---|---|---|---|---|
| Indigo Demo | IRC | 316 | $840 | $1,680 | 05/01/2026 | Month 2 of 3 | 1 month left | 🔔 Double active |
| Jordan Demo | Tri Counties | 316 | $600 | $1,200 | 06/01/2026 | Month 1 of 3 | 2 months left | 🔔 Double active |
| Harper Demo | SCLARC | 317 | $600 | $600 (regular) | 03/01/2026 | Completed | ✓ Done | Regular fee |
All participants — June 2026 billing
| Participant | RC | FMS model | UCI | Regular fee | This month | Double? | Invoice # | Status | Action | |
|---|---|---|---|---|---|---|---|---|---|---|
| 📍 IRC — Inland Regional Center (PW9274) | ||||||||||
| Indigo Demo | IRC | 316 | 9100006 | $840 | $1,680 ⚠️ | Month 2/3 | Pending | |||
| Zion Demo | IRC | 316 | 9100008 | $380 | $380 | — | Billed ✓ | |||
| Cameron Demo | IRC | 316 | 9100010 | $840 | $840 | — | Billed ✓ | |||
| Reese Demo | IRC | 316 | 9100020 | $840 | $840 | — | Billed ✓ | |||
| 📍 RCOC — Regional Center of Orange County (PW9274) | ||||||||||
| Parker Demo | RCOC | 316 | — | $600 | $600 | — | Billed ✓ | |||
| Sage Demo | RCOC | 316 | — | $600 | $600 | — | Billed ✓ | |||
| Emerson Demo | RCOC | 316 | — | $660 | $660 🌐 | — | Billed ✓ | |||
| Skyler Demo | RCOC | 316 | 9100022 | $600 | $600 | — | Billed ✓ | |||
| Taylor Demo | RCOC | 317 | 9100002 | $600 | $600 | — | Billed ✓ | |||
| Oakley Demo | RCOC | 317 | 9100003 | $600 | $600 | — | Billed ✓ | |||
| Quinn Demo | RCOC | 317 | — | $600 | $600 | — | Billed ✓ | |||
| Avery Demo | RCOC | 317 | — | $660 | $660 🌐 | — | Billed ✓ | |||
| 📍 NLACRC — North Los Angeles County RC (PW9274) | ||||||||||
| Rowan Demo | NLACRC | 316 | 9100019 | $840 | $840 | — | Billed ✓ | |||
| Drew Demo ⚠️ Issue | NLACRC | 316 | 9100018 | $840 | $840 | — | Didn't work | |||
| Morgan Demo ⚠️ No history | NLACRC | 316 | 9100015 | $840 | $840 | — | No history | |||
| 📍 GGRC — Golden Gate RC (PW9150) | ||||||||||
| Kai Demo | GGRC | 315 | 9100017 | $690 | $690 | — | Pending | |||
| 📍 SGPRC — San Gabriel/Pomona RC (PW9274) | ||||||||||
| Logan Demo | SGPRC | 316 | 9100011 | $840 | $840 | — | Billed ✓ | |||
| 📍 WRC — Westside RC (PW9275) | ||||||||||
| Gray Demo | WRC | 317 | 9100013 | $840 | $840 | — | Billed ✓ | |||
| Blake Demo | WRC | 317 | 9100014 | $840 | $1,680 | 2x · mo 1/3 | Pending | |||
| 📍 SCLARC — South Central LA RC (PW9274) | ||||||||||
| Harper Demo | SCLARC | 317 | 9100012 | $600 | $600 | — | Pending | |||
| 📍 Tri Counties RC (PW9274) | ||||||||||
| Jordan Demo | Tri Counties | 316 | 9100001 | $600 | $1,200 ⚠️ | Month 1/3 | Pending | |||
| 📍 VMRC — Valley Mountain RC (PW9274) | ||||||||||
| Noel Demo ⚠️ Issue | VMRC | 317 | 9100023 | $600 | $600 | — | Didn't work | |||
Total participants
21
Total to collect
$14,640
⚠️ Issues to resolve
3
🌐 Language add-on
$120
🌐 = $60 language modifier added · ⚠️ = double payment (first 3 months)
💼 Isaac & Paul — Revenue split
Isaac: 52.5% · Paul: 47.5% · Based on total FMS fees collected
Total FMS fees — June 2026
$14,640
21 participants
🏆 Isaac (52.5%)
$8,052
$14,640 × 55%
Paul (47.5%)
$6,588
$14,640 × 45%
Monthly split history
| Month | Participants | Total collected | Isaac (52.5%) | Paul (47.5%) | Status |
|---|---|---|---|---|---|
| June 2026 | 21 | $14,640 | $8,052 | $6,588 | In progress |
| May 2026 | 20 | $13,800 | $7,590 | $6,210 | Settled ✓ |
| April 2026 | 18 | $12,240 | $6,732 | $5,508 | Settled ✓ |
| March 2026 | 15 | $10,200 | $5,610 | $4,590 | Settled ✓ |
Split calculator
🤖 Gmail AI Agent — Ramp & ADP Auto-Sync
Paste a Ramp payment email below — the AI agent reads it, extracts payment details, and instantly marks the invoice as paid across the portal.
🔌 Live Gmail connection — hello@aidfms.com
Not connectedConnects through your own Google Apps Script bridge (see the included gmail-bridge/README). Your Google password never touches this page — the bridge runs inside your Google account and this portal only talks to it with a secret token you set.
✉️ Send an email as hello@aidfms.com
📥 Inbox — latest messages
Connect and refresh to pull your latest Gmail messages here. Each message gets a "Use in AI agent" button to feed it straight into the payment agent below.
📧 Paste a Ramp payment email
Copy the body of a Ramp or ADP email and paste it here. The AI agent will extract the payment details automatically.
📬 Connected Gmail accounts
📧
isaac@aidfms.com
Reads Ramp + ADP emails
📧
paul@aidfms.com
Reads Ramp payment confirmations
📧
payroll@aidfms.com
Reads ADP payroll notifications
🕐 Recent agent activity
💳
Ramp: ZOOZ Fitness paid $6,750 · Invoice #4651 marked paid · Test Test budget updated
May 20, 2026 · from isaac@aidfms.com
📋
ADP: Biweekly payroll processed · $8,420 total · 4 employees · Budgets updated
Jun 15, 2026 · from payroll@aidfms.com
💳
Ramp: Coastal Grove LLC paid $4,200 · Invoice marked paid · Wren Demo budget updated
Jun 10, 2026 · from paul@aidfms.com
🔐 Security Settings
Two-factor authentication
Require a code from your phone when logging in
ADP direct sync
Auto-pull payroll data from ADP API (requires ADP API credentials)
Session timeout
Auto-logout after inactivity (HIPAA recommended)
ℹ️ How this agent works
📧
1. Email arrives
Ramp sends a payment confirmation to your Gmail. ADP sends payroll reports.
🤖
2. Claude reads it
The AI agent extracts vendor name, amount, invoice number, participant, and service code.
✅
3. Portal updates
Invoice marked paid. Vendor, participant, and AID FMS all get notified instantly.
🚧 Demo mode: This agent uses real Claude AI to read emails. To run it automatically 24/7 without pasting emails manually, the portal needs to be hosted on a server with Gmail API access. Contact Isaac to set this up.
✉️ Email Templates
Manage email templates sent to participants, vendors, and employees.
👤
Participant Invite
Sent when a participant is invited to the portal
🏢
Vendor Invite
Sent when a vendor is invited to onboard
👥
Employee Invite
Sent when an employee is invited to onboard
🔍
New SDP Employee — Background Check Instructions
Sent with outside-home invites for employees new to SDP: Live Scan steps, DS 6014 + DS 228, direct deposit link
🏛️
Existing SDP Employee — DS 229 Instructions
Sent with outside-home invites for existing SDP employees: direct deposit link + DS 229 with fill-out instructions
📋
Invoice Approval
Sent to participant when invoice needs approval
✅
Payment Confirmation
Sent to vendor when payment is processed
❌
Invoice Rejected
Sent to vendor when invoice is rejected
👥
AID FMS — Employee Onboarding
Welcome to the team! Complete this form to finish your onboarding.
Questions? Contact hello@aidfms.com or call (310) 780-9907
Video Embed
▶
Welcome to Aid FMS — Getting Started & Forms
AID FMS LLC · Watch before filling out this form
The Participant / Employer's Information
The AID FMS participant you work for
Employee Name and Information
Your legal name exactly as it appears on your documents
Identity & I-9 documents
Upload or take a photo with your phone camera
Direct deposit
Where your paychecks will go
Paid On Duty Meal Period Agreement
Important, Please Watch this Video
▶
Everything You Need to Know About Lunch Breaks
AID FMS LLC · California meal & rest period rights
Terms and Conditions *
This agreement allows you to have a paid meal period while remaining on duty to care for the client, rather than taking an unpaid 30-minute break. Signing is completely voluntary, and you have the right to decline if you prefer a standard unpaid break. If you do sign, you can cancel this agreement at any time simply by providing a written notice to the employer.
In-Home Caregiver On-Duty Meal Period Agreement
1. NATURE OF WORK The Employer and Employee agree that the nature of in-home caregiving requires the Employee to provide continuous supervision and care for the Client. Because the Client's safety depends on the Employee's presence, the Employee cannot be fully relieved of all duties for a 30-minute off-duty meal period.
2. ON-DUTY MEAL PERIOD TERMS In accordance with California Wage Order 15, both parties agree to an "on-duty" meal period. This means:
- The Employee is authorized to eat a meal during their shift while remaining on the premises and available to the Client.
- This meal period is considered hours worked and will be paid at the Employee's regular rate of pay.
- No time will be deducted from the Employee's pay for meal periods.
3. REST BREAKS The Employee is entitled to one paid 10-minute rest break for every four (4) hours worked. The Employer will ensure the Employee has the opportunity to take these breaks as the Client's condition permits.
4. VOLUNTARY PARTICIPATION & RIGHT TO CANCEL The Employee understands that signing this agreement is voluntary:
- Right to Decline: The Employee may choose not to sign this agreement.
- Right to Cancel: If the Employee signs this agreement, they retain the right to cancel (revoke) it at any time. To cancel, the Employee must provide a written notice to the Employer. Once canceled, the Employer will arrange for standard unpaid, off-duty meal periods.
5. ACKNOWLEDGMENT By signing below, I acknowledge that I have read this agreement, understand my rights to meal and rest periods under California law, and voluntarily agree to the on-duty meal period arrangement as described above.
Do you agree to the Paid On-Duty Meal Period arrangement? *
Declining is completely fine — you will receive standard unpaid, off-duty meal periods instead. It does not affect your employment.
Employee Handbook
Please read before signing
Terms and Conditions *
Direct deposit authorization
I authorize Aid FMS LLC and the financial institution named above to automatically deposit my net pay to my account and to reverse any entries made in error. This authority will remain in effect until I give written notice to cancel it. I understand that changes not received at least one week before pay day will not go into effect until the following pay date.
💳
AID FMS — Payroll Direct Deposit Authorization
Welcome to the team! Complete this form so your paychecks are deposited directly to your bank account through our payroll provider (ADP).
Questions? Contact hello@aidfms.com or call (310) 780-9907
Direct to Bank
Secure & Encrypted
No Paper Checks
Employee information
Tell us who you are
Bank account details
Your full net pay will be deposited to this account
Found at the bottom-left of your checks.
Type it again — paste is disabled to catch typos.
Voided check or bank letter
Helps us verify your account and avoid payroll delays
Authorization
Read and sign to activate direct deposit
I authorize AID FMS LLC and its payroll provider (ADP) to deposit my net pay into the account listed above, and — if funds are ever deposited in error — to withdraw the erroneous amount from that account. This authorization stays in effect until I give AID FMS written notice to change or cancel it, allowing reasonable time to act on the notice. I confirm the account information provided is accurate and that I am an authorized signer on this account.
🏛️
DS 229 — SDP Criminal Background Action Form
State of California — Health & Human Services Agency · Department of Developmental Services (Protective Services Branch) · DS 229 (Rev. 02/2026)
Required for all potential clearances to provide care or services per Welfare & Institutions Code 4685.8(w), and for the actions listed in Section 1.
Sections 1 & 2
Return to Your FMS
DDS Secure Handling
Section 1 — Action requested
Check the appropriate box and complete Section 2
Section 2 — Identification information
All fields must be legible and complete
Applicant will be providing: *
Email address & DDS contact consent
DDS will only contact you by email if there are questions about your background information
By providing my email, I consent to receiving email communications from DDS.
Email Contact Disclaimer: DDS will only contact you through email if we have questions regarding your background information. DDS protects your information in accordance with applicable privacy and security standards. DDS uses secure email systems to safeguard your information. You may withdraw your consent or update your email address at any time by contacting our office.
Email Contact Disclaimer: DDS will only contact you through email if we have questions regarding your background information. DDS protects your information in accordance with applicable privacy and security standards. DDS uses secure email systems to safeguard your information. You may withdraw your consent or update your email address at any time by contacting our office.
🔍
AID FMS — Background Check & Required Documentation
Dear AID FMS Employee — welcome to the team! To move forward with your onboarding for the California Self-Determination Program (SDP), we need to complete your background check and required documentation. Please complete the following steps as soon as possible.
Questions? Contact hello@aidfms.com or call (310) 780-9907
Live Scan
DDS Forms
Direct Deposit
Live Scan fingerprinting (Form BCIA 8016)
You are required to undergo a criminal background check via Live Scan
Action: download the attached Form BCIA 8016 below and print it.
Your part: fill out the "Applicant Information" section only. The agency information is already pre-filled (Department of Developmental Services, ORI A0533, Mail Code 05018).
Appointment: take the completed form to any local Live Scan agency. Find locations by searching "Live Scan locations near me" online.
Payment: please note you are responsible for paying the Live Scan fee at the time of service.
Next step: once finished, the technician will give you a copy of the form.
📧 Please email a scanned copy or clear photo of the completed form back to us at hello@aidfms.com so we can track the results.
Required employment forms (DDS)
Please sign and return the two attached Department of Developmental Services forms
• Form DS 6014: Criminal Record Statement (employee verification). Answer questions 1–3 honestly — a conviction counts even if it was long ago, only a misdemeanor, dismissed/set aside, or resulted in no jail time. If you answer YES to question 1 or 2, a signed DS 6015 statement is required for each offense.
• Form DS 228: Applicant Information Release (applicant/vendor disclosure statement).
• Agency Name: write AID FMS LLC
• Regional Center: please enter the name of the participant's specific Regional Center.
Note: if you are unsure which Regional Center the participant belongs to, please contact the participant's family or reach out to us at AID FMS LLC for clarification before signing.
These are the official state forms — download, print, and sign them. Do not alter the forms themselves.
Payroll direct deposit authorization
So your paychecks arrive directly in your bank account
Complete the online direct deposit form (about 3 minutes). Have your bank routing and account numbers ready, plus a voided check or bank letter if available.
What to send back to AID FMS
Email everything to hello@aidfms.com — we submit your packet to DDS for you
☐ Copy (scan or clear photo) of your completed BCIA 8016 from the Live Scan technician
☐ Signed DS 6014 (plus DS 6015 statements if you answered YES to question 1 or 2)
☐ Signed DS 228
☐ Submitted direct deposit form (online — we receive it automatically)
☐ Signed DS 6014 (plus DS 6015 statements if you answered YES to question 1 or 2)
☐ Signed DS 228
☐ Submitted direct deposit form (online — we receive it automatically)
Return all documents to your FMS agency (AID FMS) — do not send them to DDS or the Regional Center yourself. AID FMS submits your DS 229 together with these forms.
🏢
Vendor Onboarding and Direct Deposit form (New)
Complete this form so we can set up payments to your business.
Questions? Contact hello@aidfms.com or call (310) 780-9907
Video Direction
▶
Welcome to Aid FMS: Vendor Onboarding & Invoicing
AID FMS LLC · Watch before filling out this form
Important Onboarding Policies
Please read before you begin
Payment Timeline: Invoices are typically processed and paid within three weeks of receipt. This timeline is contingent upon the Regional Center's funding cycle and fiscal department performance. While we strive for consistency, Aid FMS cannot guarantee exact payment dates.
Compliance Requirements: As an FMS, we must adhere to strict Medicaid and Department of Developmental Services (DDS) regulations. Your enrollment depends on providing complete documentation that meets these state and federal standards.
Step 1: Document Preparation
Before starting your digital enrollment, ensure you have the following documents ready for upload
1. IRS Form W-9: Must be the most recent version. Aid FMS performs mandatory IRS TIN Matching; the name and Taxpayer Identification Number must match IRS records exactly to avoid rejection.
2. California State Tax Forms:
• In-state vendors: Provide Form CA-590.
• Out-of-state vendors: Provide Form CA-587.
Note: If these forms are not provided, we are legally required to withhold 7% in California state taxes.
3. Business Credentials: A copy of your current Business License or City Tax Certificate.
4. Professional Qualifications: Evidence of the qualifications required by Appendix C of the SDP Medicaid Waiver (e.g., specific licenses, degrees, or certifications relevant to your billing code).
5. Background Clearances: Providers delivering "direct care" (e.g., assistance with daily living, hygiene, or safety) must successfully clear a background check before they are authorized to work.
Your Clients Information
The AID FMS participant you serve
Business Owner's Information
Tell us about you and your business
Please check the appropriate item
More than one box may be checked
I hereby request and authorize the ENTIRE amount of my bill be deposited into:
Bank details
Where your payments will be deposited
I would like to cancel my deposit
Documents & signature
Business license, W-9, and insurance
Terms and Conditions *
Read and accept to submit
I authorize Aid FMS LLC and the financial institution named above to automatically deposit my net pay to my account and to reverse any entries made in error. I understand that changes not received at least one week before payday will not go into effect until the following pay date.
📥 Form Submissions
Every form submitted through invites — vendors and all three employee paths — lands here for FMS review and editing.
All submissions
| Date | Name | Form | Category | Status | Actions |
|---|
⏱️ Employee Timesheets
Employees submit their hours here. Review, approve, and send to ADP payroll.
Pending review
3
Awaiting approval
Approved this month
12
Sent to ADP
📋 Pending timesheets
| Employee | Participant | Pay period | Hours | Service code | Amount | Status | |
|---|---|---|---|---|---|---|---|
| Gale Sample | Test Test | Jun 1–15, 2026 | 80 hrs | 320 | $1,800 | Pending | |
| Alex Sample | Avery Demo | Jun 1–15, 2026 | 160 hrs | 320 | $3,480 | Pending | |
| Gray Demo | WRC Participant | Jun 1–15, 2026 | 120 hrs | 320 | $2,400 | Pending |
✅ Approved timesheets — June 2026
| Employee | Participant | Pay period | Hours | Amount | ADP status |
|---|---|---|---|---|---|
| Gale Sample | Test Test | May 16–31, 2026 | 80 hrs | $1,800 | ✓ Sent to ADP |
| Alex Sample | Avery Demo | May 16–31, 2026 | 160 hrs | $3,480 | ✓ Sent to ADP |
📜 RC Authorizations (POS)
Track Purchase of Service authorizations per participant and vendor. Get alerts before they expire.
Active authorizations
18
Expiring in 30 days
3
Expired
1
⚠️ Expiring soon
Action needed| Participant | Vendor / Service | RC | Auth # | Expires | Days left | |
|---|---|---|---|---|---|---|
| Test Test | ZOOZ Fitness (331) | NLACRC | POS-2026-0441 | Jul 15, 2026 | 26 days | |
| Emerson Demo | Community Programs (331) | RCOC | POS-2026-0388 | Jul 22, 2026 | 33 days | |
| Indigo Demo | Respite Services (310) | IRC | POS-2026-0201 | Jun 1, 2026 | EXPIRED |
✅ All active authorizations
| Participant | Vendor / Service | RC | Auth # | Start | Expires | Status |
|---|---|---|---|---|---|---|
| Test Test | ZOOZ Fitness (331) | NLACRC | POS-2026-0441 | Jan 1, 2026 | Jul 15, 2026 | Active |
| Test Test | Voices of Heart (331) | NLACRC | POS-2026-0442 | Jan 1, 2026 | Dec 31, 2026 | Active |
| Avery Demo | Abilities Unlimited (331) | RCOC | POS-2026-0389 | Feb 1, 2026 | Dec 31, 2026 | Active |
| Blake Demo | Respite Provider (310) | WRC | POS-2026-0550 | Jul 1, 2026 | Jun 30, 2027 | Pending start |
📊 Monthly Expenditure Reports
DDS-required monthly reports showing budget by category, 30-day spending, and remaining balance. Auto-generated for all participants.
Generate reports
📁 Previous reports
| Month | Participants | Generated | Emailed | |
|---|---|---|---|---|
| May 2026 | 21 | Jun 1, 2026 | ✓ Sent | |
| April 2026 | 20 | May 1, 2026 | ✓ Sent | |
| March 2026 | 20 | Apr 1, 2026 | ✓ Sent |
🔍 Audit Log
HIPAA-compliant record of every action taken in the portal — who did what and when.
| Time | User | Action | Subject | Details |
|---|---|---|---|---|
| Jun 19, 2:14 PM | Isaac | Approved | Invoice #4698 | ZOOZ Fitness · $6,750 · Test Test · Forwarded to FMS |
| Jun 19, 2:10 PM | Test Test | Submitted | Invoice #4698 | ZOOZ Fitness · $6,750 · Code 331 · Awaiting participant approval |
| Jun 19, 1:45 PM | Isaac | Profile edit | Blake Demo | Updated phone number and email address |
| Jun 19, 11:22 AM | ZOOZ Fitness | Submitted | Invoice #4699 | $1,800 · Code 331 · Test Test · Awaiting participant approval |
| Jun 18, 9:00 AM | System | Auto-generated | May 2026 reports | 21 monthly expenditure reports generated and emailed |
| Jun 17, 3:30 PM | Isaac | Approved | Invoice #4651 | ZOOZ Fitness · $6,750 · Paid |
| Jun 15, 9:02 AM | System (ADP) | Payroll processed | Jun 1–15 payroll | $7,680 total · 3 employees · Auto-detected by Gmail agent |
⚠️ Budget Alerts
Automatic warnings when participants are approaching their budget limit. Sent to participant, service coordinator, and AID FMS.
Critical (under 5%)
1
Warning (under 20%)
2
Healthy
18
🚨 Critical alerts
⚠️ Harper Demo — SCLARC
Code 331 · Budget nearly exhausted
$580 remaining of $19,340 budget · At current rate, exhausted in ~11 days
⚠️ Warning alerts
Test Test — NLACRC · Code 331
14% remaining
$21,280 remaining · ~4 months at current rate
Rowan Demo — NLACRC · Code 320
18% remaining
$15,120 remaining · ~5 months at current rate
⚙️ Alert settings
Automatically notify when a participant reaches these thresholds:
20% budget remaining — Yellow warning
10% budget remaining — Orange alert
5% budget remaining — Red critical alert
Notify participant, service coordinator, AND AID FMS
✅ Onboarding Checklists
Track every step for new participants, vendors, and employees. Make sure nothing falls through the cracks.
👤 Participant onboarding
2 incomplete🆕 Blake Demo — WRC (starts Jul 1, 2026)
✓ Intake form submitted
✓ Spending plan uploaded
✓ Budget calculation certified by RC (Cheryl Dunn, $54,188)
○ POS authorization received from WRC
○ Vendor(s) vendored with RC
○ First invoice received
○ First payment processed
🏢 Vendor onboarding
All completeAll active vendors have completed onboarding.
📋 Service Coordinator Portal
View your participants' spending, approve monthly reports, and stay informed on budget status.
Your participants
4
Budget alerts
1
👥 Your participants — spending overview
| Participant | RC | Budget | Spent | Remaining | Status |
|---|---|---|---|---|---|
| Test Test | NLACRC | $288,312 | $105,912 | $182,400 | Healthy |
| Avery Demo | RCOC | $156,000 | $89,200 | $66,800 | Monitor |
| Emerson Demo | RCOC | $94,200 | $41,800 | $52,400 | Healthy |
| Blake Demo | WRC | $47,745 | $0 | $47,745 | Not started |
📊 Monthly reports to review
| Participant | Month | Generated | |
|---|---|---|---|
| Test Test | May 2026 | Jun 1, 2026 | |
| Avery Demo | May 2026 | Jun 1, 2026 |
📁 Document Storage
Securely store signed agreements, spending plans, RC authorizations, background checks, and W-9s per participant and vendor.
📄
Drag & drop documents here, or click to browse
PDF, JPG, PNG, DOCX accepted · Max 25MB per file
Total documents
12
Spending plans
8
Signed agreements
21
Expiring docs
2
All documents
Sorted by most recent| Document | Type | Person | Uploaded | Size | Expires | |
|---|---|---|---|---|---|---|
| 📊 RB_budget_2026.pdf | Spending plan | Blake Demo | Jun 12, 2026 | 284 KB | — | |
| 📝 Roman_Intake_Form.pdf | Intake & Agreement | Blake Demo | Apr 14, 2026 | 198 KB | — | |
| 📄 LD_FMS_Agreement_signed.pdf | Agreement | Test Test | Jan 5, 2026 | 412 KB | Dec 31, 2026 | |
| 📜 LD_POS_NLACRC_2026.pdf | RC Authorization | Test Test | Jan 3, 2026 | 156 KB | Jul 15, 2026 | |
| 🔍 Fariba_background_check.pdf | Background check | Avery Demo | Feb 1, 2026 | 89 KB | Feb 1, 2027 | |
| 📋 ZOOZ_Fitness_W9_2026.pdf | W-9 | ZOOZ Fitness | Jan 10, 2026 | 203 KB | — | |
| 📊 LD_Spending_Plan_2026.xlsx | Spending plan | Test Test | Jan 2, 2026 | 178 KB | — |
📅 Service Calendar
Track scheduled services for all participants. Match against submitted invoices to verify dates and prevent billing errors.
Services this week
14
Unmatched invoices
2
No scheduled service found
June 2026
Sun
Mon
Tue
Wed
Thu
Fri
Sat
📋 Upcoming services — next 7 days
| Date | Participant | Vendor / Service | Code | Duration | Status |
|---|---|---|---|---|---|
| Jun 19 | Test Test | ZOOZ Fitness — Personal training | 331 | 1 hr | Today |
| Jun 21 | Test Test | SG Speech Therapy | 331 | 45 min | Upcoming |
| Jun 23 | Test Test | ZOOZ Fitness — Group gym | 331 | 1 hr | Upcoming |
| Jun 23 | Wren Demo | Coastal Grove LLC | 320 | All day | Upcoming |
| Jun 24 | Test Test | Voices of the Heart — Music therapy | 331 | 1 hr | Upcoming |
🏛️ Regional Center Portal
Read-only view for Regional Center staff. See participant spending, review monthly reports, and track authorization status.
Your participants (NLACRC)
6
Active authorizations
14
Pending reports
2
👥 Your participants — spending overview
| Participant | UCI | FMS Model | Annual Budget | Spent | Remaining | % Used | Last Report |
|---|---|---|---|---|---|---|---|
| Test Test | 0000000 | 316 | $288,312 | $105,912 | $182,400 | 37% | |
| Rowan Demo | 9100016 | 317 | $156,000 | $89,200 | $66,800 | 57% | |
| Drew Demo | 9100018 | 317 | $94,200 | $41,800 | $52,400 | 44% | |
| Morgan Demo | 9100021 | 316 | $120,000 | $67,200 | $52,800 | 56% |
📜 Active POS Authorizations
| Participant | Vendor | Service Code | Auth # | Expires | Status |
|---|---|---|---|---|---|
| Test Test | ZOOZ Fitness | 331 | POS-2026-0441 | Jul 15, 2026 | Expiring soon |
| Test Test | Voices of Heart | 331 | POS-2026-0442 | Dec 31, 2026 | Active |
| Rowan Demo | Ability Alliance | 331 | POS-2026-0388 | Dec 31, 2026 | Active |
📊 Monthly reports to review
| Participant | Month | Budget used | Remaining | |
|---|---|---|---|---|
| Test Test | May 2026 | $8,820 | $182,400 | |
| Rowan Demo | May 2026 | $6,200 | $66,800 |
🔍 Background Check Tracker
DDS requires background checks for all direct-care employees. Track status, expiration dates, and get renewal alerts.
Cleared
8
Expiring in 60 days
2
Expired
1
Pending
1
⚠️ Action required
3 employees| Employee | Participant | Type | Status | Expiry | Action |
|---|---|---|---|---|---|
| Uri Sample | Avery Demo | DOJ/FBI | ❌ EXPIRED | Jun 1, 2026 | |
| Gale Sample | Test Test | DOJ/FBI | ⚠️ Expiring | Aug 15, 2026 | |
| Alex Sample | Avery Demo | DOJ/FBI | ⚠️ Expiring | Sep 1, 2026 | |
| New Employee | Blake Demo | DOJ/FBI | ⏳ Pending | — |
✅ All cleared employees
| Employee | Participant | Type | Cleared date | Expires | Document |
|---|---|---|---|---|---|
| Gale Sample | Test Test | DOJ/FBI Live Scan | Aug 15, 2024 | Aug 15, 2026 | |
| Alex Sample | Avery Demo | DOJ/FBI Live Scan | Sep 1, 2024 | Sep 1, 2026 | |
| Gray Demo | WRC Participant | DOJ/FBI Live Scan | Mar 10, 2025 | Mar 10, 2027 |
📈 Portal Usage Analytics
See who is using the portal, invoice approval times, vendor activity, and participant engagement.
Active users (30 days)
14
↑ 3 from last month
Invoices processed
38
This month
Avg approval time
1.8d
Participant → FMS
Portal uptime
99.9%
Last 30 days
🏢 Most active vendors
| Vendor | Logins | Invoices | Avg response |
|---|---|---|---|
| ZOOZ Fitness | 12 | 8 | 0.5 days |
| Coastal Grove LLC | 8 | 4 | 1.2 days |
| Voices of Heart | 6 | 3 | 2.1 days |
| Abilities Unlimited | 4 | 2 | 3.4 days |
👤 Participant engagement
| Participant | Logins | Invoices approved | Avg time |
|---|---|---|---|
| Test Test | 18 | 6 | 0.8 days |
| Avery Demo | 9 | 3 | 1.5 days |
| Emerson Demo | 5 | 2 | 2.2 days |
| Harper Demo | 3 | 1 | 4.1 days |
⏱️ Invoice approval timeline (last 30 days)
| Invoice | Vendor | Submitted | Participant approved | FMS approved | Total time | Status |
|---|---|---|---|---|---|---|
| #4698 | ZOOZ Fitness | Jun 9 | Jun 10 (1d) | Jun 11 (2d) | 2 days | Paid |
| #4651 | ZOOZ Fitness | May 8 | May 10 (2d) | May 15 (7d) | 7 days | Paid |
| #3892 | Coastal Grove | May 1 | May 3 (2d) | May 5 (4d) | 4 days | Paid |
📧 Email Payment Agent
Paste a payment email (Ramp transaction, ADP payroll, or a vendor invoice). Claude reads the
participant straight off the invoice, matches them, and proposes the budget deduction for your approval.
Invoice approved — $3,120
Voices of the Heart (invoice 282) for Test Test approved. Submitted to NLACRC eBilling. Admin, participant, and Lola Varen notified.
Today, 11:02 AM
Budget alert — Rowan Demo
Rowan Demo's Employment & Community budget is at $2,400 remaining — under 3%. Review spending plan immediately.
Today, 9:45 AM
ADP payroll due in 3 days
Payroll due June 12 for 7 participants. Next check date June 15. Total estimated: $38,222 including burden rates.
Today, 8:30 AM
New participant submitted — Indigo Demo
Indigo Demo completed intake form. Profile created under IRC. Admin notified. Awaiting spending plan upload.
Yesterday, 4:15 PM
eBilling — 12 invoices ready to submit
RCOC: 8 invoices ($21,430) · NLACRC: 5 ($14,820) · GGRC: 2 ($9,000) ready for SDP Invoice Upload.
Yesterday, 2:00 PM