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EMPLOYEE RESOURCES
Everything You Need in One Place - Access important forms, training materials, payroll info, caregiver rewards, and company updates designed to support you at every step of your journey with PayWell.dasdasd
Employee Handbook
Welcome & Orientation
Welcome Message from PayWell
A warm introduction to our mission, values, and your role in helping us deliver compassionate, high-quality home care to our clients across Minnesota.
What to Expect as a New Employee
Overview of your first week, onboarding timeline, and what you need to complete before starting services (background study, forms, training, etc.).
Orientation Schedule & Process
Step-by-step breakdown of the orientation process, including whether it's in-person or virtual, and how to schedule yours.
Employment Documents
Training & Certifications
Employee Handbook (Download)
Job Descriptions by Role
Employment Agreement
W-4 & I-9 Forms
Direct Deposit Authorization Form
Background Study Instructions
Required Training Modules
AxisCare Training Videos & Guide
Emergency Procedures & Safety Training
Annual/Refresher Training Schedule
Certificate Upload Portal
Access the latest version of the PayWell Employee Handbook. This includes key policies, caregiver responsibilities, dress code, and ethical standards.
[Download Employee Handbook – 2025 Version]
Download detailed job responsibilities for each position:
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Personal Care Assistant (PCA)
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Homemaker
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Companion Caregiver
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Night Supervision Staff
[View All Job Descriptions]
Review and sign your official agreement outlining pay structure, duties, employee rewards, and PayWell policies.
[Download Employment Agreement]
Access the latest federal tax withholding (W-4) and employment eligibility (I-9) forms.
📄 [Download W-4]
📄 [Download I-9]
Securely set up direct deposit to receive your paychecks faster.
[Download Direct Deposit Form]
Instructions for completing the Minnesota DHS background study, including fingerprinting locations and what documents to bring.
[View Background Study Guide]
Training requirements vary by role:
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PCA and CFSS: DHS-compliant training
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Homemaker/Companion: In-house or state-approved training
📄 [View Training Requirements]
Learn how to use AxisCare for:
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Clocking in/out
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Viewing your schedule
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Documenting visits
📺 [Watch AxisCare Videos]
📄 [Download AxisCare User Manual]
Covers emergency response, infection control, and client safety.
[View Emergency & Safety Protocols]
Stay up to date on mandatory annual trainings.
[View Training Calendar]
[Register for Next Session]
Upload your completed training certificates for HR records.
[Upload Certificates Here]
Employee Handbook
Schedules & Timesheets
Viewing & Managing Shifts (via AxisCare)
Access your assigned client schedule anytime using the AxisCare app or web portal. You can view upcoming shifts, request availability changes, and receive updates directly from the office.
📱 [Login to AxisCare]
How to Clock In/Out Using EVV
Electronic Visit Verification (EVV) is required by state law. Use AxisCare’s mobile app to check in and out of client visits. Make sure location tracking is enabled for compliance.
[EVV Clock-In Guide]
Paper Timesheet (Manual Option Available)
If AxisCare isn’t working or if you cannot clock in/out using the app, you may use one of the following backup options:
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Manual Entry in AxisCare App: Log into the AxisCare app and submit a manual visit entry with notes explaining why EVV was not used. Be sure to include time in, time out, and reason for the manual entry.
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Approved Paper Timesheet: You may also use the official PayWell paper timesheet. All time entries must be clearly written, signed by the client, and submitted to the office on time.
[Download Timesheet Template]
Pay Period Calendar
View the full calendar of payroll cycles, including timesheet deadlines and paydays.
[Download Payroll Calendar]
Payroll & Benefits
Payroll Schedule
Employees are paid on a biweekly schedule. Direct deposit is encouraged for faster access to your earnings.
[View Pay Schedule]
Pay Stub Access Instructions
Review and sign your official agreement outlining pay structure, duties, employee rewards, and PayWell policies.
[Download Employment Agreement]
Tax Document Access (W-2s)
W-2 forms will be available electronically by January 31 each year. You’ll receive a notice when they are ready to download.
[Login to Tax Portal]
Mileage Reimbursement Form
If you transport clients or travel between locations as part of your role, submit mileage logs monthly.
[Download Reimbursement Form]
Caregiver Vacation Pay Policy (CareAway)
Get paid while accompanying clients on vacations with pre-approval from the office. CareAway ensures your time is valued.
[View Vacation Pay Policy]
Policies & Procedures
Client Confidentiality & HIPAA
All staff must maintain client privacy and comply with HIPAA. Never share client information outside of authorized channels.
[Read HIPAA Policy]
Incident Reporting Procedure
Report all client injuries, concerns, or unusual events immediately using the Incident Report Form.
[Submit an Incident Report]
Professional Boundaries
Avoid giving personal contact info to clients or accepting gifts. Review ethical guidelines.
[View Boundary Policy]
Code of Conduct
All caregivers must act with integrity, professionalism, and compassion.
[Download Code of Conduct]
Sick Time & Call-Off Policy
Call off at least 4 hours before your shift. Repeated call-offs must be documented with a medical note.
[View Call-Off Policy]
Transportation Policy
Do not transport clients unless authorized. Mileage may be reimbursed for client-related travel with prior approval.
[Transportation Guidelines]
Employee Handbook
Forms & Requests
PTO Request Form
Submit your Paid Time Off request at least two weeks in advance for approval. Emergency or sick time requests should be submitted with as much notice as possible.
[Download PTO Request Form]
Client Visit Notes Template
Use this template to record client observations, tasks completed, and any concerns after each visit, especially for services not tracked through EVV.
[Download Visit Notes Template]
Transfer Request Form
Use this form if your client wishes to transfer to PayWell from another agency, or if you are changing clients internally.
[Download Transfer Form]
Change of Address/Phone Form
Update your contact information to ensure you receive important HR, payroll, and scheduling notices.
[Download Change Form]
Welcome Bonus Claim Form ($250 after 2 months)
After completing 60 days of active employment, submit this form to claim your one-time $250 Welcome Bonus (must meet eligibility terms).
[Submit Bonus Claim Form]
Employee Feedback & Suggestion Form
Help us improve! Submit anonymous or signed feedback about training, scheduling, workplace experience, or client concerns.
[Submit Feedback or Suggestions]
Communication & Recognition
Supervisor Contact List
Find contact info for your designated care coordinator or supervisor. Includes direct phone lines and email addresses by service region.
[View Supervisor Directory]
After-Hours Support Procedure
If you transport clients or travel between locations as part of your role, submit mileage logs monthly.
[Download Reimbursement Form]
Language Assistance Resources
We offer translation and interpretation support to employees and clients who prefer to communicate in another language.
[Access Language Services]
Request for In-Service or Help
Need more training or help with a specific situation? Use this form to request in-person assistance or additional coaching.
[Submit Support Request]
Milestone Anniversary Reward Levels
Celebrate your years of service with PayWell! Rewards start at 1 year and grow every milestone.
[View Reward Chart]
PayWell CareAway: Vacation Pay with Clients
Caregivers who travel with clients can earn paid vacation days. Must be pre-approved by management.
[View CareAway Guidelines]
Employee Handbook
Compliance & Legal
Minnesota Department of Human Services (DHS) Guidelines
Stay informed about state regulations and DHS policies that apply to PCA, CFSS, and other home care services. Compliance with these standards is mandatory for all employees.
[View DHS Caregiver Guidelines]
PCA/CFSS Compliance Reminders
Includes reminders about timesheet accuracy, proper documentation, service limits, and client interaction rules.
[Download Compliance Checklist]
Fraud Prevention & Reporting
Understand what constitutes fraud and how to report concerns anonymously. PayWell maintains a zero-tolerance policy for Medicaid or billing fraud.
Mandated Reporter Training Access
All employees are required to complete mandated reporter training to identify and report abuse, neglect, or exploitation.
[Complete Mandated Reporter Training]
FAQ & Announcements
AxisCare Troubleshooting
Tips for resolving login, EVV, clock-in, or app syncing issues.
[Troubleshooting Guide]
EVV Common Issues
Common clock-in/out errors, how to fix location tracking issues, and when to submit a manual entry or paper timesheet.
[EVV Backup Instructions]
Payroll Questions
Answers to the most common questions about pay periods, pay rates, taxes, and direct deposit timing.
[Payroll FAQ Sheet]
Whom to Call for What?
Clear contact guide showing who to reach out to for scheduling, HR, payroll, or emergencies.
[Team Contact Directory]
Company News & Events
Stay updated on upcoming events, community involvement opportunities, and internal announcements.
[Latest PayWell News]
Policy Changes
Review updates to company policies, procedures, or caregiver responsibilities.
[Policy Update Center]
Community Outreach Opportunities
Participate in community-based events such as food drives, health screenings, and caregiver appreciation days.
[Get Involved with Outreach]
Free Caregiver Training Events
Attend ongoing skill-building sessions, CPR classes, or in-service workshops for professional development.
[View Training Event Schedule]
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