Engagement in the SDP Process
Welcome to Sentinel Four, your trusted partner in Financial Management Services (FMS)! We are delighted to extend a warm greeting as you embark on a journey with us as part of the Self Determination Program in California. At Sentinel Four, we understand the importance of financial well-being and the freedom to make choices that matter most to you. We are honored to be your chosen Financial Management Service provider and look forward to supporting you every step of the way.
Active Participation:
Clients are expected to actively engage in all aspects of the self-determination process. This includes participating in initial assessments, planning, meetings, and ongoing evaluations to ensure that services are tailored to meet your specific needs.
Communication:
Maintain open and honest communication with your FMS team and any other professionals involved. Promptly inform us of any changes in your circumstances that might affect your service plan or your ability to fulfill your obligations.
Sentinel Four will send you all required documents for onboarding with our company which must be signed before we can begin the process of onboarding service providers and employees.
Sentinel Four will create a client portal account on your behalf. This will be a repository of all documents related to your participation in the SDP program, including but not limited to documents we received from the Regional Center, and onboarding paperwork you complete, invoices we receive from service providers, and receipts for purchase of goods. You can view these files anytime you want through the access that we provide.
If you have employees (Sole Employer and Co-Employer models) Sentinel Four will facilitate the completion of all necessary documentation and backgrounds in order to hire employees.
Sentinel Four will issue virtual debit cards to you in order to facilitate payments for certain accounts and will assist you in setting them up.
Sentinel Four, your FMS provider, will play a crucial role in the administration of your budget within the Self-Determination Program (SDP). Here’s an explanation of the expectations you have of Sentinel Four:
Budget Administration:
- Sentinel Four will assist clients in understanding the allocated budget, allowable expenses, and how to use funds for various goods, services and support.
Payment Processing:
- Sentinel Four will facilitate the processing of payments on behalf of clients. This includes payments to service providers, payroll for employees, payment to vendors, and other entities that deliver approved goods and services.
Service Provider/Employee Enrollment:
- Sentinel Four will onboard all service providers listed on your spending plan. In some cases, we may need your assistance.
- Sentinel Four will onboard employees (if applicable) and ensure compliance with all state and federal wage laws.
- Under the Co-Employer model, Sentinel Four will secure all necessary insurances.
- Sentinel Four will pay employees (if applicable) and ensure all necessary taxes are paid.
- Sentinel Four will ensure service providers and employees complete backgrounds checks when applicable.
Employer Agent (Sole Employer Model):
- Sentinel Four will provide you with necessary paperwork to act as your employer agent.
- Sentinel Four will obtain an Employer Identification Number on your behalf and will file necessary paperwork with the IRS
- Sentinel Four can provide assistance or advice for you to obtain necessary insurances as the employer of record.
Client Portal:
- Sentinel Four will provide you with a dedicated portal to view all things related to your services, budget, invoices and hour and wage information (if applicable).
- This portal is viewable only by you and will be the method used to approve invoices and view monthly budgets statement
Purchase Requests:
Purchase requests are solely for items that are listed on your spending plan. Examples of these items are computers, tablets, sensory tools/toys, sports equipment, etc. When making requests for purchase, participants (or their representative) must fill out a purchase request form.
Purchases take time. There are backend procedures that need to take place in order to ensure compliance with program guidelines. Be sure to make purchase request at least two weeks prior to when the item is need (or longer if shipping times are extended).
Purchases aren’t always refundable. Be sure your purchase requests are accurate and that the product you’re requesting to purchase is exactly what you want.
Sentinel Four will not receive, pick-up or store any items purchased for participants. We can only ship the item directly to the address that you specify.
Camps and Other One Time Services:
Camps and other one-time services (i.e. conferences, one time lessons, etc.) often require prepayment to reserve a spot for you. Be sure to contact Sentinel Four well in advance of when you plan to attend/receive these one-time services. If you wait too long, spots may fill up before we can get you registered. In order to request payment for a camp or other one-time service, you must complete a Camp and One Time Purchase Request.
Services From Businesses:
Services from businesses include things like respite, independent facilitation, music lessons, equine therapy, acupuncture services, etc. In order to receive these services, the business must be onboarded with Sentinel Four. Prior to your SDP start date, Sentinel Four will confirm with you all the service providers from your spending plan that were onboarded.
You, your representative or independent facilitator must schedule these services. Sentinel Four does not schedule services on your behalf. When you schedule these services, you and the service provider must have an agreement for the cost of those services. Service providers will have our invoice templates in order to bill Sentinel Four. When Sentinel Four receives those invoices, they will appear in your client portal and you will be notified via email. It is important that you promptly notify Sentinel Four of any discrepancies in those invoices.