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firsttimer1 Asked June 2024

What is the best way to keep track of aides for mom?

I live in a separate borough of the city and work. What's the best way of keeping track of hours and paying? I assume these people want to get paid weekly. Issues of bad weather and vacations for me (week at a time) mean sometimes I can't make it out. I'll probably use Zelle but I can't be casual about keeping on top of pay and hours.


Make a spreadsheet? Or is there freeware that people use?

Beatty Jun 2024
You are wantting to hire, arrange & pay staff yourself? Rather than use an agency or a Geriatric Manager, is that right?

Grandma1954 Jun 2024
How do the aides get into the house? If you have one of the electronic locks where a code is punched in that should record the time one enters the house. that should give you a start time and when they leave the door locks that should give you an end time. This could be the frame work for time. You can have them complete a sign in and out time sheet.
Being paid weekly is nice but many places your pay is off a week from your work. If you do a quick search you will find that typically your pay is a week or 2 sometimes longer after you begin work.
Geaton777 Jun 2024
I have always paid my employees biweekly because we use a payroll service.

I like the idea of the Ring style camera doorbell plus a remote locking system.

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Geaton777 Jun 2024
I'm assuming these are privately hired aids...

You will need to check for the labor laws in your state: often caregivers are never considered "independent" workers but actual employees.... of yours. This means you need to do payroll withholding and quarterly reporting, submit W2s, have employment contracts outlining hours, tasks, OT, PTO, etc. This is why I went through an agency, even though it was more expensive. Agencies also do background checks and supply subs at the last minute.

You should also research what the laws are about having cameras in your LO's residence. With no one there other than "strangers" I would add this safety feature.

Does your LO have 24/7 aids? If so, you might want to research a facility since it may be equal to or less money than full-time aids. It would certainly be less work for the POA/legal guardian.

You could use Exel or Numbers to track. I would consider a payroll service or actual bookkeeper, who could also process their W2s at the EOY.

Make sure your LOs sensitive information and paperwork is locked safely away. If she's on prescription pain meds make sure there is a way to count the pills. You'd be amazed at how desireable those are to people who have an addiction or know how to sell them "on the street".

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