IHSS Electronic Timesheets: California ESP System Guide

By the Unified Savers Editorial Team

This information is based on California CDSS guidelines for the IHSS Electronic Services Portal (ESP). For technical assistance, contact the IHSS ESP Help Desk at 1-866-376-7066.

The IHSS Electronic Services Portal (ESP) allows IHSS providers to submit timesheets online or by phone using the Electronic Telephonic Timesheet (ETT) system, replacing paper timesheets entirely. Electronic timesheets are processed faster — typically 3–5 business days after approval, compared to 7–14 days for paper — and reduce payment errors. As of 2023, electronic timesheet submission is mandatory for all IHSS providers in California.

What Is the IHSS Electronic Services Portal (ESP)?

The Electronic Services Portal (ESP) is California’s online platform for IHSS timesheet submission and program management. Accessible at etimesheets.ihss.ca.gov, the ESP allows both providers and recipients to manage their IHSS relationship digitally.

What you can do in the ESP:

• Submit timesheets online for approved pay periods
• View your payment history and direct deposit information
• Check the status of submitted timesheets
• Update your personal information (address, banking details)
• Review your provider-recipient agreements
• Submit retroactive timesheet corrections (within allowable periods)

The ESP is available 24/7 on any device with internet access. A mobile-optimized version is available, though the full desktop version is easier for initial setup.

Two Ways to Submit Electronic Timesheets

California IHSS providers can submit timesheets using two electronic methods:

Method 1: ESP Online (etimesheets.ihss.ca.gov)

The online portal is the most common method. After logging in, you select the pay period, enter your hours for each day you worked, confirm the services provided, and submit. Your recipient must then log in to their own ESP account to approve the timesheet.

Online submission steps:

1. Log in at etimesheets.ihss.ca.gov
2. Click “Enter Timesheet” and select the correct pay period
3. Enter hours worked for each calendar day (in and out times are required in some counties)
4. Verify the service codes match your authorized tasks
5. Submit — your recipient receives a notification to review and approve

Once both provider and recipient have signed off electronically, the timesheet processes automatically through the state payroll system.

Method 2: Electronic Telephonic Timesheet (ETT)

For providers who do not have internet access, the ETT system allows timesheet submission by phone. This uses an automated interactive voice system.

ETT phone number: 1-833-DIAL-EVV (1-833-342-5388)

ETT process:

1. Call the ETT number and follow the automated prompts
2. Enter your 9-digit provider number and PIN
3. Select the pay period you are submitting
4. Enter your hours worked each day using the keypad
5. The system reads back your entries for confirmation
6. Press 1 to confirm and submit

Your recipient must also call the ETT system to approve the timesheet — they use their own recipient number and PIN. Both approvals must be completed for payment to process.

Electronic Visit Verification (EVV): What It Means for You

The Electronic Visit Verification (EVV) requirement, mandated under federal law (21st Century Cures Act), requires that certain IHSS services verify the time and location of care delivery electronically. California’s EVV system is integrated with the ESP.

How EVV works in California:

• Providers must use the ESP or ETT system to “clock in” and “clock out” for each shift
• The system records the time you start and stop work
• Location data (GPS) may be collected through the mobile ESP app for certain service types
• Recipients must confirm and approve each visit through their own ESP account

EVV requirements by service type:

• Personal care services (bathing, dressing, grooming): EVV required
• Domestic services (housekeeping, meal prep): EVV required in most cases
• Paramedical services, accompaniment, and protective supervision: Requirements vary by county

If you have concerns about location tracking, contact your county IHSS office. Some accommodations are available for providers who cannot use GPS-enabled devices.

Setting Up Your ESP Account

If you are a new provider or have not yet registered for ESP, follow these steps:

Initial ESP registration:

1. Go to etimesheets.ihss.ca.gov and click “Register”
2. Enter your 9-digit IHSS provider number (found on your enrollment paperwork or timesheet stub)
3. Create a username and password — use an email you check regularly
4. Verify your identity by entering your date of birth and zip code
5. Set up two-factor authentication (required for account security)

Setting up direct deposit through ESP:

1. Log in to your ESP account and navigate to “My Profile”
2. Select “Direct Deposit” and enter your bank routing and account numbers
3. Your first direct deposit payment may take one additional pay period to process
4. Paper checks will be sent until direct deposit is confirmed

If you encounter issues during registration, call the ESP Help Desk at 1-866-376-7066, available Monday through Friday, 8 AM to 5 PM.

Pay Periods and Payment Timeline

IHSS pay periods run from the 1st through the 15th of each month and the 16th through the last day of the month. There are typically 24 pay periods per year.

Standard payment timeline for electronic timesheets:

• Timesheet due date: Timesheets for each pay period are due by the end of the second day following the pay period close
• Processing time: 3–5 business days after both provider and recipient have signed off
• Direct deposit: Appears in your bank account 3–5 days after submission
• Paper check (if no direct deposit): Mailed within 7–10 days of submission

Late timesheet policy: IHSS timesheets can be submitted retroactively for up to 12 months from the end of the pay period. However, retroactive timesheets may require additional documentation and county approval. Submit on time whenever possible.

Common ESP Problems and How to Fix Them

Problem: Recipient hasn’t approved the timesheet Contact your recipient directly. If they are unable to use the ESP, they can use the ETT phone system (1-833-342-5388). If there are persistent issues with recipient approval, contact your county IHSS office.

Problem: “Hours exceed authorized” error message This means the hours you entered exceed the number of hours authorized in your recipient’s IHSS assessment for that service category. Review the authorized hours for each task type and do not exceed them. If you believe the authorization is incorrect, contact your county IHSS social worker.

Problem: Forgot your ESP username or password Use the “Forgot Username” or “Forgot Password” links on the ESP login page. If you cannot recover access, call the ESP Help Desk at 1-866-376-7066 — they can verify your identity and reset your account.

Problem: Timesheet was submitted for the wrong pay period Contact the ESP Help Desk immediately. In some cases, timesheets submitted to the wrong period can be corrected within a short window. If the error is discovered later, a retroactive correction may be possible through your county IHSS office.

FAQ

What happens if I don’t submit my timesheet on time? You will not be paid until the timesheet is submitted and approved. Timesheets can be submitted retroactively for up to 12 months. If you regularly have difficulty submitting on time, consider setting up the ETT phone option as a backup. Consistent late submissions can sometimes trigger a review of your provider status.

My recipient doesn’t have a computer or phone. How do they approve timesheets? Recipients without technology access can contact their county IHSS office for assistance. Some counties provide paper approval forms as an accommodation for recipients who cannot use electronic systems. Contact your county IHSS office to request this accommodation for your recipient.

Does the ESP store my banking information securely? Yes. The ESP is operated by the California Department of Social Services and uses standard government-level encryption and security protocols. Your banking information is stored using the same security standards as other California state benefit systems.

Additional Resources on Unified Savers:

• IHSS Timesheet Correction Guide — How to fix errors after submission
• IHSS Direct deposit setup — Get paid faster with direct deposit
• IHSS Provider Paycheck Guide — Understanding your IHSS pay stub
• IHSS Wage Tracker: All 58 California Counties — Check your county’s current hourly pay rate