Real answers about home care payroll.

Care Financial handles payroll processing and compliance for home care agencies. We take your EVV or scheduling data, audit every record, process payroll across your platform (Viventium, Empeon, ADP, Paychex, or Excelforce), and deliver clean reports and paychecks on time — every cycle.

Most payroll companies process whatever data you give them. We start with EVV-informed data directly from platforms like HHAeXchange and CareConnect, audit it for accuracy and compliance before processing, and manage the full import into your payroll system. We understand home care-specific payroll complexity — Medicaid wage rules, overtime structures, visit-based pay — in a way generic providers do not.

We work with home care agencies ranging from 40 to 500+ employees across PA, NJ, OH, MI, AZ, NY, and VA. We offer full-service payroll management for smaller agencies and compliance oversight or optimization support for larger agencies running payroll in-house.

Most agencies are fully onboarded within 2 to 4 weeks. Our onboarding covers system access setup, EVV integration, payroll platform configuration, and a full review of your existing payroll process to identify any compliance gaps before the first live payroll cycle.

We work with HHAeXchange, CareConnect, Sandata, AlayaCare, and other EVV platforms on request. We pull your export data directly, so there is no manual re-entry and no translation errors between your EVV records and payroll.

We support Viventium, Empeon, Excelforce, ADP, and Paychex natively. Our team knows each system inside and out — including import formats, deduction setups, and compliance configurations specific to home care agencies.

No. We work within your existing payroll platform. You keep the system you're on; we handle the processing, auditing, and compliance work on top of it.

Yes. Every payroll run includes a QuickBooks-ready journal entry export, so your bookkeeper can reconcile without manual data entry.

The most common issues we catch and prevent: overtime miscalculations, incorrect Medicaid wage pass-through rates, duplicate visit records from EVV, missing hours that go unnoticed until a caregiver complaint, and state-specific wage rule violations. We build compliance checks into every payroll cycle — not just when an audit is looming.

We currently serve agencies in Pennsylvania, New Jersey, Ohio, Michigan, Arizona, New York, and Virginia. Our team has state-specific knowledge of Medicaid reimbursement structures, wage requirements, and regulatory filing obligations in each of these states.

We provide payroll tax support and reconciliation, including documentation for 941 filings and year-end W-2 preparation. We work alongside your accountant or tax preparer to ensure filings are accurate and on time.

We flag exceptions and anomalies before payroll is processed — not after. If an issue is caught post-processing, we document it, work with you to determine the correct resolution, and update our audit controls to prevent recurrence.

1. Your team finalizes hours in HHAeXchange or your EVV platform. 2. We pull and audit the data — flagging any anomalies or compliance issues. 3. We import clean, verified data into your payroll system and process under full audit controls. 4. You receive a pre-funding summary, review, approve, and fund payroll. 5. We close the run, deliver all reports, and reconcile. Employees are typically paid each Friday for hours through the previous Saturday.

Most agency owners and administrators save 8 to 16 hours per pay period after transitioning to Care Financial — time previously spent on data re-entry, error correction, and manual compliance checks.

Your responsibilities are: approving and finalizing hours in your EVV platform, reviewing the pre-funding payroll summary we send, approving PTO and any manual adjustments, and funding the payroll account. That's it. We handle everything else.

We use a hybrid model: a small base monthly retainer plus a per-employee rate per pay period. This keeps your costs predictable and proportional to your actual payroll volume. There are no setup fees, no hidden charges, and no long-term lock-in.

None. Onboarding, system integration, EVV configuration, and the initial compliance audit are included. We invest in a clean launch because it reduces errors and builds trust from day one.

Contact us through the form or direct email. We'll schedule a short discovery call, understand your setup, and send you a fully itemized quote within 24 hours.