1Your Responsibilities

Shared Management by Payroll with Baptistcare

Ryan’s storyRyan employs his own support staff who assist him with everyday activities, such as maintaining his home, going shopping and helping him keep in contact with friends. Through Shared Management by Acquittal, he chooses to have Baptistcare take care of the administrative work for his paid supports so he can spend his time doing the things he enjoys.

“In the past I had my services fully managed by the service provider and I didn’t have the full flexibility I wanted. With Baptistcare, I have managed to strike the right balance. I have full control and have chosen aspects that work well for me. I have the support I need to do the things that matter to me with the people who matter to me.

I am passionate about advocacy and human rights and I generally have a lot to say about equity for people. The work my staff do assists me to maintain my passion and to achieve the things that are important to me in life.

I should have done it years ago. I was really scared before – scared about all the things I had to think about in being an employer, but the process was smooth and I love it. It is my life and I am the expert.”

...people come first at Baptistcare

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Welcome 5

Your staff: recruitment, selection and contract management 6

Developing and keeping your supports on track 10

Paying our staff, insurance and other financial arrangement 12

For more information 14

Contents Welcome to Baptistcare’s Shared Management by Payroll

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What is Shared Management?

At Baptistcare, we believe Shared Management is one of the best ways people with disabilities and their families can achieve greater control of their services and direct their own supports.

This means you or your family member with disability can have a greater say, make more decisions and have more choice in how, when and who supports you or your family member.

Our skilled staff offer you the opportunity to design and manage your services in a way that best works for you.

Shared Management is a partnership between you and your support organisation. You can choose which responsibilities you would like to lead through discussing them with us. This means you can be involved in as much or as little as you want, according to your ability and wishes.

What is Shared Management by Payroll (SMP)?

When arranging and/or accessing supports, you can choose to employ your own support staff and arrange for Baptistcare to pay their wages as instructed by you through the Shared Management by Payroll (SMP) option. In this arrangement, Baptistcare is your payroll/admin team.

Choosing SMP provides you with great flexibility and choice in the use of your funding, while receiving the level of support you want from Baptistcare to manage your employee/s. To effectively share the management of your funding, there are a number of responsibilities you will take on. Fulfilling these responsibilities will allow for the effective management of your supports, keeping you and your employees happy.

Our guide will explain the tasks you need to complete for a successful partnership and will also provide you with useful resources to help you along the way. We are here to assist you every step of the way.

At the heart of everything we do is one simple principle...we care about people.

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Your staff: recruitment, selection and contract management

Recruiting staff

Employing your own staff allows you to choose the right person for you. If you don’t already have someone identified to be your Support Worker, you can be responsible for recruiting someone. It is important for you to have a clear idea of the role you want to fill and draft an advertisement and/or position description setting out your selection criteria and the tasks your staff will be required to perform. Again the team at Baptistcare is interested to assist you with this process if required.

Step 1Advertising the job position

After you have decided what you need from your employee, you can advertise the position by placing an ad in the newspaper, online (on job search or classifieds websites, e.g. Seek, Gumtree), at universities/TAFE, or simply use word of mouth – it’s up to you.

We provide you with an advertisement example which you can personalise to state exactly what you want from potential applicants. Keep in mind advertising in newspapers and some websites may come at an additional cost for you.

Step 2Meeting the candidates

Once you receive applications for the role, you can arrange an interview with your shortlisted candidates. This is an important opportunity for you to meet them in person, find out more about them and see if their personality/skills suit your needs. Organise interviews in a safe and comfortable environment. It is good practice to have the interview with at least one other person present and at a location outside of your home.

We recommend that you prepare interview questions covering all the things you need to know about them. Keep in mind you should only ask questions that are relevant to the job requirements. If you are not sure whether the questions you have are appropriate, check with your Service Facilitator. If you get stuck, we can always give you some examples to get started with.

Step 3Selecting your staf

After the interviews, you can choose the candidate that best suits your needs. Remember to ask all your potential employees to provide you with a Police Clearance and Working with Children Card (if working with children) before you make a decision. It is also a good idea to ask for two referees and contact them to know more about the candidates (i.e. working history, reliability).

If a candidate’s Police Clearance shows a previous offence, it is important to understand what the offence was, its seriousness and how safe you and/or your family members will be if you employ them. We have some tools to help you with this, such as the Assessing a Recorded Conviction Form. This aims to help you reflect on how employing the person might impact you before going further.

For more information on complying with Equal Opportunity during the recruitment process, please check the Guide for Employer by the Equal Opportunity Commission included in your Welcome Pack.

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Preparing a contract

Once you have selected a candidate to become your Support Worker, you are required to enter into a contract for the provision of services. This can be in the form of a Private & Domestic Contract of Employment if they will be your employee, or a Business Contract. This is a contractual legal document which defines who the employer and the employee are, the duties of the Support Worker, hours of work, remuneration and other conditions. Before you sign any legal documents, we recommend you read the Differences Between Employee and Sole Contractor document.

For your reference, we have included in the Welcome Pack a Private & Domestic Contract template if you are employing an individual, and a Checklist of Things to Consider in a Contractor Services Agreement if engaging with a sole contractor. Make sure you are comfortable with the arrangement you are entering and that both you and your employee have clear expectations of what the contract involves. We recommend you seek professional advice (e.g. lawyer, accountant, Fair Work Ombudsman) if you are engaging contractors for disability support.

Employee registration

Every Support Worker you employ will need to be registered with Baptistcare to be paid on your behalf. To include people our payroll system, we require the following six items of information:1. Signed Contract

(either the Private & Domestic Employee or Contractor’s Agreement)

2. Form: Employee Details3. Form: Tax File Number Declaration4. Form: Statutory Declaration5. Current National Police Certificate6. Form: Choice of Superannuation

Please ensure you provide us with these forms as soon as you have finalised the contract with your employee. Baptistcare cannot commence the payment of wages for a Support Worker until we have received all of the above documentation.

Probation period

If you have agreed on a probation period in the employment contract, you need to advise the employee they have been successful or not at the end of the agreed probation time. During this period, if you find the Support Worker doesn’t fulfill your needs, you can terminate the contract. Just ensure you have documented or can list the reasons why you do not wish to continue. It is important that you tell the Support Worker if things are not working out during the probation period. This may help them improve and is the fair thing to do. Then, if you decide to bring things to an end, it’s not a surprise to them.

Termination of contract

You need to issue a dismissal notice if you want to terminate the contract after the probation period has finished. You can do this if an employee engages in any misconduct or if there is a serious incident that affects the provision of services you receive. Be sure to document the reason and consider any legal issues related to terminating your contract agreement. Remember Baptistcare can help you with working through these challenges if they arise.

For more information on terminating a contract, please check the following document from the Fair Work Ombudsman – Termination of Employment. We have also included in your Welcome Pack a

Termination of Employment Letter for your reference.

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Planning and managing your employee’s time

The first step is for you to prepare a roster with your staff so you receive the support you need to do the things you want in line with your Support Plan and contract funded goals. We will provide you with a sample roster for your reference. You will need to communicate with your staff and check that everyone is clear with their times and responsibilities.

We highly recommend having a pool of staff on call in case any of your staff get sick or go on holiday. You could also have a flexible agreement where your staff can swap support days if necessary. You can be as creative and flexible as you want to be, remember. You are the boss!

Keep in mind it is your responsibility to a have a backup system just in case one of your Support Workers can’t cover their shift. Baptistcare may be able to work with you to access relief support if needed. Your Service Facilitator will confirm with you periodically that your backup system is still in place and if it fails we’ll work with you to help when needed.

Relief/Respite

You may require additional support at a time of illness or crisis, Baptistcare can provide support for you to access relief and respite if required. Call us on 1300 660 640 to find out more.

Developing and keeping your supports on track

Now that you’ve got yourself a team to provide you with support, what comes next? The following section will provide information on how to keep your supports on track and to ensure your staff keep developing to provide you with the highest quality support possible.

Staff training

Part of the support you require may involve the use of special equipment, manual handling or administration of medication. It is important that you take into consideration any specific training your support staff might require to provide you with the level of support you need. As the employer, you are responsible for ensuring your staff have the right skills and knowledge to do a good job. At times this will mean organising training for them and budgeting your funds accordingly.

In most cases you will be able to provide them with adequate direction so they can assist you the way you want. Where additional training is required, Baptistcare can provide guidance on where your staff can access the necessary training. You will have to discuss with your employee/s about who will be responsible for paying for any additional or refresher training.

We highly recommend you make sure that your Support Worker is up to date in the following:• First Aid• Administration of medication (if included

in their duties)• Manual handling• Any other specialist training that relates

to their duties

Baptistcare may be able to provide training on selected topics. If you wish to know more about the training services available and associated costs please ask your Service Facilitator.

Team meetings

If you have more than one Support Worker working with you, it is a good idea for you to have regular meetings with your support team. These meetings are for you to talk about any issues or questions anyone might have – communication is important! During these meetings you can convey any concerns you might have, address any issues you have identified and listen to what your team has to say. Team meetings are a perfect opportunity to plan ahead if any of your Support Workers are planning to go on holiday. Make sure you include regular meetings with your staff in your roster, meeting them individually or as a team. Remember, it doesn’t have to be like a business meeting, you can meet at home, at a café, or anywhere with a bit of privacy.

Make sure you also include one-on-one review meetings with your Support Workers once a quarter to give them feedback on how you think they are going. Also ask them what support they may need to keep doing a good job. We recommend that you diarise all meetings, attendance and activities to keep track for your records that are signed by all parties.

With Shared Management, you have the opportunity to design and manage your own service ...

If you need any help please contact your Service Facilitator, who is your contact person at Baptistcare. If they are unable to answer your query themselves, they will contact the appropriate parties for you.

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Paying your staff, insurance and other financial arrangements

As you have chosen to manage your funding via Shared Management by Payroll, Baptistcare will take care of the most complicated parts of your financial contract with your staff. All you need to do is provide us with the following information to process payments on your behalf.

Requesting payment for your staff

So that you can record the numbers of hours worked by each Support Worker, we will provide you with a Timesheet booklet (alternatively you can download a

Timesheet form). Make sure you complete one Timesheet per employee.

We recommend you fill in a timesheet at the end of each Support Worker’s shift, asking him/her to sign the slip and giving them a copy on their last shift of the fortnight. You will need to submit your Timesheets and a

Timesheet Summary Sheet fortnightly by email to your Service Facilitator by Sunday night every alternate week, unless otherwise advised. My Calendar highlights the dates these need to be submitted.

The number of hours Baptistcare is allowed to pay on your behalf will reflect the fortnightly support hours that you agreed to in the Shared Management Contract - Addendum B. If you require additional hours of support, you will need to discuss this with your Service Facilitator and complete a Variation of Service Hours form. This form will let us know when you will need the additional support, for how long and how you will adjust your future hours of support

to compensate for the increase requested.

What if I forget to submit timesheets?

Baptistcare is unable to process late timesheets, meaning that your staff will not get paid until the following fortnight. If you asked staff to work additional hours for you but have not filled out your Variation to Service Hours form, Baptistcare will pay your staff their additional hours once you send the form through in the next fortnight.

To avoid unnecessary stress, we recommend you submit your timesheets and Variation of Service Hours form (if needed) by the Friday before the deadline if you don’t have weekend shifts.

Please note: The timesheets do not include Baptistcare’s logo or additional information about our organisation. If you wish, you can include your own logo or personal information, but you are not allowed to use Baptistcare logos or reference to Baptistcare, as the staff are your employees, and not employed by Baptistcare. This is to prevent any possible confusion that your support staff are Baptistcare employees.

Keeping Baptistcare as your nominee to receive information from the ATO

You have nominated Baptistcare to assist you with taxation issues, withhold taxes when paying your employees and/or assist with information the Australian Taxation Office (ATO) may require. To ensure that we continue providing you with this support, please consult us before changing your ATO details.

Workers’ Compensation and other insurance

As an employer you must have a Workers Compensation scheme in place to provide financial compensation to your staff if they become injured or ill as a result of the support work they provide to you. For more information check the following Guide for Employer by the WA government.

In addition, and according to the support you receive, you should consider other types of insurance you might require, such as car insurance for your employee’s vehicle if you are using it, or include them in your car insurance if you have one.

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For more information

It is natural for you to have lots of questions about the arrangements involved in Shared Management. If you need any help please contact your Service Facilitator, who is your contact person at Baptistcare. If they are unable to answer your query themselves, they will contact the appropriate parties for you.

If for some reason you feel you are not getting the right support from your Service Facilitator, please let your Regional Manager know or see the Grievance and or Feedback Policy for formal complaints. You can always call us on 1300 660 640 for any support you may need.

What other Shared Management options are available?

Baptistcare can support you to share the management of your supports through the following ways:

By Acquittal (SMA)

You employ your own staff and pay them yourself, having the funds released to you. Baptistcare helps you use your funding according to your Support Plan and track your expenditure.

By a mix of the both options (SMM)

You sometimes pay your staff directly and you sometimes arrange for Baptistcare to do this for you.

By contract You contract elements of the support you require through the team at Baptistcare.

Remember:

You might start share-managing your support and after time have a change of heart. The team at Baptistcare is here to help you. Call us on 1300 660 640 with any questions you may have today.

We’re here to help!

Useful links Please see the below list of website links to access the supporting documents and other information identified in this booklet. Alternatively, you may access them from the USB provided by your Service Facilitator. If you have any questions please contact your Service Facilitator or our team at Baptistcare on 1300 660 640.

Items Links

Advertisement example http://choices.baptistcare.com.au/wp-content/uploads/2016/02/sm-advert-example.doc

Assessing a Recorded Conviction Form http://choices.baptistcare.com.au/wp-content/uploads/2016/03/sm-recorded-conviction.pdf

Checklist of Things to Consider in a Contractor Services Agreement

http://choices.baptistcare.com.au/wp-content/uploads/2016/02/sm-contractor-agreement.pdf

Choice of Superannuation Form http://choices.baptistcare.com.au/wp-content/uploads/2016/02/sm-superannuation-form.pdf

Differences between Employee and Sole Contractor

http://choices.baptistcare.com.au/wp-content/uploads/2016/02/sm-differences.pdf

Employee Details Form http://choices.baptistcare.com.au/wp-content/uploads/2016/02/sm-employee-details.pdf

Guide for Employers (by the Equal Opportunity Commission)

http://choices.baptistcare.com.au/wp-content/uploads/2016/02/sm-guide-for-employers.pdf

Guide for Employers (by the WA Government)

http://choices.baptistcare.com.au/wp-content/uploads/2016/02/sm-guide-for-employers.pdf

My Calendar (SMP) http://choices.baptistcare.com.au/wp-content/uploads/2016/03/smp-calendar.pdf

National Police Clearance http://www.police.wa.gov.au/Ourservices/Policecheckscertificates/NationalPoliceCertificates/tabid/1339/Default.aspx

Private & Domestic Contract Template http://choices.baptistcare.com.au/wp-content/uploads/2016/02/sm-contract-template.doc

Statutory Declaration Form http://choices.baptistcare.com.au/wp-content/uploads/2016/02/sm-statutory-declaration.docx

Tax File Number Declaration http://www.ato.gov.au/Forms/TFN-declaration/

Termination of Employment (Fair Work Ombudsman)

http://choices.baptistcare.com.au/wp-content/uploads/2016/02/sm-employee-termination.pdf

Termination of Employment Letter http://choices.baptistcare.com.au/wp-content/uploads/2016/02/sm-termination-letter.docx

Timesheets (SMP) http://choices.baptistcare.com.au/wp-content/uploads/2016/03/smp-timesheet.pdf

Timesheet Summary Sheet http://choices.baptistcare.com.au/wp-content/uploads/2016/04/sm-timesheet-summary.pdf

Variation of Service Hours Form http://choices.baptistcare.com.au/wp-content/uploads/2016/03/smp-variation-of-service-hours.pdf

For more information call us on 1300 660 640 or visit

www.baptistcare.com.au

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