The payment schedule in the service agreement provides the basis for payments to organisations and includes details of the date and amount of payments to be made over one financial year.

The payment schedule is updated whenever funding is varied in the service agreement. A new payment schedule is established prior to the start of the second and third financial year of the three year service agreement.

Most organisations are paid on the first Tuesday of each month. Some larger organisations, such as health services, are paid twice-monthly on the first and third Tuesday.

The usual practice is to spread funding equally across the payment dates, with minor capital and establishment funding items paid as a lump sum. Funded organisations should discuss any specific cash flow requests with their departmental contact.

The payment schedule in the service agreement does not include amounts for Goods and Services Tax (GST). Where GST is payable, it is added to the scheduled payment when each payment is made. Organisations are issued with a remittance advice providing details of payments made. If GST is included, the department will issue a recipient created tax invoice (RCTI).

Details of all service agreement payments is provided via secure logon to the Funded Agency Channel (https://fac.dhs.vic.gov.au/home.aspx).

The service agreement schedules contain three types of funding.

Base funding

Base funding is also called recurrent or ongoing funding. Funding is provided to the organisation on an ongoing basis, subject to satisfactory delivery of services. Base funding may be changed via negotiation and a variation to the service agreement or via adjustments to the service agreement.

Organisations should refer to the Budget Build reports, available via secure logon on the Funded Agency Channel (https://fac.dhs.vic.gov.au/home.aspx), to view projected funding for future years.

Non-base funding

Fixed term or non-recurrent funding that can be paid over one or more financial years. Non-base funding may be paid as a lump sum or over the period services are to be provided. 

Minor capital

Funding specifically for the purchase of a physical asset.

Viewing future funding amounts

The service agreement schedules 2 and 3 show funding for a single financial year.

The Budget Build reports, available via secure logon on the Funded Agency Channel, provide a three year outlook of projected funding for an organisation. Organisations should access the Budget Build reports on FAC to view projected funding for future years.

Where an organisation is registered for GST and the services being provided are taxable supply, GST will be added to payments at the time payment is made. The service agrerement schedules 2 and 3 do not contain GST.

GST is not added to funding paid to government entities.

Where GST is added to payments, a detailed Recipient Created Tax Invoice (RCTI) is issued to the organisation, according to Australian Taxation Office (ATO) requirements. More information about GST is available at section 4.15.

DHS and DEECD will only issue an RCTI when a valid RCTI Agreement is in place between the organisation and the department.

All organisations, regardless of whether they are registered for GST, will receive a detailed remittance advice, which includes:

• total current payment
• GST payable
• total paid year-to-date (YTD)
• GST paid YTD
• outstanding amount.

This information enables organisations to better manage payments received from the department and reconcile and track payments more efficiently. Organisations can access their remittance advice via secure logon on the Funded Agency Channel at https://fac.dhs.vic.gov.au

The Department of Human Services (DHS) and Department of Education and Early Childhood Development (DEECD) use a number of price indexation mechanisms to ensure funding provided to organisations through service agreements keeps pace with predictable and one-off cost increases, principally wage and non-wage movements. These adjustments are known as price indexation, and are processed automatically by the department at the beginning of each financial year.

The indices used are:

• NGO price index
• Health & Aged Care price index
• Kindergarten price index
• Acute Health/Mental Health - Health Service price index

The attached table shows the index used for each activity funded by DHS and DEECD.

Indexation for the NGO price index and Health & Aged Care price index for 2009-10 will be processed in mid July 2009 for payment in August 2009. Increases are backdated to 1 July and organisations are sent advice regarding indexation amounts. Once processed, this information is also available via secure logon on the Funded Agency Channel.

The DEECD ACFE and Take a Break child care program and kindergarten cluster management grant in the initial 2009-12 service agreement has the NGO price index increase already included. Increases for the kindergarten price index are subject to the outcome of current industrial processes and will be paid on completion of this process.

Hospitals can obtain details of the Acute Health/Mental Health - Health Service price index in the Victorian health services policy and funding guidelines 2009-10.

NGO price index

The Victorian Government approved a 3.14 per cent price index each year for the three year service agreement period (1 July 2009 to 30 June 2012) for 156 DHS and 15 DEECD activities covered by the NGO price index.

The NGO price index is guaranteed for the 2009-12 service agreement and applies predominantly to community service and housing service providers.

The indexation rate is based on the following formula:

• 85% of the index for wages in line with Government wages policy at the time (3.25%). It should be noted that Government wages policy is now 2.5%, but the guaranteed index will apply for three years based on previous wages policy.
• 15% of the index for operational cost increases, based on the the Departmental Funding Model (DFM) for CPI (2.5%).

NGO price index = (3.25% x 85%) + (2.5% x 15%) = 3.14% (rounded up)

Approval of the NGO price index by Government followed consultation with key bodies in the community services sector including the Victorian Council of Social Service (VCOSS), National Disability Services Vic, Youth Affairs Council Vic, MacKillop Family Services, VICSERV, Jesuit Social Services, Centre for Excellence in Child and Family Welfare, Berry Street, Anglicare and Action on Disability in Ethnic Communities.

The move to three year service agreements in 2003, and the introduction of standardised price indexation has resulted in greater funding certainty and the opportunity for improved planning and analysis by the sector. The three year price index has delivered improvements to cash flow and funded organisations now receive funding indexation increases at the beginning of each financial year.

Health and Aged Care price index

The Health and Aged Care price index applies to 127 DHS funded activities relating to Aged & Home Care, Primary & Dental Health, Public Health and Small Rural non-acute services. It has been set at the same rate as the NGO price index (3.14%).

Kindergarten price index

Indexation of kindergarten per capita grants, subsidies and supplements and the preschool field officer program are subject to the outcome of current industrial processes and will be advised on completion of this process.

Exceptional event arrangements

The price index will continue to be supplemented by additional investments to address wage and other cost increases which present challenges to the delivery of human services.

The Exceptional Events arrangements provide for supplementation in the event of wage related changes over and above the price index wage component (3.25% for the NGO and Health & Aged Care index).

The arrangement has been used previously to enable supplementary indexation increases to address the Australian Fair Pay Commissions minimum wage case, Australian Nurses Federation (ANF), Australian Medical Association (AMA) and Health Services Union Agreement #4 (HSUA4) wage decisions in excess of the wage component of the applicable index.

Capacity building funding

A capacity building fund totalling $6 million, paid as $2 million each year for three years is being provided to non-government organisations (NGOs) to assist in meeting the costs of infrastructure purchase, replacement or upgrade.

Capacity building grants from the fund will be calculated and paid as follows:

• Each NGO will receive their share of the $2 million fund as a non-recurrent grant in each year of their agreement. No application is necessary.
• The NGO must have a current service agreement at 1 July in the year of the grant and time of precessing.
• Each organisation's share is based on the organisation's proportion of NGO price indexed funding at 1 July in that year. The calculation does not include funding for other price indexed activities (e.g. Health & Aged Care price index, Kindergarten price index).
• A minimum payment of $500 will be made to eligible NGOs.

In 2009-10, the capacity building grants will be processed in the August-September variation period, for payment by October 2009.