On this page you can read policy and process relating to:
Expenses, including travel, stationary, team meeting and other costs. In general only team leaders, coordinator and senior manager roles are authorised to spend My Supports funds (others should seek approval from their manager before incurring costs).
Information technology and data security, including understanding your obligations to help make sure personal data relating to clients and staff is kept secure.
If you need help with anything IT or systems-related, contact systems@mysupports.com.au or call head office at 1300 184 663.
F1.0 Staff Travel and Expenses
This policy describes expenditure limits and guidelines for My Supports Team Leaders, Senior Managers and selected national office roles. Other staff are not generally authorised to spend company funds; any expenditure should be pre-approved by your Team Leader/Manager.
The documents listed below are in final stages of development and approval - check back in early October to read them!
The staff F1.0 Travel and Expenses Policy & Procedure describes expenditure limits and guidelines for authorised roles; also describes processes for expense reimbursements and company debit cards. Related to this policy are the following:
F1.0-01 Expense Reimbursement Form - for claiming when you’ve incurred a work expense without having/using a debit card.
F1.0-02 Debit Card Form - this is the form debit card holders fill out when reconciling their monthly expenses. It will usually be sent pre-populated to the debit card holder each month.
F1.0-03 Missing Receipt Form - for use with debit card or expense reimbursements where you’ve lost or couldn’t get a receipt.
F1.0-04 Missing Receipt Statutory Declaration - for large claims with missing receipts and/or for people who keep losing receipts!
F1.1 Officeworks Account Procedure - how to use the My Supports Officeworks account to buy stuff there.
If you have feedback or questions relating to this section, contact the Finance Lead or Accounts Officer.
IT1.0 IT Acceptable Use
This policy outlines proper usage and behaviour for our Information Technology (IT) systems with the overall aim of protecting the rights and privacy of employees and clients.
IT1.0-01 IT Acceptable Use Staff Agreement - we ask staff to sign this agreement committing to proper use of IT.
IT2.0 Personal Data Security
We have some additional procedures relating to data and document security. It’s important that you notify My Supports if there’s any potential data breach.
IT4.0 Notifiable Data Breach Procedure - if you become aware of a potential data breach or loss of sensitive or personal client or staff information (whether on paper or electronically) you MUST report this. This procedure tells you what to do.
IT3.0-01 Records Storage and Retention Procedure - this procedure covers keeping (and disposal) of paper and electronic records. Where possible, keeping paper records or personal data should be avoided.
We also have the following organisation policies and procedures governing our IT assets and security of our systems:
IT5.0 - IT Standard Operating Procedures
This section is for all IT based system manuals and standard operating procedures to assist you in the use of My Supports systems.