4.2
Version 6.2 June 2025
Preamble
BigDog Support Services Pty Ltd and Scottvale Health Club Group (BigDog) works to ensure that client money and property is secure, and each client uses their own money and property as they determine.
Financial capability contributes to the wellbeing of clients by providing them with the knowledge, behaviours and skills to manage their money day to day, plan for the future and make informed choices. Poor financial decisions can have a long-lasting impact, not just on individuals but on families and society.
4.2.1 Manage, Protect and Account for Property
Where BigDog has access to a client’s money or other property, BigDog has processes to ensure that it is managed, protected and accounted for and are applied, reviewed and communicated.
Clients’ money or other property is only used with the written consent of the client and for the purposes intended by the client
Often BigDog workers are required to assist clients with handling and accessing their own money. In instances where this is necessary, BigDog has processes in place to ensure that all funds are managed correctly and accounted for.
Grocery
In instances where BigDog holds the client’s funds for safekeeping, workers must comply with the Grocery Record procedure which outlines the process of attending the administration office to collect the funds and sign a receipt, completing the household Grocery records book with the amount received and any amount spent along with the appropriate receipts.
The client’s funds are counted each shift to ensure that the amount of money held matches the amount that should be available once any receipts have been deducted. Any discrepancies are investigated by the management team straight away.
Key Security
The safe storage of keys is essential to ensure that the property of BigDog and BigDog’s clients is kept secure, and unauthorised access to client personal information is prevented. BigDog aims to ensure that all keys are stored securely and access to keys and codes is limited to authorised personnel only. This policy will provide protection to BigDog’s clients, workers, facilities, property and information. All workers who have access to keys or access codes are to sign a Key Register, retain the keys in a secure location, and return unused keys promptly. In the event of loss or theft, the incident must be reported immediately to our office or through CareMaster. Any non-compliance with this policy will be identified and resolved as soon as practical.
There is a separate policy for this item 4.2.1 Key Security
4.2.2 Access and Spend own Money
We live in an increasingly complex world. Money is less visible, online shopping is growing, credit is easy to access and the choice and complexity in financial products and services is increasing. Financial literacy enables clients to navigate these choices and make informed decisions.
If required, each client is supported to access and spend their own money as the client determines.
BigDog ensures that each client has the appropriate support necessary in order to access and spend their own money as the client determines. Financial skills are vital for all clients, and the ability to manage their own money is essential in allowing clients to have control of their lives.
Clients may have a higher risk of having poor financial management skills due to having family or carers take care of their finances meaning they have not been exposed to or had the opportunity to see how money management works.
BigDog ensures that workers involved in assisting clients with handling their money: Have a strong and honest connection with the individual; Understand the background of the individual and how they learn; Provide the client with the information he or she needs to play a full part in what is happening; Help to prepare the client for what is happening; Quietly help the client to understand difficult areas or concepts; Intervene if the client has any difficulties; Prompt the client for things they may not be able to remember.
With these steps the client will be able to work towards inclusion, equality and control over the things that matter to them.
4.2.3 Financial Advice
All clients have the right to make choices and should always be assumed to have the capacity to make these choices. Clients may require assistance in making some decisions, especially in relation to the use of their money.
BigDog recognises that clients have the right to choose who does and doesn’t assist them in making these decisions. Where necessary and appropriate BigDog works directly with clients to ensure that they are spending their funds as the client determines.
Financial advice is a service provided by a licensed financial adviser (also known as a financial planner), that can help a client make financial decisions. Financial advice can help with budgeting, investing, superannuation, retirement planning, estate planning, risk management, insurance and taxation.
To provide advice some, or all, of these areas, a financial adviser must be licensed by ASIC, or be an authorised representative of an organisation licensed by ASIC.
Bank, credit union and building society staff can be a good source of factual information about products such as savings accounts and term deposits. This might be all a client needs if their goal is to save for a home or build a savings buffer.
Clients are not given financial advice or information by BigDog other than that which would reasonably be required under the client’s plan.
Decision Making
Decision-making is regarded as the cognitive process resulting in the selection of a belief or a course of action among several alternative possibilities. Decision-making is the process of identifying and choosing alternatives based on the values, preferences and beliefs of the decision-maker.
Impaired Decision Making
Impaired decision-making capacity is the inability to go through the process of reaching a decision and putting it into effect.
There are three elements to making a decision: understanding the nature and effect of the decision; freely and voluntarily making a decision; and communicating the decision in some way.
If an adult is unable to carry out any part of this process for decision making, the adult is said to have impaired decision-making capacity. Impaired decision-making capacity is not ignorance, eccentricity, different ethical views, cultural diversity, poor communication, poor judgement or poor decision making.
It is important to note that all adults who are the subject of an application before the Queensland Civil and Administrative Tribunal (QCAT) are presumed to have capacity until QCAT determines otherwise.
Power of Attorney
A power of attorney is a formal document giving another person the authority to make personal and/or financial decisions on your behalf.
Personal decisions relate to client care and welfare, including their health care.
Financial decisions relate to the management of client finances (e.g. paying bills and taxes, selling or renting a home, using income to pay for needs or invest money).
There are 2 types of power of attorney:
General Power of Attorney
Appoint someone to make financial decisions on your behalf for a specific period or event, such as if you’re going overseas and need someone to sell your house or pay your bills. It’s used while a client can still make their own decisions and ends once they no longer can.
Enduring
Power of Attorney
The attorney’s power to make personal decisions only commences when a client loses capacity to make these decisions.
Guardianship
Queensland’s guardianship system assumes that a person has the capacity to make a decision until it can be shown that they do not.
A guardian is a person QCAT appoints to help an adult with impaired decision-making capacity. The guardian ensures the adult’s needs are met and interests are protected by making certain personal and health care decisions on their behalf.
Generally, guardians can be given the authority to make decisions for the adult such as: where they live what support services they receive with whom they have contact or visits general health care matters other day-to-day issues
Guardians are not permitted to make decisions about: financial or property matters unless they have also been appointed as the adult's administrator or as attorney for financial matters under an enduring power of attorney special health care matters including sterilisation or tissue donation special personal matters including making or revoking a will, consenting to marriage or relinquishing a child for adoption.
If an adult can communicate their views and wishes, guardians should take these into account when making any decisions.
Office of the Public Guardian
The Office of the Public Guardian (OPG) is an independent statutory office established to protect the rights, interests and wellbeing of adults with impaired decision-making capacity. The OPG can be appointed as guardian by QCAT, act as attorney under an Enduring Power of Attorney or Advance Health Directive, or exercise power as Statutory Health Attorney of last resort.
Public Trustee
The Public Trustee (PT) provides personal and ongoing support tailored to the needs of clients, who due to disability, illness or injury are unable to manage their own financial affairs.
As the financial administrator, the PT will review current income and work on to secure any additional income from Centrelink or the Department of Veteran Affairs.
The PT will pay some or all bills including accommodation, electricity, groceries, medical and pharmacy costs and other living expenses. They also take care of taxation matters.
QCAT can also appoint the PT to act as an administrator to manage a client’s financial affairs.
Queensland Civil and Administrative Tribunal
QCAT can appoint the OPG as a client’s guardian if there is no one else more appropriate, and if the person is at risk and needs someone to make decisions for them. The OPG cannot automatically take on the role of guardian for an adult by request.
QCAT cannot provide legal advice.
Procedures
Every worker is responsible for the correct usage and handling of a client’s monies. This form is used to record the dollar amount spent not items purchased. This is requirement for audit and usage monitoring
1. Call in to the Office where the administration officer will hand over appropriate grocery money and have you sign a receipt
2. Each house will have a yearly supply of Grocery Records clearly marked with the Month and Year
Grocery Record
3. Record in the “In” column the amount received on the appropriate date, enter amount in In and add Carried Forward Amount in to give Balance and Initial
4. Purchase groceries, retaining receipt(s)
5. Number shopping receipts as 1, 2, 3, 4... in date order
6. On Grocery Calculator Sheet enter Receipt Number (1 etc), Supplier Name, in Amount Out enter Docket amount, calculate Balance by deducting amount out from Balance, and enter new Balance. Balance Calculator Sheet against Grocery money. (Monies held should always equal the amount on Sheet.) Sign
7. Attach docket to the matching date in the house diary
8. Continue as above for all expenditure
9. It is the responsibility of the support person who has supported in the grocery purchases to fill in the record and record the balance remaining
Grocery Record – January 202 4
House Diary
All workers are responsible for the correct usage and handling of a client’s money. This is necessary for audit and usage monitoring
Usage
This is a monthly record recording any daily spend and progressive balance.
Heading
Client name, month, weekly allowance and amount carried forward from the previous month
Date
Record the date that the activity took place
Particulars
A brief description of the items purchased is all that is required in this area
Receipt
The 1st receipt for the month is allocated receipt number 1 and should be clearly marked on the receipt docket as 1 and a circle drawn around the number. Each progressive receipt should be allocated the next number. All receipts are to be attached to this form for end of month collection.
In/Out/Balance
Only record those areas when an event occurs. Particulars in the in area, money in and out and a daily running balance where there has been an activity.
Worker
Initials in this area to confirm the accuracy of the calculations and dollar amount
Summary
Financial literacy is a requirement for functioning effectively in modern society with trends in retirement income policies, work patterns and demography suggesting its importance can only increase in the years ahead.
For example, Steven Ciobo MP, Parliamentary Secretary to the Treasurer, comments in the Forward to the Australian Securities and Investments Commission’s (ASIC’s) National Financial Literacy Strategy 2014-17, “Being able to confidently navigate the financial landscape and make good decisions about money are core life skills every Australian needs. Improved financial literacy can benefit anyone, regardless of age or income. Being able to make the most of your money, manage financial risks and avoid financial pitfalls can have a positive impact on the financial wellbeing of individuals, families and communities.” Similarly, at its 2010 Toronto Summit, the G20 emphasised the importance of financial literacy and financial capability in supporting financial inclusion, thereby enhancing community wellbeing.
Supporting Documents
Policies
1.3 Privacy and Dignity
1.4 Independence and Informed Choice
1.5 Violence, Abuse, Neglect, Exploitation and Discrimination
4.0 Support Provision Environment
4.2.1 Key Security Forms
Grocery Record Year
Money Record Year
Public Trustee Request for Funds
Key Register
Information
ASIC’s www.moneysmart.gov.au
Human Services Quality Framework October 2021
Version 8
NDIS Practice Standards November 2021 Version 4
Now you’re 18
OPG Factsheet the Public Guardian Adult services
Public Trustee guide for financial management 2020
Recording Grocery Spend Standards of Practice
NGO Training
LiveBig Life Skills Program
Recording Grocery Spend
Legislation
Acts Interpretation Act 1954 (QLD)
Child Protection Reform and other Legislation Act 2022 (QLD)
Disability Services Act 2006 (QLD)
Disability Services and Inclusion Act 2023 (Cwth)
Guardianship and Administration Act 2000 (QLD)
Human Rights Act 2019 (QLD)
National Disability Insurance Scheme Act 2013 (Cwth)
NDIS (Provider Registration and Practice Standards) Amendment Rules 2021
Powers of Attorney Act 1998 (QLD)
Public Guardian Act 2014 (QLD)
Public Trustee Act 1978 (QLD)
Queensland Civil and Administrative Tribunal Act 2009
Trust Accounts Act 1973 (QLD)
NDIS Practice Standards and Quality Indicators
BigDog Support Services Pty Ltd (BigDog) is a registered NDIS provider and is required to apply the scheme’s practice standard and quality indicators.
The standards have been developed to create an important benchmark to assess provider performance and ensure that high quality and safe supports and services are provided to NDIS clients.
The four core modules are:
1.0 Rights and Responsibilities;
2.0 Governance and Operational Management;
3.0 The Provision of Supports; and
4.0 The Support Provision Environment.
The supplementary modules cover:
5.0 Specialist Support
5.1 High intensity daily personal activities.
5.3 Implementing behaviour support plans.
4.2 Client Money and Property
Client money and property is secure, and each client uses their own money and property as they determine.
4.2.1 Where the provider has access to a client’s money or other property, processes to ensure that it is managed, protected, and accounted for are developed, applied, reviewed and communicated. Clients’ money or other property is only used with the consent of the client and for the purposes intended by the client
4.2.2 If required, each client is supported to access and spend their own money as the client determines.
4.2.3 Clients are not given financial advice or information other than that which would reasonably be required under the client’s plan.
Human Services Quality Standards
The Human Services Quality Standards set a benchmark for the quality of service provision. Each Standard is supported by a set of performance indicators which outline what an organisation is required to demonstrate to meet that standard.
4 Safety, Wellbeing and Rights
The safety, wellbeing and human and legal rights of people using services are protected and promoted.
4.4 People using services are enabled to access appropriate supports and advocacy.
Delegation of Authority
Name
Courtney Carroll Director Authorise review and implementation
Ann Paull Company Secretary Manage Finances
Peter McGrath Operations Manager Ensure information dissemination
Monique Paull HR Lawyer Ensure compliance by workers
Version Details
This policy will be reviewed every twelve (12) months unless circumstances deem it necessary to review earlier. The review process will involve an analysis of the usefulness of the policy and to note any changes which are required to improve the policy.
If minor changes are made in wording or to clarify the intent, the version number will indicate this by adding a ‘point’ i.e. Version 1.0 indicates the original version and 1.1 with the first round of minor changes made. A significant change or intent of the policy will be indicated by a whole new number i.e. Version 2.0.
The following rules also apply in interpreting this policy:
• Headings are for convenience only and do not affect interpretation.
• A singular word includes the plural and vice versa.
• A word that suggests one gender includes the other genders.
Date V Details
July 2016 1.0 New Policy Individual Needs
January 2017 2.0 Included policy statements from existing policies
Added more information in the preamble relating to the HSQF
Changed the policies to procedures
August 2017 3.0 Created an all-inclusive HSQF Policy to address each of the service standards indicators.
Change of Policy Name from Individual Needs to Responding to Individual Need
Included NDIS references
Returned supporting procedures to supporting policies
Updated Responsible Officers
January 2019 4.0 Updated to new logo and style guide
January 2020 5.0 Removed HSQF Standards Indicators and Policy matched with NDIS Practice Standards and Quality Indicators
Front cover updated to Standards colour identification
Supporting Policies updated
January 2021 5.1 Updated Responsible Officers details
January 2022 5.2 4.2.1 updated “consent” to “written consent”
Updated responsible officers’ details
NDIS Practice Standards November 2021 Version 4
January 2023 6.0 Included Human Services Quality Standards and Child Protection Act and the term “Participant” is returned to “Client” to allow for policies to cover NDIS and Child Safety.
Term “Employee” changed to “Worker” for consistency. Changed title of policy by removing “Participant”
Date V Details
New Policy 4.2.1 Key Security created Updated responsible officers’ details
January 2024 6.1 Disability Services Act 1986 replaced with Disability Services and Inclusion Act 2023 and policy review process included.
June 2025 6.2 Scottvale Health Club included in policy Steven Paull has retired, responsible officers updated