Updated and Effective from: September 2024

Purpose

• To clearly outline how our timesheet software determines billable hours
• To outline how Helpers must invoice for services provided

Policy

• Lend A Friend uses rostering software to capture details about services provided to Members
• All Helpers must use Lend A Friend’s rostering app software when working with a Member introduced to them by Lend A Friend. This is a requirement to ensure accurate billing and NDIS compliance, to remain compliant with their contract, and not breach Non solicitation agreements
  • If Helpers are found to be working shifts with Members which are not documented in the Lend A Friend rostering software, and invoice a Member’s funder privately, Helpers are in breach of their contract and may face legal action for breaching their non compete and non solicitation clauses
  • By accepting support from Lend A Friend, Members are agreeing to help prevent Helper Solicitation of Members. Members will not work privately with Helpers met through Lend A Friend. Members will assist Lend A Friend to contact their Funder to stop Helpers who try to invoice privately, by putting a hold on their invoices.
• It is the responsibility of the Helper to ensure they correctly input their shift times, as inaccurate inputs could mean inaccurate billing
• It is the responsibility of the Plan Managers to ensure the correct drawdown of funding has occurred
  • This includes drawing from the correct budgets in line with the Participant’s Service Agreement
• The rostering software used rounds to the closest 15 minute interval, so even if Helpers finish a shift at specific times, invoices generated through this software will typically start and end:
  • On the clock
  • Quarter past
  • Half past
  • Quarter to the hour
• The rostering software used allows for accurate record keeping and billing, and includes on the invoices:
  • Kilometres travelled
  • Provider travel time
  • Hours worked during a shift
  • What services were provided during a shift
  • The NDIS line number that the shift relates to
  • Which Helper was present during the shift
  • What time the Helper started a shift
• The Provider will send weekly invoices to the Participants Plan Manager, typically on Mondays, for the prior weeks Monday - Sunday period
• The invoices will include the following details:
  • Service provided
  • Name of Participant
  • Name of Helper
  • Hours worked
  • Rate of service
  • Date
  • Line item associated with service (in line with Service Agreement)
  • Provider travel time and Kilometres travelled per shift
  • Unique invoice numbers
• Participants with Plan Managers can request a copy of their invoices to be sent to them by their Plan Managers, or by contacting the admin team
• If a Participant believes a mistake is made, they can contact the admin team for assistance

Related Information and Documents

• Email: [email protected]