Booking

Bookings

THE AGENCY conducts the business of introducing Carers for work in a variety of domestic and caring capacities.

Carers come with:

  • Working with Children Check and/or
  • Police Check
  • Level II First Aid or CPR certificate and
  • Medical Clearance confirming that they are fit and capable of domestic and caring responsibilities
  • Public Liability Insurance

They have been through a strict, rigorous and thorough interview and induction process, this includes:

  • Resume Screening
  • Phone Interview
  • Individual Interview
  • Reference Checking
  • Induction Session

During this time we cover behavioural expectations, health and safety, financial obligations, tasks and responsibilities, duties, communication, and much more.

Our Carers are provided with the opportunity to attend regular Professional Development Workshops and Seminars, sent monthly newsletters that help them keep in the loop with any changes at THE AGENCY, provided information that ensures they are aware of changes in the childcare industry, and are regularly checked to ensure that their qualifications are up to date.

Whilst THE AGENCY uses reasonable endeavours to check the Carer, sole responsibility for determining the suitability of a Carer remains with the Client. THE AGENCY will not be liable for any special, indirect or consequential loss or damage arising from engagement of a Carer by a Client. Although THE AGENCY may provide input and assistance in the selection process, the engagement of a Carer by a Client is ultimately the Client’s sole responsibility. Through the selection and placement of Carers to undertake the Duties, THE AGENCY plays an active role in establishing the relationship between the Client and Carer. The Agency will provide replacement Carers to Clients and Clients to Carers upon request. In requesting and providing assistance in the selection of a Carer to perform duties for the Client.

THE AGENCY provides Carers that are available for engagement in 3 different capacities Flexible Independent Contracting or Structured Independent Contracting (30 hours per week or less) or as Permanent Placement (30 hours plus per week)

Employment Engagement Methods

Self Employed Carers

  • A Carer can commit to specific days of work with a Client on a short-term or ongoing basis. This arrangement can cease or be modified at any time at the request of either Party. The engagement of a Carer on an infrequent, short-term or ongoing basis does not require a Client to guarantee permanent work for the Carer, nor is the Carer required to guarantee permanent availability.
  • An Engagement Agreement may be entered into if either party require (the Carer has access to this document via the Carer portal and the Client may request a copy from THE AGENCY at any time)
  • Determination of the rate is negotiated between the parties in accordance with the Client’s work requirements and considers, for example, the number of persons to be cared for, ages of persons to be cared for, required duties, qualifications and experience of the Carer, current market trends and any specific or unique circumstances which the Client may have. No less than the NES Casual minimum wage.
  • As independent contractors, such Carers are responsible for their own tax payments and statutory obligations. The Clients are not liable for the payment of holiday or personal leave unless agreed between the parties.
  • For Superannuation responsibilities please visit www.ato.gov.au (Note: domestic Employees who work no more than 30 hours per week are not eligible for superannuation)
  • The Client will be required to arrange appropriate Work Cover. Further information can be found below.
  • Carers pay for and are covered by public liability insurance provided by THE AGENCY / Other (if policy is utilized, the Client shall be responsible for any excess payment required to make a claim)
  • In the event that the Client requires their Carer to transport family members in his or her own vehicle during working hours, the Client will be required to reimburse the Carer for kilometres travelled. Note that if the Carer has an accident whilst driving the Clients car or their own vehicle for the benefit of the Client during working hours the Client is responsible for paying the insurance excess for the claim. The Client is responsible for ensuring that the Carer has appropriate child safety restraints and vehicle insurance policies, this is not THE AGENCY’s responsibility.
  • At the conclusion of each booking or each period of service to a maximum of seven (7) days, the Carer will provide the Client with a Tax invoice which will include an amount to cover the applicable booking fees payable to THE AGENCY, Carer charges, reimbursement for associated costs and Superannuation if applicable. The Carer collects booking fees on behalf of THE AGENCY.
  • The amount set out in the Tax Invoice is payable immediately and directly to the Carer unless the Client is notified of a requested redirection of a Carer’s fees to THE AGENCY in such circumstances listed in the Client’s agreement with THE AGENCY. In this case THE AGENCY will request full or part payment direct to THE AGENCY from the Client.

Client Employed Carers

  • As above, however the Carer no longer acts as an Independent Contractor and the Client takes on all PAYG tax withholding responsibilities and pays no less than the NES wage, or relative Miscellaneous of Children’s Services Award minimum wage.
  • An Engagement Agreement should be entered into (the Carer has access to this document via the Carer portal and the Client may request a copy from THE AGENCY at any time)
  • An Engagement Agreement assists Clients and Carers to formalize items such as: whether the role is casual, part time or full time, confirms the remuneration, details the job description, duties, vehicle use, holiday leave, personal leave, period of notice, and other expectations and responsibilities surrounding the engagement.
  • To apply as a PAYG Tax withholder please visit https://www.ato.gov.au/Forms/Application-to-register-a-PAYG-withholding-account/ and be aware that Households who employ staff are required to start reporting through Single Touch Payroll (STP) from 1 July 2019.
  • STP is a change to the way employers report payroll information to the Australian Taxation Office (ATO). Simply, it means employers report salaries and wages, pay as you go withholding tax and superannuation information directly to the Australian Taxation Office each pay run.
  • There is currently an STP exemption in place, until 30 June 2020, for employers with a withholder payer number (WPN).
  • We suspect that this exemption applies to most households with a nanny.
  • However, if you employ a nanny via an Australian Business Number (ABN) then you will need to commence reporting payroll via STP before 30 September 2019.
  • A range of no-cost and low-cost Single Touch Payroll (STP) solutions are available on the ATO’s website.
  • Employers with four employees or less have the option for a registered tax or BAS agent to report their STP information quarterly, rather than each time you run a payroll. To get this concession, the agent must apply for this before 30 September 2019.

Agency Employed Carers

(THIS IS MANDATORY FOR ALL SUBSIDISED HOME BASED CARE POSITIONS)
  • THE AGENCY directly employs the Carer in a Casual capacity and On Hires the Carer to Clients.
  • THE AGENCY takes care of all employment responsibilities: Superannuation, Work Cover, Payroll Tax, PAYG Tax withholding, Insurance, Payroll administration costs, other entitlements, Time sheeting, Professional Development etc.
  • THE AGENCY will provide individualised quotes pertaining to each family’s unique circumstances.
  • The Client will be required to enter into a Service Agreement with THE AGENCY.
  • The Client must be willing to undergo a Home Safety Check and make any requested modifications.
  • The Client is required to pay 2 weeks wages in advance to THE AGENCY prior to the Carers commencement date.
  • The Client will be billed fortnightly by THE AGENCY thereafter for services rendered via Direct Debit on the day of invoicing or Credit Card if Direct Debit fails.
  • Where the care is being provided for a Subsidised Home Based Care Programme, the Client will be required to enter into an additional Service Agreement with THE AGENCY.

Permanent Placement

This option only available for positions of 30 hours or more per week and where a Client wishes to purchase the Carer outright from the Agency, eliminating the daily booking fee charges.

  • Determination of the rate is negotiated between the parties in accordance with the Client’s work requirements and considers, for example, the number of persons to be cared for, ages of persons to be cared for, required duties, qualifications and experience of the Carer, current market trends and any specific or unique circumstances which the Client may have. No less than the NES Casual minimum wage.
  • Upon completion by a Carer of a minimum trial period of 10 engagements the Client may engage the Carer in a Permanent Placement Capacity.
  • An Engagement Agreement will need to be prepared and signed by both the Client and the Carer before THE AGENCY will release the Carer from their contractual obligations with THE AGENCY (the Carer has access to this document via the Carer portal and the Client may request a copy from THE AGENCY at any time)
  • The Client will be required to guarantee the Carer a set (minimum) number of hours (must be 30hrs or over per week)
  • The Client will be responsible for undertaking all PAYG tax obligations (either self managed or using a payroll service)
  • The Client will be required to make contributions to the Carer’s nominated superannuation fund. Further information is available through the ATO Info Line 13 28 66 or via www.ato.gov.au
  • The Client will be required to arrange appropriate Work Cover and other insurances. Further information can be found below.
  • The Client will be required to pay holiday and personal leave entitlements to the Carer in accordance with law.
  • Upon commencement of any permanent contractual engagement by the Client of the Carer, the Client will be provided with a permanent placement Tax Invoice from THE AGENCY, totalling $3500. This amount is payable within seven days of receipt.
  • During the first four weeks of the ongoing employment, the Agency will provide assistance with job description modification and training needs and facilitating discussion between Carer and Client where necessary or required.
  • During the first four weeks of a Carers ongoing engagement, if the Client are dissatisfied with the Carers performance or conduct, additional applicants will be put to the Client for consideration as a potential replacement. If a suitable applicant is not located, the permanent placement fee will be refunded to the Client less any daily booking fees that would otherwise have been charged for this period.

Payroll Service

  • The Client can engage the services of www.nannypayroll.com.au to undertake all PAYG obligations on their behalf
  • The Client can either BYO Carer or may request THE AGENCY provide candidates to choose from.
  • For a BYO Carer, the Client shall pay a start up fee of $350 which covers the first 3 months of service and $35 per fortnightly pay cycle thereafter.
  • For an AGENCY Carer, the Client shall pay a start up fee of $350 which covers the first 3 months of service and $35 per fortnightly pay cycle thereafter, plus THE AGENCY’s Daily Booking Fee or Permanent Placement Fee.

Work Cover

Victoria – 1800 136 089
Where your employee earns more than $7500 per annum
Information https://www.worksafe.vic.gov.au/insurance/obligations
Application https://www.worksafe.vic.gov.au/insurance/apply
NSW – 13 44 22
Where your employee earns more than $7500 per annum
Information http://workersinsurance.icare.nsw.gov.au/premiums-and-policies/workers-insurance-for-your-business
Application https://insurance.icare.nsw.gov.au/apex/prequotequestionnaire
Queensland – 1300 362 128
Where your employee earns more than $1 per annum
Information https://www.worksafe.qld.gov.au/insurance/which-insurance-product-is-right-for-you/household-worker-insurance
Application https://ols.workcoverqld.com.au/ols/public/newBusiness/hhw.wc
South Australia – 13 18 55
Where your employee earns more than $12,577 per annum
Information http://www.rtwsa.com/insurance/insurance-with-us
Application https://public.rtwsa.com/public/
Northern Territory – 133 723
Where your employee earns more than $1 per annum
Information & Application https://www.qbe.com.au/business/insurance-for-businesses/people/workers-compensation/nt
Tasmania – 133 723
Where your employee earns more than $1 per annum
Information & Application https://www.qbe.com.au/business/insurance-for-businesses/people/workers-compensation/tas
Western Australia – 133 723
Where your employee earns more than $1 per annum
Information & Application https://www.qbe.com.au/business/insurance-for-businesses/people/workers-compensation/wa
ACT – 133 723
Where your employee earns more than $1 per annum
Information & Application https://www.qbe.com.au/business/insurance-for-businesses/people/workers-compensation/act

Public Liability Insurance

All Carers who represent THE AGENCY are covered by Public Liability Insurance for up to $10,000,000 worth of damage. If a client chooses to utilise this policy they will need to provide 3 written quotes to our office and our staff will assist with processing the claim, the CLIENT shall be responsible for payment of the $250 excess.

THE AGENCY and its Carers will not be liable for any special, indirect or consequential loss or damage arising from engagement of a Carer by a Client.

If the damage is less than $250 THE AGENCY cannot assist with the claim and suggests that the Client pursue the claim through their own home insurance policy which may have a lower excess.

Clients who permanently Place a Carer can investigate taking out a private policy here http://nannysure.com.au/