Chapter 20. Work for the Dole

Supporting Documents for this Chapter:

• Work for Dole Activity Risk Assessment Templatesign-in required (sign-in required)

• Work for the Dole Activity Risk Assessment Checklistsign-in required (sign-in required)

• Work for the Dole Activity Host Agreement Template – Projectssign-in required (sign-in required)

• Work for the Dole Activity Host Agreement Template – Work for Dole Placementssign-in required (sign-in required)

• Work for the Dole Host Organisation Handbooksign-in required (sign-in required)

• Work for the Dole Community Support Project – Proposal Formsign-in required (sign-in required)

• Managing the Work for the Dole Projects Fund Guidesign-in required (sign-in required)

• Request for Additional Work for the Dole Projects Funding Formsign-in required (sign-in required)

20.1. Chapter OverviewCopy citation · §20.1

This Chapter outlines the requirements for Providers for setting up and managing Work for the Dole activities. It includes specific requirements for ensuring that there is always a safe system of work in place during the conduct of a Work for the Dole activity.

20.2. BackgroundCopy citation · §20.2

Work for the Dole is designed to improve Participants’ skills, experience and confidence to help them towards secure and sustainable employment. It provides a valuable opportunity for Participants to develop skills through training and demonstrate their capabilities and positive work behaviours. This will stand Participants in good stead with potential employers while at the same time making a positive contribution to the local community.

Work for the Dole may be undertaken by eligible Participants as a voluntary activity at any time. It is also the Mandatory Activity where an eligible Participant with Mutual Obligation Requirements has not satisfied their activation requirement and does not undertake another Activity when they reach their activation point. Participants may have their first Mandatory Activity Requirement at 3 months Period of Service following at least 12 months in Workforce Australia Online (Online Full Services), or at 6 months Period of Service for any other Participants, with future requirements every 6 months. Refer to the Activation and Mandatory Activity Requirement section for further information.

20.3. Role of ProvidersCopy citation · §20.3

The role of Providers is to arrange sufficient, suitable Work for the Dole activities to meet their caseload needs by engaging with existing and potential Host Organisations. The range of Work for the Dole activities available must suit the different characteristics, needs and limitations of a wide variety of Participants.

Providers should plan and collaborate to meet the needs of Participants and make a positive contribution to the local community through the delivery of Work for the Dole activities. Providers are encouraged to collaborate with other Providers by sharing Work for the Dole activities in the Employment Region.

For the purpose of managing Work for the Dole, a Provider will be either an Arranging Provider or a Non-arranging Provider.

An Arranging Provider is the Provider that has the Host Organisation Agreement with the Host Organisation. An Arranging Provider must be identified for each activity.

A Non-arranging Provider is a Provider that has a Participant in a Work for the Dole activity for which they are not the Arranging Provider.

(Deed Reference(s): Clauses 120 and 125.1)

20.3.1. Responsibilities of ProvidersCopy citation · §20.3.1

Providers, whether they are the Arranging Provider or Non-arranging Provider must:

• comply with all relevant Commonwealth, state and territory and local authority legislation and regulations, including work health and safety

• work proactively and collaborate with other Providers, Host Organisations and other stakeholders to deliver the Work for the Dole Program

• ensure that the integrity of the Work for the Dole Program is maintained

• ensure that all work health and safety requirements are adhered to.

• ensure that all requirements relating to Participant Risk Assessments are met

• comply with processes outlined in the WHS Incidents and Insurance Readers Guidessign-in required (sign-in required)

• monitor and enter participation results into the Participant’s Electronic Calendar in the Department’s IT Systems for Participants not required to report their own attendance, or where they are unable to do so on an individual day and request assistance by close of business on the day

• follow up on non-attendance

• continue to service Participants while they are undertaking Work for the Dole activities.

• Work health and safety — ensure a Competent Personsign-in required (sign-in required) conducts a Participant Risk Assessment taking into account the Activity Risk Assessment and the Participant’s personal circumstances and work restrictions to ensure the Activity is suitable and safe.

• Work health and safety — ensure that any required actions identified in the Participant Risk Assessment have been actioned prior to the Participant commencing in the activity.

• Work health and safety — ensure a Competent Person reviews and revises the Participant Risk Assessment as appropriate and when advised by the Arranging Provider that there have been significant changes to the activity.

(Deed Reference(s): Clauses 120, 122 and 125.1)

20.3.2. Responsibilities of the Arranging ProviderCopy citation · §20.3.2

In addition to the above responsibilities for all Providers, as part of securing Work for the Dole activities, Arranging Providers are required to:

• Source Work for the Dole activities

• plan activities in consultation with Host Organisations and identify the requirements of each Work for the Dole activity

• ensure Host Organisations are eligible and perform due diligence on their bona fides and ensure they have a good reputation and that the proposed activity will not result in displacement of paid workers

• negotiate and execute the Host Organisation Agreement in accordance with the Deed and Guidelines, and update as necessary during the activity

• ensure Host Organisations understand program requirements, including acquittal requirements and the types of Documentary Evidence that may be required to support any funding received for Work for the Dole activities

• satisfy itself that the Host Organisation is aware of its work health and safety obligations and ensure Host Organisations meet all work health and safety requirements

• ensure that all requirements relating to Activity Risk Assessments and the Activity Risk Assessment Checklist are met

• ensure that the Host Organisation implements all actions agreed in the Host Organisation Agreement and those identified through risk assessments

• monitor the Work for the Dole activity to ensure it continues to be suitable and safe for Participants

• ensure that Supervisors are aware of their role in managing individual daily QR and Passcodes to ensure Participants attending activities can locate and scan the daily code to self-report their attendance

• maintain contact with the Host Organisation. Unless the Host Organisation agrees otherwise and to ensure clear communication, they should only deal with the Arranging Provider of an activity.

• appropriately manage the overall activity including liaising with the Host Organisation and other Providers (as necessary) to ensure the activity is delivered as agreed in the Host Organisation Agreement

• reserve Places for Non-arranging Providers. Arranging Providers are able to reserve places in the Department’s IT Systems for Non-arranging Providers for a maximum period of 2 full Business Days. If the Places are not claimed within that timeframe, they will be automatically returned to the advertising pool

• report significant issues to relevant Non-arranging Providers and, if appropriate, the Department

• suspend or terminate the activity where required

• make payments to Host Organisations from the Work for the Dole Placement Fees, including the amounts received on behalf of other Providers for their Participants in the Arranging Provider’s Work for the Dole activity

• pay the relevant amounts for approved Projects to Host Organisations.

• Work health and safety — immediately advise other Non-arranging Providers of any relevant or significant issues, including work health and safety matters, such as changes in circumstances/activity tasks.

• Work health and safety — monitor, review and amend the Activity Risk Assessment and immediately advise Non-arranging Providers so that they can review the Participant Risk Assessment for their Participant where necessary. Upload the amended Activity Risk Assessment to the Department’s IT Systems.

(Deed Reference(s): Clause 122, 125)

20.3.3. Responsibilities of the Non-arranging ProvidersCopy citation · §20.3.3

When Non-arranging Providers commence a Participant into an activity, in addition to Provider responsibilities outlined above they must:

• pass on and maintain the Participant’s details (including any relevant personal circumstances/work restrictions) to the Arranging Provider

• work proactively and collaboratively with the Arranging Provider and the Host Organisation for the activity.

20.4. EligibilityCopy citation · §20.4

20.4.1. Eligible ParticipantsCopy citation · §20.4.1

Participants can choose to engage early in a Work for the Dole activity to assist them to meet their activation requirement or they may be referred to Work for the Dole as the Mandatory Activity at the activation point. Participation in Work for the Dole early will be considered as voluntary and Work for the Dole Participants can gain points under the PBAS for both voluntary and mandatory participation.

Only Participants aged 18 years and over, in receipt of income support and referred to Workforce Australia Services are eligible to participate in Work for the Dole. Participants under 18 years of age cannot participate in Work for the Dole activities. Participants who are in receipt of Disability Support Pension (Compulsory Participation Requirements) and referred to Workforce Australia Services may be placed into a Work for the Dole activity. For further information on Disability Support Pension, see the Disability Support Pension (Compulsory Participation Requirements) Chapter.

Participants receive an Approved Program of Work Supplement of $20.80 per fortnight while they are undertaking Work for the Dole activities to assist with the cost of participating in the activity, such as travel.

For the purposes of the Mandatory Activity Requirement and Services that Providers must deliver to Participants, Providers must refer to, and comply with the requirements specified in the Job Plan and Mutual Obligation Requirements Chapter.

(Deed Reference(s): Clause 125.7, 138, 141 and 142)

20.4.2. Eligible Host OrganisationsCopy citation · §20.4.2

In addition to the requirements outlined in the Activity Management Chapter, Work for the Dole activities must only be hosted by:

• not-for-profit organisations/charities

• local, state, territory or Australian Government organisations or agencies, or

• a not-for-profit arm of for-profit organisations

except in specific circumstances, including Community Support Projects (CSPs) (see the Community Support Projects section for more information).

Providers need to satisfy themselves that the potential Host Organisation is:

• eligible to host a Work for the Dole activity

• of good reputation, can demonstrate they are who they claim to be and have the capacity to undertake a Work for the Dole activity satisfactorily

• able to meet all program requirements

• able to deliver the proposed activity as agreed.

Third Party Intermediaries

Host Organisations may appoint third party intermediaries to undertake Work for the Dole activity functions on their behalf. However, third party intermediaries cannot take on the obligations of Host Organisations. A third party intermediary cannot sign the Host Organisation Agreement on behalf of the Host Organisation.

Providers are required to take reasonable steps when sourcing places with Host Organisations that engage third party intermediaries to ensure compliance with the Deed and these Guidelines. Third party intermediaries must also meet guideline requirements for a suitable Host Organisation.

20.5. Arranging activitiesCopy citation · §20.5

20.5.1. Participating in Work for the DoleCopy citation · §20.5.1

Participants can choose to undertake Work for the Dole activities at any time while they are in Workforce Australia Services. However, if an eligible Participant has not met their activation requirement and has not chosen to undertake another Activity, they are required to undertake a Mandatory Activity. Work for the Dole is the only Mandatory Activity that can be undertaken to meet the Mandatory Activity Requirement (where the Participant is 18 or over and can be compelled to participate in Work for the Dole). For more information on the Mandatory Activity Requirement, see the Activation and Mandatory Activity Requirement section in the Job Plan and Mutual Obligation Requirements Chapter.

When commencing Participants in Work for the Dole activities, Providers must prioritise Participants with a Mandatory Activity Requirement.

A Participant’s commitment to participate in a Work for the Dole activity must only be entered into the Participant’s Job Plan and linked to the Work for the Dole activity if it is for a Mandatory Activity Requirement and the Participant is aged 59 or under and not on a part rate of payment. This is a compulsory activity, and any non-compliance is subject to the TCF. For further information, see the Targeted Compliance Framework and Mutual Obligation Failures Chapter. The Work for the Dole Mandatory Activity Code (PA15) must be removed from the Participant’s Job Plan once they have completed the activity. Targeted Compliance Framework Chaptersign-in required (sign-in required)

• System step — All Participants undertaking Work for the Dole must have the days and times they are required to participate in the activity scheduled in their Electronic Calendar.

There are 2 participation requirement categories for Work for the Dole. The table below outlines the minimum and maximum fortnightly requirement for each of these categories.

*Note: While Participants aged 60 and over, and those on part rate of income support can participate in Work for the Dole, they cannot have this activity added as a compulsory activity to their Job Plan. Their participation in Work for the Dole can only be voluntary.

Factors that Providers might consider when determining a Participant’s specific Fortnightly Requirement in a Work for the Dole activity include (but are not limited to):

• the individual circumstances and any non-vocational barriers of the Participant

• the method and availability of transport for a participant to travel to and from the activity

• other activities a Participant may be involved with (i.e., Education and training, casual employment)

• the availability of the Host Organisation (i.e., how many hours per week a Host Organisation may be able to accommodate for Participants).

Work for the Dole participation undertaken as the Mandatory Activity will not count towards future Mandatory Activity/activation requirements. To meet Mandatory Activity Requirements, Participants are required to undertake Work for the Dole for a minimum of 8 weeks. Providers should only place a Participant with a Mandatory Activity Requirement in Work for the Dole for longer than 8 weeks where the Participant agrees to do so. In this circumstance the Provider must ensure the Participant is advised that the requirement will be compellable, even after the minimum of 8 weeks and that any non-compliance is subject to the TCF.

Factors that Providers may consider when determining whether a Mandatory Requirement of longer than 8 weeks is suitable include:

• whether the activity includes a training component that requires a commitment of more than 8 weeks

• the Participant would benefit from a longer duration in Work for the Dole to improve their chances of obtaining secure and sustainable employment

• a longer placement is suitable for the Participant’s individual circumstances.

Participants may participate in Work for the Dole activities outside of core business hours, including on a public holiday, if the Participant chooses to do so. However, the Participant needs to agree to this before being referred and inform the Provider of any barriers to their participation, such as transport or caring responsibilities.

If the Participant does not agree to the participation outside normal business hours, the Provider needs to Source a different activity so that the Participant can meet their Mutual Obligation Requirement.

(Deed Reference(s): Clause 120.1)

20.5.2. Activity typesCopy citation · §20.5.2

Placements

Placements are to be undertaken by individual Participants and must involve the Participant being provided with a work-like experience with a Host Organisation that require the Participant to join the everyday functions of the Host Organisation. Where possible, a sequence of Participants should undertake the Place when the original Participant leaves.

A Host Organisation may choose to take on a single Participant or multiple Participants at any one time in a Placement. Generally, a Placement activity sits within the existing structure of the Host Organisation. A Placement activity can initially run for up to 12 months and may be extended up to a maximum of 24 months. If a Placement activity is extended beyond 12 months, the Activity Risk Assessment and Host Organisation Agreement must be reviewed and updated in the Department's IT Systems prior to the commencement of the extension period.

A Placement activity with multiple Places is different from a Project.

(Deed Reference(s): Clause 125.1(d))

Projects

Work for the Dole Projects are specific community projects developed for the purpose of providing a work-like experience for groups of Participants, including the engagement of a supervisor for Participants and delivery of a benefit to the community.

A Project must:

• have a specific goal and / or deliverable of a benefit to the community with an identified end date, and

• involve a group of Participants working as a team to meet the common goal or deliverable.

The identified goal or deliverable of the Work for the Dole Project must go beyond the everyday functions of the Host Organisation and would not otherwise occur if it weren’t for the Work for the Dole Project. Participants can be referred to Projects from multiple Providers. Projects often involve the engagement of an external Supervisor for the activity; however, a Host Organisation or Provider may also choose to use their own staff to supervise an activity where agreed. Projects should be created to meet caseload needs of Providers.

• Work health and safety — All activities, whether Projects or Placements must have adequate and appropriate Supervision. See the Activity Management Chapter for details.

• System step — When creating Work for the Dole Projects in the Department’s IT Systems, the projects must have start and end dates within the same financial year.

• System step — For further information on entering activity types into the Department’s IT Systems, see the Department's training resourcessign-in required (sign-in required).

(Deed Reference(s): Clause 125.1)

20.5.3. Suitable Work for the Dole activitiesCopy citation · §20.5.3

Work for the Dole activities must focus on providing Participants with work-like experiences that include skills that are in demand within the local labour market and provide training that is relevant to, or a prerequisite for, the activity that is being undertaken. Work-like experiences involve providing Participants with experiences that are similar to those in a workplace. Participation in Work for the Dole activities is intended to assist in preparing Participants to take up employment. Work for the Dole activities must be available to Participants for a minimum of 8 weeks.

Providers should also take into consideration the types of activities undertaken by a Host Organisation to ensure that Work for the Dole activities meet program requirements and do not bring the Commonwealth into disrepute. Refer to the list of Prohibited Work for the Dole activities for more information.

20.5.4. Prohibited Work for the Dole activitiesCopy citation · §20.5.4

In addition to the activities listed in the Identifying Suitable Activities for Participants section, an activity must not be a Work for the Dole activity, where it:

• requires the Participant to undertake activities in a non-face-to-face environment (i.e. all aspects of activities must be undertaken in-person at the activity location)

• is in Early Childhood Education settings such as childcare and early learning or preschools

• involves personal care of people, of an intimate nature, including dressing, showering, feeding or toileting, or professional services

• results in a benefit or gain to the Provider, or would fund any operations, activities, or infrastructure of the Provider

• involves work which would have been undertaken by a paid worker if the Work for the Dole activity had not taken place

• involves tasks that primarily promote a particular religious or political view

• might bring, the Work for the Dole Program, the Provider or the Department into disrepute.

• is otherwise prohibited under any Guidelines or by any advice provided by the Department

An activity must not be a Work for the Dole activity, unless it is a Community Support Project or otherwise specified in any Guidelines, where it:

• involves working exclusively on private property

• requires Participants to enter private homes or grounds, unless prior approval is obtained from the Department

• competes with established businesses

• fulfils a function that is part of a commercial contract or enterprise

• is undertaken for a for-profit organisation or on a for-profit basis

An activity must not be a Work for the Dole activity, unless it is an Indigenous specific activity and the Department’s prior written approval has been obtained, where it:

• involves undertaking tasks for a Family Member

An activity must not be a Work for the Dole activity, unless the Department’s prior written approval has been obtained, where it:

• involves a residential or an overnight accommodation component

(Deed Reference(s): Clause 120.7)

20.5.5. DisplacementCopy citation · §20.5.5

Work for the Dole activities, whether they are Placements or Projects, must not displace paid workers. Work for the Dole Places must not:

• involve the same tasks that would normally be done by a paid worker, including a worker in casual or part-time work, and/or

• reduce the hours usually worked by a paid worker or reduce the customary overtime of an existing employee.

In addition, a Work for the Dole Place must not proceed if:

• an organisation has downsized its workforce in the previous 12 months—for example, through redundancies or termination—and the tasks that are being proposed are doing the same tasks as those roles made redundant, and/or

• it is being used as a stop-gap measure while an organisation is undertaking recruitment exercises or as a way of meeting ad-hoc needs in lieu of creating paid employment opportunities.

If a Provider becomes aware of displacement, the Provider is required to advise the Department through its Provider Lead and act in accordance with the Deed.

If the Work for the Dole activity has been created but Places have not been filled, the activity must be closed immediately.

(Deed Reference(s): Clause 120.9)

20.5.6. Indigenous specific activitiesCopy citation · §20.5.6

Providers should look for opportunities to establish Indigenous specific, community-based Work for the Dole activities.

Indigenous specific activities are activities which:

• have an Indigenous Host Organisation and/or are for the benefit of an Indigenous community

• are linked to community goals

• help support achievable and meaningful career pathways for Indigenous Participants

• can be Placements or Projects

Non-Indigenous Participants can also undertake an Indigenous specific activity.

Providers can access the Employment Fund to provide non-accredited pre-placement training to Indigenous Participants and Host Organisations with Indigenous Participants undertaking a Work for the Dole activity.

More information on access to the Employment Fund can be obtained through the Employment Fund Chapter.

• System step — Indigenous specific flag must be selected when creating an Indigenous specific activity.

20.5.7. Community Support ProjectsCopy citation · §20.5.7

CSPs are Work for the Dole activities that will contribute to recovery efforts following a disaster event or assist with nationally significant projects at a local level that have been identified as providing a social, economic, environmental, cultural and/or heritage benefit to the Australian community.

Where a CSP is assisting because of a natural disaster, the project should not compete with the work of, or replace the roles of, specialised emergency services (such as the State Emergency Service). CSPs require the prior written approval of the Department to proceed. CSPs may:

• respond to, and assist with, the recovery from declared national, state, territory and local community natural disasters

• assist not-for-profit and volunteer organisations that are supporting affected communities

• support local residents and assist rebuilding of the local economy

• provide logistical support to emergency services personnel in areas such as food preparation, delivery of clothing and maintenance of emergency services accommodation and infrastructure

• respond to other events and/or identified tasks that positively impact on local communities or at a national level

• assist the community where there is an identified need for a coordinated national activity and human resources and finances are limited.

Flexibilities available in Natural Disaster Zones/Areas for CSPs

The Department will ease some restrictions on Work for the Dole activities when CSPs are established following a natural disaster in areas where the Australian or state/territory governments have declared a State of Emergency or a Natural Disaster Zone/Area or as determined by the Department.

This means that Providers can develop activities that:

• operate on private residential properties, in private commercial businesses and with farming enterprises. This could include primary producers, a group of local small businesses or disadvantaged community members such as the elderly or people with a disability

• carry out tasks that are normally prohibited—for example, activities that may compete with or support an established business or a commercial contract or enterprise, and/or

• would normally be prohibited because the activity or Host Organisation has received government funding

Providers must continue to meet all other Deed and Guideline requirements.

Who can be the Host Organisation for CSPs?

CSPs must only be hosted by:

• Providers

• not-for-profit organisations/charities

• local, state, territory or Australian Government organisations or agencies, or

• a not‑for‑profit arm of a for-profit organisation.

Implementation

CSPs can be initiated by one or more Providers (as a joint activity), however an Arranging Provider must be identified. Providers should consult with authorities and community organisations in the local area to offer assistance with the recovery and/or restoration activities. In this way, Providers can target activities most appropriately. There is no limit on the number of CSPs that a Provider can create.

The Provider/s must complete a Work for the Dole Community Support Project Proposal Form and submit to the Department for approval. Providers must demonstrate the following in their proposal:

• broad benefit to the wider community from working on private residential property, with private commercial businesses and with farming enterprises (that is, the economic benefit of having families, communities and local businesses return to normal life as soon as possible)

• that they are not working with just one person or entity, except in the case of farmers, where large infrastructure restoration is required to protect the community (for example, repairing common boundary fences along public roads and highways). Activities can assist homeowners or business operators, provided they offer support to multiple establishments in the surrounding area

• a focus on repair and restoration work (activities should not be seen to add value over and above what was previously in place)

• that Participants will not be undertaking tasks that could be perceived as ‘business as normal’ tasks

• that Participants will not be kept working on the CSP for indefinite periods of time and are provided with appropriate skills and work-like experiences.

Provider Leads will assess proposals for CSPs as quickly as possible. It may be useful for Providers to include their Provider Lead in early conversations about the proposed activity to assist this process.

Use of Work for the Dole Payments in CSPs

Work for the Dole Payments cannot be used to purchase materials that may be funded through other sources, such as insurance or flood recovery funding, grants or payments that improve the capital value of a property to the sole benefit of a property owner or entity.

In addition, Providers cannot purchase or reimburse the following items using Work for the Dole Payments for CSPs:

• additional Supervision costs where the Supervisor is the farmer on the site where CSPs are taking place

• material costs such as water, fuel, stock feed and fencing materials

• upgrades to equipment owned by a landowner, or

• costs involved in the transport of such things as fencing material or stock feed.

• Providers should adhere to all other standard Deed and Guideline requirements when determining the types of purchases for which Work for the Dole Payments can be used.

Entering CSPs into the Department’s IT Systems

• System step — When creating a CSP activity, Providers must select the CSP Activity sub-type from the drop-down list in the Department’s IT Systems.

• System step — Providers should make Work for the Dole Places in CSPs viewable in the Department's IT Systems to other Workforce Australia Services Providers and consider requests to collaborate.

20.5.8. Private PropertyCopy citation · §20.5.8

Where a proposed Work for the Dole activity involves entering private homes or grounds or working exclusively on private property, the Provider is required to seek the Department’s agreement to undertaking the activity by sending a written request to the Provider Lead.

A request to the Department for activities requiring entry to, or work on, Private Property must include:

• a clear description of the Work for the Dole activity, including:

• the reason for Participants needing to enter private homes or grounds

• the part(s) of the activity that will involve entering private homes or grounds, or working on private property

• the approximate amount of time that Participants will spend on the property

• where known, the location of the property (note that this can be at a regional level)

• whether the activity is for private benefit

• details of the Supervision provided to Participants, including details of how the Host Organisation manages its employees and who will supervise Participants

• a copy of the Activity Risk Assessment that addresses specific risks regarding private property, including mitigation strategies and work health and safety procedures

• confirmation whether, for the duration of the activities, there is public liability insurance, written on an occurrence basis, with a limit of indemnity of at least $20 million in respect of any one occurrence, which covers the liability of the lessor or owner of the land on which the activities take place, including to the Participant.

When seeking permission, the Provider is required to ensure there is sufficient and detailed information to inform the Department’s decision. The Department may ask for additional documentation or information to support the request at any time.

The Department will acknowledge receipt of the request within 2 Business Days and endeavour to respond within 5 Business Days. It will provide its agreement or refusal in writing.

In addition to any other relevant conditions imposed, Providers must:

• undertake regular reviews of the Work for the Dole activity (the frequency of these reviews will be at the discretion of the Provider and should take into account the nature of the activity and the requirements of the Participant)

• advise the Department of any changes to the nature or circumstances of the activity. In these circumstances, the Department may review its permission for the activity, including possible cessation.

(Deed Reference(s): Clauses 122, 124, 125.11)

20.5.9. SupervisionCopy citation · §20.5.9

For the purposes of Supervision at Work for the Dole activities, Providers must refer to and comply with the requirements specified in the Activity Management Chapter.

Providers must ensure that Participants will be adequately and appropriately supervised at all times. In addition, for activities involving identified vulnerable people, there must be Continuous Supervision.

Supervisors need to be aware of non-Work for the Dole Participants (e.g. members of the public) on site at activities and their level of interaction with and proximity to Work for the Dole Participants while undertaking the activity.

• Work health and safety — Providers should also carefully consider the appropriate ratio of Supervisor(s) to Participants, depending on how many Participants there are and the nature of the activities taking place at the site, to ensure the health, welfare and safety of Participants and members of the public. Where a Host Organisation has multiple activities, the Provider must take this into account.

Example: If the nominated Supervisor is also Supervising other Work for the Dole activities, this could significantly affect the Supervision ratio for the activities involved. The Arranging Provider should also liaise with other Arranging Providers with activities at the site to ensure a consistent approach is undertaken to risk assessments, acquittal/reimbursements and other program requirements.

Arranging Providers must ensure that the Host Organisation has Supervisors on all Work for the Dole activities for the duration of each activity who meet these requirements as well as those outlined in the Activity Management Chapter.

If there are to be changes in the Supervisor arrangements (for example, a new Supervisor is introduced or a Supervisor is away) during an activity, the Arranging Provider needs to ensure that the Host Organisation is aware that they need to notify the Arranging Provider of the change in Supervisor arrangements and confirm they meet the above requirements. Providers should also ensure that Host Organisations have a procedure in place for non-attendance by Supervisors, especially at short notice.

• Documentary evidence — Providers must keep records of all Supervision arrangements and the associated Supervision period. This information should also be kept up-to-date in the Department’s IT Systems.

If a Participant is not self-reporting, then the Arranging Provider must ensure that the Supervisor notifies the Arranging Provider of any Participant non-attendance or non-compliance as soon as practicable, but by no later than the end of the relevant day. Where the ‘Supervisor’ mobile device application is being used by a Work for the Dole Supervisor, they will have access (through the application) to details of those Participants who are expected to participate in the activity on any given day. These details are only accessible where the Department’s IT Systems is being used by the Provider to record required participation. In addition, the Provider must record the hours spent participating in the Work for the Dole activity for each Fully Eligible Participant undertaking a Mandatory Activity Requirement. Through the application, Supervisors can record attendance and preliminary non-attendance results, which will be automatically sent to the Department’s IT Systems.

All reported non-compliance must be followed up by the Provider.

(Deed Reference(s): Clause 80, 124)

20.5.10. ChecksCopy citation · §20.5.10

Providers must refer to and comply with the requirements specified in the Conducting Background Checks section in the Activity Management Chapter.

Providers must, in accordance with the Deed and these Guidelines, establish whether the nature of a Work for the Dole activity requires Participants and/or Supervisors and/or relevant Personnel to have checks, and arrange those checks if required to do so.

Where a Provider creates a Work for the Dole activity, they must identify, in consultation with the Host Organisation, whether any checks will be required and any associated costs.

• System step — If a Work for the Dole activity requires the Participant to have identified checks, the Provider must record this in the Department’s IT Systems.

Where checks are required, Providers must arrange and pay for the checks to be completed before allowing the Participant to participate in that activity (as per the Deed). The Work for the Dole Payments may be used by the Provider to pay for any appropriate checks required for the activity. Providers may use the Employment Fund to cover the costs of police checks for Participants undertaking Work for the Dole Placements.

Providers should keep in mind the timeframes required for checks to be processed by external parties and how this may impact on the timeliness of placing and commencing a Participant in a Work for the Dole activity, including Participants who are to undertake Work for the Dole as the Mandatory Activity Requirement.

(Deed Reference(s): Clause 80, 124.3, 124.4)

20.5.11. Conducting Risk AssessmentsCopy citation · §20.5.11

For the purposes of conducting Risk Assessments, Providers must also refer to and comply with the requirements specified in the Conducting Risk Assessments for Specified Activities section in the Activity Management Chapter.

Work for the Dole Placements and Work for the Dole Projects are Specified Activities. Prior to referring a Participant to a Work for the Dole activity and entering into the Host Organisation Agreement, the Provider must ensure that an Activity Risk Assessment and Participant Risk Assessment have been completed by a Competent Person.

The Provider must also ensure that the Activity Risk Assessment Checklistsign-in required (sign-in required) is completed.

It is the responsibility of the Arranging Provider to review and update the Activity Risk Assessment for the duration of the activity.

• System step — The Work for the Dole activity must have an Activity Risk Assessment and Activity Risk Assessment Checklist completed and uploaded to the Department’s IT Systems prior to the approval and commencement of an activity.

Any time an Activity Risk Assessment is updated, the Arranging Provider must immediately notify Non-Arranging Providers with Participants in the Work for the Dole activity of the changes to the Activity Risk Assessment so they can review their Participant Risk Assessment and determine if the activity is still suitable for the Participant. If the Work for the Dole activity is not assessed as suitable, the Participant must be exited from the Place and referred to a more suitable Work for the Dole activity or another Approved Activity.

If the proposed or actual changes to the Work for the Dole activity include risks that cannot be mitigated or adequately managed by the Provider and/or the Host Organisation, the Arranging Provider must cease the activity and notify the Host Organisation, Non-Arranging Providers and their Provider Lead.

(Deed Reference(s): Clause 121.1, 122)

20.5.12. Activity Risk AssessmentCopy citation · §20.5.12

The Provider must ensure an on-site Activity Risk Assessment is undertaken by a Competent Person for each potential Work for the Dole activity. Through this Activity Risk Assessment, the Competent Person must be satisfied that there is a safe system of work in place prior to the activity being approved.

The Activity Risk Assessment must include the name and ID of the activity when it is uploaded to the Department’s IT System.

An optional template is available for Providers to use, however, all Activity Risk Assessments must identify, assess and record all work health and safety issues and any other concerns at the site or premises where a Participant will undertake the activity (in accordance with the Deed), such as:

• physical (e.g. noise, heat, cold, dust, step/stairs, slippery surfaces, lifting, manual handling)

• chemical (e.g. acids, poisons, asbestos, flammable and hazardous substances)

• biological (e.g. radiation, lead)

• psychological, such as arising from fatigue, shift work (mental tiredness), bullying or harassment

• work that is inherently dangerous (e.g. working with electricity, heavy machinery, at heights or requiring formal competency/operator tickets)

• electrical equipment (e.g. electrical equipment not tested and tagged e.g. machinery, power tools, kitchen appliances)

• warehousing, traffic management and driving (e.g. traffic and pedestrian interactions not marked appropriately with safe clearances and walkways, vehicles and mobile plant registered and well maintained)

• emergency preparedness (e.g. emergency drills/procedures, floor maps, exit signs, fire extinguishers and first aid kits must be in place).

The Activity Risk Assessment must also identify/include:

• that the Host Organisation and Competent Person are satisfied that the Host Organisation has adequate work health and safety processes in place to deliver the activity safely

• that the Host Organisation and Competent Person are satisfied that the Host Organisation is compliant with the relevant legislative and regulatory work health and safety obligations

• all steps and measures that will be put in place to mitigate any identified issues and concerns

• the nature, scope and duration of any training, including work health and safety training, to be undertaken by the Participant at commencement and for the duration of the activity

• any specific personal protection equipment and clothing that is required for the Participant to participate safely in the activity and whether this material will be provided by the Host Organisation or will be arranged by the Arranging Provider or Participant’s provider

• if the activity will involve direct or indirect interaction with vulnerable people and whether relevant checks should be undertaken

• the Supervision arrangements, including the level (that is, ratio and frequency) of Supervision that will be provided to the Participant and the experience, skills and knowledge of the Supervisor(s), and the Organisation has undertaken relevant checks on Supervisors and that Supervisors meet any additional statutory requirements, prior to being given responsibility for the Supervision of Participants

• confirmation that where the activity involves vulnerable people, the Host Organisation will provide continuous Supervision for the duration of the activity

• confirmation that the Host Organisation is satisfied it has current and appropriate insurance to cover any risks associated with the Work for the Dole Place

• whether there are other activities (including other Work for the Dole activities) taking place at the site and any associated risks are identified and addressed

• availability and details of appropriate facilities (e.g. access to drinking water, toilets) to the Participant for the duration of the activity.

(Deed Reference(s): Clause 122)

20.5.13. Work for the Dole activities in multiple locationsCopy citation · §20.5.13

• Work health and safety — Where any Work for the Dole activity involves Placements undertaking tasks across multiple locations, one comprehensive Activity Risk Assessment may be conducted. However, the Activity Risk Assessment must clearly identify the multiple locations and corresponding hazards and risks at each of the different locations, including travel between these locations.

20.5.14. Activity Risk Assessment ChecklistCopy citation · §20.5.14

The Activity Risk Assessment Checklist must be completed by a Competent Person, prior to a Work for the Dole activity commencing.

• Work health and safety — The Arranging Provider must complete the Activity Risk Assessment Checklist. The Activity Risk Assessment Checklist must be completed accurately, in full in the format provided, and the template must not be altered. Should a change to the activity require an update to the Activity Risk Assessment, the Activity Assessment Checklist will also need to be updated to align with the Activity Risk Assessment.

A template for the Activity Risk Assessment Checklistsign-in required (sign-in required) is available on the Provider Portal.

• System step — Each Activity Risk Assessment must include the completed Activity Risk Assessment Checklistsign-in required (sign-in required) and be uploaded to the Department’s IT Systems. The Activity Risk Assessment ChecklistActivity Assessment Checklistsign-in required (sign-in required) should be used as a cover page to the Activity Risk Assessment.

• Documentary evidence — The Arranging Provider must maintain Records of all Activity Risk Assessment they have undertaken and provide these Records to the Department upon request.

(Deed Reference(s): Clause 121.1, 122)

20.5.15. Conducting a Participant Risk AssessmentCopy citation · §20.5.15

Providers must, in accordance with the Deed, ensure a Participant Risk Assessment is undertaken by a Competent Person for each individual Participant before the Participant is referred to, or participates in, a Work for the Dole activity. The Participant Risk Assessment must ensure that the Work for the Dole activity is suitable for the Participant, taking into account any relevant circumstances and work restrictions of the Participant.

The format of the Participant Risk Assessment is not prescribed for Work for the Dole activities, however, the Participant Risk Assessment must specify:

• that the Activity Risk Assessment has been reviewed

• the Participant’s personal circumstances and work restrictions. This could include, but is not limited to:

  • working capabilities and capacity

  • transport restrictions

  • carer responsibilities

  • specific injuries

  • pregnancy

  • allergies or other health issues (e.g. diabetes)

  • history of aggressive behaviour

• any training, additional to that contained in the Activity Risk Assessment, including work health and safety training, required for the Participant to participate safely, and ensure that training is of sufficient length and quality

• any specific personal protection equipment, clothing or materials, additional to that contained in the Activity Risk Assessment required for the Participant to participate safely, and ensure that such materials will be provided to the Participant

• that the level of Supervision being provided is adequate and appropriate for the Participant

• the Participant has been advised of the work health and safety and incident reporting and escalation processes

• the Participant has been provided with the location or access to the WHS Incidents and Insurance Reader’s Guide – Participantssign-in required (sign-in required), and

• whether any checks (for example, National Criminal Records and/or Working with Vulnerable People/Children Checks) are required and ensure that such checks will be completed prior to the Participant commencing in the activity.

In addition, the Provider must, if applicable and only if the Participant provides consent, discuss the personal circumstances of the Participant with the Arranging Provider/Host Organisation to determine whether they can be accommodated and whether the Work for the Dole activity will be suitable. If any of these elements is not met, the Participant must not be commenced into the activity.

The Participant Risk Assessment must also be signed and dated by the Participant before they commence in the activity.

• Documentary evidence — The Arranging Provider must maintain Records of all Participant Risk Assessments they have undertaken and provide these Records to the Department upon request.

20.5.16. Host Organisation AgreementCopy citation · §20.5.16

For the purposes of completing Host Organisation Agreements, Providers must also refer to and comply with the requirements specified in the Engaging with Host Organisations Section in the Activity Management Chapter.

Providers can provide Work for the Dole activities themselves if they are eligible to be Host Organisations or arrange Work for the Dole activities from a Host Organisation. The Arranging Provider must not arrange a Work for the Dole activity if it results in a benefit or gain to the Provider, or would fund any operations or infrastructure of the Provider.

If a Provider provides a Work for the Dole activity itself (i.e., the Provider and the Host Organisation have the same ABN), the Provider is not required to enter into a Host Organisation Agreement for the Work for the Dole activity. However, the Provider must upload to the Department’s IT Systems a document setting out Work for the Dole activity details, corresponding to the information required to be included in Part 1 of the Host Organisation Agreement Template – Work for the Dole Projectsign-in required (sign-in required) or Host Organisation Agreement Template – Work for the Dole Placementsign-in required (sign-in required) (as relevant), prior to the start date.

For all other Work for the Dole activities, a Host Organisation Agreement must be completed, signed and dated for each Work for the Dole activity by the Arranging Provider and Host Organisation. Template agreements are available for Providers to use.

Where a Provider uses its own agreement format for these purposes, they must ensure that all topics in the Department’s template agreementsign-in required (sign-in required) are covered in their agreement and must include, word for word, any clauses specified as mandatory in the Department’s template agreement.

The Arranging Provider must negotiate and execute the Host Organisation Agreement before any Participants can be commenced in the activity. The Provider must retain written evidence of any agreed changes to the Host Organisation Agreement.

• Work health and safety — If the Arranging Provider for the activity is different from the Provider who created the activity, the Arranging Provider—as part of negotiating the Host Organisation Agreement—must ensure a Competent Person checks the Activity Risk Assessment, confirm with the Host Organisation that all controls listed in the Activity Risk Assessment have been implemented and if there have been any changes, and update the Activity Risk Assessment as necessary.

• Documentary evidence — The completed Activity Risk Assessment, including the Activity Risk Assessment Checklistsign-in required (sign-in required), must be provided to the Host Organisation with the final Host Organisation Agreement to ensure that all parties are aware of any identified issues so they can be appropriately managed.

• System step — The final Host Organisation Agreement or, where relevant, the alternative document setting out Work for the Dole activity details, must be uploaded to the Department’s IT Systems prior to the approval and commencement of the activity.

• System step — Host Organisation Agreements must be reviewed and updated or renegotiated every 12 months. As part of this process a new Activity Risk Assessment, including the Activity Risk Assessment Checklist, must be completed.

• Documentary evidence — A copy of the revised Host Organisation Agreement and any subsequent versions must be retained.

• System step — The revised Host Organisation Agreement (including any subsequent versions) must be uploaded to the Department’s IT Systems.

• Documentary evidence — The Arranging Provider must retain written evidence of any agreed changes to the Host Organisation Agreement.

(Deed Reference(s): Clauses 122.4, 125.4)

20.6. Provision of Skills Development and TrainingCopy citation · §20.6

20.6.1. Providing suitable skills development Copy citation · §20.6.1

To improve the work readiness of Participants, Work for the Dole activities should include some or all of the 10 Core Competencies outlined in the Australian Skills Classification. They are:

• Digital Engagement

• Initiative & Innovation

• Learning

• Numeracy

• Oral Communication

• Planning & Organising

• Problem Solving

• Reading

• Teamwork

• Writing

The relevant Core Competencies should be identified, in consultation with the Host Organisation when establishing the Work for the Dole activity. The Host Organisation Agreement should reflect the Core Competencies being addressed within the activity.

• System step — The Core Competencies covered in each Work for the Dole activity should be listed in in the Department’s IT Systems.

20.6.2. Provision of training Copy citation · §20.6.2

Training should be offered to a Participant if it forms part of, or is relevant to, the Work for the Dole activity. This must include any relevant work health and safety training required.

Wherever possible, Work for the Dole activities should also include the attainment of a licence, qualification, Micro-credential or other recognised skill, to assist in improving the employment opportunities of Participants. Providers should keep in mind the skills in demand in their local area when determining the inclusion of relevant skills development within Work for the Dole activities.

Work for the Dole Fees can be used to support the delivery of this training.

Where the Work for the Dole activity includes the opportunity for the attainment of a licence, qualification, Micro-credential or other recognised skill, Providers should ensure the activity offers Participants the opportunity to develop experience using that licence, qualification, Micro-credential or other recognised skill.

• System step — The training intended to be delivered within the Work for the Dole activity, should be outlined in the Training Requirements section of the Department’s IT Systems.

(Deed Reference(s): Clauses 125.1, 125.9)

20.6.3. Partnering with Registered Training OrganisationsCopy citation · §20.6.3

As Work for the Dole activities may include specific training elements, Providers may engage Registered Training Organisations (RTOs) to deliver these training elements.

A Provider, who is also an RTO, or is associated with an RTO, may deliver training for up to 50 per cent of their Work for the Dole activities. However, a Provider may not engage themselves to deliver training on a Work for the Dole activity where they are both the Arranging Provider and the Host Organisation. In some circumstances, for example, if the Provider is the only RTO in the Employment Region or sub–Employment Region, the Provider may seek written approval from the Department to exceed this cap.

20.7. Managing work health and safety and incidentsCopy citation · §20.7

For the purposes of managing work health and safety and incidents at Work for the Dole activities Providers must refer to and comply with the requirements specified in the Managing Work Health and Safety for Activities section in the Activity Management Chapter.

(Deed Reference(s): Clauses 121, 125.3)

20.8. Managing/Monitoring activitiesCopy citation · §20.8

20.8.1. Recording the activity on the Department’s IT SystemsCopy citation · §20.8.1

Where the Provider has determined that the Work for the Dole activity is appropriate, details of the activity must be recorded in the Department’s IT Systems.

A Work for the Dole activity must be for a minimum of 8 weeks, however, Work for the Dole activities can be created for up to 12 months. Work for the Dole Places must be a minimum of 15 hours per fortnight for the duration of the activity.

Extending Work for the Dole Placements

If a Host Organisation wishes to establish a Work for the Dole Placement of more than 12 months, the activity will need to be entered into the Department’s IT Systems for 12 months and must only be extended for up to another 12 months’ duration once the Activity Risk Assessment and Host Organisation Agreement have been reviewed and uploaded into the Department's IT Systems.

Extending Work for the Dole Projects

Work for the Dole Projects cannot be extended into a new financial year. If a Host Organisation wishes to continue a Work for the Dole Project into a new financial year, a new activity must be created, taking into consideration the availability of Work for the Dole Projects Funding.

Activity Schedules

The Provider must enter in the schedule/s that will apply to the activity prior to advertising the activity. The schedule/s relate to the days/hours that Participant/s may participate in the activity. Schedules are set for a period of time – for example, Monday to Thursday from 9 am to 4 pm or Monday, Wednesday, Thursday from 11 am – 5 pm. The schedules will depend on when the activity is being run and how Participants will participate.

• System step — All schedule/s are developed during the activity creation to approval stage. For further information on recording activities in the Department’s IT Systems, see the Employment Services Task Cardssign-in required (sign-in required).

Advertising the Activity

Providers may choose to advertise at a national, state/territory, Employment Region, Organisational or Site level.

The advertising level can be changed by the Arranging Provider at any time. For example, if the activity was advertised to an Employment Region, it could later be advertised to the State level.

Once an Arranging Provider decides the advertising level, they can then reserve places for other Providers. Reserved Places will be held for up to 2 Business Days from the date the reservation is made. If a Provider does not claim their Reserved Place within the necessary timeframe, it will be returned to the pool for advertising.

Where a Place is claimed by a Provider, and a Participant is referred, but does not commence within 10 Business Days, the Place will be readvertised to the original pool to which the activity was first advertised.

20.8.2. Claiming a Work for the Dole PlaceCopy citation · §20.8.2

• System step — Providers can claim a Work for the Dole Place up to 5 Business Days before a Participant commences in a Work for the Dole activity. This gives Providers flexibility in managing their Participants.

Where a Provider claims a Work for the Dole Place in an activity that has started, the Provider must:

• identify and assign a Job Seeker ID to the Place

• commence the Participant in that Place within 10 Business Days of claiming the Place. If this does not occur, the Work for the Dole Place will automatically be readvertised to those Providers to which the activity was first advertised

Providers are able to claim a future Work for the Dole Place up to 10 Business Days before the start date of the new Work for the Dole activity. When claiming the Place, Providers must:

• identify and assign a Job Seeker ID to each Work for the Dole Place they require

• commence the Participant in the activity within 10 Business Days of the activity start date. If this does not occur, the Work for the Dole Place will automatically be readvertised to those Providers to which the activity was first advertised.

To ensure the Host Organisation’s needs are met, where a Provider claims a Work for the Dole Place they must utilise as much of the Work for the Dole Place as possible. This will be monitored by the Department.

(Deed Reference(s): Clause 125.8)

20.8.3. Commencing a Participant in a Work for the Dole PlaceCopy citation · §20.8.3

Before commencing a participant in a Work for the Dole activity the Provider must:

• as part of conducting the Participant Risk Assessment, examine the Activity Risk Assessment to ensure that the Work for the Dole activity is appropriate and safe for the Participant

• ensure that relevant checks (for example, criminal records/police checks and Working with Vulnerable People Checks) have been finalised

• consider a Participant’s individual circumstances, capabilities, skills and work experience and only commence Participants in Work for the Dole activities that are safe and suitable to the participation requirements and capabilities of the Participant and the activity

Where a Participant commences in and subsequently leaves a Placement or Project activity before its conclusion, their Provider should identify and place another suitable Participant in that Place, where possible, within 5 Business Days. If no Participant is able to be placed in the activity within this timeframe, the activity Place will be made available in the original pool in which it was advertised. This is to ensure Host Organisations have Participants in their activities and minimises the delay in progressing projects.

The Department will monitor timeliness in placing subsequent Participants and utilisation of Places in an activity.

(Deed Reference(s): Clause 125.6, 125.8)

• System step — Providers must confirm the Work for the Dole commencement in the Department’s IT Systems no later than 5 calendar days after the Participant commences in the Work for the Dole activity.

• System step — To ensure PBAS Points are accurately applied, Providers should select the Placement type ‘Part Time’ where the Participant is scheduled to undertake up to 15 hours (15 points) per week and ‘Full Time’ where the Participant is scheduled to undertake over 15 hours per week (20 points).

20.8.4. Managing Participants undertaking Work for the Dole activitiesCopy citation · §20.8.4

The Provider must schedule participation requirements into the Participant’s Electronic Calendar. For Participants who are not capable of self-reporting their attendance at activities, the Provider must enter the attendance result on behalf of the Participant by close of business on the day of the requirement.

Arranging Providers must:

• ensure that arrangements are in place for Host Organisations or Supervisors to advise the Provider (through the Arranging Provider as appropriate), as soon as practicable, when a Participant does not attend their activity

• follow up on preliminary non-attendance results from the Supervisor App and follow up on any non-compliant behaviour reported

• where possible, replace any Participant who leaves a Work for the Dole Place early

While Participants are undertaking Work for the Dole activities, Providers must:

• review the Participant Risk Assessment if the Activity Risk Assessment is updated, if there are changes to the activity tasks or circumstances, or if the Participant’s circumstances change

• maintain contact with the Participant to ensure that they continue to focus on looking for work as well as participating in Work for the Dole activities

• work with Participants who are not yet capable of self-reporting their own attendance at Work for the Dole activities to develop these skills

• refer to the Targeted Compliance Framework and Mutual Obligation Failures Chapter when non-compliance is identified, for required action including recording decisions and re-engaging Participants

(Deed Reference(s): Clause 125.6)

For further information on scheduling participation requirements in the Participant’s Electronic Calendar in the Department’s IT Systems. For further information, see the Targeted Compliance Framework and Mutual Obligation Failures Chapter.Targeted Compliance Framework Chaptersign-in required (sign-in required)

• System step — For further information on reporting attendance at activities on behalf of the Participant in the Department’s IT Systems, see Recording and Monitoring Attendance at Activities.

20.8.5. Monitoring of Work for the Dole PlacesCopy citation · §20.8.5

Providers must track Work for the Dole activities and ensure that Places that are time sensitive are filled as a matter of priority. Providers should ensure that Host Organisations are kept informed in a timely manner regarding the availability of suitable Participants so the delivery of Activities can be managed.

(Deed Reference(s): Clause 125.8)

20.9. Participant Completion of ActivitiesCopy citation · §20.9

In addition to the requirements outlined in Completion of Activities, where a Participant completes their participation in a Work for the Dole activity, prior to the Expected End Date, the Provider must exit the Participant from the Place in the Department’s IT Systems in a timely manner.

• System step — Providers must ensure all Participants are exited from their Work for the Dole activity in the Department’s IT Systems if they have completed their Placement or Project activity or have transferred to another activity or service and are no longer attending Work for the Dole. Where a Participant has completed a Mandatory Work for the Dole activity, the Mandatory Activity Code (PA15) must be removed from their Job Plan.

20.10. Work for the Dole PaymentsCopy citation · §20.10

Work for the Dole Payments are designed to offset the running costs of a Work for the Dole activity for the Provider and the Host Organisation. Providers must ensure that the Host Organisation is aware that:

• costs must not be inflated and must be representative of actual costs incurred

• Work for the Dole Payments are not grants and there is no guarantee of repeat funding, and, therefore, Host Organisations should not rely on Work for the Dole funding to support their ongoing operations.

A Provider cannot use the Employment Fund for any Work for the Dole expenses with the following exceptions:

• police checks for Participants who will be undertaking Work for the Dole Placements.

• transport costs for Participants undertaking Work for the Dole Placements who are incurring transport costs, over and above the fortnightly Approved Program of Work Supplement.

• for non-accredited pre-placement training to Indigenous Participants and Host Organisations with Indigenous Participants undertaking a Work for the Dole activity.

Expenses for Participants undertaking Work for the Dole Projects must be covered by Work for the Dole Projects Funding.

(Deed Reference(s): Clause 150.7, 160.1)

20.10.1. Work for the Dole Placement FeesCopy citation · §20.10.1

The Work for the Dole Placement Feesign-in required (sign-in required) is paid per commencement for Placement activities. The Work for the Dole Placement Fee can only be used to help offset costs of the Host Organisation or the costs of Participants undertaking Work for the Dole activities.

Where the Arranging Provider commences a Participant in a Place, they will receive the Work for the Dole Placement Fee. At least 50 per cent of this Fee must be passed on to the Host Organisation.

Where a non-Arranging Provider commences a Participant in an activity, the non-Arranging Provider will receive 50 per cent of the Work for the Dole Placement Fee. The Department’s IT Systems will automatically transfer the remaining 50 per cent of the Work for the Dole Placement Fee to the Arranging Provider for them to pass to the Host Organisation. This is not considered a payment to the Arranging Provider. Where the Provider has agreed to pass on more than 50 per cent of the Work for the Dole Placement Fee to the Host Organisation, payment of any additional Work for the Dole Placement Fees from the non-Arranging Provider must be facilitated between the Arranging and non-Arranging Provider.

A maximum of 3 Work for the Dole Placement Fees will be paid per Participant, per 12 month period, even if the Participant has changed Providers. The Department may allow for the payment of additional Work for the Dole Placement Fees upon approval, under exceptional circumstances. Providers must send a written request to their Provider Lead detailing the reasons for the additional Work for the Dole Placement Fee. Once received, the Provider Lead will process the request through the Department’s IT Systems.

Note: Where a Participant is in Yarrabah or Broome Employment Services, Placements with previous Providers within the relevant 12 month period will not count towards the maximum Placement Fee limit. Providers may need to contact their Provider Lead to have additional Placement Fees processed in the Department’s IT Systems.

If any amount of the Fee has not been expended, the Provider must use the balance solely for Services undertaken by the Provider that are directly related to Work for the Dole. These funds do not need to be acquitted.

(Deed Reference(s): Clause 160.2, 160.3, 160.4, Annexure B1 - Payments and Employment Fund Credits - Table 8C)

20.10.2. Work for the Dole Projects FundingCopy citation · §20.10.2

Work for the Dole Projects Funding is notionally allocated every financial year, based on a Provider’s anticipated caseload, and any previously run Work for the Dole Projects, per Employment Region. Providers may request additional funding where there is a demonstrated need. Requests should be submitted to their Provider Lead before the end of February each year, using the Request for additional Work for the Dole Projects Funding form, available on the Provider Portal.

Work for the Dole Projects Fund Allocation

The Department will inform Arranging Providers of their notional allocation for each Employment Region prior to each financial year.

• System step — The notional allocation balance will be visible in the Department’s IT Systems when creating a Work for the Dole Project. Providers will not be able to approve a Work for the Dole Project if the budget entered in the Department’s IT Systems exceeds the Provider’s notional allocation for that Employment Region.

• System step — Once a Work for the Dole Project has been approved in the Department’s IT Systems, the funding is considered committed, and it is not possible for it to be returned to the overall allocation if the activity status is changed to ‘Closed’ or ‘Withdrawn’. The Budget for the Project can also not be decreased once the activity has had a status of ‘Approved’ even if the activity has been closed or withdrawn and does not proceed.

The notional allocation cannot be transferred between Employment Regions.

(Deed Reference(s): Clauses 161.1, 161.2)

Budget

All Work for the Dole Projects require a Budget to ensure that Project expenditure does not exceed the notional allocation for a particular Employment Region.

• System step — The total Budget figure must be entered into the Department’s IT Systems when creating the Work for the Dole Project.

Providers must not use the Work for the Dole Project Funding to cover:

• management fees

• administration fees

• handling costs (for example, buying items for the Participant and charging them a storage fee).

Further information is available in Managing the Work for the Dole Projects Fund Guidesign-in required (sign-in required).

Assets

Assets can be purchased for the purpose of Work for the Dole Projects and where possible should be retained for use on other Work for the Dole Projects or Placements. Where a Provider wishes to dispose of an Asset prior to the Deed or Head Licence completion date, they must seek approval in writing from their Provider Lead.

(Deed Reference(s): Clauses 161.1, 161.9-161.13)

Advance payment

Work for the Dole Project Funding can be claimed up to 28 calendar days in advance of an approved Work for the Dole Project start date (and prior to the Project end date) in the Department's IT Systems. Where an activity is approved in the Department’s IT Systems less than 28 calendar days prior to the start date, the advance payment will be made once the Provider selects the option to claim the advance payment.

Where Payments are claimed in advance, Arranging Providers may claim up to 80 per cent of the Budget recorded in the Department’s IT Systems from their notional allocation.

(Deed Reference(s): Clauses 161.3, 161.4)

Reimbursement

Providers may choose to access the Work for the Dole Projects Fund via a Reimbursement. Providers will be able to claim reimbursement of Work for the Dole Project Funding once the Department has approved the relevant acquittal report at the end of each financial year.

(Deed Reference(s): Clauses 161.3, 161.7)

Project Acquittals

An Arranging Provider is required to submit one acquittal report per Employment Region, per acquittal period. The Arranging Provider must submit this acquittal report within 56 calendar days of the end of an acquittal period. The set acquittal periods are 1 July to 31 December (interim acquittal) and 1 January to 30 June (final acquittal) each financial year. The acquittal report must include all expenditure incurred during a particular acquittal period for all the Work for the Dole Projects in that Employment Region.

Unavoidable (or ‘sunk’) costs incurred can be paid where reasonable, for example where a Supervisor is engaged but an insufficient number of Participants are available to complete the Project. The Host Organisation Agreement should include a provision to close the activity early if this will avoid unnecessary ongoing costs.

The Department will monitor the use of unavoidable (or ‘sunk’) costs.

More details relating to Project acquittal report requirements can be found in the Managing the Work for the Dole Projects Fund Guidesign-in required (sign-in required) available on the Provider Portal.

(Deed Reference(s): Clauses 161.3, 161.5, 161.6

Documentary Evidence for Project Funding

• Documentary evidence — Receipts and tax invoices or some other acceptable form of evidence of payment must be kept of all expenditure relating to Work for the Dole Projects, and the Provider must be able to explain how the costs relate to the agreed Projects. This includes maintaining an Asset Register and Disposal Plan in accordance with the Deed.

• Documentary evidence — In exceptional circumstances where a Host Organisation is not able to provide receipts or invoices to support expenditure a Statutory Declaration may be accepted.

• Documentary evidence — The Arranging Provider must retain written evidence of any changes agreed with the Host Organisation to the Work for the Dole Budget.

The Arranging Provider may choose to upload receipts and Budgets for Projects in the Department’s IT Systems, to assist with record keeping for acquittals.

(Deed Reference(s): Clauses 28.1-28.3, 161.11)

20.11. Progress PaymentsCopy citation · §20.11

Progress Payments are available to claim when the Participant’s circumstances have been changed during participation in Workforce Australia Services such that they are more prepared to gain and maintain Employment. Participation in a Work for the Dole activity may contribute towards a Progress Payment. For Progress Payments, Providers must refer to and comply with the requirements specified the Provider Payments and Vacancies Chapter.