KRG DSS PO 02 National Redress Scheme IDM Timesheet Policy Rev 02 ID AUG 26

NATIONAL REDRESS SCHEME IDM TIMESHEET POLICY

1.0 Purpose

To provide a clear framework for IDM timesheet management, covering approval, rejection, and monitoring responsibilities to support accurate reporting and policy compliance.

2.0 Responsibilities

2.1 IDM

  1. A minimum of: (i) previously agreed hours; or (ii) 30 hours; and a maximum of 37.5 hours per week is the requirement for all IDMs to adhere to as per their contract obligations.
  2. Any hours that fall outside of this scope will require the IDM to raise a request directly with KRG and the Scheme for approval.
  3. IDMs are expected to provide timely and accurate information on their expected hours to KRG and DSS as outlined in 3.0 Timesheets – General Overview.

2.2 DSS

  1. Verify the timesheets hours that IDMs submit.
  2. Approve timesheets weekly by Wednesday 10:00am.
  3. Alert KRG of increased hours by emailing timesheets@karlkarecruiting.com.au and krgidm@karlkarecruiting.com.au for:
    1. Mandatory training (including workshops)
    2. IDM approved to work over 37.5 hours in a week on a temporary basis.
    3. IDM approved to work over 37.5 hours in a week on a permanent basis.
    4. IDM permitted to claim travel time where the IDM has received approval from their Scheme Delegate.
    5. Other increases approved but otherwise not listed above.

2.3 KRG

Tuesday

  1. a) Send out SMS reminders to IDMs to submit a timesheet for the previous week.

Wednesday

  1. Check timesheets for:
    1. Odd hours (e.g., starting work at midnight).
    2. Long hours (e.g., working for over 5 hours straight with no break).
    3. Volume of hours (e.g., working 48 hours in a week where an IDM’s maximum hours are 37.5).
    4. Duplicate time entries (e.g., accidental submission of the same time period in a day).
    5. Non-claimable hours (e.g., travel time to state office for IT issue).
  2. KRG contacts IDMs after check where required.
  3. KRG monitors timesheet issues on a weekly basis across individual IDMs:
    1. Working above set IDM maximum hours.
    2. Working below set IDM minimum hours.
    3. Working over 37.5 hours in a week.
    4. Working over 7.6 hours in a day.
    5. Working outside Monday to Friday 7 AM to 7 PM.
    6. vi. orking on a weekend.
    7. Break not taken as per DSS policy.
    8. Break too short as per DSS policy.
    9. Other issues not covered by the above.
  4. KRG periodically checks in with IDMs on their wellbeing during monitoring of hours.
  5. KRG will monitor timesheets submissions and contact IDMs with outstanding timesheets.

Thursday

  1. IDMs are paid.

2.4 Forward Workforce Plan (FWP)

KRG created a Forward Workforce Plan which gives an overview of IDM availability and leave. This assists KRG to meet WHS obligations and gives Scheme staff an overview of IDM availability in one place.

KRG reviews submitted hours against this FWP and will follow up with IDMs where work patterns differ. KRG will remind IDMs of communication expectations and confirm future availability on a periodic basis. The FWP is updated with IDM leave and changes to IDM hours or work patterns.

3.0 Timesheets – General Overview

3.1 Absences

  1. IDMs notify DSS and KRG of absences and periods of altered hours.
  2. IDMs submit 0-hour timesheets when they have not worked in a given week.
    1. CRIIS Permission Level 3: KRG can submit 0-hour timesheets on behalf of IDMs subject to the level of permission provided by IDMs.
    2. CRIIS Permission Level 2: KRG cannot submit 0-hour timesheets for all IDMs due to the level of permission granted by each IDM.
  3. Where DSS and DCs are aware that an IDM did not work: direct the IDM to submit a 0-hour timesheet.

3.2 Hours

IDMs record hours spent per week on assigned work, ensuring that:

  1. Hours reflect actual work undertaken, including any agreed flexible arrangements.
  2. Timesheet approvers (DSS Decision Coordinators) have visibility of the hours worked, the times of work, and the nature of work undertaken during those times.
  3. Communication about variations from standard hours is proactive but streamlined, avoiding unnecessary high-impact reporting requirements.
  4. Timesheet entries remain accurate and consistent with agreed work plans and responsibilities.

3.3 Event/Meeting Hours

  1. Includes hours spent at work-related social events where an IDM’s presence is required by DSS.

3.4 Weekends & Holidays

  1. IDMs may choose whether to work on a weekend or on public holidays, noting the requirements of assigned work for the week and IDM wellbeing.
  2. Please contact DSS and KRG if weekend hours are not a part of your regular schedule.

4.0 Reimbursements

Reimbursements must be in line with the:

  1. DSS Travel Policy; and
  2. KRG DSS PO 01 National Redress Scheme IDM Reimbursement and Training Policy.

5.0 Timesheet Approval

  1. DSS reviews and verifies the hours on an IDM timesheet.
  2. DSS approves the timesheet.

6.0 Timesheet Rejection

Issues

  • DSS identifies an IDM did not work hours on their submitted timesheet; this also may include where timesheets are submitted for hours not previously approved, such as over 37.5 hours.

Non-claimable Hours

  • Refer to KRG DSS PO 01 National Redress Scheme IDM Reimbursement and Training Policy for exclusions.

Duplicate Entries

  • Where an IDM submits a timesheet doubling up on entries of time worked.

6.1 Action

  1. DSS reject the timesheet with a comment stating the reason for rejection.
  2. DSS instructs the IDM as to the exact issue and amendment required.
  3. DSS reviews the resubmitted timesheet with amended hours.

7.0 KRG Contacts

General Enquiries
IDM Management, Increased Hours, Workshops
KRGIDM@karlkarecruiting.com.au

Timesheet Queries
timesheets@karlkarecruiting.com.au

Payroll Queries
payroll@karlkarecruiting.com.au

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