NDIS Policies and Procedures Manual – Core Module
Document Number: CM-POL-034
Document Control
This table shows a record of significant changes to the document.
| Legal Name: | Holistic Healthcare Management Services |
| ABN: | 20695058096 |
| ACN: | 695058096 |
| Primary address/head office: | 15 Agasse Way, Tapping WA 6065 |
| Document Name: | NDIS Policies and Procedures Manual – Core Module |
| Document Number: | CM-POL-034 |
| Approved by: | Director |
| Date Approved: | February 2026 |
| Version No: | 1.0 |
| Comments: | Initial Release of the Policies and Procedures Manual |
| Next Review Date: | May 2026 |
Introduction
Holistic Healthcare Management Services is committed to maintaining rigorous financial management practices that ensure the responsible, ethical, and transparent handling of financial resources. This policy provides a structured framework for financial governance, including accounting, budgeting, auditing, procurement, payroll, and financial risk management, ensuring transactions align with regulatory requirements, NDIS standards, and best-practice accounting principles.
Scope
This policy applies to all financial transactions, including participant funding management, payroll, procurement, auditing, and risk management, extending to all staff, management, board members, and stakeholders involved in financial decision-making.
Definition
| Term | Description |
|---|---|
| Insurance | A contractual arrangement that provides financial compensation for losses or damages under specified conditions. |
| Asset | Any tangible or intangible resource owned by an individual or organisation that holds financial or service value, such as property, vehicles, technology, or intellectual property. |
| Transaction | A completed financial exchange involving the transfer of funds, goods, or services. |
| Expenditure | The outflow of financial resources to pay for goods, services, wages, or operational costs. |
| Budget | A financial plan detailing projected income and expenses over a specified period. |
| Petty Cash Float | A small sum of cash reserved for minor expenses that do not require formal procurement processes. |
| Plan-Managed Participant | A participant whose NDIS funds are managed by a registered plan management provider. |
| Self-Managed Participant | A participant who independently manages their NDIS funding and service payments. |
| Agency-Managed Participant | A participant whose funding is managed directly by the National Disability Insurance Agency (NDIA). |
Policy Statement
Holistic Healthcare Management Services is committed to upholding the highest standards of financial accountability, transparency, and ethical financial management to ensure sustainable operations, compliance with the NDIS Act 2013, Australian Accounting Standards (AASB), taxation laws, and financial regulations, and protection against fraud or mismanagement.
Compliance with Financial Regulations
All financial transactions adhere to established regulatory frameworks:
- NDIS Pricing Arrangements and Price Limits: Structured fees to prevent overcharging and ensure billing transparency.
- Australian Accounting Standards (AASB): Reporting and record-keeping aligned with established accounting principles.
- The Goods and Services Tax (GST) Act: Compliance with taxation obligations including GST exemptions and reporting.
- NDIS Provider Registration Guide to Suitability: Financial systems and controls meeting requirements for registered providers.
Ethical Financial Practices
The organisation enforces core financial principles ensuring integrity in transactions, no unauthorised or hidden fees, conflict of interest management, strict approval processes, and confidentiality.
Financial Transparency, Reporting, Fraud Prevention, and Risk Management
Accurate secure record-keeping, quarterly financial reviews, annual independent audits, and regulatory reporting build stakeholder confidence, while segregation of duties, risk assessments, incident reporting, audit trails, and staff training prevent fraud.
Financial Management Procedures
Budgeting and Financial Planning
Involves annual budgeting based on income projections, expenditure forecasts, risk contingency planning, and capital expenditure planning, supported by quarterly budget reviews, multi-level budget approvals, and strategic financial forecasting.
Financial Transactions and Record-Keeping
All transactions are documented within a Financial Management System using secure electronic payment processing with 2FA, monthly reconciliations, and a strict seven-year record retention policy.
Payroll and Employee Payments
Scheduled payroll processing complying with contracts, award rates, taxation laws (PAYG), superannuation obligations, and regular internal payroll audits.
Participant Funds Management
Manages funding types for self-managed, plan-managed, and agency-managed participants in accordance with NDIS pricing and payment regulations, escalating concerns to the NDIS Commission where required.
Procurement, Purchasing Controls, and External Audits
Enforces structured procurement via preferred supplier lists and pre-approvals for expenditures over $250, alongside multi-level approval processes and annual independent financial audits by the ATO, NDIS Commission, and government bodies.
Competency Assessment and Evaluation
Implements competency assessments through pre- and post-training evaluations, supervisor observations, performance reviews, and participant/peer feedback, maintaining reviewed training records.
Roles and Responsibilities
| Ref No | Roles | Responsibilities |
|---|---|---|
| 1 | Governing Body | Provides strategic oversight of financial management, approves annual budgets, policies, and major expenditures, and reviews financial performance reports. |
| 2 | Chief Executive Officer (CEO) / Director | Ultimate responsibility for financial management and compliance, ensuring adherence to NDIS, taxation, and financial regulations, and overseeing risk management and fraud prevention. |
| 3 | Chief Financial Officer (CFO) / Finance Manager | Develops financial strategies, budgeting, and forecasting, ensures accurate reporting, and oversees payroll, accounts payable, accounts receivable, and procurement. |
| 4 | Financial Accountant | Manages day-to-day transactions, bank reconciliations, expense tracking, payroll processing, prepares financial statements, and conducts internal audits. |
| 5 | Payroll Administrator | Processes employee wages, entitlements, tax obligations, and superannuation payments ensuring compliance with Fair Work and ATO requirements. |
| 6 | Procurement Officer | Manages supplier contracts, ensures cost-effective purchasing, and enforces procurement policies and pre-approval requirements. |
| 7 | Audit Committee / External Auditors | Conducts independent financial audits and risk assessments, providing recommendations for improving financial governance and controls. |
| 8 | Workers | Follow financial policies and procedures, report suspected fraud or irregularities, and maintain confidentiality and integrity in financial dealings. |
Related Documents
- Australian Accounting Standards
- NDIS Pricing Arrangements and Price Limits
- Financial Record Keeping Policy
- Procurement Policy
- Risk Management Policy
References
- Australian Accounting Standards Board (AASB)
- Goods and Services Tax (GST) Act 1999
- Fair Work Act 2009 (Cth)
- Corporations Act 2001 (Cth)
- Taxation Administration Act 1953
- NDIS Pricing Arrangements and Price Limits
- NDIS Provider Registration Guide to Suitability
Policy Review
This policy will be reviewed annually to incorporate changes in financial regulations, NDIS guidelines, and organisational needs, with adjustments based on financial audits, stakeholder feedback, and risk assessments.
