Overview of SMCFA Flexible Support Packages
The SMCFA receives funding to support vulnerable families in the Southern Melbourne region; the decision-making force for this funding is managed by a panel of representatives from the core SMCFA agencies to ensure brokerage funds are distributed in accordance with the policy guidelines and is aligned with the family’s goal setting plan.
Uniting Vic.Tas, as lead agency, is responsible for taking care of the funds and all aspects of administration and reporting.
Flexible Support Packages are available to children and families receiving support through Integrated Family Services. The aim of the funding is to:
- Enable families to make positive and enduring change
- Increase parenting capacity
- Improve family functioning
- Promote the safety, wellbeing and development of children and young people
- Provide practical support and services to minimize the requirement of more intensive intervention.
The use of Flexible Support Packages must be focused on outcomes and clearly link to the implementation and achievement of goals identified in the Child and Family Action Plan
How much funding is available?
Funding is currently capped at $1300.00 per application, however take note that this number can change throughout the financial year. There is a limit of one application per client, per financial year.
Is my client eligible for this funding?
All that is required for a client to be eligible is that they are being supported by you, as an Integrated Family Services practitioner, and that the case is open.
Where can I access more information about Flexible Support Packages from?
Information is delivered via the SMCFA Operations Group meetings (six-weekly), in which each SMCFA agency has a representative present to filter the information received back to their workforce, and be held responsible within their agency as the point of contact for advice.
What Flexible Support Packages can be used for
Flexible Support Packages are designed to meet a range of client needs, therefore the scope for the use of these packages is quite broad. Some examples for the use of flexible funding packages are outlined below:
- Costs to repair, service, or register a family car
- Hire of a rubbish skip or cleaner to declutter and provide a safe environment
- Registration fees for recreational activities
- Driving lessons for parents
- Specialist assessments for a child
- Assistance to meet medical needs (noting only out-of-pocket fees can be covered)
- One-off payments to address immediate safety, stability or wellbeing within the child’s home
- Baby clothes, nursery and play equipment
- Assistance with utility bills and rental brokerage
- Assistance with educational assessments, tutors, school equipment costs
Flexible Support Packages can also be utilized where available support cannot be provided in a timely manner. For example:
- Purchasing drug and alcohol counselling from a specialist service to improve parenting capability, where wait lists for local drug and alcohol counselling are too long
- Purchasing specialized trauma counselling for a child where this service cannot be access through Medicare
What Flexible Support Packages cannot be used for
- Illegal activity
- Gambling
- Emergency material aid
- Uses not directly related to Family Services
- Replicating functions ordinarily service by individual child and family support funding
- Free or low-cost services readily available in the community
- To replace or duplicate supports available through other funding sources (e.g., general case management)
- Products or services not identified in Child and Family Action Plans
- Repayment of personal debts – except in exceptional circumstances and with an approval process agreed to by the SMCFA
Key Contacts
For practitioners who have any queries, remember to reach out to your Team Leader or SMCFA Operations Group representative for more information.
SMCFA Flexible Packages Application Submission inbox: [email protected]
SMCFA Flexible Packages Brokerage Chair: Sarah Ford
More Details
- Consult with your Team Leader/Supervisor
- Gain client consent
- Complete the current Flexible Support Package Application Form
- Have your Team Leader/Supervisor review and sign the Application Form
- Send the completed form and tax invoice which evidences the amount(s) requested to the Flexible Package Application Submission inbox: ([email protected])
All forms must include the following:
- All segments completed in full (as all information is required for acquittal)
- Accurate payment details, with Team Leader signature confirming details are correct
- Tax invoice/s providing evidence of the banking details entered on the form
- Tax invoices to be in the client’s name
- One ‘Payment Details’ segment completed for each payment/invoice required (duplicate table if necessary)
- For applications in which an order is to be made to a Uniting supplier (e.g., The Good Guys, Fantastic Furniture, or JB Hi-Fi), ensure that the client’s address for delivery and contact details are provided on the form where appropriate.
Flexible Support Package Process Map
- IFS Practitioner submits application to inbox ([email protected])
- Applications are passed on by admin to the panel for approval in a bulk lot on Monday mornings. Any applications received after 10am on Monday will be submitted to the panel in the bulk lot on the following Monday.
- Once the panel advise an outcome, the outcome is passed on to the practitioner via admin.
- Admin processes payment/process the order for the client’s goods. Should a receipt of payment be available, admin will pass on to the practitioner for their records.
- Application not completed in full, which require editing/resending
Take care to complete the applications in full. Utilize your Team Leader or Supervisor to review your application before submission.
- Tax invoices missing information, are not attached, or a quote has been provided instead. Note that quotes are sufficient for panel approval, however not for payment. A tax invoice is required to proceed with payment.
Submit tax invoices in the client’s name, with ABN and the supplier’s bank details listed.
- Applications requiring more information prior to panel approval
Ensure the application clearly states how the funding is linked to the client’s goals, why the goods are needed (keep it brief!), and what other resources you’ve already explored.
- Accounts Payable team in high demand or payments not being completed within the usual time frame
The Accounts Payable team (who process payments) will be predictably busier during end of financial year (June-July), public holidays, and long holiday closures (e.g., Christmas).
Ensure you’re advising your client, prior to application submission, that this brokerage process is not fast as it is not to be used for emergency purposes so is therefore designed to take as long as it takes (within reason). Maintain expectations as much as you can from the outset.
- Information follow up from admin for adhoc details of payment
Complete the ‘Payment Details’ segment of the application form in full. Include client’s delivery address and contact for delivery where and when appropriate. Ensure the tax invoice is in the client’s name and has bank details of the supplier listed.
- Commercial orders not having stock available and/or delivery delays
Identify stock availability prior to application submission if you can, notice whether items are on sale and when that sale ends, be aware of delivery estimates.
Note that we cannot process orders for Fantastic Furniture items marked as ‘online only’ products.
It’s not often that an application would be declined, but in this circumstance the Brokerage Chair will reach out to the applicant advising the panel’s rationale for declining the application.
From this point, the practitioner can either appeal, could re-apply for something else for the family, or could try to source any available alternate funding options
Appeal
Practitioners can appeal the decision of the panel by sending a formal request to reconsider. The panel will review the application again upon appeal and may request additional information from the applicant.
The application will be escalated to the Alliance Chair for resolution if a satisfactory conclusion cannot be reached.
Re-apply
Commonly a reason for decline of an application could just be that the request was for an item that our guidelines and policy do not allow us to fund. In this case, practitioners are more than welcome to resubmit a revised application for another item/service that the family can benefit from instead.
Alternate Funding Options
The SMCFA have developed a document listing some alternative funding options for financial hardship. We try our best to keep the document updated, but should you note anything out of date please get in touch to advise.
Why do we have a panel?
Flexible Support Package applications are required to be approved by a panel for SMCFA representatives before payment can proceed.
The panel serve to ensure the funds are being spent appropriately and equitably across the spread of SMCFA agencies, to provide oversight on the application submissions that includes varied perspectives and learned experience, and to work collaboratively and transparently to maximize expenditure each financial year.
How the panel operates
Membership is open to all SMCFA partners, and requires a minimum of five members. The panel currently operates on an annual (financial year) rotating roster, which enables all SMCFA agencies to have oversight and be involved in the approval process.
The panel meet fortnightly to discuss applications and review expenditure.
Guiding principles
- Prioritisation of Aboriginal and Torres Strait Islander families
- All applications are equally considered
- Consideration of the risk and needs of the family at the forefront of the approval process
- Program Requirements for early parenting, family, and placement prevention services in Victoria (2021), DFFH
- Utilisation of family services funding, advice for funded organisations (2023), DFFH
- SMCFA Flexible Package Guidelines, V1.2024, SMCFA