skilling queenslanders for work guide to completing the ... · 2019-20 guide to completing the...

Guide to completing the Budget Tool – 2019-20

2019-20 Guide to completing the Budget Tool - 2 -

Contents

Introduction .................................................................................................................................................................. 3

Requirements ............................................................................................................................................................... 3

Getting Started ............................................................................................................................................................. 3

Program Selections ....................................................................................................................................................... 6

Work Skills Traineeships ........................................................................................................................................... 6

Community Work Skills, Get Set for Work & Youth Skills ....................................................................................... 10

Ready for Work ....................................................................................................................................................... 13

Completing the Notes tab .......................................................................................................................................... 15

Applying changes and printing ................................................................................................................................... 17

Returning to the form data ......................................................................................................................................... 18

Attaching the Budget Tool to your SQW Application ................................................................................................. 18

Troubleshooting ......................................................................................................................................................... 19


Introduction The Skilling Queenslanders for Work (SQW) Budget Tool has been designed to assist organisations in completing the budget component of their Skilling Queenslanders for Work application for funding under the following suite of community-based training programs with project-based delivery models:

• Community Work Skills • Work Skills Traineeships • Get Set For Work • Youth Skills • Ready for Work

This guide has been developed to support Budget Tool Version 2.5 which can be downloaded directly from the SQW website: https://desbt.qld.gov.au/training/community-orgs/funded/sqw/apply.

Requirements

To ensure the Budget Tool functions as it should, please ensure you save the Tool to your personal computer (PC) and access it only from where you have saved it. Please do not access it directly from your internet or temporary downloads. In order to complete the SQW Budget Tool you must have Microsoft Excel 2010 (or later) installed on your PC. In addition to this, note the Budget Tool is only compatible with PCs and not compatible with the Apple Mac.

Getting Started

Open the Budget Tool from your personal computer and immediately Enable Content.

https://desbt.qld.gov.au/training/community-orgs/funded/sqw/apply


The following form will appear:

Details to complete: 1. Enter your organisation’s ABN; 2. Select a Trading Name from the Australian Business Register Lookup;

3. Click Confirm; and then 4. Select the Program type you are applying for.


Note: If your organisation is not currently registered for GST, you will receive the following message:

You can continue by selecting ‘Yes’, however, you must note that your organisation will not be eligible for funding under the Skilling Queenslanders for Work initiative if it is not registered for GST prior to the funding round closing.

Fields to note on the Main screen: • The Support Expenses section and Total Participant Wages ($) on the Main screen will roundup to the nearest

$100.

• The fields on this main screen highlighted in blue cannot be edited; they will be automatically populated once the completed form has been saved.

• The ‘Reset’ button will be enabled once the completed form has been saved. This button will clear all data entered within the form.

• The ‘Apply’ button will also be enabled once the completed form has been saved. You must click this button to generate your customised, printable Budget Tool report.


Program Selections

Work Skills Traineeships

Notes: • Depending on the number of intakes indicated, additional tabs will be populated for you to complete. More

than three intakes will generate an additional tab. A maximum of nine intakes can be added.

Details to complete: 1. Indicate the Number of Intakes; 2. Complete each field for each intake; 3. Complete Support Expenses; and 4. Save.


• Participant wage selection – participant wages should generally account for 70% of the total cost of a Work Skills Traineeships project. Wages are based on Schedule E of the Miscellaneous Award 2010. The list caters for the number of years the participants or Work Skills Trainees have left school. Most applicants will select the maximum wage rate available as this provides a safety net for any wage increases.

Note: Budget Tool costings for Work Skills Traineeships are calculated on a weekly basis, not hourly, using the weekly wage rates in Schedule E of the Miscellaneous Award 2010 (National Training Wage Subsidy). The Award also allocates whether a trainee is paid at Wage Level A, B or C based on the training package and AQF certificate levels. All wages align with the Certificate I qualifications associated with the Work Skills Traineeships.

• Modern Award – select the Modern Award participants will be paid under. Generally, Work Skills Trainees will be paid under the following awards: Building and Construction General On-site Award 2010; Horticulture Award 2010; Clerks – Private Sector Award 2010; Hospitality Industry (General) Award 2010 and General Retail Industry Award 2010. Local councils fall under differing industrial coverage outside of the National Modern Awards, and are advised to select the wage rate in the Budget Tool that most closely approximates to the applicable council trainee wage rate. If the Award isn’t in the dropdown list, select ‘Other’ and then specify the Award in the text field provided.

• RTO National ID – provide the National Registration Number of the RTO that will be delivering the training for the specific traineeship. RTO details can be found here: https://training.gov.au/Home/Tga

• No. of participants – the number of participants per intake needs to take into account the supervision rate of 1:15 that is stipulated in the funding guidelines. Two supervisors may be needed for projects with intakes of over 15 participants to ensure adequate supervision.

• Full time/part time – this data field represents a percentage i.e. 100 represents a full time, 5 days per week, traineeship. If a traineeship is to be delivered on a part-time basis, it must be represented accordingly (i.e. a traineeship being delivered 4 days per week, would be represented as 80). Select the closest rounded number from the dropdown list where percentages do not equate to whole numbers. Trainees are to be paid for all activities undertaken – even if they are attending off-the-job training as part of the project.

Note: Work Skills Trainees are generally employed on a full-time basis. Approval from the department needs to be obtained for part-time work.

• No. of weeks – project lengths must be a minimum of 18 weeks duration with a maximum of 26 weeks duration. The wages component for the trainees is restricted to matching the length or duration of the project. DESBT will not pay for any ongoing employment opportunities achieved upon exiting the project.

• Work Cover (%) – if you employ workers in Queensland, you must insure them against workplace accidents. For more information on Work Cover, please visit: www.worksafe.qld.gov.au

• Safety Equipment ($) – use this field to cost the provision of personal protective equipment (PPE) for any construction projects. All trainees undertaking the Construction Work Skills Traineeships must be issued with PPE.

https://training.gov.au/Home/Tga

http://www.worksafe.qld.gov.au/


• Other Allowances ($) – use this field to cost any allowances or entitlements applicable under the appropriate award. For example, Construction Work Skills Traineeships will generally be paid under the Building and Construction General On-site Award 2010. Included in this award is a daily travel allowance of $17.43 per day that covers travel to the construction site but not to attend training.

Note: Trainees are not entitled to receive a travel allowance if the employer (in this case the SQW funded provider) is transporting them to the work site.

• If your organisation is required to pay payroll tax for participant wages, please include this amount in 'Other Allowances'. Queensland's current payroll tax is 4.75% of wages, however, most apprentice and trainee wages are exempt from payroll tax. For information on claiming exemptions for payroll tax, please visit: https://www.business.qld.gov.au/running-business/employing/payroll-tax/exemptions

Support Expenses section

• This section must be completed in conjunction with the Notes tab. Amounts entered in each of the support expenses fields must be detailed in the corresponding Notes fields. You will be notified if your support expenses are greater than 30% of the total cost of the project:

Note: Funding under Work Skills Traineeships is primarily for the trainee wages, which should be around 70% of the total cost of the project.

You can continue if your support expenses are greater than 30% as long as you have detailed or justified these expenses in the Notes tab.

• Staff wages – all wages expenses must be justified so full details of any staff wages (such as the specific award being paid under, number of hours per week and how many weeks they will be paid for over a 12 month project period) must be provided in the Notes tab.

• Administration Costs – details must be provided in the Notes tab. Only administration costs directly associated with the delivery of the project can be included. If the total funds applied for the project is over $500,000, the cost of an external audit must also be included in the administration costs.

• Materials and Equipment – details must be provided in the Notes tab. Only materials and equipment costs directly associated with the delivery of the project can be included. DESBT will not fund any capital equipment expenses.

https://www.business.qld.gov.au/running-business/employing/payroll-tax/exemptions


• Management Fee – DESBT allows organisations to include a Management Fee for operating expenses of up to 5% of the total cost of a project to contribute towards the operating costs of the organisation. Management fees cannot be more than 5%. You will receive a message similar to the below if the management fee is greater than 5% and you will need to adjust it accordingly before progressing.


Community Work Skills, Get Set for Work & Youth Skills

Details to complete: 1. Enter the total number of participants (top-left) to be recruited; 2. Click ‘Add / Update / Delete Qualifications’ button:


Notes: • Before populating the qualification details, you must first indicate whether the qualification or skill set is on

the Priority Skills List. If you select ‘Yes’, you must select the qualification from the dropdown list. If you select ‘No’, ensure you enter the correct qualification code along with the full qualification title of the qualification/skill set (i.e. BSB30415 Certificate III in Business Administration).

• RTO National Registration Number and Pre-Qualified Supplier Identifier – ensure you provide the National Registration Number of the RTO that will be delivering the specified qualification. If the RTO is in the process of obtaining a Pre-Qualified Supplier number, please leave this field blank.

• Estimated hours of delivery – ensure you are entering the number of delivery hours per place or participant.

• Student contribution fee (for qualifications on the Priority Skills List) – the nominated PQS must have the charged fee published on their website as per contractual obligations under the Certificate 3 Guarantee. This is the total student contribution fee for undertaking the qualification, that is, the gap between the total cost of the qualification and the government training subsidy provided under the Certificate 3 Guarantee.

• Full Fee Per Place (for qualifications not on the Priority List) – if the qualification or skill set is not on the Priority Skills List, you must provide the full cost of the qualification or skill set.

• Update or remove qualifications – if you need to make changes to qualifications already entered, click on the ‘Add / Update / Delete Qualifications’ button and then select the desired action (‘Update Existing’ or ‘Delete’).

Support Expenses section • This section must be completed in conjunction with the Notes tab. Amounts entered in each of the support

expenses fields must be detailed in the corresponding Notes fields.


• Administration Costs – details must be provided in the Notes tab. Only administration costs directly associated with the delivery of the project can be included. If the total funds applied for the project is over $500,000, the cost of an external audit must also be included in the administration costs.

3. All qualifications, including any skill sets to be delivered, must be entered via this Training Delivery form – enter each qualification or skill set separately by selecting ‘Add New’ and completing all necessary details;

4. Click Save, and repeat until all qualifications and skill sets have been entered; 5. Enter the Support Expenses; and 6. Save.



• Other Costs – any other costs associated with project delivery can be costed in this field such as the provision of clothing, meal programs or subsidised travel costs for disadvantaged participants. If your selected RTO is offering additional services to support participants such as work experience, additional tutorials or extra tutors, then include the additional costs in this field. You will also need to provide details in the Notes tab.

• Management Fee – DESBT allows organisations to include a Management Fee of up to 5% of the total cost of a project to contribute towards the operating costs of the organisation. Management fees cannot be more than 5%. You will receive a message similar to the below if the management fee is greater than 5% and you will need to adjust it accordingly before progressing.


Ready for Work

Notes:

Support Expenses section • This section must be completed in conjunction with the Notes tab. Amounts entered in each of the support

expenses fields must be detailed in the corresponding Notes fields.


Note: Generally, full-time staff will not be required to deliver the Ready for Work program as it is a short and often part-time course of 6-8 weeks duration. Full-time projects can be delivered over a shorter period of time. Funding is available under Ready for Work for job search support or activities only. Nationally recognised training is not available or funded under the program.

• Administration Costs – details must be provided in the Notes tab. Only administration costs directly associated with the delivery of the project can be included.


• Other Costs – any other costs associated with project delivery can be costed in this field. You will also need to provide details in the Notes tab.

Details to complete: 1. Enter the total number of participants; 2. Complete the Support Expenses; and 3. Save.


• Management Fee – the department allows organisations to include a Management Fee of up to 5% of the total cost of a project to contribute towards the operating costs of the organisation. Management fees cannot be more than 5%. You will receive a message similar to the below if the management fee is greater than 5% and you will need to adjust it accordingly before progressing.


Completing the Notes tab

Notes: • Learner Support – staff wages – outline the relevant Industrial Award for the project coordinator and other

staff involved in project delivery. Specify the hours per week staff will be employed for and the number of weeks of employment. Detail any other administrative costs associated with staff wages.

Note: Costs associated with teachers/tutors delivering nationally recognised training and assessment services are funded under the Certificate 3 Guarantee.

Details to complete: 1. Detail your expenses and breakdowns in conjunction with the Support Expenses detailed in the

program tab; and 2. Save.


• Learner Support – Administration – examples of administrative costs include rent and accommodation, utilities, office supplies (consumables), telecommunications, marketing/advertising, travel (project specific travel, mileage and parking costs), financial audit fees, insurance payments and vehicle hire/lease costs.

Note: Capital costs will not be funded. All expenses must be directly related to project delivery only.

• Learner Support – Materials and Equipment – this section is specifically for resource materials i.e. folders, paper, pens for non-accredited training, leased equipment.

• Learner Support – Other Delivery Costs – other costs associated with project delivery can be detailed such as the provision of clothing, meal programs or subsidised travel costs for disadvantaged participants.

• Other Contributions – detail any in-kind or financial contributions being made to the project from your organisation or other organisations. In-kind contribution refers to the dollar value of non-cash contributions to the project e.g. office space, staff time or voluntary labour that would otherwise have needed to be paid for.


Applying changes and printing

Notes: • Applying changes – this automatically exits the form and generates a printable version of the budget you

have just created. To view and print, select the second worksheet:

• Rounding – all Support Expenses and Total Participant Wages (Workskills Traineeships only) have been rounded up to the nearest $100. Note, the Total Funds Sought field will be a total of all rounded figures. Make a note of this amount as you will need to enter this into the budget section of your application form.

Action: 1. Saving your completed Budget Tool will return you to the Main screen where you now need to

APPLY all changes (bottom-right).


Returning to the form data

Notes: • You can only make changes to the Budget Tool by completing this action.

Attaching the Budget Tool to your SQW Application When attaching the Budget Tool file to your SQW Application for funding, please ensure you are attaching it as an Excel spreadsheet (file type XLSM). Any other file types, including PDF, will not be accepted.

Action: 1. To return to the form data, click on the ‘SQW Budget Tool’ worksheet (bottom-left of your Excel

spreadsheet) and then click on the ‘Click to view SQW Budget Tool’ button.


Troubleshooting Known error message:

This is a known Microsoft Office issue and according to their support website, may be caused if the following conditions are true: • The Microsoft Office Startup folder or the Microsoft Excel Startup folder contains either or both of the

following Adobe Acrobat PDFMaker add-in template files: o Pdfmaker.dot o Pdfmaker.xla

• Norton AntiVirus software is installed.

For comprehensive details on how to resolve this issue, please visit Microsoft’s support webpage: https://support.microsoft.com/en-us/kb/307410.

For more information or assistance in completing the SQW Budget Tool, please contact the Department on 1300 369 935 or email [email protected] For more information on Skilling Queenslanders for Work visit https://desbt.qld.gov.au/training/training-careers/incentives/sqw.

https://support.microsoft.com/en-us/kb/307410

mailto:[email protected]

https://desbt.qld.gov.au/training/training-careers/incentives/sqw

https://desbt.qld.gov.au/training/training-careers/incentives/sqw

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