July 2016
Marsha Marshall - Chief Executive Officer
Kia Ora everyone,
In the spirit of Maori Language Week just passed – I would like to say this to you all:
He Waka eke noa….which means ‘We are all in the same canoe, without
exception’. In the spirit of that thought I would like to update you this month on some very exciting
improvements we are working on here at Manawanui.
Firstly – to reduce any delays in getting a response to your queries, we are implementing a “first call
resolution” approach to every query we receive. Wherever possible, we want your questions to be
answered promptly and effectively. Obviously there are some complicated queries that take time to
resolve, HOWEVER - every Manawanui employee is expected to respond to your query within 24
hours of receiving it (or the next business day). If this is not happening for you – please contact
me. We are committed to being supportive and responsive to you and I want to hear from you if this
is not happening so that I can resolve the issue. My email is [email protected] or you
can call the office on 09-444-8440 and leave a message with Debra (my PA) or you can call my
mobile on 027-225-3357.
You may also remember from last month that we are developing up a Help Desk function – this is
coming along nicely and we expect to go live with the Help Desk in late September. This is another
strategy aimed at ensuring that your questions get resolved quickly.
The most exciting service improvement we have underway currently is our Client Web Portal. This is
an online platform that will:
 Allow you to log on securely (like internet banking) and access your funding balance up to
the previous Sunday (so less than a week old)
 View all the transactions against your allocations
 Enter your employees’ details and timesheets
 Contact your Coach
 Enter, view and alter your budget as you spend
 Save copies of invoices and receipts
The portal will also allow your employees to enter their own timesheets for you to view and verify –
and submit for payment. All of these functions will make the whole process easy for you and will also
allow you to comply with the new verification requirements that the Ministry of Health (and other
funders) will be requiring in the next few months. The Client Web Portal also allows you to store and
view your records so that you can look back on them.
The portal will be very user friendly and easy to navigate. We will be doing nation-wide sessions to
demonstrate the portal and run free training sessions. We will keep you informed about the dates for
these sessions and the date that you can begin using (or even just exploring) the portal – we
anticipate this to be in late October.
Once again, I need to remind you that as described in the last newsletter, the Ministry of Health, and
DHBs are requiring you all to submit invoices and receipts, and details of your contracted providers
(name, address and date of birth) with each expense claim. These requirements will be for all IF Host
providers, so no matter who or where you are, or who your Host is – you will need to do this. The most
[email protected]
0508 462 427
www.incharge.org.nz
important thing I need to say is that all Hosts will be prohibited from paying out on any expenses
without these requirements being met. This is a Ministry of Health requirement, NOT a Manawanui
one. Once the requirements are finalised, the Ministry will send you a letter outlining them and you
can contact them to discuss any concerns you may have.
Lastly, our conference is shaping up to be an exciting affair with several prominent international
speakers and several local personalities as well. We are thrilled to have Natalie Te Paa attend and
sing “Long White Cloud” (see our website for the YouTube video), as well as Paralympian swimmer
Mary Fisher, international speakers Mark Fenton, Michael Kendrick and Simon Duffy, and our own
local Human Rights Commissioner for Disability, Paul Gibson. All the information, registration details
and the programme (subject to last minute changes) are on our website:
www.incharge.org.nz. We hope to see you there!
Marsha
Rodney Draper – Chief Financial Officer
Hi everyone,
As you will know, over the last few months we have been moving everyone over to our new payroll
system called Datapay. Datapay is a more sophisticated payroll system that will better meet your
and our needs into the future. Many of you will already be using the new system.
What does this mean for you?
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There are NO changes to the way you submit your current timesheet(s).
The forms remain the same.
You will now receive a Payroll Authorisation Register when the pay is processed at our end
(Mon or Tues of pay week). This will include a Payslip Summary Report for all your employees
as well as any reimbursement payments made to you. You can use this to ensure the
payments are correct.
When the pay is authorised by the bank, you will receive a Final Report. This shows the
amount of money going to each of your employee(s) bank account(s).
You will receive payslip(s) when the pay goes into your employee’s bank accounts.
The password to open any files is payslip10.
When is this happening?
Due to IRD requirements, we are transferring people over to the new payroll in a phased process
over a 6 month period. Some people will already be using the new system, while others will be
migrated shortly.
We hope this will be a seamless transition but if you have any issues please feel free to contact us or
your Coach on 0508 462 427 (0508 INCHARGE).
For an example of a Payroll Register, please click here: http://www.incharge.org.nz/already-usingindividualised-funding/manawanui-forms/payroll-register-demo/
For a sample of the payslip, please click here: http://www.incharge.org.nz/already-usingindividualised-funding/manawanui-forms/payslip-demo/
[email protected]
0508 462 427
www.incharge.org.nz
For instructions on how to read the payslip, please click here: http://www.incharge.org.nz/alreadyusing-individualised-funding/manawanui-forms/how-to-read-a-datapay-payslip/
All of the above documents can be found on our website: http://www.incharge.org.nz/alreadyusing-individualised-funding/manawanui-forms/
Rodney
Claire Ryan - National Services Manager
Hi everyone,
We have a number of changes in the Coaching team this month:
Deb Ferrere (Coach for Wellington, Wairarapa, Kapiti, Hawkes Bay) will be leaving us on 22 July. Deb
has been a Coach for the past 4 years and we wish her well. Shmuel Bar-Even will be filling in for Deb
while we recruit.
Gaye Leary will also be retiring on the 11th of August. Gaye has been a Coach for over 4 years and
for the past 3 years has led the EGL demonstration for Christchurch. Anne Keating will be her
replacement.
Shelley Pilgrim has been with us for a month and is settling in well to her Coaching role based in
Dunedin, covering Otago, Central and North Otago and Southland.
Lynne Johnston has taken up a full time position in Christchurch and will be in contact soon to
introduce herself to those people she will be Coaching.
Rebecca McPhail has been seconded onto the Helpdesk project. Anyone supported by her for the
DHBs in Auckland will now be coached by Andy Walford. Rebecca’s IF clients will now be supported
by Kim Parker or Janelle Greenall from the Auckland office.
If at any time you are unable to reach your Coach and your query is urgent then please contact the
Duty Coach via the Coachline – 0508 432 622 (IF COACH).
Claire
[email protected]
0508 462 427
www.incharge.org.nz