Contents
Introduction 2
Using this guide 2
Undertaking your Financial Accountability Requirement (FAR) 2
Navigate to the Service Agreement Module 2
Navigate from the Current Agreements tab to the Compliance sub tab 2
How to add FAR documents to the Compliance record 3
Add a document as a file 3
Add a document as a URL 3
Submit your FAR 4
Download FAR templates 4
Complete the FAR template 4
Introduction
My Agency, the secure area of the Funded Agency Channel (FAC) website, provides registered users from funded organisations access to funding and payment information about their service agreement. If you require access to FAC and/or are not a registered user, please refer to the Accessing My Agency section of the FAC home page at: http://www.dhs.vic.gov.au/funded-agency-channel/accessing-my-agency/accessing-my-agency-for-funded-organisation-users.
Within My Agency, the Service Agreement Module (SAM) allows funded organisations to access their service agreement information and to update some records and documents through interactive modules. One of these modules provides organisation users with the ability to undertake the financial accountability requirement (FAR) online.
The following instructions detail the steps required to undertake your organisation’s FAR.
Using this guide
In this document we will show you:
• how to navigate to the Compliance tab to establish what action you need to take
• how to download Financial Accountability Requirements (FAR) templates
• how to add FAR documents to the compliance record and
• how to submit your FAR documents to meet requirements
A red box is displayed on each screen shot in the guide to identify the area you need to select, action or note. In this example, the organisation name is being identified for selection. Note that any text in blue is a hyperlink which takes you to another screen.
Example only:
Undertaking your Financial Accountability Requirement (FAR)
Navigate to the Service Agreement Module
1. When you log into My Agency select the Service Agreement Module – [External Link] link located under the Service Agreement Module section towards the top of the My Agency page.
2. A new window will open and the Service Agreement Module will display. The Current Agreements tab at the top of the screen will default.
Navigate from the Current Agreements tab to the Compliance sub tab
3. Select the hyperlink (blue text) with the name of your organisation.
4. The Organisation screen will open with a series of sub tabs below the grey section. The Contacts sub tab will default.
5. Select the Compliance sub tab.
6. Locate the most recent FAR with a status of Open. The action your organisation needs to take is described in the Description column.
7. If you only need to submit an Organisation certification statement, go to “How to submit your FAR”.
8. If you need to provide a FAR document, you may provide an Annual Report or other document containing audited financial statements or a link to such documents by adding these documents via the Compliance sub tab (see “How to add FAR documents to the Compliance record”. If you do not have these documents, you can also download and complete a FAR template from the Attachments sub tab (see “How to download FAR templates” below).
How to add FAR documents to the Compliance record
9. Documents are adding using the Compliance sub tab. DO NOT USE THE ATTACHMENTS SUB TAB.
10. Using the arrow on the left side of the screen, highlight the most recent FAR with a status of Open.
11. Scroll to the bottom of this screen.
12. Select the New button in the Attachments section below this screen.
13. The Edit Attachment window will display.
14. Select the icon next to Attachment Name. A pop up window will allow you to add your Annual Report as a web link (URL) or attach the report as a file.
Add a document as a file
15. From the Add Attachment box, click on the Browse button next to the File Name: field.
16. Search through the directories on your network or workstation to find the file, then select the document and select Open.
17. Ensure that the file name is visible in the field next to the Attachment Name field.
18. Enter comments if required. These can be read by other users of the module and your Department Adviser.
19. Select Save
Add a document as a URL
20. If your Annual Report/Financial Statement is available online on a publicly accessible website, enter the address of the annual report in the URL field. This should look something like: http://www.yourorg.com.au/annualreport.aspx. You may also copy the URL directly from the appropriate page on your website and paste into the URL field.
21. Select Add.
22. Ensure that the URL is visible in the field next to the Attachment Name field
23. Enter comments if required. These can be read by other users of the module and your Department Adviser.
24. Select Save.
Submit your FAR
25. Once you have created and saved your attachment or URL, you must submit your FAR.
26. Using the arrow on the left side of the screen, highlight the most recent FAR with a status of Open.
27. Select Open SACC Form.
28. The FAR certification statement displays in a pop up window. If you have not saved an attachment you will receive a warning message first.
29. Read and complete the certification, then select Submit to complete the certification process.
30. A message box thanking you for completing your FAR will display.
31. Note that the status of the FAR will change from Open to Submitted after you leave the Organisations tab. The nominated advisor from the responsible department will receive an email message informing them that they can now review the compliance record and proceed with any action.
32. Please be aware that the certification can only be done once. If you have additional compliance documents (e.g. Auditor’s Statement) that you wish to add to the FAR, return to “How to add FAR documents to the Compliance record”
Download FAR templates
33. You only need to download and complete the template if your organisation chooses not to provide an Annual Report or other document containing audited financial statements or a link to such documents.
34. The FAR templates are located in both the Service Agreement Information Kit (SA Info Kit) and within the attachments section of the organisation record. To access the forms in the SA Info Kit please select this link to access the standard financial reporting templates, then continue from Step 13 below.
35. On the Organisations tab, select the Attachments sub tab.
36. In the Attachment name column, select the FAR template attachment name hyperlink.
37. You may open or save the file
38. From the File Download box, click Open to open the file in Microsoft Office Excel or Save to save the file to a directory on your workstation.
Complete the FAR template
39. There are two types of FAC template: the Cash Indicators Statement (CIS) and the Financial Indicators Statement (FIS)
40. Once the template is complete, select File – Save As from the main menu and save the file with a new name to one of your common folders or on your desktop.
41. Remember the directory you have saved your file to as you will need to find the file again later when you upload the document back into SAM. It is also important that you save the document with a name that will make it easy to identify – for example “FAR for Organisation XXX 2014-15”
42. To add this document to your compliance record, go to “How to add FAR documents to the Compliance record”.
43. Your annual Financial Accountability Requirements have now been completed.
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