As your health organisation’s PICS Liaison Officer, you are the key contact nominated in the Secondary Funding Agreement (SFA). Your responsibilities include:
- reporting requirements
- claiming expenditure
- invoicing and payments
- communication in your health setting
- vacancies
- recruitment
- ensuring STP funding is expended as per the requirements of the SFA and the Department of Health (Australia), in line with the STP Operational Framework
Reporting
- Submit timely and accurate reporting for each six-month rotation in accordance with the SFA
- Notify RACMA of any vacancies or changes to the trainee’s rotations and supervision arrangements
- Immediately report any intended changes to the trainee’s FTE spent in a metro/rural location, or a public/private setting, as this may affect the funding payments
Report Submission
- RACMA will email Progress Reports and Claim Forms to PICS Liaison Officers approximately one month before they are due to be submitted to RACMA.
- The Liaison Officer must complete the PICS Progress Reports and Claim Forms, then email them to stp@racma.edu.au by the due date.
- RACMA will review and verify information provided. Ineligible expenses will be identified and rejected at this point.
To access report templates and timelines, refer to the REPORTING OBLIGATIONS section.
Invoicing and payment
All evidence of claims and expenditure submitted (e.g. receipts, invoices etc) must be retained for audit purposes. After RACMA has reviewed and accepted all reporting documents an email will be sent to the Liaison Officer:
- confirming the invoice amounts; and
- requesting an invoice
STP funds will be paid to the health setting within 30 days of receipt of a correct tax invoice.
Communication
- Ensure RACMA communications are noted and communicated to other key staff in your health setting.
- Notify RACMA when there is a change of Liaison Officer due to extended leave or staff change.
Vacancies
RACMA must ensure all STP funded posts are filled with minimum vacancy rates. The PICS Liaison Officer in the health setting must identify and report unfilled positions to RACMA immediately.
Recruitment
If a PICS funded post becomes vacant, the health setting is given a reasonable amount of time to recruit. If recruitment attempts are unsuccessful, RACMA has the right to redirect funding to a health setting on the Reserve List.
