OVERVIEW
A Service Agreement (SA) lets you set aside part of a participant’s budget for a specific provider. You can choose the amount, the support category or item it applies to, and the dates the agreement covers.
Step 1: Open the Participant’s Budget
Go to Participants and open the participant’s profile.
Click the Budget tab.
Find and select the support category where you want to create the Service Agreement.
(In this guide, we’ll create a $3,000 Service Agreement for Emily Smith under Support Coordination and Psychosocial Recovery Coaches.)
Step 2: Click “Add service agreement”
Once you’ve opened the support category, click Add service agreement to open the form.
Step 3: Fill in the Service Agreement Details
Complete the following fields:
a. Funding Periods
For PACE S33 participants, use the timeline to select the funding periods covered by the agreement.
Click a funding period to select it.
Click another period to include the periods in between.
Drag the timeline handles to adjust the date range.
You can also enter the dates manually using the Effective Date and Expiry Date fields.
b. Provider
Select the provider you want to create the agreement with.
c. Apply Rule To
Choose whether the agreement applies to the entire Category or a specific Support Item.
d. Amount
Enter the total amount of the Service Agreement. Make sure the amount is within the available to allocate shown on the screen.
e. Effective Date and Expiry Date
Enter the start and end dates of the agreement.
Effective Date: When the agreement starts.
Expiry Date: When the agreement ends.
Step 4: Choose a Funding Mode
The funding period allocation options in this step are only available for PACE S33 participants, as they have funding periods. If the participant is non-PACE or PACE but not S33, these options will not be displayed.
Next, choose how you’d like the Service Agreement amount to be allocated. There are three options: Pooled, Flexible, and Strict.
Funding Modes determines how the amount is allocated and how any unused funds can be used across the funding periods.
🟣 Pooled
With Pooled, the full agreement amount is available across the entire agreement period. It isn’t divided into separate amounts for each funding period.
Example: If you create a $3,000 Service Agreement, the provider can use the available funds throughout the agreement period without a separate allocation for each funding period.
Choose this option when you want the amount to be available as one pool.
🔵 Flexible
With Flexible, the agreement amount is divided across the selected funding periods. Any unused funds from an earlier period can help cover a shortfall in a later period.
Example: A $3,000 Service Agreement covering four funding periods is split equally, giving each period an initial allocation of $750.
If Period 2 needs $900, it can use:
$750 from its own allocation
An additional $250 from the unused funds/leftover in Period 1
This means the provider can use available funds from an earlier period when needed, without increasing the total agreement amount of $3,000.
🟢 Strict
With Strict, each funding period has its own allocation. Any unused funds stay in that period and cannot be used in another period.
Example: If Period 1 has $750 allocated and the provider only uses $500, the remaining $250 stays in Period 1.
If Period 2 needs $900, it can only use its own $750 allocation. The unused $250 from Period 1 cannot be used to cover the difference.
Choose this option when you want each funding period to stay within its own allocation.
Step 5: Add a Note or Attach a Document
You can add extra information to help keep the Service Agreement organised.
Note or reference: Add an agreement number, quote reference, or any other relevant details.
Attach a document: Upload a supporting document by dragging and dropping the file or clicking the upload area.
Attach existing document: Select a document that has already been uploaded, if applicable.
Step 6: Review the Impact Preview and Create the Agreement
Before creating the agreement, check the Impact Preview at the bottom.
This shows you which invoices and line items may be affected by the Service Agreement, along with the total amount involved.
When you’re ready, click Create service agreement.
Step 7: Check Your Service Agreement
Once created, the Service Agreement will appear under the selected support category in the participant’s Budget tab.
You can view the provider, agreement amount, amount used, remaining funds, dates, and funding mode. For PACE S33 participants, you can also review the funding period allocations.
Note
Note: The steps for creating a Service Agreement are generally the same for PACE S33, other PACE, and non-PACE participants.
The main difference is that funding period selection and distribution (Step 4) are only available for PACE S33 participants, as they have funding periods.