Operations (Admin, HR, Finance, IT & Facilities/OHS) Update

Administration Update

Updated Timetables & Staff Lists

The 2026 PLT and Active Supervision timetables have been updated (see links below).

• PLT Timetable
• Active Supervision Timetable 

If you notice any issues with timetables, please message Matt as soon as possible so changes can be made before the term commences.

The staff list has been updated to include all the new staff starting this term (see link below).

• 2026 Staff List with Phone Extensions

Excursions & Camps

Please follow the process guide and templates in our excursions guide to help meet requirements.

If you’re responsible for organising an excursion/camp, you must complete the mandatory excursions LearnED module in eduPay. Staff are encouraged to complete this module annually. 

School Vehicles – Quick Reminders

If you’re using a school vehicle (bus/car), please make sure you:

• Book it through Xuno
• Complete the Vehicle Journey + Pre-Trip Inspection Form before leaving
• If you spot a defect → the bus cannot be used, and you must log it using the Vehicle Defect Form

Vehicle Housekeeping:

• No food is to be consumed within vehicles
• Remove any rubbish after each use
• Fueling is handled centrally by Lorenda

Our two new 22-seater Toyota Coaster buses will be delivered on Tuesday 14th July 2026. These two buses will replace buses YYE 500 and 1PW 2NA.

To save you re-entering all your bookings for the two 22-seater buses on Xuno, we will rename the buses on the Xuno booking page on Tuesday 14th July.

HR Update

eduPay details (important!)

Please take a moment to make sure your contact details and emergency contacts are up to date in eduPay. These flow into other systems and matter in emergencies.

You can also check what’s on file via the Personal Details section on your Xuno Staff Dashboard.

If anything is wrong, update in eduPay.

Vehicle registration additions/changes → email Kristina Kamenar.

2025–26 Income Statements & Tax Deduction Support

The Department of Education has now finalised payroll for the 2025–26 financial year, and your Income Statement is available through the ATO section of myGov.

To assist staff in preparing their tax returns, template letters are available below for employees claiming work-related mobile phone or car expenses. These letters may assist if the ATO requests evidence to support your claim.

Please note:

• Only claim expenses that are genuinely work-related.
• Update each template by replacing <Insert Staff Member's Name> with your own name.
• Mobile phone: Only work-related phone calls are claimable. Checking emails or Microsoft Teams messages is not claimable.
• Car: Travel between your home and your normal workplace is not claimable. As we now have our work car and fleet of buses, this will be the last year a car template letter is available for staff to use.

Jackson School and the Department of Education are not responsible for any incorrect claims or any penalties resulting from claims that cannot be substantiated.

If you have any questions about your Income Statement, please see Kristina or Matt.

Resources:

• Car template letter
• Mobile phone template letter
• Teachers and education professionals – income and work-related deductions (ATO)

VIT / WWCC

Please make sure your VIT or WWCC details are up to date in eduPay, including uploading a copy of your current card (WWCC only).

If you have yet to renew & upload your latest VIT/WWCC details in eduPay, please do so as a matter of urgency. Please note, you are not able to work unless you hold a valid VIT or WWCC.

Leave

To support staff with our leave processes, we have created a new Leave Quick Reference Guide (below) that provides a simple, step-by-step overview of our leave process, entitlements, required documentation, and our LSL/LWOP request process.

Time-in-lieu (TIL)

TIL needs to be agreed with the Principal in advance before you submit it in eduPay.

If it hasn’t been agreed beforehand, it may not be approved.

Staff will need to submit any TIL requests through eduPay. The acquittal of TIL will consist of either payment, use in place of personal leave, or use for leave outside of personal leave, if approved by Anthony in advance.

A reference guide has been developed to support staff with TIL accruals and acquittals in eduPay, including examples of the Time in Lieu Request Details for camps/excursions/school events and details on how to defer your TIL.

Finance Update

Purchasing

To support staff with our purchasing processes, we have created a new Purchasing Quick Reference Guide (below) that provides a simple, step-by-step overview of purchasing requirements, purchase orders, approvals, invoicing, and payment processes.  

📚 For more detailed information, please refer to the 2026 Finance Reference Guide: 2026 Finance Reference Guide.pdf

Need help? See Matt or Anna.

IT Update

FileDrive Archive

As mentioned in previous bulletins, the IT Team have now completed archiving data from previous years from FileDrive to our backup system.

Based on feedback, we have kept two years' worth of data in the archive for you to easily refer back to.

If you require access to a previous year's file from the FileDrive archive, please log an IT help desk call.

IT Security (Really Important)

• Students must never use staff devices
• Staff devices must have lock codes

• Don’t use department email for personal subscriptions, recovery emails, or other personal use.

  (See the DE acceptable use policy for full details.)