HOED Training Manual

7. Financial Administration

Payment for assignments

Shopper and Auditor payments are usually processed at the end of each month for all of your Assignments that have been checked and passed by Quality Control.  Your pay is credited to the bank or credit union account you nominated. A pay advice will be emailed each month. 

Fees vary from jAssignment to Assignment. Each Assignment has its own Instruction Sheet. Refer to the Fees section on this sheet for the fee payable to you for each Assignment and for information regarding any purchases or reimbursements. Keep your Instruction Sheets to reconcile with your pay advice. Assignment fees are reviewed regularly. Assignment fees are paid automatically.

Expense claim

Payments to you for expenses incurred while Mystery Shopping do not have tax deducted and are shown on your payslips and group certificate as reimbursements. They are not taxable income. Receipts must be retained be the employee for a 3 month period for audit purposes. Complete the details of any expenses incurred after entering your assignment through Focus Online, before you submit your results. Refer to the Fees section of each Instruction Sheet for the expenses you may claim for that particular job.

When completing the Expenses Claim, please follow the instructions below:

    • Total Spent - Enter the allowable amount, or less and retain the receipt for at least three (3) months.
    • Receipt Details - You are required to type a brief description of purchase.
    • Travel Number - Must be obtained prior to travel.
    • Travel Distance - If 15 kms or less you do not need these details. This field is only for klms that have been approved by the Accounts Dept and are greater than 15klms in total.
    • Parking Cost - Only enter this amount once per trip.

Non payment for Assignments

If an assignment has been conducted in a manner contrary to instructions or is incomplete and unable to be used, you will be asked to re-do the assignment correctly at your own expense. Alternatively payment may be withheld. Where payment has already been made, this payment may be deducted from future earnings.

 

Failed visits

If you have a failed visit, ie. the store was closed for renovation, you must notify us as soon as possible by emailing allocations@hoed.com.au explaining why the visit failed. Your email must contain the following details: employee name and number, VisitID, client name and a brief comment. Do not submit your assignment online if this happens.
Depending on the circumstances involved you may qualify for a reduced fee.

Changing your bank account details

To change your bank account details go to the Shopper documentation section of the website and print the Bank Details/Training declaration. Complete the bank details section and post the form to HOED.

Purchases

When you have completed an assignment that involves returning a purchase, it is important to send the purchase with the original receipt attached, together with your name, Shopper number and client name and Visit ID.

Returning purchases (Courier Bags)

Should you be required to return a purchase to HOED you will be supplied with a Courier Bag. If you are not supplied with a bag email accounts@hoed.com.au. Purchases must be returned to HOED as soon as possible. Courier bags are pre-paid and delivered within three days. For this service to work efficiently follow the procedure below:

      1. Telephone the local branch of the courier service using the phone number on the bag and ask for pick-ups.
      2. You will be asked:
        • your telephone number = provide your phone number
        • the type of service you require = OVERNIGHT service for a PRE-PAID satchel
        • when your pick-up will be ready = advise the time it will be ready for collection
      3. If you do not live in NSW advise the operator that the courier bag will be delivered to an interstate address.
      4. This is NOT a same day service. If you request same day service, you will be charged an additional fee.
      5. Phone to book your pick-up between 9.00am-4.00pm Monday to Friday. If you book your pick-up outside these hours, you will be charged an additional fee.

Advance funds

Money advanced to you to make a purchase will be deposited directly into your account. If you have been advanced money and for any reason you are unable to complete the visit, it is your responsibility to return this money to Hoed Holdings.
We cannot withdraw this money - you are the only person authorised to withdraw money from your account.

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