Keeping accurate, consistent records helps services stay confident in meeting their Worker Retention Payment (WRP) obligations. To make this easier, ACA has developed a practical WRP Record Keeping Template — a structured Excel workbook designed to help services who want a clear, easy way to track WRP payments, backpay, and funding reconciliation.
While use of this tool is not compulsory, many providers find templates like this useful for keeping information consistent, demonstrating transparency, and saving time when preparing for the Department’s annual declaration or audit reviews.
Why good record keeping matters
Accurate records do more than meet a funding condition — they give services confidence and control. Clear documentation helps you:
- Track how WRP payments are distributed to eligible employees
- Reconcile funding received against actual wages and on-costs
- Prepare for the Annual Declaration reporting or any Department verification/audit
- Update payroll efficiently when WRP rate changes occur — such as the upcoming 5% increase on 1 December 2025
By keeping WRP data organised and easy to locate, you can avoid compliance stress and ensure your funding evidence is always ready when needed.
What the ACA template includes
The WRP Record Keeping Template has five dedicated tabs, each designed to make different parts of record keeping simple:
- Instructions – A short overview of how to use the tool and tips for saving, version control, and data accuracy.
- Employee Overview – Record each employee’s WRP eligibility, uplift, and backpay status for audit and reporting purposes, including whether uplift has been applied, if backpay is required, the date backpay was finalised, and reference to supporting evidence (e.g. payslip).
- WRP Payment Record – Record WRP payments by pay period, including dates, a brief uplift description, and amount paid. Intended for smaller services wishing to track payments manually each pay run; larger services may skip if already captured in payroll.
- Funding Reconciliation – Record each WRP funding instalment from the Department, the date received, and the coverage period. Helps you confirm that all WRP funding has been passed on to staff wages or eligible on-costs.
- Audit Checklist – A proactive monthly review checklist to help services confirm that key documents are on file (e.g. payslips, payroll reports, IFA/MEA copies, and funding remittances). This ensures you’re always prepared for verification or audit activity.
Each tab links logically to the next, giving providers a single, organised workbook that can be updated across multiple WRP rounds.
How to use the template
- Download and save a copy for your service (see at bottom of page)
- Complete the Employee Overview with all eligible staff details.
- Record WRP payments and funding receipts as they occur.
- Review your Audit Checklist monthly to ensure all supporting evidence is up to date.
- Update the template after the 1 December 2025 5% uplift to capture new minimum rates and any related backpay.
💡Tip: Save the file in a secure shared folder and update it after each payroll cycle or Department instalment to keep your records accurate year-round.
Using the template to suit your service size
Every service operates differently, and record keeping doesn’t have to look identical for everyone.
- Smaller providers who don’t use advanced payroll reporting tools may find the WRP Payment Record tab especially useful for tracking payments each pay period and reconciling them with funding received.
- Larger providers that already manage these details within their payroll software can still use the template for higher-level tracking — particularly the Funding Reconciliation and Audit Checklist tabs, which provide an at-a-glance overview of compliance and audit readiness.
The template is flexible enough to suit both, depending on how much of your WRP data is already managed within your existing systems.
It's optional, but highly practical!
There’s no set format required by the Department for how WRP records must be kept. The ACA template is an optional support tool that many services may find valuable because it:
- Brings all key WRP information together in one workbook
- Prevents missed payments or incomplete documentation
- Simplifies annual reporting and internal reviews
- Helps services stay audit-ready throughout the year
Download the WRP Record Keeping Template
You can access the template through ACA’s WRP Downloadable Resources hub, which also includes:
- The Worker Retention Payment – What You Need to Know
- Fact Sheet: Back Pay Obligations – MEA & IFAs
- Fact Sheet: New Business Takeover
** Download our WRP Resources here **
Should you have any queries or concerns regarding the Worker Retention Payment please do not hesitate to reach out to our team on 1300 856 379 or via email at wrp@childcarealliance.org.au.
