Employer registration for Parental Leave Pay (PPL) 043-02040010

This document outlines employer registration for Parental Leave Pay (PPL).

Step	Action
1	Employer online registration To access PPL Services in Business Hub (Bhub): employers with Australian based users must register online for a Provider Digital Access (PRODA) account examples of Australian based users are personnel and Human Resources (HR) staff Existing users registered in PRODA can access PPL Services through their myID. To participate in the PPL scheme employers must have an Australian Business, confirmed by an Australian Business Number (ABN). The Resources page has links to: Bhub webpage PRODA webpage, and Paid Parental Leave scheme for employer's webpage If an Australian organisation has users who work overseas, these users may not be able to register for PRODA to access Bhub. This is because they are unable to satisfy PRODA authentication requirements. For example, an overseas payroll section working for an Australian organisation and the overseas user is unable to meet Australian identity checks. Is the employer able to register for PRODA to access Bhub online? Yes, go to Step 2 No: non PPLEPT staff refer the employer to the PPL Employer Processing Team. Procedure ends here PPLEPT staff go to Step 3
2	Employer registration for PRODA If the employer does not have overseas users, procedure ends here. If the employer has overseas users and they are unable to register for PRODA: non PPLEPT staff refer the employer to the PPL Employer Processing Team. Procedure ends here PPLEPT staff, go to Step 4
3	Employer cannot register for PRODA to access Bhub online In some instances, an employer may not be able to, or does not want to, register for online services. This may be due to the employer's location being remote with limited or no internet access, or they do not want to register for online services. The PPLEPT helps the employer choose the registration services they need to manage their PPL employer obligations. If an employer has: overseas based users - for example HR and personnel. If the employer has difficulties registering for PRODA to access Bhub online, refer them to the: PRODA helpdesk. The eBusiness staff will confirm the employer and overseas users have the necessary Australian identification requirements to register for PRODA and/or PRODA registration information. Resources has a link Procedure ends here overseas users who cannot register for PRODA to access Bhub, go to Step 4 limited or no internet access - for example the employer is in a remote area. If they cannot do their PPL business online or refuse to use online services, go to Step 6
4	Centrelink Business Online Services (CBOS) registration for overseas users If an authorised representative of an organisation advises the PPLEPT that the PRODA helpdesk has confirmed their overseas users cannot register for PRODA: the PPLEPT must tell the employer that access to CBOS for their overseas user will only be provided if the organisation has: registered for PRODA and PPLS in Bhub. Refer the employer for registration, and replied to the RFI to access CBOS for PPL email template and provided the required details Once registered for Bhub the organisation will have access to both systems and continue to use CBOS until overseas users are transitioned. After the employer confirms the individual's PRODA registration, the PPLEPT will: ask for the authorised representative of the organisation's email address advise the agency will email them requesting their contact details and those of their overseas users When the email address is confirmed: update the address in the system, if required send the authorised representative the approved RFI to access CBOS for PPL email template from the PPLEPT mailbox. Resources also has a link do not save and attach the template to the email. Instead, copy and paste the approved email template wording into the body of the email. Do not edit or add unapproved wording to the body of the email text Note: the template allows the employer to give their own details and those of their overseas users who they nominate to act on behalf of the organisation. Do not change the template in any way. Always email the template from the PPLEPT mailbox. On the employer’s record in Process Direct: Record details in a Note. Use Fast Note - select Auto text, use Families > PPLEPT > Employer Inbound contact to record the discussion. Identify whether the Assisted Dispute Resolution process should be commenced. See Assisted dispute resolution for employer determination for Parental Leave Pay. Procedure ends here.
5	Reply from the organisation When the RFI to access CBOS for PPL purposes template is returned, make sure the form contains the details of the: organisation’s authorised representative (Australian based), and nominated overseas user/s If the email is returned from a user who is not the authorised representative (Australian based), make a genuine attempt to contact the authorised representative (Australian based). Note: international contacts cannot register an organisation. Has the authorised representative of the organisation replied to the email template providing their own and the nominated overseas user's details? Yes, on the employer’s record in Process Direct: Upload a copy of the returned email and template via the Documents icon Go to Step 6 No: Send the contact (international) the approved PLP International Employer - No CBOS User ID email template from the PPLEPT mailbox. Resources page also has a link Do not save and attach the template to the email. Instead, copy and paste the approved email template wording into the body of the email. Do not edit or add unapproved wording to the body of the email text On the employer record, in Process Direct, record and complete a Note. Use Fast Note - select Auto text, use Families > PPLEPT > Employer Inbound contact Identify whether the Assisted Dispute Resolution (CADR) process should be commenced. See Assisted dispute resolution for employer determination for Parental Leave Pay Procedure ends here
6	Organisation online registration requirements and identifying or registering overseas users for CBOS To determine if an organisation has registered for PRODA and PPL Services in Bhub and to identify the organisation's nominated users: Go to Process Direct Select Business Hub Access Management Search using the PPE organisation CRN (10 characters with no spaces in between) Select the organisation Select Organisation Details Paid Parental Leave displays under Business Function(s) Select Personnel (to identify users linked to the organisation) Is the organisation registered for PRODA and PPL Services in Bhub? Yes, and it is: already registered for CBOS, go to Step 12 not registered for CBOS, the PPLEPT must register the organisation for CBOS, go to Step 7 No, the employer is not able to or refuses to register for PRODA and PPL Services in Bhub, go to Step 7
7	Search for the organisation In Process Direct, select the Organisation Summary tile. This shows the Search Organisation/Personnel screen. On the Search Criteria screen: Key the Organisation Name or Select the ID type from the dropdown and update Select Go Go to Step 8.
8	Manual acceptance and organisation details Before creating a new PPE and/or PPX organisation record or accepting an employer determination, the employer must provide via email the required information. Where possible, the PPLEPT staff member is to: remain on the call, wait for the email, and action the relevant registration information and acceptance The employer’s email must include the following details of the organisation: employer opt-in status number of employees for the business information to identify both the employer and employee, including: employee's full name employee's claim reference number employer's Australian Business Number (ABN) business bank account information which will identify an account held and maintained by the employer, into which PPL funding amounts can be paid by Services Australia, including: the employer's business bank account number the employer's business BSB number the name in which the account is held the name of the financial institution the relevant pay cycle information for the employee, including: payment delivery frequency from Services Australia the employee's usual pay period (weekly, fortnightly or monthly) next pay date next paid up to date next cut off for the business's pay processing Has the employer provided all the required details for the business registration and acceptance of the employer determination? Yes and, a PPE record exists, go to Step 9 no PPE record exists, go to Step 11 No: If more than 14 days has passed since employer determination, see Assisted dispute resolution for employer determination for Parental Leave Pay (PPL) If less than 14 days have passed since employer determination: Inbound contact: record details in a Note. Use Fast Note - select Auto Text, use Families > PPLEPT > Employer Inbound contact or Outbound contact: record details in a Note. Use Fast Note - select Auto Text, use Families > PPLEPT > Employer Outbound contact Procedure ends here
9	Organisation’s contacts, address, opt in status and business size Before making any updates check the PPE record to see if: address details are correct organisation contacts are correct there is coding recorded in the opt-in status and the number of employees fields on the PPL Business Line (P1BL) screen If P1BL screen has coding, check if the coding matches the details provided from the employer in the manual acceptance and organisation details. Are updates or changes required to the contacts, address and/or P1BL? Yes, go to Step 10 No, go to Step 12
10	Updates or changes to an organisation’s contacts, address, opt in option and business size To update the employer, opt in option and number of employees, in the employer’s PPE record in Process Direct: Key Start into the Super Key Select PPL Update Organisation workflow from the Task Selector Task Selector – PPL Update Organisation pop up box will display Select PPL Business Line Select Start On the Parental Leave Pay (PPL) Business Line (P1BL) screen, select Add Employer opt in option: select the relevant option from the drop down Number of employees: select the relevant option from the dropdown Select Save Update Receipt date, Channel and Service Reason fields Select Save Select Assess On the SWE screen, select Assess Select OK Note: once OK is selected, activity and finalisation note will auto complete. The following options can be updated as necessary via the PPL Update organisation workflow from the Task Selector to add new details, select Add or to edit existing details select the Edit. Organisation Contact Summary (OSCS) update the contact/s preferred method of contact to MAIL Address (ADH) Go to Step 12.
11	Create a new organisation (PPE) record Only create a PPE organisation record, in Process Direct after the employer has provided the required information and the written acceptance: First, complete a thorough search via the Organisation Summary tile on the Search Organisation/Personnel screen. After entering the available organisation details, select Go. If the correct organisation record does not display in the Search Results, create the Organisation CRN: Select Create Org CRN from the bottom right corner Create Organisation CRN pop up box will display Select the Service Reason/Stake Holder option from the Organisation Detail Value Help pop up box will display Select Service Reason Code: PPE Create Organisation CRN pop up box will display On the Create organisation CRN screen, complete the following fields: Business Name (Trading Name will auto populate) ABN Contact Person Name Position: INTERNATIONAL (Overseas user) or AUTHORISED OFFICER (PRODA refusal) Phone Type Phone Area Code/No Email Select the Physical Address tile, complete all fields Select OK Select the Postal address tile, complete all fields Select OK Select Create Search Organisation/Personnel screen will display the created PPE record. For PRODA refusal, make sure the Organisation Contact Summary (OSCS) screen is MAIL. If an update is required to OSCS, in the employer’s PPE record in Process Direct: key Start into the Super Key select PPL Update Organisation workflow from the Task Selector The Task Selector – PPL Update Organisation pop up box will display. Select the Organisation Contact Summary Select Start On the Organisation contact summary (OSCS) screen, locate the relevant Organisation contact from the Organisation contact table. Select Edit and update the preferred method of contact to MAIL Select Save Update Receipt date, Channel and Service Reason fields Select Save Select Assess On the SWE screen, select Assess Success pop up box will display. Select OK Note: once OK is selected, activity and finalisation note will auto complete. Go to Step 12.
12	Checks for a PPX record In the employers PPE record, check the Linked Organisations (ORGL) screen for any existing linked PPX record/s. Take note of the existing PPX record/s (CRN/s). If: a PPX record/s already exists, go to Step 13 no PPX record, go to Step 14
13	PPX record already exists Review the bank details and pay cycle information provided by the employer in the written acceptance. If there are multiple PPX records linked to the PPE CRN, check each PPX record. The actions required will be dependent on what updates need to be made, for example pay cycle is correct but bank details to be updated or pay cycle is incorrect and a new PPX record to be created. Do the bank details and pay cycle information match a PPX record? Yes, go to Step 16 No: pay cycle information matches but bank details to be updated, go to Step 14 pay cycle information does not match, go to Step 15
14	Manually update the business bank details In Process Direct, select the Organisation summary tile: In the Name field, record the organisation name or from the ID Type drop down, select Organisation CRN and enter the PPX CRN into the field Select Go From the search results, select the PPX record for the organisation Select PPL Update Organisation workflow from the Task Selector Task Selector – PPL Update Organisation pop up box will display Select PPL Payroll and bank details Select Start On the Parental Leave Pay (PPL) Payroll and Bank Details (P1PD) screen, on the PPL bank details table, select Edit The Change bank details will open. Update the required fields Select Save Update Receipt date, Channel and Service Reason fields Select Save On the SWE screen, select Assess Success pop up box will display. Select OK Note: once OK is selected, activity and finalisation note will auto complete. Go to Step 16.
15	Create a new organisation (PPX) record Note: make sure the relevant PPE screens are complete and only create a new PPX record when the employer has provided the required information within the written acceptance and the details do not match an existing PPX record. In the employer’s PPE record in Process Direct: key Start into the Super Key and select the PPL Update Organisation workflow from the Task Selector Task Selector – PPL Update Organisation pop up box will display. Select PPL Payroll Summary Select Start On the Parental Leave Pay (PPL) Summary (P1PS) screen select Add In the Create PPL payroll complete the following: Payroll name Payment delivery frequency Pay cycle Cut off date for pay processing (dd/mm/yyyy) Employee next pay date: (dd/mm/yyyy) Employees paid to date (dd/mm/yyyy) BSB Account number Account title Output method Output format Select Save Update Receipt date, Channel and Service Reason fields Select Save On the SWE screen, select Assess Success pop up box will display. Select OK Note: once OK is selected, activity and finalisation note will auto complete.
16	Recording an employer acceptance Record the written acceptance information in the employee’s record, in Process Direct: Key START into the Super Key and select PPL Update Employer Determination and Payroll workflow from the Task Selector Select PPL Employer Notified Details from the pop-up box Select Start On the PPL Employer Notified Details screen: Employee Identification Number: Add the <employee ID> in (if applicable) Employer Accepts to Pay Customer: Accept On the PPL employer payroll list table: Select the payment destination and frequency outlined in the written acceptance Note: if there is more than one pay cycle listed select the pay cycle as advised in the written notification On the PPL employer payroll confirmation table: Confirm Employer Determination Payroll: Yes Select Next Update Receipt date, Channel and Service Reason fields Select Save On the SWE screen, select Assess The ELD screen displays the outcome of the activity and payment dates. Check the results on the ELD screen are correct Select Finish Record additional details of the update in the finalisation Note/DOC Select Finalise Where the employer is still on the phone: advise any relevant payment delivery dates and amounts confirm that all correspondence will be sent by mail if multiple PPX record/s exist, discuss with the employer if those PPX records are still active (required) For International users, go to Step 17. For limited or no internet access or PRODA refusal, in the employer’s record in Process Direct: upload a copy of the email and relevant attachments via the Documents icon ADR has commenced, annotate and close the ADR initial DOC with notes: Manual registration and acceptance completed ADR has not yet commenced, Inbound contact: record details in a Note. Use Fast Note - select Auto Text, use Families > PPLEPT > Employer Inbound contact Outbound contact: record details in a Note. Use Fast Note - select Auto Text, use Families > PPLEPT > Employer Outbound contact if payroll status updates are required to make a PPX record/s inactive for the organisation, see Delivery of PPL Procedure ends here.
17	Check the organisation receives correspondence Overseas based users registering for CBOS will get correspondence via Organisational Online Mail (OOM). Employers who are unable or refuse to register for business online services get correspondence via mail. To update the method of contact: Key Start into the Super Key and select PPL Update Organisation workflow from the Task Selector Select Organisation contact Summary Select Start On the Organisation contact summary (OSCS) screen select Add In the Add organisation contact: Start date: key the date the instruction takes effect Name: key the name of the contact Position: select the relevant option from the dropdown Preferred contact method: select MAIL Complete any remaining details for the contact person on the business Select Save Update Receipt date, Channel and Service Reason fields Select Save Select Assess On the SWE screen, select Assess Select OK Go to Step 18
18	Document the record Record interactions or action taken on the employer record in a Note. UseFast Note - select Auto text, use Families > PPLEPT > CBOS online registration. Do not record proof of identity evidence in the Note. Go to Step 19.
19	Access to RAMB Note: only limited PPLEPT staff can access RAMB. To register an organisation role in Registrations and Access Management (RAMB), see Table 2. To update an organisation role in Registration and Access Management (RAMB) see Table 3.

Registering organisation roles in Registration and Access Management for Business (RAMB) for overseas users only

Table 2: this process is for PPLEPT staff, for users located overseas. Limited PPLEPT staff can access RAMB.

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Step	Action
1	Check if the organisation is registered in Registration and Access Management for Business (RAMB) Only limited PPL Employer Processing Team (PPLEPT) Local Peer Support (LPS) staff can access RAMB. Staff can submit a request for assistance, using Tier 1 - Request for LPS Assistance - Centrelink online form. For staff who can access RAMB, via myHSI, from the dropdown menu under the 'My Tools' heading: go to RAMB to ensure the Organisation is registered, from the Manage Organisation heading, Select View/Update Organisation search by the organisation: Name CRN (ABE) or ABN Select Continue Does the organisation already exist in RAMB? Yes, see Table 3 > Step 1 to add or update access to an overseas user No, go to Step 2
2	Register the organisation in Registration and Access Management for Business (RAMB) Go to Create Organisation Select Registered business from Organisation Type Enter the Organisation's: ABN CRN (ABE) name ID (create using initials of the organisation name - must contain a minimum of 4 characters) contact name contact number Go to Step 3.
3	Allocating organisation access roles in Registration and Access Management for Business (RAMB) Organisation Manager Access Access Manager Paid parental Leave Business Contact Business Line Access MYOD Paid Parental leave Setting MYOD View Bank Details MYOD View Contacts MYOD View Business Details OOM Basic Access OOM Letter Component OOM Paid Parental Leave Reports PASS View and update Service UGG Employment Separation Certificate Lodgement select Continue – this will generate the Organisation User ID select Finalise This will generate an Organisation User ID, go to Step 4.
4	Creating Work Unit Before creating the Work Unit, take note of the Org ID. Manage Work Unit select Create Work Unit Organisation Search enter the 4-digit Org ID, select Continue Under Work Unit Details, enter the following: Work Unit ID: PPL - 001 Work Unit Name: PPL Work Unit Description: PPL select Continue select Finalise Go to Step 5.
5	Document the record In the employer’s record, in Process Direct annotate and close the Employer Online Support Note to include the following: ‘The Authorised Officer of the organisation has requested overseas user(s) access to Centrelink Business Online Services. Organisation did not exist in RAMB. Organisation has been registered and allocated access roles in RAMB. Organisation user ID created.’ To add or update access to an overseas user, see Table 3 > Step 1, otherwise, procedure ends here.

Updating organisation roles in Registration and Access Management for Business (RAMB) for overseas users only

Table 3: this process is for PPLEPT staff when adding or updating details for users located overseas. Limited PPLEPT staff can access RAMB.

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Step	Action
1	Request to add or update an overseas user Most employers will do their PPL business with Services Australia through Bhub. Some Australian Businesses who have overseas users will need to update user or employer details in Registration and Access Management for Business (RAMB). Requests to add an overseas-based user to RAMB can be received by phone or in writing (email). All overseas users must try to register with PRODA. Some overseas users may have Australian identification documents to confirm their identity in PRODA. An overseas user will confirm with PRODA helpdesk - eBusiness they are not able to register. This is because they do not meet Australian Proof of Identity requirements. If an authorised representative of an organisation has confirmed their overseas users cannot register for PRODA: The PPLEPT must tell the employer that access to CBOS for their overseas user will only be provided if the organisation has: registered for PRODA and PPLS in Bhub. Refer the employer to the Bhub webpage for registration, and replied to the RFI to access CBOS for PPL email template and provided the required details Once registered for Bhub the organisation will have access to both systems and continue to use CBOS until overseas users are transitioned. Before creating a new user ID, the overseas user must provide details to pass an identity check. Proof of identity can be obtained verbally, and can include: full name and their association with the business organisation's Customer Reference Number (CRN) Australian Business Number (ABN) trading name business address date of birth contact details such as their email, phone number and country where they are located If a new user ID is created or if the overseas user has an existing user ID: check the user's record in RAMB, and update if required: record International as the employee ID, and PPL as the service code Note: including the word International will identify the user is located overseas and not Australian based Has their identity and association with the business been confirmed? Yes, go to Step 3 No, the user cannot be added. Do not create a user ID. Go to Step 2
2	Contact with the employer about identity and association with the business Make one genuine attempt to contact the employer to advise of the information required to add a user. Successful contact On the employer’s record in Process Direct: record details in a Note. Use Fast Note - select Auto text, use Families > PPLEPT > Employer Inbound contact. Include the following text: contact attempt: successful contact attempt made on <insert date and time> on following phone numbers <insert all attempted phone numbers>. Identity and association to the business was unable to be confirmed. record full details of the conversation and actions required If the request was received via email, file the email in the relevant 'month' folder in the PPLEPT mailbox Procedure ends here. Unsuccessful contact Send the approved Employer request to contact – Domestic or International (as appropriate) from the PPLEPT mailbox. These emails must only be used in approved circumstances On the employer’s record in Process Direct, record details in a Note. Use Fast Note - select Auto text, use Families > PPLEPT > Employer Inbound contact. Include the following text: contact attempt: unsuccessful contact attempt made on <insert date and time> on following phone numbers <insert all attempted phone numbers>. Identity and association to the business was unable to be confirmed. Was the Employer request to contact email issued: Yes/No If the request was received via email, file the email in the relevant 'month' folder in the PPLEPT mailbox Procedure ends here.
3	Accessing and navigating in RAMB Limited PPLEPT Local Peer Support (LPS) staff can access RAMB. Staff can submit a request for assistance, using Tier 1 - Request for LPS Assistance - Centrelink online form. Staff can access RAMB via myHSI. When in RAMB, select View/Update Organisation to ensure the Organisation is registered: Enter the ABN to search for the Organisation ID Copy the Organisation ID Paste/enter the 4 character Organisation ID Select Continue Does the user already exist in RAMB? Yes, go to Step 5 No, go to Step 4
4	Registering a new overseas contact in RAMB To register a new overseas contact, from the Organisation screen in RAMB: select View/Update User under the Manage User section, re-enter the 4 character Organisation ID to display all users select Continue check the list of registered users if the new overseas contact does not exist, they must give details so their identity can be checked, this is so a user ID can be created. Proof of identity can be done verbally, and can include: full name and their association with the business organisation's Customers Reference Number (CRN) Australian Business Number (ABN) trading name business address date of birth contact details such as email, phone number and the country where they are located once sufficient information has been provided: select Register User under the Manage User section on the Organisation Search screen, enter the 4 character Organisation ID select Continue On the User Details screen, enter the user's details: first name last name employee ID (must enter the word International and use service code PPL), and contact details Add the relevant roles in RAMB as requested by the overseas contact. select Continue tick the I Accept box select Continue
5	Overseas user roles Does the overseas user have the required roles? Yes, go to Step 6 No, depending on the role requests, add the roles listed below Universal section: Business Line Access Unified Government Gateway UGG Employment Separation Certificate Lodgement Paid Parental Leave section: Organisation Manager Access Paid Parental Leave Business Contact Business Line Access Manage Your Organisation Details (MYOD) MYOD Paid Parental Leave setting MYOD View Bank Details MYOD View Business Details MYOD View Contacts Organisational Online Mail (OOM) OOM Basic Access OOM Letter Component OOM Paid Parental Leave Reports Parental Assistance Support Service (PASS) PASS Update and View Service Note: MYOD, OOM Basic Access and OOM Letter Component should already be selected if the organisation already has an existing PPL account. When all roles and details have been added and completed, select Continue (only once) to ensure duplicate user IDs are not created. When the User Registration Complete screen presents, select Finalise. If the overseas user: needs a new user ID or temporary password, go to Step 6 does not need a new user ID or temporary password, go to Step 8
6	Providing a new user ID or temporary password If the overseas user: is on the phone, give them the user ID and temporary password verbally. Stay on the phone until they confirm they have changed their temporary password. Go to Step 8 is not on the phone, make one genuine attempt to contact the overseas user to provide the User ID and temporary password verbally Was contact successful to the overseas user? Yes, give them the user ID and temporary password verbally. Stay on the phone until they confirm they have changed their temporary password. Go to Step 8 No, go to Step 7
7	Providing a user ID and temporary password to the overseas contact If the overseas user is not available at time of contact attempt: send the following two approved emails separately from the PPLEPT mailbox to the email address provided in the CBOS registration: Employer request to contact – Domestic or International (as appropriate) Temporary password annotate and close the Employer Online Support Note to include the following (Do not record the password in the Note): CBOS user name: <insert full name> Identity and association with the business has been confirmed. <record details about the proof of identity documents provided> User’s association with the business <insert role> Country where overseas user is based: <insert country> User already in RAMB: Yes / No Overseas roles added: Yes / No New user ID / temporary password created: Yes / No Unsuccessful attempt to provide user ID / temporary password to overseas contact. Employer request to contact (Domestic or International) and Temporary password email sent. Upload any evidence via the Documents icon (if applicable) If the request was received via email, file the email in the relevant 'month' folder in the PPLEPT mailbox Procedure ends here.
8	Final check and DOC the record Annotate and close the Employer Online Support Note to include the following (Do not record the password in the Note): CBOS user name: <insert full name> Identity and association with the business has been confirmed. about the proof of identity documents provided. User’s association with the business <insert role> Country where overseas user is based: <insert country> User already in RAMB: Yes / No Overseas roles added: Yes / No New user ID / temporary password created: Yes / No Successfully contacted the overseas user to provide user ID / temporary password. The user changed their temporary password while on the call. Update the OSCS screen where required. Upload any evidence via the Documents icon (if applicable) If the request was received via email, file the email in the relevant 'month' folder in the PPLEPT mailbox. If the organisation has requested more overseas users to have access, go back to Step 1.

Removing, updating details, password resets and locking or unlocking overseas users in RAMB

Table 4: this process is for PPLEPT staff. It only applies to Australian employers with nominated users located overseas managing the organisation's PPL obligations.

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Step	Action
1	A verbal or written request is received to either remove, update details, lock or unlock an overseas user in RAMB If the request is to: remove the overseas user for PPL - RAMB, go to Step 2 update details for a registered overseas user for PPL - RAMB, go to Step 3 reset password reset - RAMB, go to Step 5 lock the overseas user for PPL - RAMB, go to Step 6 unlock the overseas user for PPL - RAMB, go to Step 7
2	Remove the overseas user for PPL - RAMB To remove an overseas contact, from the Organisation screen in RAMB: select View/Update User enter the Organisation ID to display all users, or in the User Search box, enter the full user ID, if available, select Continue Select the user ID to be removed: select Remove User tick the box Do you want to remove the eBusiness User Account select appropriate Remove user reason from the dropdown menu select Finalise, the screen will confirm the user was removed To update the Organisation Summary (OSCS) screen in the employer’s PPE record in Process Direct: Key Start into the Super Key and select PPL Update Organisation workflow from the Task Selector Select Organisation Contact Summary Select Start On the OSCS screen, locate the relevant Organisation contact from the Organisation contact table, remove the relevant contact by selecting Delete icon Select Save Update Receipt date, Channel and Service Reason fields Select Save Select Assess On the SWE screen, select Assess Success pop up box will display. Select OK Note: once OK is selected, activity and finalisation note will auto complete. Record details of the discussion in a Note. Use Fast Note - select Auto text, use Families > PPLEPT > Employer Inbound contact Upload any evidence via the Documents icon (if applicable) If the request was received via email, file the email in the relevant 'month' folder in the PPLEPT mailbox Procedure ends here.
3	Updating details for a registered overseas user for PPL - RAMB To action a request to amend or add details to an already registered user, PPLEPT must do an identity check with the overseas user. Proof of identity can include: full name and their association with the business organisation's Customers Reference Number (CRN) Australian Business Number (ABN) trading name business address date of birth contact details such as email, phone number and the country where they are located If PPLEPT is not satisfied with the identity details make a genuine attempt to contact the user, using the known contact details already on record. Are identity requirements satisfied? Yes: Follow normal procedures to identify the user Confirm the requested information and update overseas user details in RAMB Go to Step 4 No, do not change or update user details. Go to Step 8
4	Updating user details in RAMB To update a user’s details, from the Organisation screen in RAMB: Select View/Update User Enter the Organisation ID to display all users, or in User Search at the bottom, paste the full user ID, if available, select Continue Select the appropriate user ID to edit, select Change Details Edit the information that requires updating Enter International in the employee ID field and PPL as the service code Select an appropriate 'change reason' from the dropdown menu Select Finalise To update the Organisation Summary (OSCS) screen on the employer’s PPE record in Process Direct: Key Start into the Super Key and select PPL Update Organisation workflow from the Task Selector Task Selector - PPL Update Organisation pop up box will display Select Organisation Contact Summary Select Start On the Organisation contact summary (OSCS) screen, locate the relevant Organisation contact from the Organisation contact table To edit/amend on the OSCS screen, select Edit of the Organisation contact to be updated Update required fields Select Save Update Receipt date, Channel and Service Reason fields Select Save Select Assess On the SWE screen, select Assess Success pop up box will display. Select OK Note: once OK is selected, activity and finalisation note will auto complete. Record details in a Note. Use Fast Note - select Auto text, use Families > PPLEPT > Employer Inbound contact Upload any evidence via the Documents icon (if applicable) If the request was received via email, file the email in the relevant 'month' folder in the PPLEPT mailbox Procedure ends here.
5	Password reset - RAMB Before issuing a new temporary password check: the contact person's details against the user ID the overseas user's identity details. Proof of identity can include: full name and their association with the business organisation's Customers Reference Number (CRN) Australian Business Number (ABN) trading name business address date of birth contact details such as email, phone number and the country where they are located To action a password reset, from the Organisation screen in RAMB: select View/Update User enter the Organisation ID to display all users or in the User Search box, enter the full user ID, if available. Select Continue Select the user ID: Enter International in the employee ID field Select Reset Password Tick the box Reset the eBusiness User's Password Select Finalise Email the temporary password using the approved Temporary Password email to the employer from the PPLEPT mailbox In the employer’s record in Process Direct: Record details in a Note. Use Fast Note - select Auto text, use Families > PPLEPT > Employer Inbound contact Upload any evidence via the Documents icon (if applicable) If the request was received via email, file the email in the relevant 'month' folder in the PPLEPT mailbox Procedure ends here.
6	Locking the overseas user for PPL - RAMB PPLEPT has received an email requesting to lock or suspend the registered user as they are going on leave but returning to the job. To lock an overseas user, from the Organisation screen in RAMB: Select View/Update User Enter the Organisation ID to display all users; or in User Search at the bottom, paste the full user ID if available, select Continue Select the user ID to be locked Enter International in the employee ID field Select Lock Password Tick the box Do you want to lock the eBusiness user's password Select an appropriate Lock Password reason from the dropdown menu, then select Finalise Note: the user will remain in RAMB but will not be able to login until the password is unlocked. In the employer’s record in Process Direct: Record details in a note. Use Fast Note - select Auto text, use Families > PPLEPT > Employer Inbound contact Upload any evidence via the Documents icon (if applicable) If the request was received via email, file the email in the relevant 'month' folder in the PPLEPT mailbox Procedure ends here.
7	Unlocking the overseas user for PPL – RAMB Before unlocking the user, PPLEPT must be satisfied the registered user is located overseas by identifying the: country where the user is located user's address user's phone number. For example, it includes an international prefix Once PPLEPT have identified the registered user is located overseas, unlock the user from the Organisation screen in RAMB: Select View/Update User Enter the Organisation ID to display all users or in User Search at the bottom, paste the full user ID if available, select Continue Select the user ID to be unlocked Check the word International is in the employee ID field. Update if required Select Activate Password Tick the box Do you want to Activate the user's Password Select an appropriate Activate Password reason from the dropdown menu Select Finalise In the employer’s record in Process Direct: Record details in a Note. Use Fast Note - select Auto text, use Families > PPLEPT > Employer Inbound contact. Include, the users details that satisfied the overseas requirement. For example. Location Upload any evidence via the Documents icon (if applicable) If the request was received via email, file the email in the relevant 'month' folder in the PPLEPT mailbox Procedure ends here
8	Identity requirements not satisfied - Contact with the employer On the employer’s PPE record in Process Direct (select the appropriate option below) Employer contacted Services Australia Record details in a Note. Use Fast Note - select Auto text, use Families > PPLEPT > Employer Inbound contact Upload any evidence via the Documents icon (if applicable) If any information was received via email, file the email in the relevant 'month' folder in the PPLEPT mailbox (if applicable) Procedure ends here Successful contact Record details in a Note. Use Fast Note - select Auto text, use Families > PPLEPT > Employer Outbound contact. Include the following text: No changes or updates to user details were made as identity requirements were not satisfied. Employer has been advised. Upload any evidence via the Documents icon (if applicable) If the request was received via email, file the email in the relevant 'month' folder in the PPLEPT mailbox. Procedure ends here Unsuccessful contact Record details in a Note. Use Fast Note - select Auto text, use Families > PPLEPT > Employer Outbound contact. Include the following text: No changes or updates to user details were made as identity requirements were not satisfied. Send the approved Employer request to contact – Domestic or International (as appropriate) email to the employer from the PPLEPT mailbox Upload any evidence via the Documents icon (if applicable) If the request was received via email, file the email in the relevant 'month' folder in the PPLEPT mailbox Procedure ends here

Managing the Organisation Contact Summary (OSCS) screen

Table 5: this process is for PPLEPT staff.

Expand table

Step	Action
1	Management of an authorised representative When contact is made with an employer, check the Organisation Contact Summary (OSCS) screen in Process Direct to confirm the listed authorised representative. See Resources for information on access role definitions. If the organisation is registered for Business Hub (Bhub), compare the details under the Business Hub Access Management tile in Process Direct. Centrelink Business Online Services (CBOS) transitioned employers When Bhub replaced CBOS, employers had a period to transition to Bhub before CBOS was locked. In this transition, the authorised officer/contact roles were not auto selected by the system, therefore Process Direct and the OSCS screen are not aligned. If an authorised contact has transitioned to Bhub from CBOS, they are automatically classed as the Authorised Officer for PPL purposes. Tick the Authorised Officer role in Process Direct to then show the employer contact correctly on the OSCS screen. If multiple entries display for this authorised representative, keep the authorised officer role and end date all other entries on the OSCS screen. A contact located overseas on the OSCS screen will have 'INTERNATIONAL' recorded in the position field. Staff are not to end date these contacts, as they interact with Services Australia in CBOS because they are unable to access Bhub. Authorised officer/contact updates on the OSCS screen: if an existing authorised contact is no longer an authorised representative for the organisation, go to Step 2 if an authorised representative displays multiple times on the OSCS screen, go to Step 3 if the organisation has Bhub access, but the individual authorised contact has not transitioned to Bhub, go to Step 6 if an authorised representative has a preferred name, go to Step 8
2	Existing contact is no longer an authorised representative for the employer The employer may advise that an existing authorised representative is no longer acting in that role for the organisation. Do not make any updates to the OSCS screen until another replacement Authorised Officer is added to the record in Process Direct. There must be at least one Access Manager recorded in Bhub before end dating any old contacts. Does the organisation have Bhub access? Yes, for updating employer contacts in Bhub, see Managing personnel and updating details in Business Hub. Procedure ends here No, go to Step 7
3	Contact is displaying multiple times on OSCS screen If an authorised representative has multiple access roles (for example, contact officer and authorised officer), duplicate lines will show on the OSCS screen. Duplicate lines may create where a previous Centrelink Business Online Services (CBOS) user becomes a Bhub user. The duplicating line can result in email notifications generating for each access role the contact is assigned. If multiple entries are displaying on the OSCS screen for the authorised representative, and the authorised officer role is one of the entries, go to Step 4 is not one of the entries, go to Step 5
4	Authorised officer role is one of the entries Keep the authorised officer role, and End date all other entries on the Organisation Summary (OSCS) screen To update the OSCS screen, on the employer’s PPE record in Process Direct: Key Start into the Super Key and select PPL Update Organisation workflow from the Task Selector Task Selector – PPL Update Organisation pop up box will display Select Organisation Contact Summary Select Start On the OSCS screen, locate the relevant Organisation contact from the Organisation contact table that needs to be end dated To edit/amend on the OSCS screen, select Edit of the Organisation contact to be updated End date relevant Organisation Contact Select Save Update Receipt date, Channel and Service Reason fields Select Save Select Assess On the SWE screen, select Assess Success pop up box will display. Select OK Note: once OK is selected, activity and finalisation note will auto complete. Upload any evidence via the Documents icon (if applicable) If the request was received via email, file the email in the relevant 'month' folder in the PPLEPT mailbox Go to Step 7.
5	Authorised officer role is not one of the entries Keep the contact officer role, and End date all other entries on the Organisation Summary (OSCS) screen To update the OSCS screen on the employer’s PPE record in Process Direct: Key Start into the Super Key and select PPL Update Organisation workflow from the Task Selector Task Selector - PPL Update Organisation pop up box will display Select Organisation Contact Summary Select Start On the Organisation contact summary (OSCS) screen, locate the relevant Organisation contact from the Organisation contact table that needs to be end dated. To edit/amend on the OSCS screen, select Edit of the Organisation contact to be updated End date relevant Organisation Contact Select Save Update Receipt date, Channel and Service Reason fields Select Save Select Assess On the SWE screen, select Assess Success pop up box will display. Select OK Note: Once OK is selected, activity and finalisation note will auto complete. Upload any evidence via the Documents icon (if applicable) If the request was received via email, file the email in the relevant 'month' folder in the PPLEPT mailbox Go to Step 7.
6	Individual contact not transitioned to Bhub Where the organisation has transitioned to Bhub, there may be authorised contacts listed on the OSCS screen who have not transitioned to Bhub. Before any updates can be made to the OSCS screen, in Process Direct, select the Business Hub Access Management tile to check if there is a current authorised officer. An individual contact may advise that the authorised officer has left the business and no one else was given that role. An employer contact is unable to assign the authorised officer role to themselves. Is there a current authorised officer? Yes, end date contacts not listed in Business Hub Access Management. Go to Step 7 No, go to Step 9
7	Updating Organisation Contact Summary (OSCS) screen Do not update the OSCS screen if the business has registered for PRODA. Action these in Process Direct using the Business Management tile. The only updates staff can make to the OSCS screen are: End dating contacts Updates to preferred method of contact from EMAIL to MAIL If the EMAIL field has an email address recorded, remove email address Updating Position field to INTERNATIONAL for overseas users Replacing the word CONTACT in the position field with AUTHORISED where the Authorised Officer field was incorrectly end dated Add additional contact(s) for PRODA refusal only. This is to be a written request from the person who notified the PRODA refusal If updates are required to the OSCS screen and meet one of the above reasons, the employer’s PPE record in Process Direct: Key Start into the Super Key and select PPL Update Organisation workflow from the Task Selector Select the Organisation Contact Summary Select Start To edit/amend on the Organisation Contact Summary (OSCS) screen, select the Edit of the Organisation Select Save Update Receipt date, Channel and Service Reason fields Select Save Select Assess On the SWE screen, select Assess Select OK Record details in a Note. Use Fast Note - select Auto text, use Families > PPLEPT > Employer Inbound contact Upload any evidence via the Documents icon (if applicable) File any email in the relevant 'month' folder in the PPLEPT mailbox (if applicable Procedure ends here
8	Individual contact has a preferred name The authorised contact may notify that they have a preferred name. They need to be informed that for legal documents they are to record their legal name and not their preferred name. To record or amend a preferred name, in the employer’s PPE record in Process Direct: Key Start into the Super Key and select PPL Update Organisation workflow from the Task Selector Task Selector – PPL Update Organisation pop up box will display Select Organisation Contact Summary Select Start On the Organisation contact summary (OSCS) screen, locate the relevant Organisation contact from the Organisation contact table To edit/amend on the Organisation Contact Summary (OSCS) screen, select Edit In the Notes field, record or amend the preferred name The preferred name is not to be recorded in any other fields on the OSCS: Select Save Update Receipt date, Channel and Service Reason fields Select Save Select Assess On the SWE screen, select Assess Select OK Success pop up box will display. Select OK Note: once OK is selected, activity and finalisation note will auto complete Record details in a Note. Use Fast Note - select Auto text, use Families > PPLEPT > Employer Inbound contact Upload any evidence via the Documents icon (if applicable) File any email in the relevant 'month' folder in the PPLEPT mailbox (if applicable Procedure ends here
9	Business Hub Access Management tile - No current authorised officer In Process Direct if there are (choose the appropriate option below): Authorised officers listed Tell the employer the organisation needs to nominate an authorised officer and an access manager in Bhub. In the employer’s record in Process Direct: Record details in a Note. Use Fast Note - select Auto text, use Families > PPLEPT > Employer Inbound contact. Include the following text: Organisation needs to nominate an authorised officer and an access manager in Bhub. No updates required. Upload any evidence via the Documents icon (if applicable) If the request was received via email, file the email in the relevant 'month' folder in the PPLEPT mailbox Procedure ends here. No other authorised officers are listed Complete a POI check and check the user’s association with the organisation. See Managing personnel and updating details in Business Hub to complete this. If satisfied, tick the authorised officer role on behalf of the employer contact. In the employer’s record in Process Direct: Record details in a Note. Use Fast Note - select Auto text, use Families > PPLEPT > Employer Inbound contact Upload any evidence via the Documents icon (if applicable) File any email in the relevant 'month' folder in the PPLEPT mailbox (if applicable) Procedure ends here.

Operational Information

Employer registration for Parental Leave Pay (PPL) 043-02040010

On this page:

Employer registration process for PPL

Registering organisation roles in Registration and Access Management for Business (RAMB) for overseas users only

Updating organisation roles in Registration and Access Management for Business (RAMB) for overseas users only

Removing, updating details, password resets and locking or unlocking overseas users in RAMB

Managing the Organisation Contact Summary (OSCS) screen