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Indexing an organisation for nominees 043-04120010

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This document outlines the steps for indexing an organisation for nominee arrangements. Once an organisation is indexed it will have a record within the Centrelink computer system and an independent Centrelink Reference Number (CRN)

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Indexing an organisation for nominees

Coding the Organisation List (OL) screen

Indexing an organisation for nominees

Table 1

Expand table

Step

Action

1

Type of organisation

If the organisation is a:

2

Has ICT Security Portal (ISP) access to add a nominee organisation been given?
  • Yes, go to Step 3
  • No, re-categorise the SS313 work item in Workload Manager (WLM) to Nominee Organisation Requests. Procedure ends here

3

Indexing a nominee organisation

Processing Team: Typically done by specialised processing teams in a service centre or Smart Centre. Unless otherwise stated, staff may complete this step if they are trained.

Note: an organisation record can only be added by first conducting a search. Nominee organisation records can only be added in the 'B' environment.

A nominee organisation must have a unique nominee record. Where an organisation has an existing record, such as a Trust and Company (TAC) or Centrepay record this cannot be used for nominee relationships and a new record must be created.

To index a nominee organisation, key:

  • 'B' in the Env field
  • [Enter] (user profile may need updating)

Details of the nominee organisation will be found in the Authorising a person or organisation to act or enquire on your behalf (SS313) form.

Go to Step 4.

4

Search for existing nominee organisation record

Processing Team: Typically done by specialised processing teams in a service centre or Smart Centre. Unless otherwise stated, staff may complete this step if they are trained. To access the ON screen, key:

  • 'ON' in the Nxt field and [Enter]
  • Enter any relevant search parameters in appropriate fields such as:
    • ABN
    • Name

Note: ABN can be searched without entering an organisation name. Key the organisation’s ABN in Organisation ID field and type ‘ABN’ in ID Type field.

Key ‘NOM’ in Organisation Code field to eliminate other organisation types. Organisation records are located in ENV B

Is the organisation registered on the system with NOM stakeholder code?

5

Organisation Name Search (ON)

Processing Team: Typically done by specialised processing teams in a service centre or Smart Centre. Unless otherwise stated, staff may complete this step if they are trained.

To access the ON screen, key:

  • 'ON' in the Nxt field and [Enter]
  • The organisation's name in the Name field.

Note: to search using the Keyword field every word is treated as a keyword. Try keying the first three characters of the organisation's name followed by an asterisk for more options.

For a nominee organisation, key 'NOM' in the Stakeholder Code field to eliminate other organisation types from the search.

Complete the footer details in the following fields:

  • Act field, use 'NLK' for nominee organisations
  • Srce field, key the source of the information
  • DOR field, key the date of receipt
  • Serv Rsn field, 'NOM' for nominee organisations

Press [Enter]

See Step 1 in the Coding the Organisation List (OL) screen table.


Coding the Organisation List (OL) screen

Table 2

Expand table

Step

Action

1

OL screen

Processing Team: Typically done by specialised processing teams in a service centre or Smart Centre. Unless otherwise stated, staff may complete this step if they are trained.

The OL screen displays any matches found.

Have any matches been found?

Note: for nominee organisations ensure any potential match has a 'NOM' stakeholder code before selecting it.

2

From the OL screen

Processing Team: Typically done by specialised processing teams in a service centre or Smart Centre. Unless otherwise stated, staff may complete this step if they are trained.

Select the organisation by typing 'S' on the line next to the appropriate match and press [Enter].

Is the organisation selected a correct match?

  • Yes, a new organisation record is not required. Procedure ends here
  • No, go to Step 3

3

Input the full name of the organisation in the Org Name field

Processing Team: Typically done by specialised processing teams in a service centre or Smart Centre. Unless otherwise stated, staff may complete this step if they are trained.

Search again. If:

  • the correct record is found, no further action is required. Procedure ends here
  • no record exists, add the organisation to the system:

4

Add Organisation (AO) screen

Processing Team: Typically done by specialised processing teams in a service centre or Smart Centre. Unless otherwise stated, staff may complete this step if they are trained.

The legal name of the nominee organisation (as keyed into the ON screen) is displayed at the top of the screen.

Check name meets requirements for nominee organisations.

Key the external reference number into ABN field.

Note: nominee organisations are only asked to provide an ABN. The ABN field is mandatory and needs to be recorded on the Reference Number (NU) screen when adding an organisation.

5

Additional coding

Processing Team: Typically done by specialised processing teams in a service centre or Smart Centre. Unless otherwise stated, staff may complete this step if they are trained.

If not already completed, action the following:

  • update the Reference Number (NU) screen with an external reference number
  • update the Office Code (OC) screen
  • update the Organisation Contact Details (OSCD) screen
  • update the Organisation Contact Address Details (OCAD) screen
  • link the customer to the nominee organisation - see Adding or rejecting a nominee request