Earnings Apportionment Tool (EAT) 107-03020010

Open Customer Record so that EAT can link to the Centrelink system.

Launch EAT.

Find it on the intranet via C > Calculators and Tools.

See Resources for the EAT user guide for more detail.

Key the verified employment income onto the left side of the sheet. Use the dates from, dates to and amounts.

Adjust the dates to match the employment income pay periods, not the Centrelink pay period.

Take care keying the data. If the pay details are wrong, the EAT data will be wrong. Small errors can have a big impact on the debt amount.

There may be scenarios where verified income has already been updated on the customer's record, check EAAD and EANS before coding.

EAT:

• displays the number of days in the period and the daily amount earned by the customer
• can set up dates for regular pay cycles

Select Insert Regular Earnings Dates from the Apportionment menu.

EAT will ask for:

• end date of the first earnings period
• end date of the last earnings period
• frequency of the earnings periods (daily, weekly, fortnightly, monthly or annual)

EAT will enter the From and To dates for each earnings period.

Key the employment income amount for each period.

Adjust the dates if needed.

Once completed, select 'Apportion Earnings'.

Note: Once Apportion Earnings is selected, the earnings apportion to align with the customer’s Entitlement Period from the Payment Summary (PS) screen. The apportionment will display on the right hand side of the EAT.

Make sure the customer's record is displayed.

Select Upload to EAAD from the Apportionment menu.

On the Upload to EAAD screen:

• select which employer details to upload. These are the employers listed on the Employment Income Summary (EANS) screen
• if the employer is not listed, select Add New Employer and record:
• Earnings Type
• Employer Name/Description
• Employer Phone Number, Employer ABN and Employee Reference if known
• these fields default. Change if needed:
  Date Paid
  Pay Type
  Who
• select Add to upload the first earnings period
• select Skip if that earnings period is not to be added
• repeat until the last entry is uploaded, then select Exit

Note: if the EAAD screen has an entry for the earnings period being uploaded, EAT will correct that entry.

Select Upload to EAN from the Apportionment menu.

EAT will:

• notify that it will also download the related employment income declared by the customer
• set entitlement periods for the period of employment income
• for partnered customers, ask if the details being uploaded belong to the primary reporter

Take extra care if the record has continuing employment income (1WE, 2WE) or employment income for a DOV that is not the customer's EPED date.

Specify which employer's details EAT should upload to EANS.

Confirm the working week for the customer. Check if there are days they do not work, such as weekends. By default, all days are selected. Change only if indicated by the employer details. EAT will apportion the actual employment income over the entitlement periods.

Check any arrears before releasing. They could lead to a duplicate payment to the customer.

Partially verified earnings (PVE)

Do not code these on the EANS screen, even if the amount is more than the customer declared.

Note: if the payslips are provided for a period after 7 December 2020, these are to be entered manually on the Employment Income Paid Details (EAPP) screen. The EAT tool does not code the EAPP screen.

This screen:

• lists all apportioned and declared employment income amounts in the period
• indicates whether EAT will insert a new employment income line, or change or delete an existing line

By default, it selects all employment income lines. De-select lines if there is reason to not update that line on EANS.

If necessary, change the following fields via the drop down box:

• Employment Status
• Change Reason
• Verification

Select Continue to upload the details.

EAT will process all the selected employment income lines on EANS.

The earnings sheet for each employment income line shows the:

• apportioned amount
• declared amount, and
• EANS update category

All EAT calculation sheets used must be saved as an .XLSX file to be uploaded to the customer record.

To save the EAT as an .XLSX file, select:

• File > Save As > browse to locate the H Drive
• Save as type, change to Excel workbook to save as an .XLSX file

All calculation sheets must be uploaded to the customer's record using:

• Document Tools in Customer First:
• when presented with the option Hand Off For Further Action, select No
• reason code DBTCAL

Immediately after uploading the EAT calculation sheet to the customer record, the file must be deleted from any local storage such as shared folders, desktop or email. This meets requirements for storage of customer information outside a core Centrelink system.

For multiple employers, save each calculation with the Customer Reference Number (CRN) and employer number as outlined in the example below:

• EAT sheet for:
• 1st employer save as ‘123456789A01’
• 2nd employer save as ‘123456789A02’

If a decision is returned in Quality On Line (QOL), a request must be made to remove the calculation sheet from the customer record. The Resources page contains a link to the Digital Image Deletion Request form. This makes sure only the correct calculation sheet is attached to the customer record.

EAT does not finalise the activity on the system. This allows for any further processing.

To finalise the activity, use ADEX to get an explanation of the debt calculation.