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Delivery of Parental Leave Pay (PPL) 007-09010020

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This document outlines how PPL is delivered to employees. Depending on their circumstances, this can be by their employer, Services Australia, or both.

On this page:

PPL payment delivery to employees

PPL employer determination notice and acceptance

Transferring the paymaster role

PPL Employer determination - ARO/ART implementation decision

Finalising PPL change of circumstances

Further actions and documentation


PPL payment delivery to employees

Table 1

Expand table

Step

Action

1

PPL Payment Delivery

PPL payments can be delivered through the employee’s employer or Services Australia.

To view if the employer or Services Australia is responsible for delivering PPL, in Process Direct, go to the PPL days calculation summary (P1RCS) screen, using the Super Key:

  • expand the relevant twisty in the Action field
  • on the PPL days calculation summary (P1RCE) table expand the relevant twisty in the Action field

The P1RCE screen, displays the Paymaster (employer and/or Family Assistance Office).

Employers are responsible for providing PPL to their eligible employees. However, where the employee is receiving an income support payment (ISP), PPL paid for children born or entering care will be delivered by Services Australia.

If the customer is an eligible employee, they will not have the option to choose who will deliver the payment. PPL will be delivered by Services Australia, if:

  • it cannot be delivered by the employer, or
  • the employer is not required to have an Australian Business Number (ABN)

2

Payment screens

Payment Summary (PS) screen

Payments of PPL will appear on the PS screen as a PPL payment.

Payments will only appear once PPL is current (i.e. when the first PPL day is reached).

The information on the payment line will display:

Payments are provided direct to the employee by Services Australia or to the employer. If Services Australia provides payments to the employer, the employer will provide the appropriate amount to the customer in their next available regular payday.

Where PPL is delivered by the employer the Delivery Date field indicates when the employer received the funding, not when the payment was received by the employee.

Where the employer selects irregular or other as their pay cycle frequency, the employer will not be able to input pay cycle dates and funding will only be delivered in 6 weekly instalments. This will display on the Payment Summary (PS) screen of the employee as 6WE (6 weekly).

Employer payments will have a gross amount equivalent to the total PPL funding amount and a net amount of $0.00.

3

Services Australia payment information

When Services Australia is providing PPL directly to an employee:

  • Deductions for outstanding debts can be made from fortnightly instalments if requested by the employee. No deductions are available from arrears payments
  • Services Australia will deduct child support payments from PPL if requested by Child Support
  • Services Australia will ensure that a protected earnings amount is paid to the employee after any tax or child support deductions
  • Rent deductions and Centrepay deductions are not available from PPL payments
  • A Payment Summary will be generated on the system and can be viewed on the Tax Payment Summary (TXGS) screen
  • The year to date amount can be viewed on the Tax YTD Totals (TXYTD) screen
  • The system will automatically default the tax reduction rate to 15%

Services Australia will always deliver:

  • where a customer has claimed a day on the weekend (i.e. Saturday or Sunday)
  • any subsequent PPL days, including periods of 8 weeks or longer that are separated from the first period
  • where the customer is already current and a day or more is added before the continuous block and the new day(s) are not a continuous block of at least 8 weeks of consecutive weekdays
  • any PPL days nominated on or after the child’s first birthday, or anniversary of adoption

Note: if the PPL claim is a status of CAN-EOP resulting in arrears to the employee, tax may not be deducted. See Customer notifies a change of circumstances for PPL.

The standard withholding amount for PPL is 100%. A PPL withholding arrangement is broken if the employee does not receive any PPL over a 28 day period. If the employee receives PPL more than 28 days after their last PPL payment, the withholding will not restart. The employee must make a new arrangement. For further information, see Parental Leave Pay (PPL) debt raising, debt offsetting and recovery.

When Services Australia is required to take over payment of PPL from an employer and there was a current salary sacrifice arrangement in place, Services Australia will not be able to accommodate the salary sacrificing arrangements.

The employer determination will be revoked if the customer:

  • removes a day from the continuous weeks to create a gap (including where they are ineligible on a day), or
  • adds a weekend day during the continuous period

Once an employer determination is in place, it will continue until the date of the gap, or weekend day, or the end of the continuous PPL days (even if the customer reduces the period to less than 8 weeks).

4

Notification to employees from Services Australia

Services Australia will provide written advice of entitlement to all PPL employees throughout the payment period, whether the employee is paid by the employer or Services Australia.

Initial payment and change of rate letters must include:

  • the employee name
  • source and nature of the payment
  • payment dates and period of PPL
  • net amount and tax deductions, only if PPL is delivered by Services Australia

If PPL is delivered by Services Australia, a Payment Summary is generated on the system and is available at the beginning of the financial year for taxation purposes.

Note: a payment summary is available for employees to access through a range of self service options.

5

Payment information for the employer

When an employee lodges a claim for PPL and an employer determination is made (the employer is responsible for providing PPL to the employee), a notification is sent to the employer which includes:

  • the employee's name
  • that the employee is eligible for PPL
  • the period for which the employer is to provide PPL to the employee
  • a request to verify that the employer's PPL details have not changed
  • the employer's obligations under the PPL scheme
  • the review and appeal rights of the employer if the employer disagrees with the decision that they are to provide PPL to the employee

The notification is sent electronically or by mail. Letters are also issued to advise the employer of any changes to the determination.

A confirmation letter is sent to the employer when they accept employer determination.

Transfer of payments to employers

Services Australia works with employers to ensure the PPL amount is provided in advance to them before they are required to provide PPL to an employee. There is no obligation for an employer to provide PPL until they have received the required funds.

Payments are electronically transferred to the employer's nominated business bank account. A payment notice (either electronic or in another written form) is provided with each payment.

Services Australia is able to make fortnightly instalments or six-weekly instalments of PPL funding to an employer. The employer elects a preferred delivery frequency.

Payments are transferred prior to the employer's pay cycle. This will be before the pay cut-off date for any changes to the employee's pay for that pay period.

Employers with multiple employees receiving PPL receive 1 payment from Services Australia per environment per pay cycle for all the employees in that pay cycle.

Employer providing payments before employer determination and/or start date of employer paid period

Paid Parental Leave legislation does not provide authority for an employer to provide PPL before either:

  • the start of the person's employer paid period, or
  • an employer determination is in force

If an employer chooses to provide what they consider to be PPL to an employee prior to an employer determination and/or the start date of the employer paid period, these payments are not PPL.

Therefore, these payments:

  • do not affect an employer's obligation to provide PPL in accordance with the Paid Parental Leave Act once they have been funded to do so, and
  • should not be offset against PPL funds provided to enable the employer to provide PPL

PPL considered as income for employer

PPL is income for the employer and the payment provided to the employee is a deduction. Interest earned on PPL is also income.

Deductions from payments

Centrepay and rent deductions are not available when the employer provides PPL to the employee. Any voluntary deductions from the PPL for the employee's benefit (for example, superannuation) can be negotiated by the employee with their employer.

6

Employer PPL funds delivered to employee’s bank account

When the employer actions the employer determination, they provide the business bank account details for the delivery of the PPL funding amounts. The account details should be the business’s details and not the employee’s.

If the employee contacts to advise they have received the PPL funding amount and the employer is the paymaster, then a handoff is required to PPLEPT.

  • Create a handoff. Use Fast Note - select Auto Text, - use Families > Paid Parental Leave > PPL Funds
  • Provide information within the referral to assist PPLEPT with the location of the funds

The Fast Note will automatically apply the ACTPEP keyword for allocation to appropriate staff.

7

Transfer of PPL payment responsibility from Services Australia to Employer

The delivery of PPL may only be transferred from Services Australia to an employer where the claim is ASS PCB or the child is stillborn or has died.

Before sending a referral, staff are to check the customer satisfies an employer determination for PPL.

Note: transfers of PPL payment responsibility and revoke employer determinations can only be completed by staff from the Parental Leave Employer Processing Team (PPLEPT).

Transfers from Services Australia to an employer may only occur when the PPL claim is at the pre-birth stage (ASS-PCB) before the add newborn transaction is processed. Services Australia remains the pay provider while the employer determination is pending. Once the employer has accepted the employer determination, the transfer is finalised.

If the customer contacts at post birth stage (PPL-ASS ASD/EIR/EIA, CZR or CUR) tell them Services Australia will remain the paymaster.

If the PPL claim is at the pre-birth stage and the customer wants the employer to be the paymaster, a handoff is required to PPLEPT. Inappropriate referrals will be sent Staff Feedback:

  • Create a handoff. Use Fast Note - select Auto Text, - use Families > Updates > Transfer PPL paymaster
  • Provide information within the referral to assist PPLEPT with the revocation decision
  • The Fast Note will automatically apply the ACTPEP keyword for allocation to appropriate staff

For Paid Parental Leave Employer Processing Team (PPLEPT) staff.

PPLEPT staff when allocated a Transfer PPL paymaster DOC, see Table 3.

8

Transfer of PPL payment responsibility from Employer to Services Australia where child is stillborn or has died

When a child is stillborn or has died, the PPL employee can choose who will deliver their PPL, either Services Australia or their employer (this includes when PPL payments have already been issued to the employer).

If an employee contacts to advise they want to change the paymaster from the employer to Services Australia, staff are to inform the employee that the paymaster role will be changed to Services Australia from DPT+1.

  • Create a handoff. Use Fast Note - select Auto Text, - use Families > Updates > Transfer PPL paymaster
  • Provide information within the referral to assist PPLEPT with the revocation decision and include
    • the date the paymaster role is to be changed (DPT+1)
    • that the paymaster role transfer date discussed with the employee
  • The Fast Note will automatically apply the ACTPEP keyword for allocation to appropriate staff

For Paid Parental Leave Employer Processing Team (PPLEPT) staff.

PPLEPT staff when allocated a Transfer PPL paymaster DOC, see Table 3.

9

Employee reviews and appeals and assisted dispute resolution

Employees can request an explanation or apply for a formal review of a decision based on eligibility and payability determinations of PPL.

An employee cannot apply for a formal review of matters which relate to:

  • provider decisions, or
  • the assisted dispute resolution process

See:

Assisted dispute resolution

When an employer and employee do not agree about a matter concerning PPL, the Paid Parental Leave Employer Processing Team (PPLEPT) will provide assisted dispute resolution to help the parties resolve the matter.

If this is not successful and the matter relates to the employer’s obligations in providing payments, e.g. providing the employee with their PPL payments, keeping proper records, etc., the issue is referred to the Fair Work Ombudsman for investigation. The Fair Work Ombudsman will undertake this investigation in line with its existing processes for investigating an allegation that wages have not been paid.

See:

10

Overpayments

If excess or unused PPL is transferred to an employer and/or an employee, an overpayment of PPL occurs. If an employer becomes aware of such situations, they are to advise Services Australia immediately.

Services Australia will work out who is liable to repay any overpaid amount. If required, they will contact the employer and confirm the details of the situation.

If an overpayment of PPL has been received by an employee, Services Australia will seek recovery of the PPL from the employee.


PPL employer determination notice and acceptance

For Paid Parental Leave Employer Processing Team (PPLEPT) staff.

Table 2

Expand table

Step

Action

1

Employer determination and acceptance

Where an employer has been given a PPL employer determination notice, and:

2

Change an ABN

If an ABN has changed due to:

  • an internal change in the business and the employee is still employed under the same position, conditions and employer, the ABN is still required to register and administer to deliver PPL
  • the sale of the business, attempt to contact the new owners. If they do not wish to administer PPL to non-mandatory staff or the contact is unsuccessful then normal revoke process applies

In some circumstances, employers are not required to have an ABN, for example, an overseas employer, or people who employ household workers such as cleaners, nannies, or gardeners. In these cases, Services Australia will deliver PPL to the employee as the employer is not recognised as a PPL employer. See Processing standalone and combined claims for family assistance and/or Paid Parental Leave scheme payments.

For updates to the ABN, see Role of the employer in Parental Leave Pay (PPL).

3

Employer reviews and appeals and assisted dispute resolution

If an employer does not agree to provide PPL to an employee, the employer can apply for a formal review of the decision in writing, supported with evidence. The employer can seek a review of the PPL employer determination within 14 days of the determination letter.

If the employer is unable to provide documentary evidence, a statutory declaration can be provided instead. The grounds for the review are detailed in Paid Parental Leave (PPL) employer initiated reviews and appeals.

See the Resources page for a link to the Business Hub website.

Assisted dispute resolution

If an employer and employee do not agree about a matter concerning PPL, the Paid Parental Leave Employer Processing Team (PPLEPT) will provide assisted dispute resolution to help the parties resolve the matter.

If this is not successful and the matter relates to the employer’s obligations in providing payments, e.g. providing the employee with their PPL payments, keeping proper records, etc., the issue is referred to the Fair Work Ombudsman for investigation. The Fair Work Ombudsman will undertake this investigation in line with its existing processes for investigating an allegation that wages have not been paid.

See:

4

Transfer of PPL payment responsibility from Employer to Services Australia

Transfers from an employer to Services Australia may only occur where:

  • the employer is the paymaster (either the PPL payment has commenced or is scheduled to commence) at the time of grant of an ISP
  • the employer:
    • has applied for a formal or ART review of an employer determination, and
    • it is 28 days after the employee's PPL start date, and
    • the review is still in progress
      (This should only occur for cases of financial disadvantage)
  • the employer has failed to adhere to the assisted dispute resolution process, and the matter is referred to the Fair Work Ombudsman (FWO)

Revoke employer determination from an employer to Services Australia may only occur where a decision is made that the employee is no longer eligible or the employer:

  • has failed to provide the business bank account and pay cycle details within 14 days of the letter advising an employer of an unsuccessful review of employer determination
  • no longer satisfies the employer determination
  • has failed to respond within 21 days to a compliance notice issued as a result of assisted dispute resolution
  • has become insolvent
  • is in a shutdown period (for example, Christmas shutdown) and the employer is unable to respond to an employer determination which will result in a payment delay to the employee, or is unable to be provided with a funding amount

Services Australia may revoke an employer determination where a child is stillborn or has died and the employee has advised they want the paymaster to be Services Australia (this includes when PPL payments have already been issued to the employer).

Services Australia may also revoke an employer determination if there is sufficient reason. For example, an:

  • employer's business has become de-registered, or
  • employer experiences circumstances beyond their control, such as an office fire or flooding impacting their ability to make payments to their employees

In these cases, refer the case to the Level 2 Policy Helpdesk for a decision.

  • See the Resources page for links to:
  • the online referral form, and
  • a table which contains scenarios and information on transferring the payment responsibility to Services Australia

The employer determination will be revoked if the customer:

  • removes a day from the continuous weeks to create a gap (including where they are ineligible on a day); or
  • adds a weekend day during the continuous period

Once an employer determination is in place, it should continue until the date of the gap, or weekend day, or the end of the continuous PPL days (even if the customer reduces the period to less than 8 weeks).

If the employer satisfies the criteria for the employer role to be transferred or revoked, see Table 3.

5

Employer Registration prior to acceptance

Where an employer has been given an employer determination notice, they must be registered to deliver PPL prior to providing an acceptance notice.

Is the employer registered to deliver PPL?

6

Requirements of an online acceptance notice

When the employer is providing the acceptance notice online, they must include:

  • a declaration they accept their obligation to pay instalments to the employee, and
  • business bank account information an account held and maintained by the employer into which PPL payments 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:
    • the employee's usual pay period
    • if a payability determination has been made, the first day of the employee's pay period that overlaps with the start of their employer paid period
    • if a payability determination has not been made, the first day of the employee's pay period that overlaps with the employee's expected start date, and
    • the pay day and the payroll cut-off day for the employee's usual pay period

See the Resources page for a link to the Business Hub website.

7

Requirements of a written acceptance notice

Where the employer is registered to deliver PPL in Centrelink Business Online Services (CBOS) or Business Hub and the person providing the acceptance notice in writing is confirmed to be an authorised contact, they must include:

  • a declaration that they accept their obligation to pay instalments to the employee, and
  • 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:
    • 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
  • information to identify both the employer and employee, including:
    • employee’s full name
    • claim reference number
    • their Australian Business Number (ABN)

Where possible, PPLEPT staff member is:

  • to remain on the call,
  • wait for the email, and
  • action the acceptance

For information to support Payment Correctness, see Quality Management Application (QMA) quality checking.

Note: an exception exists if the employer has already elected to provide PPL for the employee, which included the business bank account details. After the employer acceptance is received, sometimes the employee’s PPL claim can be rejected and then re-granted, such as following an Authorised Review Officer (ARO) decision. In this instance, the employer will still need to comply with the requirements in any subsequent acceptance notice. However, they will only need to declare that the business bank account information already provided for the employee is correct. This exception does not apply if the employer:

  • has previously provided the business bank account information for other PPL employees, and
  • is providing a new acceptance for an additional employee

PPLEPT staff can obtain written acceptance from the employer via email. If the employer refuses to register for PRODA then the Employer Acceptance must be faxed or sent via mail for the employer to complete.

Is the employer registered to deliver PPL and has sufficient information been supplied?

8

Recording employer acceptance

Check:

the manual acceptance contains all the required information and is signed by the Authorised Officer. If the manual acceptance is not completed correctly, then acceptance cannot be coded

to ensure existing information, i.e. business bank account number, payment frequency and cycle is correct and matches the written acceptance prior to making any updates. See Managing the delivery of Parental Leave Pay.

For overseas users check RAMB access and update if required. See Employer registration for Parental Leave Pay (PPL).

In the employee’s record, in Process Direct:

  • Go to the START screen. Search for and select the PPL Update Employer Determination and Payroll workflow
  • 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: select Yes
    • Select Next
    • Update Receipt date, Channel and Service Reason fields
    • Select Save

To finalise the update, see Table 5.


Transferring the paymaster role

For Paid Parental Leave Employer Processing Team (PPLEPT) staff

Table 3

Expand table

Step

Action

1

Transferring the paymaster role

To record a transfer:

2

Check PPL payment delivery role transfer table

This procedure applies to PPL/CUR, PPL/ASS and PPL/CAN records.

On the employee’s record in Process Direct, go to the Parental Leave Pay (PPL) Payment Delivery Role Transfer (P1PDT) screen.

Is a transaction displaying on the PPL payment delivery role transfer table e.g. change of ABN?

3

Undo latest incomplete transfer

In the employee’s record in Process Direct:

  • Go to the START screen. Search for and select the PPL Update Employer Determination and Payroll workflow
  • Select PPL Payment Delivery Role Transfer from the pop-up box
  • Select Start
  • On the Parental Leave Pay (PPL) Payment Delivery Role Transfer (P1PDT) screen, expand the relevant claim using the twisty in the Action field
  • On the PPL payment delivery role transfer action table, select Add
  • The Create PPL payment delivery role transfer action box will open
    • Perform action: Undo latest incomplete transfer
    • Inhibit employer letter: No
  • Select Save
  • Update Receipt date, Channel and Service Reason fields
  • Select Save
  • Select Assess
  • Select Assess again to go the Entitlements (ELD) screen
  • Check the results on the ELD screen are correct
  • Select Finish
  • Select Finalise

Go to Step 4.

4

Recording transfers from an employer to Services Australia

This procedure applies to PPL/CUR, PPL/ASS and PPL/CAN records.

In the employee's record, in Process Direct:

  • Go to the START screen. Search for and select the PPL Update Employer Determination and Payroll
  • Select PPL Payment Delivery Role Transfer from the pop-up box
  • Select Start
  • On the Parental Leave Pay (PPL) Payment Delivery Role Transfer (P1PDT) screen, expand the relevant claim using the twisty in the Action field
  • On the PPL payment delivery role transfer action table, select Add
  • The Create PPL payment delivery role transfer action box will open:
    • Perform action: stillborn or neonatal - 'Change payment delivery to FAO', or if the employer role has been revoked, 'revoke determination'
    • Revoke Reason: select from the drop-down list
    • Date of Effect of the Paid Parental Leave Delivery Role Transfer: date of effect (DOE) of the PPL delivery transfer
    • Inhibit employer letters: leave blank
  • Select Save
  • Update Receipt date, Channel and Service Reason fields
  • Select Save

Check the employee's nominated PPL tax rate is applied on the Payment Instruction Summary (PINS) screen. For information on how to update tax deductions see Managing Australian Taxation Office (ATO) tax deductions.

Spanning financial years

PPL payments paid to an employee in the financial year will affect their income and taxation obligations for that financial year. If the employees PPL payment crosses financial years, and is paid after 1 July, the full payment will affect income and taxation for the financial year it was received.

Where an employer determination is being revoked:

  • within 4 weeks of the end of a financial year and
  • the employee is receiving future payments (i.e. the employer was on a 6 weekly payment cycle) and
  • the PPL payment has already been delivered

Service Officers should contact the PPL employee to discuss payment delivery options.

If the payment delivery is changed to Services Australia:

  • the PPL payments will be issued immediately in the current financial year, or
  • the employee can elect for the funds delivered to them in the new financial year

Employees who request payment delivery in the new financial year will need the payment delivery transfer action held until the new financial year.

To finalise the update, see Table 5.

5

Recording transfers between 2 employers

This procedure applies to PPL/ASS records only.

In the employee's record, in Process Direct:

  • Go to the START screen. Search for and select the PPL Update Employer Determination and Payroll workflow
  • Select PPL Payment Delivery Role Transfer from the pop-up box
  • Select Start
  • On the Parental Leave Pay (PPL) Update Employer Determination and Payroll (P1PDT) screen, expand the relevant claim using the twisty in the Action field
  • On the PPL payment delivery role transfer action table, select Add
  • The Create PPL payment delivery role transfer action will open:
    • Perform Action: Change ABN
    • Select Save
  • Update Receipt date, Channel and Service Reason fields
  • To edit/amend the PPL employer details table:
    • select Edit to change previously recorded employer details, and update the details of the new employer. The name and contact information will pre-populate once an Australian Business Number (ABN) is entered
    • Note: if the Employment type field is 'Self-employed', 'Contractor' or 'Special category employee' the remaining fields will not be displayed
  • Select Save

To finalise the update, see Table 5.

6

Recording transfers from Services Australia to an employer

This procedure applies to PPL pre-birth records. Services Australia remains the pay provider while the employer determination is pending. Note: This can apply to PPL ASS claims where an appeal is in progress.

In the employee's record, in Process Direct:

  • Go to the START screen. Search for and select the PPL Update Employer Determination and Payroll workflow
  • Select PPL Payment Delivery Role Transfer from the pop-up box
  • Select Start
  • On the Parental Leave Pay (PPL) Update Employer Determination and Payroll (P1PDT) screen, expand the relevant claim using the twisty in the Action field:
  • On the PPL payment delivery role transfer action table select Add
  • In The Create PPL payment delivery role transfer action box will open:
    • Perform action: Initiate employer determination
    • Date of Effect of the Paid Parental Leave Delivery Role Transfer: will default to the first PPL day
  • Select Save
  • Update Receipt date, Channel and Service Reason fields

On the PPL Employer Details table:

  • select Edit to update the details of the new employer (the name and contact information will pre-populate once an Australian Business Number (ABN) is entered). Note: if the Employment type field is 'Self-employed', 'Contractor' or 'Special category employee' the remaining fields will not be displayed
  • Select Save

To finalise the update, see Table 5.

7

Recording a forced employer determination transfer

This procedure applies to PPL/ASS records only where the force employer determination will override the employer's current opt-in status to achieve a pending employer determination outcome. Verbal consent is required between employee and employer before this procedure is to be used.

In the employee's record, in Process Direct:

  • Go to the START screen. Search for and select the PPL Update Employer Determination and Payroll workflow
  • Select PPL Payment Delivery Role Transfer from the pop-up box
  • Select Start
  • On the Parental Leave Pay (PPL) Payment Delivery Role Transfer (P1PDT) screen, expand the relevant claim using the twisty in the Action field
  • On the PPL payment delivery role transfer action table select Add
  • The Create PPL payment delivery role transfer action box will open
    • Perform action: Initiate employer determination
    • Force payment delivery to employer? Yes
  • Select Save
  • Update Receipt date, Channel and Service Reason fields
  • On the PPL employer details table, select Edit to update the details of the new employer (the name and contact information pre-populate once an Australian Business Number (ABN) is entered). Note: if the Employment type field is 'Self-employed', 'Contractor' or 'Special category employee' the remaining fields will not be displayed
  • Select Save

To finalise the update, see Table 5.


PPL Employer determination - ARO/ART implementation decision

For Paid Parental Leave Employer Processing Team (PPLEPT) staff.

Table 4

Expand table

Step

Action

1

Implementing a PPL employer determination review outcome

After an Authorised Review Officer (ARO) or the Administrative Review Tribunal (ART) completes a review of a decision, implementation instructions will be referred to the relevant Subject Matter Expert (SME) team.

Has the PPLEPT been allocated an ARO or ART implementation work item about a PPL employer determination?

  • Yes:
  • No, this is not an employer determination review. Procedure ends here

2

Allocated a due Appeal (ARO/ART) Note

The employer was issued a Q888 notice requesting written declaration of their obligation to deliver PPL as the appeal decision was affirmed.

Once the ARO/ART implementation decision HLD Note is allocated via workload manager, check if the employer has actioned the employer determination. Staff to check the employee’s record and the PPLEPT mailbox for any emails (manual acceptance) from the employer.

Has the employer accepted the employer determination and provided their business bank account and pay-cycle details?

3

Paymaster role

Has the paymaster role been transferred to Services Australia?

4

Check PPL payment delivery role transfer table - PPL/CUR, PPL/ASS and PPL/CAN

This procedure applies to PPL/CUR, PPL/ASS and PPL/CAN records, where:

  • the original decision has been set aside or varied, and
  • Services Australia will take over the paymaster role for the remaining eligibility

On the employee’s record in Process Direct, go to the Parental Leave Pay (PPL) Payment Delivery Role Transfer (P1PDT) screen.

Is a transaction displaying on the PPL payment delivery role transfer table e.g. change of ABN?

5

Undo latest incomplete transfer

In the employee’s record in Process Direct:

  • Go to the START screen. Search for and select the PPL Update Employer Determination and Payroll workflow
  • Select PPL Payment Delivery Role Transfer from the pop-up box
  • Select Start
  • On the PPL payment delivery role transfer action table, select Add
  • The Create PPL payment delivery role transfer action box will open
    • Perform action: Undo latest incomplete transfer
    • Inhibit employer letter: No
  • Select Save
  • Update Receipt date, Channel and Service Reason fields
  • Select Save
  • Select Assess
  • Select Assess again to go the Entitlements (ELD) screen
  • Check the results on the ELD screen are correct
  • Select Finish
  • Select Finalise

Go to Step 6.

6

Recording a PPL paymaster transfer from an employer to Services Australia

To revoke the determination, in the employee’s record in Process Direct:

  • Go to the START screen. Search for and select the PPL Update Employer Determination and Payroll workflow
  • Select PPL Payment Delivery Role Transfer from the pop-up box
  • Select Start
  • On the Parental Leave Pay (PPL) Payment Delivery Role Transfer (P1PDT) screen, expand the relevant claim using the twisty in the Action field:
  • On the PPL payment delivery role transfer action table select Add
  • The Create PPL payment delivery role transfer action box will open:
    • Perform action: revoke determination
    • Revoke Reason: select reason from the drop down list
    • Date of Effect of the Paid Parental Leave Delivery Role Transfer: date of effect (DOE) of the PPL delivery transfer
  • Select Save
  • Update Receipt date, Channel and Service Reason fields
  • Select Save

To finalise the update, see Table 5.

7

Determine if the PPL paymaster role can be transferred as part of the review process

Where 28 days of PPL arrears have accrued from the employee's first PPL day, contact the employee to discuss the possibility of transferring the paymaster role to avoid further payment delays.

To determine if the paymaster role can be transferred to Services Australia check if:

  • 28 days of arrears have accrued from the employee's first PPL day
  • One genuine attempt has been made to contact the employee to discuss the possibility of transferring the paymaster role, and if:
    • contact is successful, the employee has agreed to have the paymaster role transferred to Services Australia, or
    • contact attempt is unsuccessful, the employee’s record has been documented with the attempt

Note: if 28 days have not accrued from the employee’s first PPL day, staff are to record a Note on the employee’s record to mature on the 29th day. When allocated the reviewer should recheck the above dot points.

Have the above requirements been met?

  • Yes, go to Step 8
  • No, on the employee’s record in Process Direct
    • Record details in a Note. Use Fast Note - select Auto text, use Families > PPLEPT > PPL arrears - appeal
    • HLD the Appeal ENT Note to mature 29 days from the employee’s first PPL day
    • See Table 6 > Step 1

8

Check PPL payment delivery role transfer table - paymaster role transfer

On the employee’s record in Process Direct, go to the Parental Leave Pay (PPL) Payment Delivery Role Transfer (P1PDT) screen.

Is a transaction displaying on the PPL payment delivery role transfer table e.g. change of ABN?

9

Undo latest incomplete transfer

In the employee’s record in Process Direct:

  • Go to the START screen. Search for and select the PPL Update Employer Determination and Payroll workflow
  • Select PPL Payment Delivery Role Transfer from the pop-up box
  • Select Start
  • On the PPL payment delivery role transfer action table, select Add
  • The Create PPL payment delivery role transfer action box will open
    • Perform action: Undo latest incomplete transfer
    • Inhibit employer letter: No
  • Select Save
  • Update Receipt date, Channel and Service Reason fields
  • Select Save
  • Select Assess
  • Select Assess again to go the Entitlements (ELD) screen
  • Check the results on the ELD screen are correct
  • Select Finish
  • Select Finalise

Transfer paymaster role from:

10

Recording paymaster transfer from employer to Services Australia

To change payment delivery to FAO, in the employee’s record, in Process Direct:

  • Go to the START screen. Search for and select the PPL Update Employer Determination and Payroll workflow
  • Select PPL Payment Delivery Role Transfer from the pop-up box
  • Select Start
  • On the Parental Leave Pay (PPL) Payment Delivery Role Transfer (P1PDT) screen expand the relevant claim using the twisty in the Action field
  • On the PPL payment delivery role transfer action table, select Add
  • In the Create PPL payment delivery role transfer action box will open
    • Perform action: 'Change payment delivery to FAO'
    • Date of Effect of the Paid Parental Leave Delivery Role Transfer: date of effect (DOE) of the PPL delivery transfer
    • Inhibit employer letters: Yes
  • Select Save
  • Update Receipt date, Channel and Service Reason fields
  • Select Save

To finalise the update, see Table 5.

11

Recording paymaster transfer from Services Australia to an employer

This applies to only PPL/ASS records.

To change the paymaster role from Services Australia to the employer, in the employee’s record in Process Direct:

  • Go to the START screen. Search for and select the PPL Update Employer Determination and Payroll workflow
  • Select PPL Payment Delivery Role Transfer from the pop-up box
  • Select Start
  • On the Parental Leave Pay (PPL) Payment Delivery Role Transfer (P1PDT) screen, expand the relevant claim using the twisty in the Action field:
  • On the PPL payment delivery role transfer action table, select Add
  • The Create PPL payment delivery role transfer action box will open:
    • Perform action: Initiate employer determination
    • Date of effect of PPL payment delivery role transfer: defaults to first PPL day
  • Select Save
  • Update Receipt date, Channel and Service Reason fields
  • Select Save
  • On the PPL employer details table select Edit to reflect details of the new employer (the name and contact information pre-populates once an Australian Business Number (ABN) is entered). Note: if the Employment type field is 'Self-employed', 'Contractor' or 'Special category employee' the remaining fields will not display
  • Select Save
  • Select Assess
  • Select Assess again to go the Entitlements (ELD) screen
  • Check the results on the ELD screen are correct
  • Select Finalise

To finalise the update, see Table 5.


Finalising PPL change of circumstances

For Paid Parental Leave Employer Processing Team (PPLEPT) staff.

Table 5

Expand table

Step

Action

1

Completing PPL change of circumstances update

Once all updates have been completed, select Assess.

Address any errors/warnings on the SAP Warnings and Errors (SWE) screen.

Use Roxy Digital Assistant in Process Direct to address any warnings or errors that present in the Message Log

Refer to additional support resources where errors or warnings present including:

  • Operational Blueprint
  • mySupport
  • Process Direct - Current Issues page and Network News Updates (NNU)

If error or warnings cannot be resolved using above resources, raise an incident via Roxy. See Reporting ICT issues in Process Direct.

Note: do not attempt any unapproved manual workarounds.

Does warning ‘PPL debt will be sent to employer or E231AS - Must enter PPL debt action code for customer’ present?

2

Errors corrected – no debt warning or E231AS
  • After fixing any errors, select Assess again to go the Entitlements (ELD) screen
  • 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
  • Select Finalise
  • Tell the customer of the change of circumstances outcome
  • If the customer's PPL entitlement has been reassessed and an overpayment is identified:
    • the overpayment may be offset against any PPL arrears that are created in the same activity
    • add the details of the overpayment to the finalisation Note
    • if the overpayment amount is not fully offset with the PPL arrears, the remaining amount will become a debt. The debt shell will auto-allocate to the appropriate debt team for investigation
  • The customer will be issued with a letter advising of the outcome. A copy of the letter will also be issued to the customer's employer if required

Go to Step 4.

3

Handover to Customer First to finalise update

If:

  • a PPL Change of Circumstances update being completed within Process Direct results in either a:
    • PPL employer debt warning PPL debt will be sent to employer, or
    • error E231AS - Must enter PPL debt action code for Customer displaying on the Entitlements (ELD) screen,
  • finalisation of the update will be prevented

If the error occurs in a QMA activity, see Table 3 > Step 7 in Quality Management Application (QMA) quality checking to reject the activity. Once rejected, return to this step and continue.

Before staff can finalise the change of circumstance transaction, complete all updates in Process Direct. Once this has been done, staff need to:

In some cases, the handover button will not be available within the NNCL. In these cases, the NNCL activity is on hold, and the status needs to be updated or has already been handed over to Customer First/Customer Record for action. If the activity cannot be located in the relevant legacy system, raise an incident via Roxy within the activity.

  • Select the started activity from Activity List (AL) and proceed to Assessment Results (AR) within Customer First
  • Select the relevant Debt instruction and finalise
  • Document the record, including the reason why the transaction was handed over for processing

Go to Step 4.

4

Further actions

Further actions may be required dependant on the update that has been finalised.

If the update was the result of:

  • PPL employer determination notice and acceptance (from Table 2) - Recording employer acceptance, go to Step 5
  • Finalising the process (from Table 3) - Recording transfers from an employer to Services Australia, go to Step 6
  • PPL Employer determination - ARO/ART implementation decision (from Table 4)

Otherwise, procedure ends here.

5

Document the employer’s record

Document the employer’s record of the employer determination acceptance.

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

Procedure ends here.

6

Recording transfers from an employer to Services Australia

Annotate and close any Notes relevant to the request or updates with the following
‘Refer to finalisation note for the actions PPLEPT completed for this request.’

Note: when revoking an employee with a PPL/CAN status, automatic advice will not generate to the employee. Manually issue a written notice advising of the decision.

For employees who have a status of PPL/CAN, refer via email to New Parent Programmes who will provide the written notice.

Procedure ends here.


Further actions and documentation

For Paid Parental Leave Employer Processing Team (PPLEPT) staff.

Table 6

Expand table

Step

Action

1

Issue the employer a notice requesting written declaration of their obligation to deliver PPL

Where there has been a formal (ARO) or ART review of an employer determination and the original decision has been affirmed and the employer is to action the employer determination, send the employer a written notice (Q888) requiring the business bank account and employee pay cycle details.

In the employer’s PPE record in Process Direct:

  • complete and issue a manual Q888 , using the Declaration of employer obligation to deliver PPL letter. The Resources page also has a link
  • annotate and save the ARO/ART implementation decision Note with details of the letter issued (Q888) and the due date
  • HLD the ARO/ART implementation decision Note to follow-up on the written declaration from the employer. If the Q888:
    • has been issued by post, place the ARO/ART implementation decision Note on HLD for 14 days + allow extra time for surface mail delivery
    • is sent via Business Hub, place the ARO/ART implementation decision Note on HLD for 14 days to come due on the 15th day from the date of issue

Procedure ends here.

2

Review outcome set aside/varied with to Services Australia to be the paymaster

ARO/ART decided to set aside or vary the decision that the employer is to not be the paymaster for their employee and that Services Australia will administer the payments to the employee.

The ARO/ART decision has been implemented and the paymaster role transferred from employer to Services Australia.

ARO decision implementations

See SME explanations, ARO reviews and implementing ARO decisions

  • For set aside and varied decisions:
    • make sure the Appeal Decision Implementation script has been run to make the necessary updates in the APL system
    • record a Note on the employee’s record for the paymaster transfer/revoke from employer to Services Australia. See the Resources page for the employee Note template
    • annotate and close any Notes relating to the appeal in the employee and employer’s record with the following: Appeal outcome implemented and APL system updated
    • procedure ends here
ART implementations

See Administrative Review Tribunal (ART) first review scrutiny and implementation, ART second review, Guidance and Appeals Panel and Court Appeals

For set aside and varied decisions:

  • make sure the Appeal Decision Implementation script has been run to make the necessary updates in the APL system
  • record a Note on the employee’s record for the paymaster transfer/revoke from employer to Services Australia. See the Resources page for the employee Note template
  • annotate and close any Notes relating to the appeal in the employee and employer’s record with the following: Appeal outcome implemented and APL system updated
  • procedure ends here

3

Due ARO/ART Note after Q888 was issued

The employer was issued a written notice (Q888) requiring the business bank account and employee pay cycle details.

ARO decision implementations

See SME explanations, ARO reviews and implementing ARO decisions.

For affirmed decisions:

  • run the Appeal Decision Implementation script to make the necessary updates in the APL system
  • annotate and close any Notes relating to the appeal in the employee and employer’s record with the following: (remove what is not applicable)
    <Employer has accepted the employer determination. Paymaster role transferred from Services Australia back to the employer. >
    <Employer is currently the paymaster, and they have accepted their role in delivering PPL to their employee.>
    <Employer is currently the paymaster, and they have not accepted their role in delivering PPL to the employee.>
  • Upload any correspondence via the Documents icon (if applicable)
  • File any related emails in the relevant ‘month’ folder in the PPLEPT mailbox (if applicable)

If employer has not accepted their role, see Assisted dispute resolution for employer determination for Parental Leave Pay (PPL).

Procedure ends here.

ART decision implementations

See Administrative Review Tribunal (ART) first review scrutiny and implementation, ART second review, Guidance and Appeals Panel and Court Appeals.

For affirmed decisions:

  • run the Appeal Decision Implementation script has been run to make the necessary updates in the APL system
  • annotate and close any Notes relating to the appeal in the employee and employer’s record with the following: (remove what is not applicable)
    <Employer has accepted the employer determination. Paymaster role transferred from Services Australia back to the employer. >
    <Employer is currently the paymaster, and they have accepted their role in delivering PPL to their employee.>
    <Employer is currently the paymaster, and they have not accepted their role in delivering PPL to the employee.>

If employer has not accepted their role, see Assisted dispute resolution for employer determination for Parental Leave Pay (PPL).

Procedure ends here.