Registration for payments subject to Goods and Services Tax (GST) for eServices 012-19061425

If assessing the Notification of Australian Business Number (ABN) and reference IDs for tax treatment purposes and Recipient Created Tax Invoice (RCTI) Agreement (HW055) form (Medicare), the signature can be of the 'authorised person or the 'authorised contact person'.

Is the application signed?

• Yes, go to Step 2
• No, go to Step 5

Go to the ABN Lookup website.

On the ABN Lookup page:

• Search by ABN listed on the form
• Press [Enter]

The search results screen will show.

Is the ABN valid?

• Yes:
• Check the status and date of the ABN
• Check the GST Registration and date
  Note: for the HW055 form, check the GST status at Q8 of the form matches the data on the Australian Business Register (ABR) website. If this does not match, go to Step 5
• Confirm if the ABN has a tax exemption - check for Charity Tax Concession Status.
  If GST Concession shows, the ABN is tax exempt.
  If there is no GST exemption, the Charity Tax Concession field will not show on the screen
• Go to Step 3
• No, go to Step 5

Is there a Services Australia Reference ID or Department of Veterans' Affairs (DVA) supplier number on the form?

• Yes, go to Step 4
• No, go to Step 5

Are Authorised contact details on the form?

• Yes: process the form. If the provider has submitted:
• an HW055 form, see Table 2
• a Department of Veterans' Affairs (DVA) Recipient Created Tax Invoice (RCTI) agreement form, see Table 3
• No, go to Step 5

• Tell the provider the rejection outcome by email. The email address will be on the HW055 form or in the PaNDA Notes for the RCTI form. If the email address cannot be found, contact the customer using the phone number listed on the form
• Complete the More Information Required (Z3064) template - select the rejection reason/s that apply
• Upload the sent email to the PaNDA work item
• Finalise the work item in PaNDA, go to Table 2 > Step 10

Go to the ABAA screen:

• Key control line ABAA
• Press [Enter]
• Key option 1
• Key provider's Australian Business Number (ABN)
• Key Branch Number if supplied on the form, or leave it blank if not supplied
• Press [Enter]

The ABEA screen will show.

Go to Step 2.

Is the ABEA screen blank?

• Yes, key the following details from the form onto the screen:
• Title, if not shown, key 'M' (Q1 on form)
• Family Name & First Name (Q1 on form)
• Address (Q2, postal address, on form)
• Telephone and Fax Number (Q3 on form)
• Email address (Q3 on form)
• Tax Exempt, key 'N' unless GST Concession shows on the ABR screen. See Table 1 > Step 2 and then key 'Y' in the field
• Get the ABN registration date from the Australian Business Register (ABR) website. See Table 1 > Step 2
• ABN end date - leave blank
• Business/Trading Name of ABN - name of registered entity
• Go to Step 3
• No, details are already provided:
• Check details are correct
• Make changes if necessary
  Note: sometimes contact details under ABAA differ to the form. For example, a larger company's head office sends out forms and then one of their franchises submits forms with different details.
  Update in Mainframe, only if the form is from the head office/CEO
• Add alternate business trading names. Use 2nd or 3rd blank line
• Go to Step 3

Is the ABN registered for GST?

• Yes, key 'Y' in the Registered for GST field, along with the GST registration date, obtained from the ABR website. Go to Step 4
• No:
• Key 'N' in the Registered for GST field, with no date recorded.
  Note: when keying 'N', the date of processing automatically updates in the system as the 'start date'
• Go to Step 5

Key the Agrees to Issue RCTI and Signed Form Received fields as 'Y' and 'Y'

Press [Enter].

The ABEB screen will show.

Note: the system may glitch and ask for a date in the valid to field. If this happens, key 09/09/9999 and press [Enter] to continue.

Go to Step 6.

Key the Agrees to Issue RCTI and Signed Form Received fields as 'N' and 'N'

Press [Enter].

The ABEB screen will show.

Note: the system may glitch and ask for a date in the valid to field. If this happens, key 09/09/9999 and press [Enter] to continue.

Go to Step 6.

Key details in the following fields:

• Use ABN For All Payments - Y
• ABN & Ref ID Relationship start date:
• Date recorded in Part 12 of the form
• If the form has no date recorded, use the date the application was signed. If this is not supplied, use the date of lodgement or when the GST was registered from the ABR website.
  Note: if the date recorded in question 12 is in the future, update this if the ABN was not registered previously. Key 'Today's date of processing'.
  If the ABN was previously registered, do not process, but pend the form in PaNDA. The form is held in PaNDA pended, with the reason- 'future release date' - key the date from the ABN & Ref ID relationship start date.
  Procedure ends here
• ABN & Ref ID Relationship end date:
• End date recorded in Q12 of the HW055 form
• If no end date is recorded, leave as 09/09/9999
• Medicare Reference IDs
• Provider No: provider number on form in (Q9)
• Practice IDs: usually supplied in (Q11) under Other Services Australia Reference IDs and are generally 4 digit numbers. If the numbers supplied in the form are less than 4, try adding zeroes as prefix
• Pharmacy Approval numbers (Q10) - key under the Approval No field
• Other Reference IDs (Q11) - key under Other No

Other Reference IDs may include:

• Number used for Rural Retention Payments (first 6 digits of Provider Number)
• Ancillary Provider Number- used for immunisation providers other than doctors (7 characters)
• Billing Agent Number (8 characters)
• Major Customer ID- for software supplier for Medclaims (8 characters)
• Minor Customer ID- for software supplier for Medclaims (8 characters)
• Contract Number- used for Nursing Home Medication Review payment (6 characters)
• Location Number - for Radiation Oncology Clinics (3 digits)

Press [Enter].

The ABEC screen will show.

If the error message 1-RLNS EXISTS occurs, it may be because the Reference ID was previously keyed in the system. Use Shift + [PF6] to acknowledge the warning and continue processing.

For more lines, key multiple provider numbers on the same screen under the Provider No column, press [PF8].

Go to Step 7.

If changing GST status on a previously updated record (that is, No to Yes, Yes to No), key free form text
'GST changed from N to Y (or vice versa) dd/mm/yy (the date the registration changed) - P12345 dd/mm/yy'

If the provider is Tax Exempt/a charity etc., record comments
'Tax Exempt Y as per ABR website dd/mm/yy (date of exemption) - p12345 dd/mm/yy'

Is the ABN registered for GST?

• Yes, press [Enter] when this page shows as no text is required for this type of application
• No, key free form text 'Not registered for GST P12345 dd/mm/yy', then press [Enter] to continue

The ABED screen will show.

Go to Step 8.

Do the details on the screen have any errors?

• Yes, use [PF13] (Shift + [F1]) to go back screens and amend
• No, press [PF3] to update and complete the application process

The ABAA screen menu will show.

Go to Step 9.

Is the business/provider now recorded as registered for GST with Services Australia?

• Yes:
• Send the confirmation email to the email address on the HW055 (Medicare) form. See ABN/GST Confirmation (Z3065) for the email template
• Upload the sent email to the PaNDA work item
• Go to Step 10
• No, go to Table 1 > Step 5

Add a comment to the work item:

• A - dd/mm/yy. This refers to ABN registration date on the ABR website
• G - dd/mm/yy. This refers to the GST registration date on the ABR website
• If the Australian Business Register (ABR) website shows the ABN is 'not currently registered for GST'
• If GST status has changed from Y to N or vice versa
• If the provider is Tax Exempt/a charity etc., record comments
  'Tax Exempt Y as per ABR website dd/mm/yy (date of exemption)'
• If unable to link any Reference IDs, record the failed ID
• If the provider requests back dating of the application from dd/mm/yy

Finalise the work item:

• If business/provider is:
• registered for GST with the agency, select complete - request approved
• not registered for GST with the agency, select complete - request rejected
• If the work item is a duplicate, associate the PaNDA work items together
• Procedure ends here

Go to the ABAA screen:

• Key control line ABAA
• Press [Enter]
• Key option 1
• Key provider's Australian Business Number (ABN)
• Key Branch Number if supplied on the form, or leave it blank if not supplied
• press [Enter]

The ABEA screen will show.

Go to Step 2.

Is the ABEA screen blank?

• Yes, key the following details from the form onto the screen:
• Title, if not indicated, key 'M' (Q1 on form)
• Family Name & First Name (Q1 on form)
• Address (Q2, postal address, on form)
• Telephone and Fax Number (Q3 on form)
• Email address (Q3 on form)
• Tax Exempt, key 'N' unless GST Concession shows on the ABR screen. See Table 1 > Step 2 and then key 'Y' in the field
• Get the ABN registration date - from the Australian Business Register (ABR) website. See Table 1 > Step 2
• ABN end date - leave blank
• Business/Trading Name of ABN - name of registered entity
• Go to Step 3
• No, details are already provided:
• Check details are correct
• Make changes if necessary.
  Note: sometimes contact details under ABAA differ to the form. For example, a larger company's head office sends out forms and then one of their franchise's submits forms with different details.
  Update in Mainframe, only if the form is from the head office/CEO
• Add alternate business trading names. Use 2nd or 3rd blank line
• Go to Step 3

Is the ABN registered for GST?

• Yes, key 'Y' in the Registered for GST field, along with the GST registration date from the ABR website
• No, key 'N' in the Registered for GST field, with no date recorded.
  Note: when keying 'N', the processing date automatically updates in the system as the 'start date'
• Go to Step 4

Key the Agrees to Issue RCTI and Signed Form Recd fields as 'N' and 'N' (these fields are related to the Medicare Agreement).

Do not adjust if already recorded as 'Y' and 'Y'.

Press [Enter].

The ABEB screen will show.

Note: the system may glitch and ask for a date in the valid to field. If this happens, key 09/09/9999 and press [Enter] to continue.

Go to Step 5.

Key details in the following fields:

• Use ABN For All Payments - N
• ABN & Ref ID Relationship start date:
• Date recorded on the form
• If the form has no date recorded, use the date of lodgement of the form
• ABN & Ref ID Relationship end date - end date recorded on the form. If no end date, leave as 09/09/9999
• Provider Number

Press [Enter].

The BGCA screen will show.

• Multiple provider numbers can be keyed on the same screen in the Provider No column
• If the error message 1-RLNS EXISTS occurs, it may be because the Reference ID was previously keyed in the system. Use Shift + [PF6] to acknowledge the warning and continue processing
• Go to Step 6

On the BGCA screen, key details into the fields as follows:

• Agrees to issue RCTI for WA - 'N'
• Agrees to issue RCTI for DVA - must be 'Y'
• DVAAS and DVAMS fields - 'Y'
  If more than one provider, key 'Y' in the DVAAS and DVAMS fields for each one

Press [Enter].

If I-DVA RCTI CHG shows at the bottom of the screen, press [Enter] again.

The ABEC screen will show.

Go to Step 7.

If changing GST status on a previously updated record (that is, No to Yes, Yes to No), key free form text
'GST changed from N to Y (or vice versa) dd/mm/yy (the date the registration changed) - P12345 dd/mm/yy'

if the provider is Tax Exempt/a charity etc., record comments
'Tax Exempt Y as per ABR website dd/mm/yy (date of exemption) - p12345 dd/mm/yy'

Is ABN registered for GST?

• Yes, press [Enter] when this page shows, as no text is required for this type of application
• No, key free form text 'Not registered for GST P12345 dd/mm/yy'. Press [Enter] to continue.

The ABED screen will show.

Go to Step 8

Do the details on the screen have any errors?

• Yes, use [PF13] (Shift + [F1]) to go back screens and amend
• No, press [PF3] to update and complete the application process

The ABAA screen menu will show.

Go to Step 9.

Is the business/provider now recorded as registered for GST with Services Australia?

• Yes:
• Send the confirmation email to the email address on the HW055 (Medicare) form. See ABN/GST Confirmation (Z3065) for the email template
• Upload the sent email to the PaNDA work item
• Go to Step 10
• No, go to Table 1 > Step 5

Add a comment to the work item:

• A - dd/mm/yy. This is the ABN registration date in the ABR website
• G - dd/mm/yy. This is the GST registration date in the ABR website
• If Australian Business Register (ABR) website shows the ABN is 'not currently registered for GST'
• If GST status has changed from Y to N, or vice versa
• If the provider is Tax Exempt/a charity etc., record comments
  'Tax Exempt Y as per ABR website dd/mm/yy (date of exemption)'
• If unable to link any Reference IDs, record the failed ID
• If the provider requests back dating of the application from dd/mm/yy

Finalise the work item:

• If business/provider is:
• registered for GST with the agency, select complete - request approved
• not registered for GST with the agency, select complete - request rejected
• If the work item is a duplicate, associate the PaNDA work items together

Go to the ABAA screen:

• Key control line ABAA
• Press [Enter]
• Key option 1
• Key provider's Australian Business Number (ABN)
• Key Branch Number if supplied on the form, or leave it blank if not supplied
• Press [Enter]

The ABEA screen will show.

Go to Step 2

Is the ABEA screen blank?

• Yes, key the following details from the form to the ABEA screen:
• Title, if not indicated, key 'M' (Q1 on form)
• Family Name & First Name (Q1 on form)
• Address (Q2, postal address, on form)
• Telephone and Fax Number (Q3 on form)
• Email address (Q3 on form)
• Tax Exempt, key 'N' unless GST Concession shows on the ABR screen. See Table 1 > Step 2 and then key 'Y' in the field
• Get the ABN registration date - from the ABR website. See Table 1 > Step 2
• ABN end date - leave blank
• Business/Trading Name of ABN - name of registered entity
• Go to Step 3
• No, details are already provided:
• Check details are correct
• Make changes if necessary.
  Note: sometimes contact details under ABAA differ to the form. For example, a larger company's head office sends out forms and then one of their franchise's submits forms with different details.
  Update in Mainframe, only If the form is from the head office/CEO
• Add alternate business trading names. Use 2nd or 3rd blank line
• Go to Step 3

Is the ABN registered for GST?

• Yes, key 'Y' in the Registered for GST field, along with the GST registration date, from the ABR website. Go to Step 4
• No:
• Key 'N' in the Registered for GST field, with no date recorded.
  Note: when keying 'N', the processing date automatically updates in the system as the 'start date'
• Go to Step 5

Key the Agrees to Issue RCTI and Signed Form Received fields as 'N' and 'N' (these fields are related to the Medicare Agreement).

Do not adjust If already recorded as 'Y' and 'Y'.

Press [Enter].

The ABEB screen will show.

Note: the system may glitch and ask for a date in the Valid to field., If this happens, key 09/09/9999 and press [Enter] to continue.

Go to Step 6.

Key details in the following fields:

• Use ABN For All Payments - 'N'
• ABN & Ref ID Relationship start date - date recorded on the form. If the form has no date recorded, use the form's date of lodgement
• ABN & Ref ID Relationship end date - end date recorded on the form. If no end date, leave as 09/09/9999
• Provider Number

Press [Enter]

The BGCA screen will show.

• Multiple provider numbers can be keyed on the same screen in the Provider No column
• If the error message 1-RLNS EXISTS occurs, it may be because the Reference ID was previously keyed in the system. Use Shift + [PF6] to acknowledge the warning and continue processing

Go to Step 6.

On the BGCA screen, key details in the fields as follows:

• Agrees to issue RCTI for WA - 'N'
• Agrees to issue RCTI for DVA - must always be 'Y'
• DVAAS and DVAMS fields - 'Y'.
  If more than one provider, key 'Y' in the DVAAS and DVAMS fields for each one
• Press [Enter].
  If I-DVA RCTI CHG shows at the bottom of the screen, press [Enter] again

The ABEC screen will show

Go to Step 7

If changing GST status on a previously updated record (that is, No to Yes, Yes to No), key form text
'GST changed from [Y or N] to [Y or N] dd/mm/yy (the date the registration changed) - P12345 dd/mm/yy'

If the provider is Tax Exempt/a charity etc., record comments
'Tax Exempt Y as per ABR website dd/mm/yy (date of exemption) - p12345 dd/mm/yy'

Is the ABN registered for GST?

• Yes, press [Enter] when this page shows as no text is required for this type of application
• No, key free form text 'Not registered for GST P12345 dd/mm/yy'. Press [Enter] to continue

The ABED screen will show.

Go to Step 8.

Do the details on the screen have any errors?

• Yes, use [PF13] (Shift + [F1]) to go back screens and amend
• No, Press [PF3] to update and complete the application process

The ABAA screen menu will show.

Go to Step 9.

Is the business/provider now recorded as registered for GST with Services Australia?

• Yes:
• Send the confirmation email to the email address on the D9537 (DVA) form. See ABN/GST Confirmation (Z3065) for the email template
• Upload the sent email to the PaNDA work item
• Go to Step 10
• No, go to Table 1 > Step 5

Add a comment to the work item:

• A - dd/mm/yy. This is the ABN registration date in the ABR website
• G - dd/mm/yy. This is the GST registration date in the ABR website
• If ABR website shows the ABN is 'not currently registered for GST'
• If GST status has changed from Y to N, or vice versa
• If the provider is Tax Exempt/a charity etc., record comments
  'Tax Exempt Y as per ABR website dd/mm/yy (date of exemption)
• If unable to link any Reference IDs. record the failed ID
• If the provider requests back dating of the application from dd/mm/yy

Finalise the work item:

• If business/provider is:
• registered for GST with the agency, select complete - request approved
• not registered for GST with the agency, select complete - request rejected
• If the work item is a duplicate, associate the PaNDA work items together