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

Is the application signed?

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

Note: if assessing the HW055 form (Medicare), the signature can either be of the ‘authorised person’ or the ‘authorised contact person’.

Search for the Australian Business Number (ABN) provided on the form on the ABN Lookup website.

The Resources page contains a link to the ABN Lookup website.

On the ABN Lookup page:

• Search by ABN listed on the form
• Press Enter

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, make sure the Goods and Services Tax (GST) status at Q8 of the form matches the data on the ABR website. If this does not match, go to Step 5
• Confirm if 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 appear on the screen
• Go to Step 3
• No, go to Step 5

Has a Services Australia Reference ID/DVA supplier number been supplied on the form?

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

Have the Authorised contact details been supplied on the form?

• Yes, the form can be processed. If the provider has submitted:
• HW055 form, see Table 2
• DVA Recipient Created Tax Invoice (RCTI) agreement form, go to the Table 3
• No, go to Step 5

• Tell the provider of the rejection outcome via 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 located, 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

Navigate to the ABAA screen:

• Key control line ABAA
• Press Enter
• Key option 1
• Key provider’s ABN
• Key Branch Number if it is 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 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 will show on the ABR screen. See Table 1, Step 2 and then key Y in the field
• ABN registration date is obtained from the ABR website. See Table 1, Step 2
• ABN end date should be left blank
• Business/Trading Name of ABN (Name of registered entity)
• Go to Step 3
• No, details have already been provided
• Check details are correct
• Make amendments if necessary
  Note: sometimes contact details under ABAA are different to what is on the form; this maybe because some larger companies have a head office that often sends out forms and then at times a franchise may submit a form with different details. Update in mainframe only If the form you have is definitely from the head office/CEO
• Add alternate business trading names (can 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 is automatically updated 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 require a date in the valid to field, if requested, then enter 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 require a date in the valid to field. If requested, then enter 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 there is no date recorded on the form, 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, this can still be updated if ABN not registered previously. Key ‘Today’s date of processing’. If 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' - enter the date from the ABN & Ref ID relationship start date. Procedure ends here

• ABN & Ref ID Relationship end date: end date notated in Q12 of the HW055 form
  Note: if no end date notated, 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, they are generally four digit numbers. (if the numbers supplied in the form are less than four, try adding zeroes as prefix)
• Pharmacy Approval numbers (Q10) are keyed under the Approval No field
• Other Reference IDs (Q11) are keyed 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.

Note:

• if the error message 1-RLNS EXISTS occurs, it maybe because the Reference ID has been previously entered in the system. However, Shift + PF6 to acknowledge the warning and proceed with the processing
• multiple provider numbers can be keyed on the same screen under the Provider No column, PF8 for more lines
• Go to Step 7

Is the ABN registered for GST?

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

The ABED screen will show.

Note:

• If changing GST status on a previously updated record (i.e. No to Yes, Yes to No), enter free 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. comments must be written stating 'Tax Exempt Y as per ABR website dd/mm/yy (date of exemption) - p12345 dd/mm/yy'

Go to Step 8.

Does the details on the screen contain any errors?

• Yes, use PF13 (Shift + F1) to navigate 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 being 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 in the ABR website)
• G - dd/mm/yy (This refers to the GST registration date in the ABR website)
• If ABR website indicates that 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. comments must be written stating '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 provider requests for back dating the application from dd/mm/yy

Finalise the work item:

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

Log on to Mainframe using your source office code -key OPOQ, Source Office Code

• key control line ABAA
• press Enter
• key option 1
• key provider’s ABN
• key Branch Number if it is 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 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
• ABN registration date is obtained from the ABR website. See Table 1, Step 2
• ABN end date should be left blank
• Business/Trading Name of ABN (Name of registered entity)
• No, details have already been provided
• Check details are correct
• Make amendments if necessary
  Note: sometimes contact details under ABAA are different to what is on the form. This may be because some larger companies have a head office that often sends out forms and then at times a franchise may submit a form with different details. Update in mainframe only If the form you have is definitely from the head office/CEO
• Add alternate business trading names (can 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
• No, key N in the Registered for GST field, with no date recorded
  Note: when keying N the processing date gets automatically updated 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).

Note: if already recorded as Y and Y, do not adjust.

Press Enter.

The ABEB screen will show.

Note: the system may glitch and require a date in the valid to field, if requested, then enter 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 there is no date recorded on the form, use the date of lodgement of the form
• ABN & Ref ID Relationship end date - End date if notated on the form. If no end date notated, leave as 09/09/9999
• Provider Number

Press Enter.

The BGCA screen will show.

Note:

• Multiple provider numbers can be keyed on the same screen in the Provider No column
• If the error message 1-RLNS EXISTS occurs, it maybe because the Reference ID has been previously entered in the system. However, Shift + PF6 to acknowledge the warning and proceed with the processing
• Go to Step 6

On the BGCA screen, key the following details into the following fields:

• Agrees to issue RCTI for WA - N
• Agrees to issue RCTI for DVA - should always be Y
• DVAAS and DVAMS fields - Y

Note: if more than 1 provider key Y in the DVAAS and DVAMS fields for each provider.

Press Enter.

If I-DVA RCTI CHG will show at the bottom of the screen, press Enter again.

The ABEC screen will show.

Go to Step 7.

Is ABN registered for GST?

• Yes, press Enter when this page will show as no text is required for this type of application
• No, enter free form text ‘Not registered for GST P12345 dd/mm/yy’

Press Enter to continue.

The ABED screen will show.

Note:

• If changing GST status on a previously updated record (i.e. No to Yes, Yes to No), enter 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. comments must be written stating 'Tax Exempt Y as per ABR website dd/mm/yy (date of exemption) - p12345 dd/mm/yy'
• Go to Step 8

Does the details on the screen contain any errors?

• Yes, use PF13 (Shift + F1) to navigate 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 being 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 in the ABR website)
• G - dd/mm/yy (This refers to the GST registration date in the ABR website)
• If ABR website indicates that 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. comments must be written stating '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 provider requests for back dating the application from dd/mm/yy

Finalise the work item:

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