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Address, Accommodation and Contact Details (AAC) work items 108-25021033



This document outlines how to action Address, Accommodation and Contact Details (AAC) work items. This includes reviewing information provided by the customer and follow up action needed.

On this page:

AAC - Customer Task (ZCOC_SAARA)

Address & Accom - Update (ZCOC_SAARA_FAILEDUPD)

Address & Accommodation Update MFU (ZIAM_SAARA_MFU)

AAC - Customer Task (ZCOC_SAARA)

Table 1

Step

Action

1

ZCOC_SAARA work item + Read more ...

This work item is for a non-new claim transaction created when an online Address, Accommodation and Contact details (AAC) update needs the customer to complete a task or action. The work item allocates to Service Officers when the customer has:

  • completed the task, and information given needs processing, or
  • not completed the task and payment suspension/cancellation is required

It is separate from the address and accommodation update. When allocated, both must be actioned.

Go to Step 2.

2

Review the ZCOC_SAARA Customer Task + Read more ...

When allocated a ZCOC_SAARA work item in Work Optimiser, select Open in Process Direct. The work item will automatically open via Process Direct.

Make note of the Transaction ID and the Date Submitted, then go to the:

  • Transactions icon. Confirm the allocated transaction and take note of any additional Customer Update transactions
    • take note of the Transaction ID and Submitted date
  • Notes icon and check the Document List/notes and Notes section for the corresponding date to:
    • identify what the task is,
    • check for duplicate work items with the same information, and
    • check further action needed
  • Tasks icon to view requested document/s
    • view the Status to determine whether the document/s have been supplied within the transaction
  • Documents icon to determine if the information has been supplied outside of the transaction

Note: review digital images in full as documents may have been submitted together or under another form, claim or document type.

To see the details submitted in the customer update, select:

  • Open left slider; Close right slider to view the summary
  • Enter full screen icon to open the summary to a full screen

Go to Step 3.

3

Check for duplicate AAC - Customer Tasks + Read more ...

Customers may have duplicate or multiple tasks if they have more than one AAC update outstanding.

The customer only has one AAC - Customer Task + Read more ...

The customer has:

The customer has more than one AAC - Customer Task + Read more ...

For the same reason:

  • any duplicate transactions submitted after the initial update need to be cancelled and not processed separately
  • select each duplicate transaction via the Transaction icon. Once the transaction has been opened, select the Status icon and update the status to Cancelled
  • annotate the Note to explain why the transaction does not need processing
  • if the customer has:

For different reasons:

  • review any lodged document/s. The customer may have submitted the information needed under another transaction
  • each task needs to be processed individually. For any of the tasks the customer has:

4

Required information not provided + Read more ...

Where the customer has not supplied the required document/s, do not re-request the same document/s. This may mean cancellation of Rent Assistance (RA), or in some cases, suspension/cancellation of payment.

If the requested document is:

5

Cease payment + Read more ...

The transaction Status must be updated to Cancelled before the customer's payment is suspended/cancelled.

Suspend/cancel the customer's payment from today's date, use the reason FRC (Failing to Respond to Correspondence).

Follow the relevant suspension/cancellation process for the customer's payment:

Record details within the suspension/cancellation Fast Note.

If there is an associated outstanding ZCOC_SAARA_FAILEDUPD work item, see Table 2 > Step 1 to also complete these transactions.

Procedure ends here.

6

Rent Certificate (SU523HD) or formal rental agreement not provided + Read more ...

Review the most recent confirmed rent verification code on the Accommodation History (ACS) screen.

If ACS screen shows:

7

Action information received + Read more ...

8

After making a referral or actioning the work item + Read more ...

In the customer's record:

  • select the work item from the Transaction icon
  • select the Status icon, and update the status to Cancelled
  • annotate the Note to explain why the transaction does not need processing

If there is an associated outstanding ZCOC_SAARA_FAILEDUPD work item, see Table 2 > Step 1 to complete these transactions.

Procedure ends here.

Address & Accom - Update (ZCOC_SAARA_FAILEDUPD)

Table 2

Step

Action

1

ZCOC_SAARA_FAILEDUPD work item + Read more ...

This type of work item is:

  • for a non-new claim transaction that requires processing, and
  • created when a customer's online AAC update cannot finalise automatically

These transactions must be processed manually.

Go to Step 2.

2

Check Address & Accom - Update details + Read more ...

Address & Accom - Update transactions create when an online AAC update cannot finalise automatically. The transactions must be processed manually.

When allocated a ZCOC_SAARA_FAILEDUPD work item in Work Optimiser, select Open in Process Direct. The work item will automatically open via Process Direct.

Make note of the Transaction ID and the Date Submitted, then go to the:

  • Transactions icon. Confirm the allocated transaction and identify any other Customer Update work items
    • take note of the Transaction ID and Submitted date
  • Notes icon and check the Document List/notes and Notes section for the corresponding date to:
    • identify what the task is
    • the reason the update did not finalise automatically
    • check for duplicate work items with the same information, and
    • check what further action may be needed
  • Tasks icon to view any requested document/s
    • view the Status to determine whether the document/s have been supplied
  • Documents icons to open and review any documents needed for the update
    • Review documents in full as they may have been submitted together or under another form, claim or document type

To see the details submitted in the customer update, select:

  • Open left slider; Close right slider to view the summary
  • Enter full screen icon to open the summary to a full screen

Go to Step 3.

3

Check for duplicate updates + Read more ...

Customers may have duplicate or multiple updates if they have more than one AAC update outstanding.

Where the customer only has one Address & Accom - Update, go to Step 4.

If the customer has more than one Address & Accom - Update transaction with:

  • The same information:
    • Duplicate transactions submitted after the initial update need to be cancelled and not processed
    • Select each duplicate work item transaction via the Transaction icon. Once the transaction has been opened, select the Status icon and update the status to Cancelled
    • Annotate the Note to explain why the transaction does not need processing
    • Go to Step 4
  • Different information, go to Step 4

4

Check for other actions + Read more ...

Before processing, Service Officers should use supporting Operational Blueprints to complete any processing or action/s that may be related to the reason the update did not finalise automatically, (including, but not limited to):

There is specific action needed for customers under 22 years of age receiving:

  • Youth Allowance (YA)
  • ABSTUDY Living Allowance

Is the customer under 22 years of age and receives YA or ABSTUDY Living Allowance?

5

Payment review required + Read more ...

A change in circumstances can mean the customer's rate of payment needs to change and can affect their entitlement to RA, if applicable.

Action to be taken depends on the Service Officer’s skills:

Service Officer trained in reviewing independence and Away from Home decisions + Read more ...

Service Officer not trained to review independence and Away from Home decisions + Read more ...

The work item will require a capability adjustment so it can be assessed by a trained Service Officer.

To capability adjust the work item on the Work Item Details screen:

  • select the work item
  • select Unassign
  • Reason field, Capability adjusted
  • Select +Add Skill
  • Search field, select:
    • Youth Allowance Student - NV_CLK_EXTProcessing_STU / Entry
    • ABSTUDY - NV_CLK_General_ABY / Entry
    • Youth Allowance Jobseeker - NV_CLK_EXTProcessing_EMS / Entry
  • Select Submit to save changes

Procedure ends here.

6

Check if transaction required + Read more ...

After reviewing all available details and resources, determine if the transactions are:

Required + Read more ...

Determine if there is enough information to finalise the update.

Are all the details available to finalise the update?

Not required + Read more ...

In the customer's record:

  • select the work item from the Transaction icon
  • select the Status icon, and update the status to Cancelled
  • annotate the Note to explain why the transaction does not need processing

If there is an associated outstanding AAC - Customer Task transaction, see Table 1 > Step 1 and complete these at this same time.

Procedure ends here.

7

Q164 letter issued + Read more ...

Has a Q164 request to contact letter been sent to the customer previously for this update?

8

Customer contact needed + Read more ...

When details are needed to complete the Address & Accom - Update, make genuine attempts to contact the customer.

Was the contact successful?

9

Letter to be sent + Read more ...

Check if the address information on the customer record is correct.

Have new address details been provided as part of the update?

10

Check Postal Address + Read more ...

Check:

  • the Address Details (AD) screen for current details, including if the customer has an existing postal address recorded
  • the failed Address & Accom - Update to see what address details are changing and if the customer is advising of a new postal address

If the customer:

  • has supplied a new postal address, go to Step 11
  • does not have an existing postal address and has not supplied a new postal address:
    • update the postal address field with the new home or temporary or term address provided by the customer
    • go to Step 11
  • has an existing postal address and has not made any changes to it, go to Step 12

11

Add Postal Address + Read more ...

Within a separate activity, in Customer First:

  • run the Change in Contact Details workflow
  • update the Postal address line with either the:
    • new postal address, or
    • home, temporary or term address provided by the customer
  • select Continue
  • update the Start Date: field, use the postal address start date or date of processing
  • update the End Date: field. When adding a:
    • new postal address leave blank
    • home address as the postal address leave blank
    • temporary or term address as a postal address use the temporary or term end date
  • select No as the response to Make partner's address the same as the customer's?
    • unless there is clear evidence provided by the customer that the partner's postal address is to be changed
  • update the:
  • select Continue
  • finalise the activity on Assessment Results (AR) screen

Go to Step 12.

12

Send Q164 letter + Read more ...

Send a Q164 request to contact letter and record the following details on a DOC:

  • Record what details the customer must provide in response to the Q164 and the due date
  • If updates were made to the postal address, include these details
  • Include: 'Q164 issued XX/XX/XXXX. Check response and follow OB 108-25021033 to action.'

Close the digital image/s, if applicable.

Update the Status of the Address & Accom - Update to Hold for the allowable time. See Process Direct navigation, common screens and functions for how to place the activity on hold.

Procedure ends here.

13

Attempt contact with the customer before ceasing payments + Read more ...

The customer's payment is to be suspended/cancelled when:

  • they have been sent a Q164 letter,
  • the allowable time has passed, and
  • they have not contacted the agency to give the details needed

Before ceasing the customer's payment, make genuine attempts to contact.

If contact was:

14

Check postal address + Read more ...

Before ceasing the payment ensure the suspension/cancellation letter will be issued to a current address.

If the customer provided new address details in the Address & Accom - Update and a postal address is not recorded, check the failed Address & Accom - Update to see what address details are changing.

If the customer:

  • has provided a new postal address, go to Step 15
  • does not have an existing postal address and has not supplied one:
    • update the postal address with the new home, temporary or term address provided by the customer, go to Step 15

Otherwise, if the customer:

  • did not provide new address details as part of the update, or
  • has an existing postal address and did not make any changes to it within the update, or
  • has a recently added postal address recorded

Go to Step 16.

15

Add Postal Address + Read more ...

Within a separate activity, in Customer First:

  • run the Change in Contact Details workflow
  • update the Postal address line with either the:
    • new postal address, or
    • home, temporary or term address provided by the customer
  • select Continue
  • update the Start Date: field, use the date postal address started or date of processing
  • update the End Date: field. When adding a:
    • new postal address leave blank
    • home address as the postal address leave blank
    • temporary or term address as a postal address use the temporary or term end date
  • select No as the response to Make partner's address the same as the customer's?
    • unless there is clear evidence provided by the customer that the partner's postal address is to be changed
  • update the:
  • select Continue
  • finalise the activity on Assessment Results (AR) screen

Go to Step 16.

16

Cease payment + Read more ...

The work item Status must be updated to Cancelled before the customer's payment is suspended/cancelled.

Suspend/cancel the customer's payment from today's date, use the reason FRC (Failing to Respond to Correspondence).

Follow the relevant suspension/cancellation process for the customer's payment type:

Record details within the suspension/cancellation Fast Note.

Procedure ends here.

17

Process the Address & Accom - Update + Read more ...

When all the details needed to complete the work item are available:

  • select the work item from the Transactions icon
  • from the Transaction Summary (TS) screen select:
    • Open left slider; Close right slider to view the summary
    • Enter full screen icon to open the summary to a full screen
  • do not start coding before selecting Process as this will result in errors
  • select Process to view the Errors (SWE) screen

Before coding any screens:

  • select Assess to send the update details to ISIS
  • when the Entitlement (ELD) screen displays, select Back or key 'SWE' in the Super Key to return to the SWE screen
  • complete any work item coding

Message Log

  • this section displays any errors with existing coding. For help, see Using Digital Assistant Roxy in Process Direct
  • select Next
    • review all provisional changes made to each screen
    • update required information for each relevant screen
  • review and update all provisional changes
  • select Assess
  • the SWE screen will list any validation errors
  • once the Message Log is clear select Assess
  • review the outcome on the ELD screen. Update if required
  • select Finish
  • update the Finalise Note with any relevant details
  • select Finalise
  • select Finish

Procedure ends here.

Address & Accommodation Update MFU (ZIAM_SAARA_MFU)

Table 3

Step

Action

1

ZIAM_SAARA_MFU work item + Read more ...

This work item is a non-new claim transaction that requires processing and Service Officer follow up.

The following circumstances may trigger an MFU for action. The customer:

  • is a homeowner who lives elsewhere,
  • indicated they no longer own their previous home,
  • indicated they have a life interest or a right to use their accommodation for life,
  • moved into a Retirement Village,
  • moved into a nursing home or aged care home,
  • moved into a hospital or home for people with a disability,
  • has added a new home/temporary/term/postal address with a country code outside Australia,
  • has moved to an area of Lower Employment prospects (MALEP),
  • provided a home address that is in a borderline postcode for eligibility of Remote Area Allowance (RAA),
  • has moved and a review of their rate of Disability Support Pension (DSP) is required,
  • has moved and a review of their rate of Youth Allowance (YA) or ABSTUDY Living Allowance (under 22) is required,
  • has moved and a review of Carer Payment (CP) and/or Carer Allowance (CA) is required

These transactions must be processed manually.

Go to Step 2.

2

Check MFU Information + Read more ...

When allocated a ZIAM_SAARA_MFU work item in Work Optimiser, select Open in Customer First. The work item will automatically open via Customer First.

From the Document List (DL) review the information in the MFU DOC to identify the reason the MFU is required.

Depending on the customers circumstances, the MFU will have a DOC summary of either:

  • CUS COA UPD CLI Cust updated circs online
  • CSO COA UPD CLI updated circs online
  • CUS COA UPD CLI Overseas address details
  • CUS COA UPD CLI RAA Follow up
  • CUS COA UPD CLI Cust AAC Online Update
  • CUS COA UPD CLI AAC Update Finalisation Note

Refer to Resources Tab for MFU circumstances and relevant keywords available within the activity.

From Document Tools, review any documents that may have been uploaded by the customer

Check the Activity List (AL), Transactions and/or DL for duplicate or multiple MFU work items

Are there any duplicate and/or multiple MFU work items?

3

Duplicate MFU work items + Read more ...

Customers may have duplicate or multiple updates where they have more than one MFU outstanding.

If the customer has more than one Address & Accommodation Update MFU work item for:

  • the same reason:
    • select any duplicate work items from the AL screen
    • under Select Options, select Cancel an activity, select Continue
    • click Yes - Cancel the Activity, select Continue
    • go to Step 4
  • different reasons:
    • from DL, review the information in each MFU to identify what changes have been provided by the customer and the reason each MFU is required
    • each task needs to be processed individually
    • go to Step 4

4

MFU reasons + Read more ...

Once the record has been reviewed, and it is determined the MFU has been created because the customer:

  • is a homeowner who lives elsewhere, go to Step 5
  • indicated they no longer own their previous home, go to Step 6
  • indicated they have a life interest or a right to use their accommodation for life, go to Step 7
  • moved into a Retirement Village, go to Step 8
  • moved into a nursing home or aged care, go to Step 9
  • moved into a hospital or home for people with a disability, go to Step 10
  • has added a new home/temporary/term/postal address with a country code outside Australia, go to Step 11
  • provided a home address that is in a borderline postcode for eligibility of RAA, go to Step 12
  • has moved and a review of their rate of DSP (under 21) is required, go to Step 13
  • has moved and a review of their rate of YA or ABSTUDY (under 22) is required, go to Step 14
  • has moved and a review of CP and/or CA is required, go to Step 15

5

Homeowner who lives elsewhere + Read more ...

The customer has indicated that they own their home and live elsewhere.

Use the information below to determine any processing or additional follow up that is required when a customer temporarily vacates their principal home.

Are all the details available to finalise the update?

6

Customer advises they no longer own their former home + Read more ...

The customer advised they no longer own their former home.

Use the information below to determine any processing or additional follow up that is required when a customer sells their principal home.

Are all the details available to finalise the update?

7

Life interest or a right to accommodation for life + Read more ...

The customer indicated they have an arrangement entitling them to a right to accommodation for life or a life interest in a residence.

Use the information below to determine any processing or additional follow up that is required when a customer has a life interest in their home.

Are all the details available to finalise the update?

8

In a Retirement Village + Read more ...

Customer indicated they have moved into a Retirement Village.

Use the information below to determine any processing or additional follow up that is required when a customer has moved into a Retirement Village.

Are all the details available to finalise the update?

9

In nursing home or aged care home + Read more ...

The customer indicated they have moved into a nursing home or aged care home.

Use the information below to determine any processing or additional follow up that is required when a customer has moved into care.

Are all the details available to finalise the update?

10

In hospital or home for people with a disability + Read more ...

The customer indicated they have moved into a hospital or home for people with a disability.

Use the information below to determine any processing or additional follow up that is required when a customer has moved into care.

Are all the details available to finalise the update?

11

New address with a country code outside Australia + Read more ...

The customer has provided a new home/temporary/term/postal address with a country code outside Australia.

The customer’s accommodation and payment circumstances may need to be reassessed. The action to take will depend on the circumstances of the case. See Coding departures and returns for customers leaving Australia to determine any processing or additional follow up that is required.

Note: RA may still be payable for rental accommodation in Australia.

Are all the details available to finalise the update?

12

Home address in a borderline postcode for RAA + Read more ...

The customer provided home address details in a borderline postcode for eligibility of RAA.

Use the information below to determine any processing or additional follow up that is required to assess whether this customer is eligible for RAA.

Are all the details available to finalise the update?

13

DSP under 21 moved and rate review required + Read more ...

The customer may no longer be eligible to receive the independent rate of DSP and eligibility for RA may need to be reviewed.

Use the information below to determine any processing or additional follow up that is required for DSP or RA.

Are all the details available to finalise the update?

14

YA or ABSTUDY Living Allowance under 22 moved and rate review required + Read more ...

A change in circumstances can mean the customer's rate of payment needs to change and can affect their entitlement to RA, if applicable.

Action to be taken depends on the Service Officer’s skills:

Service Officer trained in reviewing independence and Away from Home decisions + Read more ...

Select the relevant procedure to complete the review, see:

Are all the details available to finalise the update?

Service Officer not trained to review independence and Away from Home decisions + Read more ...

The work item will require a capability adjustment so it can be assessed by a trained Service Officer.

To capability adjust the work item on the Work Item Details screen:

  • select the work item
  • select Unassign
  • Reason field, Capability adjusted
  • Select +Add Skill
  • Search field, select:
    • Youth Allowance Student - NV_CLK_EXTProcessing_STU / Entry
    • ABSTUDY - NV_CLK_General_ABY / Entry
    • Youth Allowance Jobseeker - NV_CLK_EXTProcessing_EMS / Entry
    • Select Submit to save change

Procedure ends here.

15

Review of CP and/or CA + Read more ...

The customer and/or partner are in receipt of CP and/or CA, and recent address changes require a review of their entitlement to these payments.

Use the information below to determine any processing or additional follow up that is required to assess whether customer/partner remain eligible for CP or CA.

Are all the details available to finalise the update?

16

Q164 letter issued + Read more ...

Has a Q164 request to contact letter been sent to the customer previously for this Update MFU?

17

Customer contact needed + Read more ...

When details are needed to complete the Address & Accommodation Update MFU, make genuine attempts to contact the customer.

Was the contact successful?

18

Letter to be sent + Read more ...

Check if the address information on the customer record is correct.

Have new address details been provided as part of the Update MFU?

19

Check Postal Address + Read more ...

Check:

  • the Address Details (AD) screen for current details, including if the customer has an existing postal address recorded
  • the Address & Accommodation Update MFU to see what address details are changing and if the customer is advising of a new postal address

If the customer:

  • has supplied a new postal address, go to Step 20
  • does not have an existing postal address and has not supplied a new postal address:
    • update the postal address field with the new home or temporary or term address provided by the customer
    • go to Step 20
  • has an existing postal address and has not made any changes to it, go to Step 21

20

Add Postal Address + Read more ...

Within a separate activity, in Customer First:

  • run the Change in Contact Details workflow
  • update the Postal address line with either the:
    • new postal address, or
    • home, temporary or term address provided by the customer
  • select Continue
  • update the Start Date: field, use the postal address start date or date of processing
  • update the End Date: field. When adding a:
    • new postal address leave blank
    • home address as the postal address leave blank
    • temporary or term address as a postal address use the temporary or term end date
  • select No as the response to Make partner's address the same as the customer's?
    • unless there is clear evidence provided by the customer that the partner's postal address is to be changed
  • update the:
  • select Continue
  • finalise the activity on Assessment Results (AR) screen

Go to Step 21.

21

Send Q164 letter + Read more ...

Send a Q164 request to contact letter and record the following details on a DOC:

  • Record what details the customer must provide in response to the Q164 and the due date
  • If updates were made to the postal address, include these details
  • Include: 'Q164 issued XX/XX/XXXX. Check response and follow OB 108-25021033 to action.'

Close the digital image/s, if applicable.

Update the Status of the Address & Accom – Update to Hold for the allowable time. See Process Direct navigation, common screens and functions for how to place the activity on hold.

Procedure ends here.

22

Attempt contact with the customer before ceasing payments + Read more ...

The customer's payment is to be suspended/cancelled when:

  • they have been sent a Q164 letter
  • the allowable time has passed, and
  • they have not contacted the agency to give the details needed

Before ceasing the customer's payment, make genuine attempts to contact.

If contact was:

23

Check postal address + Read more ...

Before ceasing the payment ensure the suspension/cancellation letter will be issued to a current address.

If the customer provided new address details in the Address & Accommodation Update MFU and a postal address is not recorded, check the failed Address & Accommodation Update MFU to see what address details are changing.

If the customer:

  • has provided a new postal address, go to Step 24
  • does not have an existing postal address and has not supplied one:
    • update the postal address with the new home, temporary or term address provided by the customer, go to Step 24

Otherwise, if the customer:

  • did not provide new address details as part of the update, or
  • has an existing postal address and did not make any changes to it within the update, or
  • has a recently added postal address recorded

Go to Step 25.

24

Add Postal Address + Read more ...

Within a separate activity, in Customer First:

  • run the Change in Contact Details workflow
  • update the Postal address line with either the:
    • new postal address, or
    • home, temporary or term address provided by the customer
  • select Continue
  • update the Start Date: field, use the postal address start date or date of processing
  • update the End Date: field. When adding a:
    • new postal address leave blank
    • home address as the postal address leave blank
    • temporary or term address as a postal address use the temporary or term end date
  • select No as the response to Make partner's address the same as the customer's?
    • unless there is clear evidence provided by the customer that the partner's postal address is to be changed
  • update the:
  • select Continue
  • finalise the activity on Assessment Results (AR) screen

Go to Step 25.

25

Cease payment + Read more ...

The work item Status must be updated to Cancelled before the customer's payment is suspended/cancelled.

Suspend/cancel the customer's payment from today's date, use the reason FRC (Failing to Respond to Correspondence).

Follow the relevant suspension/cancellation process for the customer's payment type:

Record details within the suspension/cancellation Fast Note.

Procedure ends here.

26

Finalise the MFU + Read more ...

Record details on a DOC explaining the action taken.

Complete digital images relevant to the work item, if applicable.

In Customer First:

  • select the MFU activity from the Activity List (AL) screen
  • under Select Options, select Cancel an activity, select Continue
  • Click Yes - Cancel the Activity, select Continue

Procedure ends here.