Payment of ABSTUDY when a student or Australian Apprentice becomes incapacitated 102-07020090

A current ABSTUDY customer advises they are no longer undertaking full-time studies or their Australian Apprenticeship because they are incapacitated.

Is the customer receiving ABSTUDY as an Australian Apprentice?

• Yes, see Table 3 > Step 1
• No, if the customer is:
• continuing studies at a part-time workload, go to Step 2
• not continuing studies at a part-time workload, go to Step 4

The customer may still be entitled to receive Living Allowance or ABSTUDY Pensioner Education Supplement (PES) payments if they qualify for a study load concession and are studying a sufficient workload to meet the requirements of that concession.

Consider if a workload concession applies, see Assessing study load concessions for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES).

Does the customer meet the requirements to continue receiving benefits under a study load concession?

• Yes, follow the procedure in Assessing study load concessions for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES). Procedure ends here
• No, go to Step 4

If the ABSTUDY customer is studying part-time, but unable to qualify for a study load concession, their eligibility for the ABSTUDY Part-time Award should be considered. See Decreasing study load for ABSTUDY or ABSTUDY Pensioner Education Supplement (PES).

The ABSTUDY Part-time Award pays a limited range of entitlements and does not pay Living Allowance or ABSTUDY Pensioner Education Supplement (PES) payments. Therefore, the customer's entitlement to other income support payments or benefits should also be investigated.

Procedure ends here.

The appropriate procedure to follow will depend upon whether, because of their incapacity, the customer intends to only be temporarily absent, or is discontinuing studies.

If the customer:

• intends to be temporarily absent from studies, go to Step 6
• is discontinuing studies, see Payment of ABSTUDY when a student is deferring or discontinuing study before the end of the course

The appropriate procedure to follow for customers who will be temporarily absent from studies because of incapacity depends upon the level of study.

For:

• secondary school students, see Table 2 > Step 1
• tertiary or secondary non-school students, see Table 2 > Step 4

Tell the student they must provide evidence of their approved absence.

Evidence required is a signed statement from the secondary school explaining the extended absence is approved.

Note: an indication by the school in an attendance check that an absence was due to illness or other circumstances beyond the control of the student may generally be accepted as sufficient evidence of an approved absence.

Has the student provided appropriate evidence of their circumstances?

• Yes:
• If the student is a boarding student who has not returned for the start of the term, see First day of attendance for ABSTUDY secondary boarders
• All other students, go to Step 2
• No, tell the student the absence is not approved. See Determining Activity Test breaches for unapproved absences for ABSTUDY secondary school students. Go to Step 3

Tell the student the absence is approved. There is no effect on payment, unless they discontinue study.

• Record details of the student's medical condition on the Medical Conditions (MC) screen. To update, see Table 2 in Disability Medical screens. This allows the system to generate Pharmaceutical Allowance (PhA) payments if appropriate
• Record details on a DOC of the approved absence (including details of the length of the absence and of the evidence supplied)

Tell the customer to notify within 14 days if their circumstances change

An adjusted study load assessment is required if the student is:

• from age 16-19 years of age inclusive
• approved for the Away from Home rate
• boarding to attend school
• a Family Tax Benefit (FTB) child

Does all of the above apply to the student?

• Yes:
• Complete a referral to an appropriately trained Service Officer to determine if FTB can continue to be paid to the parent/guardian
• Use Fast Note - select Auto Text, use Families > Updates > 16-19 Assessment Required
• Procedure ends here
• No, procedure ends here

Tell the tertiary or secondary non-school student that they can remain eligible for payment for up to 8 weeks as long as they remain enrolled by the education institution and provide medical evidence.

The student must provide Services Australia with a medical certificate which:

• states the nature of the condition leading to absence and confirms it prevents the student from studying their full-time or concessional study load study, and
• confirms the incapacity is temporary with:
• the date on which the period of incapacity started and
• the date the student is expected to be able to resume their full-time or concessional study load study

If required, send a request for the documentation, see Requesting information (CLK).

Has the student remained enrolled and provided the appropriate medical evidence?

• Yes:
• Send a Fast Note to the ABSTUDY Smart Centre Processing team. Select Auto Text - use Students, ABSTUDY & Apprentices > Update > ABSTUDY Study Update Required
  Include all relevant details listed above
  Procedure ends here
• Go to Step 5
• No, tell the student the absence cannot be approved. The customer is considered to have discontinued study from the date they last studied as a full-time student. Go to Step 9

• Tell the student:
• the absence is approved
• there is no effect on payment, unless they discontinue study
• they must notify within 14 days if their circumstances change
• Code the medical certificate. See Assessment of a medical certificate to determine exemption from mutual obligation requirements for a temporary incapacity
• Record details on a DOC of the approved absence (including details of the length of the absence and of the evidence supplied)

In Customer First, create a manual review on the Review Registration (RVR) screen and complete the fields as follows:

• Service Reason: ABY
• Review Reason: REV (Manual Review)
• Due Date: date on which the student is expected to resume study
• Source: INT
• Date of Receipt: today's date
• Notes: 'Absence due to incapacity approved. Customer expected to resume studies xx/xx/xxxx. Return to OB 102-07020090 for action.'
• Keywords: ABYSUP and ACTABY
• Workgroup: leave blank
• Position: leave blank
• Transfer to Region: ABS

The review will mature on the Due Date coded in the RVR activity. Workload Management will allocate the review for manual action.

• Yes, go to Step 7
• No, no further action is required. Record details on a DOC of contact with the customer. Procedure ends here

Tell the student they will be considered to have discontinued study at the end of the period as specified in the medical certificate unless they resume study or receive an extension as detailed below.

Only one period of extension of entitlement beyond the first absence may be granted if:

• the student continues to remain enrolled in the course
• a further medical certificate is provided containing the same information required for their first period of absence, and
• a statement is received from the institution's Academic Registrar, or equivalent officer, stating that, at the end of the expected period of incapacity, the student is allowed to resume their full-time or concessional study load study in the course

Students are considered to have stopped study on the last day of the period specified in the second medical certificate if they do not resume full-time or concessional study load study on the following day.

If an incapacity results in an approved absence that extends into an end of year vacation period, and the student intends to continue with full-time or concessional study education in the following year, Living Allowance can continue to be paid until the day before commencement of study in the following year. Subsequent year entitlement will be assessed on the student's circumstances in that year.

Has an extension to the period of approved absence been given?

• Yes, go to Step 8
• No, the customer is considered to have discontinued studies at the end of the period specified in the first medical certificate. Go to Step 9

• Tell the student:
• this absence is approved, but no further extensions can be approved
• there is no effect on payment, unless they discontinue study
• they must notify within 14 days if their circumstances change
• Record details on a DOC of the approved absence (including details of the length of the absence and of the evidence supplied)
• Record details of the student's medical condition on the Medical Conditions (MC) screen. This will need to be updated manually, see Table 2 in Disability Medical screens. This allows the system to generate Pharmaceutical Allowance (PhA) payments if appropriate

In Customer First, create a manual review on the Review Registration (RVR) screen and complete the fields as follows:

• Service Reason: ABY
• Review Reason: REV (Manual Review)
• Due Date: date on which the student is expected to resume study
• Source: INT
• Date of Receipt: today's date
• Notes: 'Extension of absence due to incapacity approved. Customer expected to resume studies xx/xx/xxxx. Return to OB 102-07020090 for action.'
• Keywords: ABYSUP and ACTABY
• Workgroup: leave blank
• Position: leave blank
• Transfer to Region: ABS

The review will mature on the Due Date coded in the RVR activity. Workload Management will allocate the review for manual action.

Procedure ends here.

Entitlement to ABSTUDY or ABSTUDY Pensioner Education Supplement (PES) ceases from the date they were last considered to be a full-time student.

Complete the following:

• Tell the customer they are no longer entitled to ABSTUDY/ABSTUDY PES
• If the customer is a secondary school student approved for the Away from Home rate and their ABSTUDY Living Allowance is paid to their boarding institution, see Cessation of the ABSTUDY Away from Home rate for special coding requirements
• Update the customer's study details to reflect the change in study details. If the EDC screen reflects the customer is no longer a student, the system will automatically cancel ABSTUDY payments
• Consider if the customer may be eligible for other income support payments or benefits
• Record details on a DOC of any decision and/or discussion with the student

Procedure ends here.

An ABSTUDY Australian Apprentice customer who is temporarily incapacitated and unable to continue their apprenticeship is eligible to receive ABSTUDY as long as their Commonwealth registration number remains current.

If the Commonwealth registration number is suspended or cancelled, there is no entitlement to ABSTUDY as an Australian Apprentice.

Obtain the Australian Apprenticeship details from the Department of Employment and Workplace Relations.

Is the Commonwealth registration number current?

• Yes, go to Step 2
• No, go to Step 4

The customer must provide Services Australia with an original valid medical certificate which:

• states the nature of the condition leading to absence and confirms it prevents the customer from undertaking their full-time Australian Apprenticeship, and
• confirms the capacity is temporary with:
• the date the period of incapacity started, and
• the date the customer is expected to be able to resume their full-time Australian Apprenticeship

If the incapacity is permanent, investigate if the customer may be eligible for another income support payment, e.g. JobSeeker Payment (JSP) or Disability Support Pension (DSP).

If required, send a request for the documentation, see Requesting information (CLK). When the customer provides the medical certificate, copy and return it to the customer as they may need to provide a copy to their employer.

Has the customer provided the appropriate medical evidence?

• Yes:
• Send a Fast Note to the ABSTUDY Smart Centre Processing team. Select Auto Text, use Students, ABSTUDY & Apprentices > Update > ABSTUDY Apprentice Action
  Include all relevant details listed above
  Procedure ends here
• Go to Step 3
• No, tell the customer the absence cannot be approved. Go to Step 4

• Code the medical certificate. See Assessment of a medical certificate to determine exemption from mutual obligation requirements for a temporary incapacity
• Update customer's employment income if required, e.g. if no longer being paid wages for period of incapacity
• If the customer is still being paid income while incapacitated, they must continue to report their employment income via self service
• Tell the customer to notify immediately if their Commonwealth registration number is suspended or cancelled to avoid an overpayment
• Record details on a DOC

Procedure ends here.

To cancel ABSTUDY, update the Apprenticeship End Date field on the Apprenticeship Details (NAPD) screen with the date advised from the Department of Employment and Workplace Relations (DEWR).

Investigate if the customer may be eligible for another Services Australia payment. For a:

• temporary incapacity:
• Customers claiming JobSeeker Payment (JSP/Youth Allowance (YA) (Incapacitated) or
• Youth Allowance (YA) student or Australian Apprentice becomes incapacitated or impacted by unforeseen or extreme circumstances
• long term incapacity - Eligibility for Disability Support Pension (DSP)

Record details on a DOC.