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Customer no longer an Australian Apprentice 102-07030210

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This document outlines what happens when a customer advises they are no longer an Australian Apprentice.

On this page:

Eligibility assessment

Register as a job seeker

Register as full time student

Eligibility assessment

Table 1

Step

Action

1

Check if customer is changing their Australian Apprentice employer + Read more ...

Has the customer advised they will commence with a new apprentice employer within 28 days of ceasing with their previous employer?

Yes:

  • The customer may remain entitled to payment:
  • If the customer remains entitled to payment, advise them to add their new apprentice employer in their next report. New Apprentice employer information from Department of Employment and Workplace Relations (DEWR) is automatically updated on the:
    • Process Direct - Apprentice Details (NAPD) screen
    • Customer First - Apprenticeship Details (NAPD) screen
    • Procedure ends here

No, or 28 days has passed and the customer did not commence with a new employer, go to Step 2

2

No longer a full time Australian Apprentice + Read more ...

A customer's Australian Apprenticeship status may be updated automatically on the Apprenticeship Details (NAPD) screen when information is received from DEWR. This may cancel the customer's payment. Customers still need to advise Services Australia of any change to the status of their Australian Apprenticeship within 14 days.

If a customer ceased work with their previous employer and did not commence with a new employer within 28 days, they cease to qualify from the Entitlement Period End Date (EPED) immediately after the 28 day period. See Resources for an example.

If a customer advises they have stopped or will stop their Australian Apprenticeship on a future date:

  • they can be transferred to another suitable payment even if their Commonwealth Registration Number is still current
  • the NAPD screen may need to be manually updated to allow the customer to be transferred to another payment
  • if the customer is contacting to advise they will stop an Australian Apprentice for a future date, updates can only be made up to 14 days before the date the customer will stop their apprenticeship. If the date the apprenticeship will stop is more than 14 days in the future advise the customer to notify within 14 days of ceasing their apprenticeship

Has the customer advised they have stopped being an Australian Apprentice and are:

  • Under 22 years?:
    • Youth Allowance or ABSTUDY Apprentice transferring to a student, go to Step 3
    • YA Apprentice transferring to YA (Job seeker), go to Step 4
    • ABSTUDY Apprentice transferring to another income support payment, go to Step 5
    • And do not wish to transfer to another income support payment, go to Step 6
  • Over 22 years?:
    • YA, Austudy or ABSTUDY Apprentice transferring to a student, go to Step 3
    • YA, Austudy or ABSTUDY Apprentice transferring to JSP, go to Step 6
    • YA, Austudy or ABSTUDY Apprentice transferring to another income support payment, go to Step 6
    • And do not wish to transfer to another income support payment, go to Step 6

3

Customer advises they will be starting a full-time course of study + Read more ...

See Identifying the most beneficial payment for students or Australian Apprentices

Youth Allowance/Austudy

If there will be a gap between stopping the Australian Apprenticeship and starting as a student of more than 14 days or the end of the 28 day period after ceasing employment the customer must register as a job seeker.

Will there be a gap of more than 14 days?

  • Yes, to continue receiving an income support payment without a gap, the customer must register as a jobseeker before starting study, go to Step 4
  • No, see Table 3, Step 1

ABSTUDY

If there will be a gap of more than 28 days between stopping the Australian Apprenticeship and starting full-time study the customer must register as a job seeker.

Will there be a gap of more than 28 days?

  • Yes, to continue receiving an income support payment without a gap, the customer must register as a jobseeker before starting study, go to Step 4
  • No, see Table 3, Step 1

4

Customer is required to register as a job seeker to continue to be paid + Read more ...

The customer can continue to receive payments as a job seeker when they:

  • notify within 14 days of stopping the apprenticeship or,
  • notify at the end of the 28 day period after ceasing employment, and
  • want to continue to be registered as a job seeker

Has the customer met both parts of the criteria?

5

Customer advises they are no longer an Australian Apprentice + Read more ...

The customer can be registered as a Youth Allowance (YA) (job seeker) when they:

  • are receiving YA
  • are under 22 years of age
  • have notified within 14 days of stopping their apprenticeship, or end of the 28-day period after ceasing employment and
  • want to receive payment as a job seeker

Is the customer eligible to be registered as a Youth Allowance (job seeker)?

6

Cancel payments + Read more ...

Only limited Apprentice trained Local Peer Support (LPS) have access to the Apprenticeships Data Management System (ADMS). Services Officers must not contact LPS for help to update apprenticeship changes.

Does the Service Officer have access to ADMS and the NAPD screen?

7

NAPD screen requires updating + Read more ...

The date recorded on NAPD will either be:

  • the date the customer stopped their apprenticeship if they were not expecting to change from one apprentice employer to another, or
  • the 29th day after the customer’s employment ceased if they were expecting to change from one apprentice employer to another and were unable to do so

Service Officers without access to ADMS must create an Open work item using Fast Note:

ABSTUDY

  • Use Fast Note - select Auto text, use Students, ABSTUDY and Apprentices > Update > ABSTUDY Apprentice action required
  • Select confirm
  • Add the following text: Customer stopped their apprenticeship on DD/MM/YY. NAPD update is required and payments are to be cancelled

Youth Allowance (YA)/Austudy

  • Use Fast Note - select Auto text, use Students, ABSTUDY and Apprentices > Update > Apprentice Employer Update
  • Select confirm
  • Add the following text: Customer stopped their apprenticeship on DD/MM/YY. NAPD update is required and payments are to be cancelled

Tell the customer that their payment will be cancelled, as they are no longer qualified.

If the customer requires further financial assistance:

If a previous request to update the record to cancel payments has not been actioned and the customer has a pending income support claim:

  • Service Officers are to escalate to a Local Peer Support (LPS) and to Service Support Officer (SSO) if they do not have the required access to complete the update
  • if the previous request is for an ABSTUDY Apprentice and the Service Officer is not trained in ABSTUDY, contact the ABSTUDY business line to complete follow up action. Escalate to LPS and to SSO

Procedure ends here.

8

Cancel payments continued + Read more ...

End date the Australian Apprenticeship to cancel their existing payment. The update will need to be done before another payment can be granted.

The date the customer stopped their apprenticeship will either be:

  • the date they stopped if they were not expecting to change from one apprentice employer to another, or
  • the 29th day after the customer’s employment ceased if they were expecting to change from one apprentice employer to another and were unable to do so

End the Australian Apprenticeship in either:

  • Process Direct
    • Go to the Apprentice Details (NAPD) screen
    • Select Edit next to the line that requires updating
    • Update the Apprenticeship End Date field to the date the Australian Apprenticeship stopped. Use the date advised by the customer or showing in ADMS
      See the Resources page for a link
    • Select Save
    • Key the Receipt Date and Channel. Select Save
    • Select Assess and address any errors/warnings
    • Select Assess again, then select Finish
    • Record details of the update
    • Select Finalise
  • Customer First
    • Go to the Apprenticeship Details (NAPD) screen
    • Update the Apprenticeship End Date to the date the Australian Apprenticeship stopped. Use the date advised by the customer or showing in ADMS
      See the Resources page for a link
    • Source: the relevant contact channel
    • DOR: date of receipt
    • Action: 'C' (correct)
    • Press [Enter]

Update any final employment income using the Earnings and Reporting workflow in Process Direct or on the Employment Income Summary (EAPP) screen in Customer First. See Recording and correcting employment income details.

If the customer has no final employment income:

  • Correct the last apprentice income entry on the EAPP screen: Empl Sts: field from FTO to PTC
  • If the customer was receiving:
    • Youth Allowance and is aged under 22, go to Step 10
    • Youth Allowance and is aged 22 years and over, ABSTUDY or Austudy, go to Step 9

9

Customer receiving YA and is aged 22 years and over, ABSTUDY or Austudy + Read more ...

If the customer requires further financial assistance, refer them to the Payment and Service finder on the Services Australia website. See the Resources page for a link. Tell them to lodge a claim using online services via myGov.

If the Australian Apprenticeship was ended in:

  • Process Direct - procedure ends here
  • Customer First:
    • Do not code the Newstart Education Status (NES) screen to update the status as NST (not a student)
    • Finalise the activity for payment to cancel LAT (left apprenticeship)
    • DOC the record
    • Procedure ends here

10

Youth Allowance customer under 22 years + Read more ...

For Youth Allowance customers aged under 22, cancel the payment manually in either:

Process Direct:

  • Go to the Benefit Action (BA) screen
  • Select Add. On the Create Benefit Action screen, update the following fields:
    • Benefit Type Code: YAL
    • Benefit Action: CAN - CANCEL
    • Reason: CLR - WITHDRAWN / VOLUNTARY SURRENDER
    • Date of Effect: key the date the customer stopped their Australian Apprenticeship + 1 day
    • Select Save
    • Key the Receipt Date and Channel. Select Save
  • Go to the Newstart Education Status (NES) screen
  • Select Add. On the Create Education Status screen, update the following fields:
    • Start Date: key the date the customer stopped their Australian Apprenticeship +1 day
    • Student Status: NST - Not a Student
    • Education Level Attained: select from the dropdown menu
    • Select Save
  • Select Assess and address any errors/warnings
  • Select Assess again, then select Finish
  • Record details of the update
  • Select Finalise
  • If the customer requires further financial assistance:
    • Tell them to lodge a claim using online services via myGov
    • Refer them to the Payment and Service finder on the Services Australia website. See the Resources page for a link
  • Procedure ends here

Customer First:

  • Go to the Benefit Action (BA) screen
    • Service Reason: field, 'YAL'
    • Action: field 'CAN'
    • Reason: field 'CLR' (Client request - voluntary surrender)
    • Effect Date: field, the date the customer stopped their Australian Apprenticeship plus one day
  • Insert a new NES screen:
    • Event Date: field, the date the customer stopped their Australian Apprenticeship +1 day
    • Student Status: field, 'NST'
  • Finalise the activity to cancel the payment and DOC the record
  • If the customer requires further financial assistance:
    • Tell them to lodge a claim using online services via myGov
    • Refer them to the Payment and Service finder on the Services Australia website. See the Resources page for a link
  • Procedure ends here

Register as a job seeker

Table 2

Step

Action

1

Customer is seeking assistance as a job seeker + Read more ...

Only limited Apprenticeship trained Local Peer Support (LPS) have access to the Apprenticeship Access site. Services Officers must not contact LPS for help to update apprenticeship changes.

Does the Service Officer have access to the Apprenticeships Data Management System (ADMS) and the NAPD screen?

2

NAPD requires updating + Read more ...

Service Officers without access must create an Open work item using Fast Note:

ABSTUDY

  • Use Fast Note - select Auto Text, use Students, ABSTUDY and Apprentices > Update > ABSTUDY Study Update required
  • Select confirm
  • Add the following text: Customer stopped their apprenticeship on DD/MM/YY. NAPD update is required and payments are to be cancelled
  • Add the following keyword: ABYAPT

Youth Allowance (YA)/Austudy

  • Use Fast Note - select Auto Text, use Students, ABSTUDY and Apprentices > Update > Apprentice Employer Update
  • Select confirm
  • Add the following text: Customer stopped their apprenticeship on DD/MM/YY. NAPD update is required and payments are to be cancelled
  • Include the appropriate action:
    • transfer to Youth Allowance JSK required
    • cancellation of Youth Allowance/Austudy is required

If the customer's current payment is to be cancelled, tell the customer:

Procedure ends here.

3

Customer has discontinued or completed the Australian Apprenticeship + Read more ...

If the Sign in - Apprenticeships Data Management System (ADMS) link has not worked to end the apprenticeship:

  • ADMS must be checked to determine the current status of the Commonwealth Registration Number
  • Service Officers in the Apprentice Processing Teams have access to ADMS

If ADMS shows the Commonwealth Registration Number as current, a customer can only transfer from an apprentice payment to a job seeker payment if they ask for the transfer.

Update any final earnings using the Earnings and Reporting workflow. See Recording and correcting employment income details.

Record the end date of the Australian Apprenticeship in either:

Process Direct

  • Go to the Apprentice Details (NAPD) screen
  • Select Edit next to the apprenticeship line that requires updating
  • On the Change Apprenticeship Details screen, update the following:
    • Apprenticeship End/Termination Date to the date the Australian Apprenticeship stopped. Use the earlier of the date advised by the customer or showing in ADMS Note: Service Officers without access to ADMS use the date advised by the customer. See the Resources page for a link
  • Select Save
  • Key the Receipt Date and Channel. Select Save
  • Select Assess and address any errors/warnings
  • Select Assess again

Customer First

  • Go to Apprenticeship Details (NAPD) screen and update the following:
    • Apprenticeship End Date to the date the Australian Apprenticeship stopped. Use the earlier of the date advised by the customer or showing in ADMS
      See the Resources page for a link
  • Source: relevant contact channel
  • DOR: date of receipt
  • Action: key 'C' (correct)
  • Press [Enter]

Is the customer a Youth Allowance (YA) customer?

4

Update Newstart Education Status (NES) screen for YA customers + Read more ...

For YA customers only, update either:

Process Direct:

  • Go to the NES screen
  • Select Add. On the Create Education Status screen, key the following:
    • Start Date: the date the customer stopped their Australian Apprenticeship +1 day
    • Student Status: NST - Not a Student
    • Education Level Attained: select from the dropdown menu
    • Select Save
  • If the customer is aged 16-17 years and not turning 18 years within 3 months:
    • an exemption will be required to be coded on NES screen
    • the exemption reason should be 'OTH' (other) and coded for a 21 day period
    • the 21 day period starts from the cessation date of apprenticeship + 1
  • Go to Step 5

Customer First:

  • Go to the NES screen. Update the following fields:
    • Event Date: field with cessation date + 1
    • Student Status: field with 'NST' (Not a student)
    • Action: field with 'I' (Insert)
  • If the customer is aged 16-17 years and not turning 18 years within 3 months:
    • an exemption will be required to be coded on NES screen
    • the exemption reason should be 'OTH' (other) and coded for a 21 day period
    • the 21 day period starts from the cessation date of apprenticeship + 1
  • Go to Step 5

5

Payment type + Read more ...

What payment is the customer currently receiving?

6

Customer is receiving ABSTUDY + Read more ...

ABSTUDY payments will auto cancel once the apprenticeship has been end-dated on the NAPD screen.

The customer will need to claim JobSeeker Payment (JSP) or Youth Allowance (job seeker) if they wish to continue to receive assistance.

If the customer wishes to claim JSP or YA, action in either:

Process Direct:

  • Select Assess and address any errors/warnings
  • Select Assess again, then select Finish
  • Record details of the update
  • Select Finalise
  • Tell the customer:
  • Procedure ends here

Customer First:

  • Record details on a DOC and finalise activity
  • Tell the customer:
  • Procedure ends here

Note: If a customer received a Crisis Payment in the period the change is applied, a manual reassessment of Crisis Payment may be required. For more information, see Reviewing and reassessing Crisis Payment (CrP).

7

Customer is receiving Austudy + Read more ...

Austudy payments will auto cancel once the apprenticeship details have been end-dated on the NAPD screen.

The customer will need to claim JobSeeker Payment (JSP) if they wish to continue to receive assistance.

If the customer wishes to claim JSP, action in either:

Process Direct:

  • Select Assess and address any errors/warnings
  • Select Assess again, then select Finish
  • Record details of the update
  • Select Finalise
  • Tell the customer:
  • Procedure ends here

Customer First:

  • Record details on a DOC and finalise activity
  • Tell the customer:
  • Procedure ends here

Note: If a customer received a Crisis Payment in the period the change is applied, a manual reassessment of Crisis Payment may be required. For more information, see Reviewing and reassessing Crisis Payment (CrP).

8

Customer is receiving Youth Allowance and is 22 years and over + Read more ...

The customer will need to claim JobSeeker Payment (JSP) if they wish to continue to receive assistance.

If the customer wishes to claim JSP action in either:

Process Direct:

  • Select Assess and address any errors/warnings
  • Select Assess again, then select Finish
  • Record details of the update
  • Select Finalise
  • Tell the customer:
  • Procedure ends here

Customer First:

  • Record details on a DOC and finalise activity
  • Tell the customer:
  • Procedure ends here

Note: If a customer received a Crisis Payment in the period the change is applied, a manual reassessment of Crisis Payment may be required. For more information, see Reviewing and reassessing Crisis Payment (CrP).

9

Customer is under 22 years and receiving Youth Allowance (YA) + Read more ...

YA will remain current. Action in either:

Process Direct:

  • Select Assess and address any errors/warnings
  • Select Assess again, then select Finish
  • Record details of the update
  • Select Finalise

Customer First

  • Record details on a DOC
  • Finalise activity

Book the customer a Jobseeker Online Claim appointment

Use the Appointments tab in Process Direct.

From the Booked Appointments screen select Create/make new appointment and complete the following fields:

  • Appointment details:
    • Appointment type: Jobseeker Online Claim Appointment
    • Appointment channel: Phone
    • Service Reason:Youth Allowance
  • Appointment booking:
    • On this day: select date after apprenticeship has ended
    • Location: Participation Appointments Profile 2
    • Select the appointment time. Note: if the available time has a negative number in the available column there are no appointments available. Select appointment times with positive values
    • Appointment Note:'This is an apprentice to job seeker transfer. Job seeker registration required, refer to provider'
    • Select: Save

At the appointment the Service Officer will:

  • Select More Options in Process Direct > Participation Summary > Job seeker registration & provider referral information > Start job seeker registration to determine an appropriate referral to an employment services provider.
    Note: job seeker registration can only be run the day after the apprenticeship has ended
  • Book an initial appointment with the provider of the customer's choosing
  • Make sure the customer is aware of their mutual obligation requirements and regular reporting requirements

Note: If a customer received a Crisis Payment in the period the change is applied, a manual reassessment of Crisis Payment may be required. For more information, see Reviewing and reassessing Crisis Payment (CrP)

Procedure ends here.

Register as full time student

Table 3

Step

Action

1

Customer is seeking assistance as a student + Read more ...

Only limited Apprenticeship trained Local Peer Support (LPS) have access to the Apprenticeship Access site. Services Officers must not contact LPS for help to update apprenticeship changes.

Does the Service Officer have access to the Apprenticeships Data Management System (ADMS) and the NAPD screen?

2

NAPD requires updating + Read more ...

Service Officers without access must create an Open work item using Fast Note:

ABSTUDY

  • Use Fast Note - select Auto Text, use Students, ABSTUDY and Apprentices > Update > ABSTUDY Apprentice action required
  • Select Confirm
  • Add the following text: Customer stopped their apprenticeship on DD/MM/YY. NAPD update is required and transfer to ABSTUDY student required
  • Include the course details:
    • Course Name & Course level: (e.g. Bachelor of Arts/ TGB)
    • Participation Status: (Full time student/Part time student)
    • Institution Name & Code:
    • Course Start & End dates:
    • Student Start & End dates:
    • Student ID: (if known)
    • Allowable time considered: YES/NO
    • Customer has been advised/reminded of the general notification provisions

Youth Allowance (YA)/Austudy

  • Use Fast Note - select Auto Text, use Students, ABSTUDY and Apprentices > Update > Apprentice Employer Update
  • Select Confirm
  • Add the following text: Customer stopped their apprenticeship on DD/MM/YY. NAPD update is required and transfer to Youth Allowance Student required
  • Include the course details:
    • Course Name & Course level: (e.g. Bachelor of Arts/ TGB)
    • Participation Status: (Full time student/Part time student)
    • Institution Name & Code:
    • Course Start & End dates:
    • Student Start & End dates:
    • Student ID: (if known)
    • Allowable time considered: YES/NO
    • Any previous completed study at the same level?
    • Any previous attempted study at the same level?
    • Customer has been advised/reminded of the general notification provisions

Procedure ends here.

3

View Apprenticeships Data Management System (ADMS) registration + Read more ...

If ADMS shows the Commonwealth Registration Number as current, a customer can only transfer from an apprentice payment to a student payment, if they ask to be transferred.

For an immediate transfer to occur:

Is all information available and there are no allowable/reasonable time issues?

4

Change the customer's activity type to full-time student + Read more ...

For YA and Austudy customers

Record the end date of the Australian Apprenticeship in either Process Direct or Customer First:

Process Direct + Read more ...

  • Go to the Apprentice Details (NAPD) screen
  • Select Edit next to the apprenticeship line that requires updating. Update the Change Apprenticeship Details screen
  • Australian Apprenticeship End Date field update to the date the Australian Apprenticeship stopped. Use the earlier of the date advised by the customer or showing in ADMS. Service Officers without access to ADMS will use the date advised by the customer. See the Resources page for a link
  • Select Save
  • Key the Receipt Date and Channel. Select Save
  • Go to the Newstart Education Status (NES) screen
  • Select Add. Key fields on the Create Education Status screen
    • Start Date: date completed Australian Apprenticeship + 1
    • Student Status: FTS - Full-Time Student
    • Education Level Attained: select from the dropdown menu
    • Select Save
  • Code the new study details
  • Select Assess and address any errors/warnings
  • Select Assess again, then select Finish
  • Record details of the update
  • Select Finalise
  • Update any final employment income on the Employment Income Summary (EAPP) screen or the Earnings and Reporting workflow
  • Procedure ends here

Customer First + Read more ...

  • Go to the Apprenticeship Details (NAPD) screen
  • Update the Apprenticeship End Date field to the date the Australian Apprenticeship stopped. Use the earlier of the date advised by the customer or showing in ADMS. Service Officers without access to ADMS will use the date advised by the customer
  • Source: relevant contact channel
  • DOR: date of receipt
  • Action: 'C' (correct)
  • Press [Enter]

Code 'NES' in the Next: field and press [Shift]+[F4] Workaround. Code:

  • Event Date: field with date completed Australian Apprenticeship + 1
  • Student status: field with 'FTS' (Full time student)
  • Action: field with 'I' (Insert)

Do not update the NES screen for ABSTUDY customers.

Service Officers must:

  • Code the new study details. See Coding new study details
  • Record details on a Note/DOC
  • When the NAPD screen has been updated, finalise the activity via the Assessment Results (AR) screen
  • Update any final employment income on EAPP or by using the Earnings and Reporting workflow

Procedure ends here.

ABSTUDY customers + Read more ...

Service Officers must:

Go to the NAPD screen by coding NAPD in Next: field.

Code:

  • Apprenticeship Student End Date: Depending on circumstances -
    • Study starts within 28 days of apprentice cease date: with the date before the start of the new study start date
    • Study starts greater than 28 days after apprenticeship cease date: date advised by the customer or in ADMS (whichever is the earliest)
  • Source: field with the relevant contact channel
  • DOR: field with date of receipt
  • Action: field with 'C' (correct)
  • Press [Enter]

Service Officers must:

  • Code the new study details. See Coding new study details
  • Record details on a DOC
  • When the NAPD screen has been updated, finalise the activity via the Assessment Results (AR) screen
  • Update any final employment income on EAPP or by using the Earnings and Reporting workflow

Procedure ends here.

5

Service Officer is unable to determine study details or there are allowable time issues + Read more ...

If customer is still receiving YA, Austudy or ABSTUDY as an apprentice:

If the customer is unable to supply documents at the time of the contact, a request for information is to be sent requesting the customer supply documents within 14 days.