Table 1: this table provides answers to frequently asked questions on the process to prepare the refund request form.
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Item |
Description |
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1 |
When is the Notice to prepare a Refund Account (SF030) form used?
This form is used when the refund to the customer cannot be made via the computer system.
This is normally where:
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the customer is deceased
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the record is cancelled
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a payment cannot be paid via Payment adjustment (PYAJ) screen
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2 |
How is the payment issued?
The payment is issued through the Essentials system (SAP). This is the finance system.
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3 |
How is the form completed?
The following information must be completed:
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General Ledger Account number and Cost Centre
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Amount
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Payment method (direct credit, cheque) - payment by direct credit is preferred
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Name and address of customer
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If payment is by cheque, cheque is to be made to the Estate of the late customer, (if the customer is deceased) or to the appropriate person
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Debt ID - this should be completed for debt refunds only. See Refunding debt repayments
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Income Support payment - payment type
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Customer Reference Number
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If payment is by direct credit, make sure the financial institution name, BSB, and account number are completed
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Reason for Refund (must provide details if Other is selected)
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4 |
General Ledger (GL) Account number and Cost Centre codes
See General Ledger and Cost Centre codes attachment.
Note: if the payment type cannot be found in the attachment, check the Centrelink benefit payments and GL codes document:
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Follow this link: Chart of accounts - Administered
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Select Expenses - Administered Expenses
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Open the Centrelink benefit payments and GL codes document
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5 |
Who signs the form?
Note: for digital signatures, ensure the SF030 form is saved to secure drive and opened in Adobe.
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Form must be signed by the staff member completing it
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Signatures can be digital or physical
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Digital signatures can be created by selecting:
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the signature field of the SF030
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Configure New Digital ID
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Create a new Digital ID
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Form must also be signed the Spending Delegate:
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For the purposes of the SF030, the Spending Delegate can be any staff member APS5 or above
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Spending limits under Schedule 1 of the Instrument of Financial Delegation apply (that is, an APS5 staff member can only approve payments up to $10,000)
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The staff member completing the form cannot also be the Spending Delegate
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6 |
Who processes the form?
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Once all required fields are completed, the completed form and supporting documents are to be emailed to Financial Shared Services for processing
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Select email at the bottom of the form to attach the completed SF030 to an email
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Supporting documentation must be added before sending
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