Updating or adding business details for Deduction and Confirmation programmes 103-09010070

Request to add or update a business’s ABN can be requested verbally or in writing from either an Authorised Officer or Contact Officer and must be referred to the Third Party Program Team for action.

Place an open DOC with a keyword of 'TPPREF’ on the business record with the detail of the request and any relevant supporting information.

For the Third Party Programs Team only.

Confirm with the business why there has been a change in ABN. See the CRN Change Scenario table to confirm the required actions.

Does the business have a new ABN?

• Yes,
• Tell the business a new Business Application is needed. Issue the appropriate letter as per the CRN Change Scenario table
• DOC the business record with the details, including whether the business record can be maintained. For example, if there has been a change in structure, (such as, a sole trader changes to a company), the same record can be maintained
• If advice was received by email, make sure this has been uploaded to the business record
• If the CRN Change Scenario table advises a new CRN is needed, proceed with withdrawal. See Withdrawing a business’s approval to use a deduction and confirmation service. Procedure ends here
• No, the business has advised the ABN listed on the record has been recorded incorrectly, go to Step 4

• Check the ABN lookup website to confirm the ABN details match and upload a copy to the business record
• In the business record, go to the NU screen
• To insert an ABN, key the details on a new line
• To correct an existing ABN, key 'C' beside the existing line and overstrike details as needed
• Key 'ABN' in the Organisation/Type: field
• Leave the Env: field blank
• In the Reference Number: field, key in the valid ABN for the business
• Complete the Source: and DOR: fields
• Key 'AR' in the Nxt: field, and press [Enter]
• Update the Registration and Access Management for Business (RAMB) system with the new ABN details
• ‘D’ – Delete any ABNs that are no longer current

The activity will be completed and finalised on the Activity List (AL) screen. Procedure ends here.

Business Name: Changes to a business name must be received in writing from the Authorised Officer and scanned to the business record.

Trading Name: Changes to a business’s trading name can be received verbally from any contact recorded on the business record.

All requests must be referred to the Third Party Programs Team for action.

Place an open DOC with a keyword of 'TPPREF’ on the business record with the detail of the request and any relevant supporting information.

For the Third Party Programs Team only.

Confirm with the business why there has been a change and if there has been a change of ownership or a change in legal entity refer to the CRN Change scenarios guidelines to determine if a new Business Application will need to be submitted.

Is a new business application needed?

• Yes,
• Tell the business a new Business Application will be needed. Issue the appropriate letter as per the CRN Change Scenario table
• DOC the business record with the details, including whether the business record can be maintained. For example, if there has been a change in structure, such as, a sole trader changes to a company the same record can be maintained
• If advice was received by email, make sure this has been uploaded to the business record
• If the CRN Change Scenario table advises a new CRN is needed, proceed with withdrawal. See Withdrawing a business’s approval to use a deduction and confirmation service. Procedure ends here
• No, go to Step 3

The requested business name must match the entity name recorded for the business on the ABN lookup, unless the business is a trust. To code a trust, use the name of its trustee, for example Smith PTY LTD ATF the Smith Family Trust. See Legal entities information for more detail on correctly coding a Business name.

• Select the name to be updated (business or trading), this expands the name details section
• Key the Organisation Name: field with the correct business/trading name
• The DOE: field and DOR: field are to be coded with the relevant dates and the Source: field coded with relevant option
• Select Save button, then select Continue

The activity will be completed and finalised on the Activity List (AL) screen. If there was no change in legal entity, send the Q848 letter (change in circumstances) to the business. Procedure ends here.

For Centrepay or Income Management businesses, go to Step 2

For a Rent Deduction Scheme (RDS) organisation, go to Step 3

All changes to a business’s bank account must be requested in writing from an Authorised Officer.

The written request must contain:

• the business name
• the new bank account details including name, BSB and account number
• the date on which the new account will be operational
• reason for the change. Note: it is important to make sure there has been no other changes, such as a change in ownership

Prior to completing the change on the record, verbal confirmation from an Authorised Officer must be obtained.

Note: two day delivery payments, for example pension payments, stripped the business day before the change, will still deliver to the previous bank account.

Go to Step 4

All changes to a business’s bank account must be requested in writing from an Authorised Officer.

The written request must contain:

• the business name
• the new bank account details including name, BSB and account number
• the new date on which the new account will be operational
• reason for the change. Note: it is important to make sure there has been no other changes, such as machinery of government changes

A Program Support Manager from Third Party Programs must contact the Authorised Officer by telephone, using the contact details we have on record (not those in the written request to change bank account details) to confirm that the request is legitimate before taking any further action.

Note: two day delivery payments, for example pension payments, stripped the business day before the change, will still deliver to the previous bank account.

Did the Authorised Officer confirm that the bank account change is legitimate?

• Yes, go to Step 4
• No, bank account details cannot be changed. Procedure ends here.

Go to the Org Service Bank Summary (OSBS) screen and select the line with the bank details to be updated. Press [Enter].

If the business is approved for more than one service reason, the OSBS screen will display bank account details for each service reason. Each service reason can have a separate bank account. The Service Officer can also group service reasons to hold one bank account. If multiple bank accounts exist and need multiple updates, each service reason must be selected separately.

Do not end date the old bank account details. If an end date is added, any customers with current deductions to the business for that service reason will be unlinked and the deduction cancelled.

New bank account details can only be added on the day they are effective e.g. today’s date. Past or future dates cannot be entered.

• If details are present, overstrike start date with today's date
• Key the 'BSB' of the bank into the Financial Inst Code: field, the FI Type Code: field will automatically prepopulate
• The bank account number is input into the Account Number: field, with the relevant account name and abbreviated name, input into the Abbrev Account Title: field and Account Title: field
• DOR: field is coded with the relevant date, the Source: field coded with relevant option and the ACTION: field coded with 'I' for 'Insert'

The activity will be completed and finalised on the Activity List (AL) screen. DOC the business record with the details of the update or annotate the existing DOC if appropriate.

For Centrepay or Income Management, send the Q848 letter (change in circumstances) to the business. Procedure ends here.

For Rent Deduction Scheme (RDS), email the Authorised Officer to advise the bank account details have been updated. Procedure ends here.

A change to a business’s physical or postal address can be requested verbally from any contact recorded on the business record.

• Select the relevant address to be updated (physical or postal) and select Continue
• Input the required start date in the Start Date: field

Update using 'Update address using rapid entry' option:

• Key the business's suburb or postcode into the Suburb or Postcode: field
• The Street Address: field will appear, a selection of addresses to choose from will show once part of the address is added. Once the correct address is selected, the other address fields will prepopulate
• Key the DOR: field with the relevant date and the Source: field coded with relevant option. Select Continue

Update using 'Enter non-Australian address' option:

• Key all address details, such as street address, town/suburb, state, postcode, and country
• Key the DOR: field with the relevant date and the Source: field coded with relevant option. Select Continue

The activity will be completed and finalised on the Activity List (AL) screen. DOC the business record with the details of the update or annotate the existing DOC if appropriate and send the Q848 letter (change in circumstances) to the Business.

Authorised Officer

Requests to add additional Authorised Officers must be received in writing from an Authorised Officer currently recorded on the record.

If there is no Authorised Officer identified on the record, staff can update the Organisation Contact Summary (OSCS) screen based on written advice from any contact recorded on the OSCS screen. Staff must clearly tell the business of the requirements for the Authorised Officer role. For Centrepay this is as outlined in the Centrepay Procedural Guide for Businesses.

If there are no active contacts on the OSCS screen, an Authorised Officer can be added based on written advice. Staff must clearly tell the business of the requirements for the Authorised Officer role. For Centrepay this is as outlined in the Centrepay Procedural Guide for Businesses.

Contact Officer

Requests to add additional Contact Officers can be accepted verbally by any contact currently recorded on the business record.

• To add a new contact, go to Step 2
• To update an existing contact, go to Step 3

On the OSCS screen press Add Contact to go to the Organisation Contact Details (OSCD) screen.

• At the OSCD screen, add the contact details
• In the Position field, clearly identify the contact person’s role. If adding an Authorised Officer, select this from the drop down list and add their title/position as free text. For Contact Officers, choose the role from the drop down list or type in the free text field
• Service Reasons: list all relevant service reasons
• Select ‘Save’ and then ‘Continue’ to go to the next page where the contact phone number can be added. Adding the phone number is mandatory for the Billing in Arrears Invoice contact
• Finalise the activity

DOC the business record with the details of the update or annotate the existing DOC if appropriate. Procedure ends here.

On the OSCS screen highlight the radio button next to the contact person to be modified from the summary of contacts and press Modify Contact to go to the Organisation Contact Details (OSCD) screen.

• At the OSCD screen, update the contact details
• In the Position field, make sure the person’s role is clearly identified. If updating an Authorised Officer, make sure this is selected from the drop down list and add their title/position as free text. For Contact Officers, make sure they have an appropriate role selected from the drop down or type in the free text field
• Select ‘Save’ and then ‘Continue’ to go to the next page where you can change the contact phone number. Adding the phone number is mandatory for the Billing in Arrears Invoice contact
• Finalise the activity