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Farm Financial Assessments (FFA) 002-02070010



For Farm Household Case Officers (FHCO) only.

This document outlines how to request, complete and process FFA.

On this page:

Requesting a new FFA, or linking an FFA for members of a couple

Completing the FFA, extensions, withdrawing a request, failure to provide FFA

Accepting a submitted FFA

Requesting a new FFA, or linking an FFA for members of a couple

Table 1

Step

Action

1

Requesting an FFA + Read more ...

The Farm Household Case Officer (FHCO) requests the FFA after a new claim has been granted and assigned to them.

Before requesting the FFA, the FHCO must:

If the customer is part of any open FFA cases (case status is New, In Process, Not Provided, Current), the case will be closed. This also applies to activities related to the case if a new FFA request is issued.

During the FHCO first contact, the FHCO decides if the customer has any vulnerabilities or special circumstances that would prevent the FFA from being returned by the due date.

In some circumstances, the FHCO may need to have multiple contacts with the customer before establishing a relationship to identify vulnerabilities. If any family and domestic violence indicators exist, see Family and domestic violence.

Document all contact attempts using Fast Note - select Auto text, use Rural > Update > FHA phone contact attempted.

If the FHCO finds that any vulnerabilities or special circumstances exist, they can select an appropriate due date for the FFA.

An FFA may also be required where:

  • the customer notifies a significant change in their circumstances or the circumstances of the farm enterprise
  • a customer is re-granted FHA and there has been a significant change in circumstances

The FFA supplement is payable up to the maximum amount for any subsequent FFAs.

2

Linking the FFA with a partner + Read more ...

For:

  • Single customers, go to Step 3
  • Partnered customers: the customer and their partner can choose to have their FFA linked or have separate FFAs

For linked FFA:

  • The customer and partner must agree to link the FFA. Only one FFA is needed
  • The FFA is attached to the online account of one partner only (main partner). The:
    • main partner can view the FFA through their online account
    • linked partner can only view the FFA once it is submitted
  • Once the FFA issues, the FFA cannot be unlinked unless it is withdrawn
  • The customer and partner can also choose to link the annual Farm Financial Update (FFU) or complete separate FFUs

For separate FFAs, the:

  • FFA cannot be linked at a later date, and
  • customer and partner will need to complete separate FFUs

Before linking an FFA for partnered customers, complete the following for both customer and partner:

  • Read the FFA Link Verbal Declaration and Consent script. See the Resources page for details of the script
  • Record the details on a DOC using Fast Note - select Auto text, use Rural > FHCO > FFA Verbal Declaration and Consent

The FFA must be manually linked for partnered customer's when issuing the FFA. Before linking, confirm the following is current on the customer and partner records:

  • FHA benefit status, and
  • FHA business case status

An error shows if the FFA does not link to the partner.

When the FFA has not linked because the FHA business case is not current:

  • Escalate all cases to ICT through Digital Assistant Roxy, and
  • Record details on a DOC in the customer and partner records, use Fast Note - select Auto text, use Rural > Update > FHA referral to ICT

It is not possible to manually link a customer to an FHA current partner, with an existing FFA:

  • Escalate the record to ICT through Digital Assistant Roxy with a request to link the existing FFA to the newly granted partner
  • Record the details on a DOC in the customer and partner records, use Fast Note - select Auto text, use Rural > Update > FHA referral to ICT

3

Creating an FFA + Read more ...

Issue the Farm Financial Assessment request in Process Direct.

From the customer's record:

  • go to the Farm Financial Assessment (FFA) screen and launch the Farm Financial Assessment (FFA) task
  • select Add to create a new request
  • key the Due Date of the FFA.
    FHCO's must manually start the Financial Improvement Agreement (FIA) when the due date is more than 2 months
  • select Yes from the Create for Partner dropdown menu (if applicable)
  • does the customer agree to link their FFA with their partner? If applicable, answer 'Yes' or 'No' in the Link this FFA to Partner record field
  • select Save
  • record the details on a DOC and include if the customer and partner have agreed to link the FFA.
    Use Fast Note - select Auto text, use Rural > FHCO > FFA request generated. If the FFA is linked, place a Fast Note on the partner's record

For partnered customers that have:

  • agreed to link, the:
  • FFA automatically copies to the partner's record when the Link this FFA to partner record is recorded as 'Yes' on the FFA screen for the main partner
  • FFA Partner Permitted to Enquire (PPE) must be 'Yes' on both records when linked
  • not agreed to link the partner, the:
    • partner must do a separate FFA
    • FFA (PPE) can be 'Yes' or 'No'
    • FFA does not affect the customer's choice to allow their partner to enquire on their FFA

The FFA PPE authority is specific to the FFA and may differ to their partner (PPE) authority recorded on the Marital Status (MS) screen.

The FFA request letter and FFA supplement voucher issue to the customer.

Financial Assessors can only access the FFA through the Farm Financial Assessment portal using the main partner's Customer Reference Number (CRN) and One Time Access Code (OTAC). The FFA request letter to the main partner.

The new FFA case shows on the customer's record after approximately 15 minutes. If it does not appear, clear out of, and re-enter the customer's record.

If special circumstances exist, the FHCO can update the FFA due date before the actual due date. See Table 2 > Step 2.

Completing the FFA, extensions, withdrawing a request, failure to provide FFA

Table 2

Item

Description

1

Completing the FFA + Read more ...

The FFA is made up of 4 parts:

  • the about you section (Part A) is completed by the customer using their Centrelink online account, menu option Payments and Claims > Claims > Farm Financial Assessment. The customer will need to enter details including:
    • farm description
    • property use
    • conditions of assets
    • labour input
    • environmental factors, and
    • farming future
  • the farm information sections (Parts B to D) are then completed by the financial assessor and can only be accessed and completed once the customer submits the (Part A) about you section online:
    • in the Farm Financial Assessment portal on the Services Australia website
    • using the One Time Access Code (OTAC) provided in the customer's FFA request letter.
      The OTAC can be used multiple times to complete the FFA online, until the FFA is submitted.
      Once submitted the FFA cannot be re-opened. See the Resources page for more details

Customers who do not have reliable internet access

Customers without reliable internet access should ask their financial assessor to help them enter their Part A details.

They can use the Farm Financial Assessment Companion Guide from the Department of Agriculture Fisheries and Forestry website to prepare to answer these questions when they attend the meeting with their financial assessor.

The Farm Financial Assessment Companion Guide has examples of questions and answers for FFA Parts A-D.

2

Granting an extension to complete FFA + Read more ...

The Farm Household Case Officer (FHCO) can grant extensions for completing an FFA. If a customer asks for an extension through other channels for example, Farmers Assistance Line, tell them to contact their FHCO.

To check the assigned FHCO, see Farm Household Case Officer (FHCO) cases.

The FHCO can update the FFA due date before the actual due date if special circumstances exist.

One extension of the return date can be granted for an FFA.

In the customers record in Process Direct:

  • go to the Farm Financial Assessment (FFA) screen to launch the Farm Financial Assessment (FFA) task
  • select the twisty next to the 'In Process' FFA case
  • select Add under FFA Activities
  • select Letter Activity
  • key the Extension Due Date
  • select Save

Record the details on a DOC, using Fast Note - select Auto text, use Rural > FHCO > FFA extension granted.

A manual FIA is required due to the FFA extension, see Financial Improvement Agreements.

3

Withdrawing request for FFA + Read more ...

The FFA request is only to be withdrawn:

  • in extraordinary circumstances, and
  • if the provision of an extension of time is not appropriate for the situation

Extraordinary circumstances, includes but is not limited to:

  • serious illness
  • fire
  • flood
  • accident
  • natural disasters

The FFA request will be extended and required when the customer can comply with the request. The completion of the FFA must be included in the customer's Financial Improvement Agreement (FIA) as an activity to complete before the first FIA review.

The FHCO can apply discretion when the FFA request is issued, dependent on the customer's circumstances.

Do not withdraw the FFA if the customer or financial assessor has an issue with the online portal. This results in a loss of all data already recorded. Go to Step 4.

If the FHCO has approved withdrawal of the FFA because of extraordinary circumstances, open the customer's record in Process Direct:

  • go to the FFA screen to launch the FFA task case
  • select Edit in the In Process FFA case
  • select Waived from the Status dropdown menu
  • select Reason from the Waived Reason dropdown menu
  • select Save

Record the details on a DOC using Fast Note - select Auto text, use Rural > FHCO > FFA request withdrawn.

The confirmation text is to make sure withdrawals are granted based on extraordinary circumstances only.

4

Issues with online portal + Read more ...

For issues with the online portal:

  • Escalate unresolved online access issues to ICT Service Desk using the Centrelink online account issues webform in mySupport. The Resources page contains a link to mySupport
  • Consider providing an extension to lodge the FFA if an extension has not previously been granted. This will delay an auto suspension of the customer's record.
    Record details of the extension and reason using Fast Note - select Auto text, use Rural > FHCO > FFA extension granted
  • Refer the case, by email, to FHCO Operations including the ICT ticket and case details
  • When advised the issue is fixed, contact the customer or financial assessor to retry using the online portal

5

Failure to obtain FFA + Read more ...

If a customer fails to provide their completed FFA by the initial or revised (extension) due date:

  • the system will change the FFA status to Not Provided and create a failure activity for each customer linked to the FFA
  • FHA payments will be suspended reason FFA (no Farm Financial Assessment) and a letter issued

If the partner's FHA has not suspended and the FFA was linked correctly, refer the record to ICT via Digital Assistant Roxy.

An FFA is not complete until the customer has submitted the about you section and the financial assessor has submitted all of the farm information sections.

A completed FFA is needed before FHA payments can be restored.

If the completed FFA is received:

  • within 13 weeks of the date the notice is issued to the customer advising of the decision to suspend FHA:
    • restore the payments from date paid to plus 1, and
    • pay arrears, see Table 3 > Step 6
  • more than 13 weeks after the decision to suspend FHA, the customer's FHA will be cancelled and they may need to lodge a new claim

Decisions to suspend and restore payments when the customer submits their FFA late are made under sections 64 and 109 of the Social Security (Administration) Act 1999.

The References page has a link to the legislation. This is different to the legislation used to assess Qualification Failures related to a Financial Improvement Agreement (FIA) and subsequent restorations.

Accepting a submitted FFA

Table 3

Step

Action

1

FFA has been submitted + Read more ...

Acceptance of the FFA can occur when the:

  • customer has lodged Part A of the FFA
  • financial assessor has lodged Parts B, C and D, and
  • Farm Household Case Officer (FHCO) confirms the financial assessor has appropriate qualifications or expertise to conduct the FFA

To search for a:

2

Search for list of submitted FFAs + Read more ...

Go to Social Services - Benefit Management work block:

  • Select Search Activities
  • Activity Type, select FFA Submitted Activity
  • Status, select Received
  • If the employee responsible (FHCO) for the FFA is known, key the employee number in the Business Partner ID field to get a list for that employee
  • Select Search
  • A submitted FFA list shows. Select 1

Go to Step 4.

3

Locate a customer's FFA + Read more ...

In the customer's record in Process Direct:

  • go to the Farm Financial Assessment (FFA) screen to launch the Farm Financial Assessment (FFA) task
  • select the twisty next to the In Process FFA case
  • if the FFA has been completed, the status will show FFA Submitted

4

View customer's FFA + Read more ...

Select View FFA.

Check if the:

  • FFA has been submitted and is complete
  • Service provider has appropriate qualifications or expertise to be a financial assessor for the purposes of completing the FFA. See the Financial Assessor Details section at the end of the FFA

Any FFA started before 7 September and submitted after 7 September will not be visible through the ID link. To view the FFA select the print FFA link.

Is the submitted FFA acceptable?

  • Yes, go to Step 5
  • No:
    • if FFA is not complete, lacks details or has been completed by someone who is not a financial assessor, send an email to FHCO National Support
    • do not update the status to Rejected as this will stop the FFA from being completed. Procedure ends here until advice received from FHCO National Support

5

Check for an active FFA failure + Read more ...

In the customer's record in Process Direct:

  • Go to the FFA screen to launch the FFA task
  • Select the twisty next to the In Process FFA case
  • FFA failure will show under FFA Activities table

Check the failure reason on the failure activity and verify if the customer or their partner has submitted the FFA.

Does the customer have an active FFA failure?

6

Resolve the FFA Failure + Read more ...

Resolve the failure in Process Direct:

  • select Edit next to Failure activity
  • update failure status from Active to Resolved
  • select Save

After resolving the FFA failure, go to Step 7.

7

Update FFA status + Read more ...

Update FFA status in Process Direct:

  • select Edit next to FFA submitted activity
  • if the FFA is complete, update status from Received to Accepted
  • key the Accepted Date
  • select Save

If the customer's FFA Case Status has a status of No Response and this does not update to Current after the FFA has been accepted, do not manually change the case status. Refer the record to Digital Assistant Roxy.

This triggers the Financial Improvement Agreement (FIA) case to generate and send the FIA request letter.

Link partner to FFA

If the customer's partner is also claiming FHA, check if the partner needs linking to the customer's FFA. See Table 1 > Step 2.

If a manual FIA was created, it will need closing and the details moved to the new auto FIA generated by accepting the FFA. See Financial Improvement Agreement.

Is the customer's FHA suspended for failing to complete the FFA?

8

FFA submitted within 13 weeks? + Read more ...

Has the completed FFA been submitted within 13 weeks of notification being issued advising of FHA being suspended?

  • Yes, go to Step 9
  • No, the customer's FHA will be cancelled. They may need to lodge a new claim if they wish to continue receiving FHA. Procedure ends here

9

Restore FHA + Read more ...

Restore the customer's FHA payment using the change process, after the FFA:

  • failure resolves, and
  • has been accepted

See Suspending, cancelling and restoring Farm Household Allowance (FHA).

Record the reasons for the restoration on a DOC using Fast Note - select Auto text, use Rural > SUS/CAN/RES > FHA Restored.

Go to Step 10..

10

Reviewing FFA + Read more ...

Once the FFA has been accepted, the FHCO must review the content to check the:

11

Customer requests a copy of the FFA + Read more ...

FHCOs can supply a copy of a completed FFA at the customer's request. This includes FFAs prepared by a financial assessor.

Do not issue the FFA by email.

To issue a FFA completed:

  • after 1 January 2025, customers can view and print a copy of the FFA online. The customer must select:
    • their Centrelink online account
    • Farm Financial Assessment Dashboard
    • Historical assessments
  • before 1 January 2025, Service Officers must:
    • print the FFA
    • mail it or give it directly to the customer (or partner for a linked FFA), and
    • record details on a DOC on the customer's record (and partner record if applicable)