Employer withholding reconciliation and top up 277-04170000

PSM enquiry

Employer contact letter

Payment Services Team

Employer Services teams

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CS Manual Cheque Request form
Employer Account Adjustment template
Employer account refund template
Reassign template
Reconciliation template
Rec to Nil Approval template
Top up Approval template
s72A Documentation template
s72A Documentation template - Large Employers
Email reminder remove template
Associated Org template
Online Employers - Ceased Employment template
Subsequent top up and Rec to Nil approval SSO Feedback template

Payment services team

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Payments Reassign Request Template

Task cards

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How to convert a letter to PDF

Secure message letter templates

Note: the letters below have not been reviewed and approved by the Correspondence Branch. This process will be undertaken shortly. If the letter required is not here, check the list of endorsed letters at Operational Blueprint letters and electronic messaging.

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Copy of latest deduction schedule - Employer Contacted
Copy of latest deductions schedule - Unable to contact employer
Child Support Deductions Report - Employer Contact
Child Support Deductions Report - Unable to contact employer
Deduction Variation Information Required
Copy of Deductions Schedule - Urgent change
Child Support Deductions - Ceased Deductions Copy (immediate advice)
s161 and s120 - Copy of Notice
Confirmation of employment
Request for information from liquidator
Redundancy-retrenchment information - Employer Contacted
Redundancy-retrenchment information - No employer contact

Note: the below letters have not yet been reviewed and approved by the Correspondence Branch. This process will be undertaken shortly. If the letter you are looking for is not here, check the list of endorsed letters at Operational Blueprint letters and electronic messaging.

Use 'Save As' workaround to download/use the below attachments.

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Digital Faxing Cover Letter Template
Digital Faxing Instruction
Reminder Fax - not enrolled in Secure Messaging
Reminder Fax - Secure Messaging Employer
Digital Faxing - Confirmation of Employment
Digital Faxing - Request for information from Liquidator
Digital Faxing - Warning late remittance
Redundancy-retrenchment information - Employer contacted
Redundancy-retrenchment information - No employer contact

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Unresolvable excess cash
Unresolvable unallocated cash
Exclusion of top up referral Process

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Redundancy ESO Instruction
Employer Services documentation - Where to document
With Compliments slips - Child Support Deductions Report
How to report Associated Employers
Text for contacting an employer via a website
National Cuba positions - locking and routing rules

EF1 Non-compliance referral template

Early intervention process flowchart

Reason Codes are used to explain a difference between the actual and expected deductions when reconciling employer withholding payments. Which Cuba code is used depends on whether the adjustment is an increase, decrease or if the adjustment is made at the Summary or Detail window.

The codes entered are reflected in the Payer Employer Withholding Enquiry window but are not displayed in the Payer Account Summary, Client Payments List window or on a payer statement.

Reason for variation codes - Actual greater than expected

• ADDI (ADDIT) - Code can be used when:
• a payer voluntarily chooses to increase the deducted amount
• deductions are received which are greater than the expected amount, but without explanation for the increase
• amounts received are greater than expected due to incorrect pay cycles which must be corrected
• payer requested employer to deduct the extra amount

Note: before using this code, confirm the funds were deducted from the correct payer as commonly, employers include monies for s72A request for another payer with the expected amounts for linked payers.

• ADV (ADVANCE) - Advance due to holidays or long service leave
• LETN (LETNREC) - Deduction letters not received by employer
• NEWD (NEWDED) - Employer deducting at new rate earlier than required
• OLDD (OLDDED) - Employer deducting at old rate
• RSDE (RSDEMP) - Payer resumed employment with previous employer
• TERM (TERMPAY) - Deducted from Payer’s termination payment
• SRND (System Rounded) - Payment is within $10 of the expected amount on a single payer employer
• PREVPDAT (Previous Paydate) - Used when reconciling on the first pay date of the month, and Child Support are in receipt of funds for the first and previous months. AFPM will display which stands for previous month

Note: the code NOPO (NOPOST) - ERR to be reconciled prior to posting of expected deduction amount is only applicable to ERRs reconciled prior to February 2005.

Online account Business Services reason code

• ERR (RECERR) - Error in reconciling

This code is used by the data transfer functionality for online accounts when employers submit deductions without reason codes. The ESO must review the reason why the actual deduction does not match the expected deduction and update accordingly.

Note: do not use this code if an ESO.

Reason for variation codes - Actual less than expected

• DIDN (DIDNOTD) - Employer did not deduct. Repetitive use of this code may indicate:
• incorrect pay cycles
• the employer is unsure of their obligation to deduct
• the employer may be choosing not to comply or could be deducting and not remitting funds
• LETN (LETNREC) - Deduction letters not received by employer
• SRND (System Rounded) - Payment is within $10 of the expected amount on a single payer employer
• LWP (LWOP) - Payer on leave without pay
• NEM (NOTEMP) - Payer has left employment
• NEWD (NEWDED) - Employer deducting at new rate earlier than required
• OLDD (OLDDED) - Employer deducting at old rate
• PEA (PROTECT) - Payer earnings under protected earnings amount
• RSDE (RSDEMP) - Payer resumed employment with previous employer
• STRK (STRIKE) - Payer on strike during deduction period
• CASL (Casual Employee) - Casual employee has not worked and not been paid. If employee has been paid but there is an insufficient amount to deduct from, the PEA code should be used
• WRKC (Workers Compensation) - Employee is currently receiving workers compensation payments. Where this is the case, the ESO must create a General Follow Up intray and document in the notepad that the payer is on workers compensation and to consider alternative collection action with the relevant Workcover Authority. Route to the owning Service Officer or team
• ADDI (Additional deductions) - This code is used when:
• a payer voluntarily chooses to increase the deducted amount
• deductions are received which are greater than the expected amount, but without explanation for the increase
• amounts received are greater than expected due to incorrect pay cycles which must be corrected

The following codes will be available if a payer is added to the Reconciliation Report:

• DUPL - Added payer is linked to another employer
• FDED - First deduction received from employer - no pay date for payer
• LDED - Last deduction received from employer - no pay date for payer
• S72A - Employer deducted money according to s72A requirement

Reason code for Detail Level only:

• ERR (RECERR) - Error in reconciling (CSAOnline use only)
• DUPZ - Linked payer is added to another employers ERR

Codes automatically generated by Cuba, CSAOnline or used in relation to Overseas Authority Organisations:

• ADJUST - Cuba only
• MULTIPLE - Cuba only
• OTHER - Cuba only
• PREVDED - Cuba only
• CONV TO LESS - Overseas only
• DEDN WAS LESS - Overseas only
• LEFT O/S EMPLOY - Overseas only
• DLTE: Only viewable on the Payer Employer Withholding Enquiry window, this status displays when the employer reconciliation report for the pay date has been deleted. This status does not update if the pay date is subsequently created. To identify if money was reconciled view the Actual Ded column, any amount greater than 0.00 in this column indicates that the pay date was created after deletion and then reconciled. If 0.00 is displayed, an organisation follow up intray may be appropriate

CSAOnline reason for variation codes

• Did Not Deduct
• Protected Earnings
• Additional
• Advance
• Termination Pay
• Leave Without Pay
• Left Employment
• PrevDate (Previously Deducted)
• LetNRec
• NewDed
• OldDed
• STRK (STRIKE)
• CASL (Casual Employee)
• WRKC (Workers Compensation)