New Zealand Case Management (NZ In Case) - Processing Amended Certificate 277-08190020

This process applies to cases on the amended certificate spreadsheet that have been scrutinised and identified as suitable for the automated batch run. See New Zealand Case Management (NZ In Case) - Inland Revenue, New Zealand (NZIR) to Child Support - Identifying Process Method Amended Certificate

The automated batch run updates Cuba to reflect the case details on the amended certificate:

• prepare the ‘Batch Run Master Sheet’ spreadsheet, go to Step 2
• send via mySupport form the reformatted spreadsheet to ICT to be batch run, see Resources for a link to mySupport go to Step 5, and
• report and process cases that reject the batch run process, go to Step 7

The ‘Batch Run Master Sheet’ spreadsheet is updated and reformatted before it is forwarded to ICT. The spreadsheet is stored on the Hobart shared drive.

All copies of the spreadsheet are saved to the Hobart shared drive. The spreadsheet is located via the following path: G Drive – International – NZ – 20YY – PP Aus Ins – A/certs received, then select relevant year

Information on the ‘ACERTS to DHS rec’d dd.mm.yyyy (xx)’ spreadsheet (sent by NZIR) is transferred to the ‘Amend Certs rec’d dd.mm.yy sent for Batch process dd.mm.yy’ spreadsheet and sent to ICT with the request for an automated batch run.

Progress is tracked using the ‘Batch Run Control Sheet’ spreadsheet.

Record customer details and amended liability amounts on the ‘Batch Run Master Sheet’ spreadsheet. Complete the following in order:

• open the ‘Batch Run Master Sheet’ spreadsheet located in the Batch Run Master Sheet folder on the shared drive
• save a copy of the Master sheet and rename the spreadsheet ‘Amend Certs rec’d dd.mm.yy sent for Batch process dd.mm.yy’ and save to the folder titled current month in folder Acerts Sent for Batch Processing in the Current Year folder

Only add any data to the saved copy of the Master sheet - never add directly to the Master sheet

• open the ‘ACERTS to DHS rec’d dd.mm.yyyy (xx)’ spreadsheet
• filter by status – to only show 'OK to batch run'
• copy from the ‘ACERTS to DHS rec’d dd.mm.yyyy (xx)’ spreadsheet and paste special (values) to ‘Amend Certs rec’d dd.mm.yy sent for Batch process dd.mm.yy’ spreadsheet the following fields for all cases to be processed
• ‘CSID’ to ‘Identifier’
• ‘Last Name’ to ‘Surname’
• ‘First Name’ to ‘First Name’
• ‘Mthly Assess Amt in $AUD’ to ‘New Mthly Amt in $AU’
• ‘Assessment Debt in $AU’ to ‘New Debt Amt in $AU’
• ‘10% Penalties in $AU’ to ‘10% Penalties in $AU’
• ‘2% Penalties in $AU’ to ‘2% Penalties in $AU’. Note: make sure the columns in Australian $$ only are selected
• Search for and remove any comma's found on the sheet
• Fill the column: Estimate Penalty AUD$ with 0 (the field should already be formatted to show as 00000.00
• Update the Status column of the scrutinised Acert sheet from 'OK to run' to 'On batch run sheet' and highlight the cells in a contrasting colour
• If there are indications in the Notes column suggesting follow up action is required (only for cases that were ok to run) change the status to 'post batch run follow up' and highlight the cell in yellow
• Unfilter the sheet, and Save - do not close the sheet, it will be needed for the next step

Open the ‘Batch Run Control Sheet’ spreadsheet located in folder ACerts Rec’d yyyy. This spreadsheet is used to:

• track the progress of each amended certificate
• allocate a job number to ICT for processing
• keep a log of when batch run spreadsheets are sent to ICT, and
• pre-determine the accurate dates for ‘arrears as at’ (the last day of the previous month) and ‘includes pymts from’ (the last schedule of payments to NZ date). This information is specified in the email sent to ICT to be used for batch processing

Use data on the ‘Amend Certs rec’d dd.mm.yy sent for Batch process dd.mm.yy’ spreadsheet to record relevant details on the ‘Batch Run Control Sheet’ under each of the column headings.

Note: save and close the updated Master Acert sheet that has just been populated with the case details to be batch run.

Navigate to mySupport from the Intranet Home Page

• Search for Cuba Business Request
• Select - Request Service

Complete the request details as follows:

• Requested for - your User ID
• What is this request for - select NZ Batch run from the drop down options
• Provide full details of this request here - paste the contents of the Specs for batch run document into the field 'Full details of incident'
• Submit (this will take you to page 2 of the request
• User Defined Request Title - paste in the request number, i.e. NZ xxx/2021
• User Defined Request Description - NZ Acerts rec'd dd/mm/yy for batch processing
• Attach the batch run sheet at the field - 'Add attachment' Note: ensure the batch run sheet has been saved and closed
• Navigate to the completed batch run sheet to select and add to the web form
• Submit, a confirmation screen will appear with a summary of your request
• Copy the Request ID number provided and paste it into the Batch run control spreadsheet

Use the Amended Certificates template below or copy the previous Specs sheet and update the relevant details to create the Specs for batch run document for the web form and file record. Save the word document as Specs for batch run sheet dd/mm/yy, (this is the date the Acert s/sheet was received from NZIR), in G:Int\NZ\20yy\Weekly Exch recd FROM NZ\Acerts\Acers sent for batch run\ relevant monthly folder.

Job to be sent to CSAB for Batch Processing

Batch Run Request Number NZ XXX/20YY (copy from batch run control sheet)

Create an interaction in Service Manager and assign to Child Support Applications Branch (CSAB)

** This batch job can run on or before DD/MM/YYYY** (must allow 2 working days lead time)

Hi

Attached is a spreadsheet of Amended Certificates received on DD/MM/YYY for batch processing (containing xxx records)

Parameters for this spreadsheet are as follows:

Certification Date DD/MM/YYYY

Include payments from 01/MM/YYYY

Date of processing = day of batch run

Notepad: Amended Certificate notepad (do not use BAA notepad)

Could we please have any reject reports in Excel format and returned to the mailbox: International NZ Administration Team.

Any queries please contact (insert your name and direct phone number)

Note: to ensure CSAB are notified of the new request, email a copy of the batch run sheet and the Specs word doc to CSAB.LEVEL.3.SUPPORT.AND.DEV. See Resource page for the email template.

ICT actions the request and conducts a batch run to update the cases with the amended certificate information. Cases that reject the batch run process are identified and ICT emails a report to the International NZ Administration Team.

Open the email and take the following actions:

Open the txt file first to determine that all cases read equal the total number of CSIDs successfully processed plus the number of CSIDs returned with errors. If the figures do not balance, contact ICT to determine which cases may have been skipped from the batch run.

• open the spreadsheet report (this will be in .csv format)
• adjust the column widths so all data can be seen in all columns
• Insert a column at the end of the data with a heading of 'Notes'
• format the CSID column to numbers with zero decimal places, and
• save as an Excel spreadsheet with the name ‘Reject report for acerts of DDMMYY’ (use the date the acert s/sheet was received from NZ) in the folder titled current month in the folder Acerts Sent for Batch Processing in the Current Year folder
• open the relevant Acert s/sheet sent by NZIR and update the status column of the acert s/sheet with “post batch run follow up” and the notes column with “case rejected from batch run – reject reason: (insert reject reason as per reject report) and save the acert s/sheet
• update case notes in Cuba to show case needs manual processing by CA Team and include the reject reason (not required for PAD letter rejects)
• generate intrays for CA Team to process for all cases rejected or skipped, these can be created either manually (if numbers are low) or by batch

Some cases will not automatically update with the information provided by NZIR on the amended certificate spreadsheet. Check the reasons the case was rejected during the automatic batch run then manually process the amended certificate. Identify the ‘reject reason’ on the spreadsheet, then go to Table 2.

From the spreadsheet, if the rejection is:

• PAD letters not created, go to Step 2
• No children with periodic amounts, go to Step 3
• Customer has no International case, go to Step 4
• Customer not found, go to Step 5
• No child under 18 with care found, go to Step 6
• Customer has more than one International case, go to Step 7
• Error from liability det CAB, go to Step 8

The batch run was successful however the error indicates the payer is linked and employer schedules have not issued to the payer and the employer. Check for any Payment Arrangement Default (PAD) letters that may have generated in the payer’s Letters List window. If PAD letters have generated, check them for correctness.

If the wrong amount to deduct is indicated:

• delete the PAD letters. See Letters Cuba Process Help.
• check the payer’s Employer Relationship window and note the next pay date
• open the EW letter template
• create a unique letter using the template from the payer’s Letter Details window and print centrally, and
• create a unique letter using the template from the employer’s Letter Details window

This error indicates the case is for arrears only, that is no periodic amounts are reflected for child(ren).

Record on the spreadsheet ‘Rejected – manual acert to be processed’ under the ‘Status’ column and document - see Documenting Child Support information in Cuba - in the Case/Registration window notepad that the batch run was rejected.

Re-start the case, go to Case registration table in the New Zealand 'In' case management - Registrations between NZIR and Child Support – Receiving and Registering case. Once the case has been re-started, continue from Step 1 in Table 3.

If a registration has not been received update the daily exchange to NZ to advise registration not received for this payer and request NZIR transmit the case details via the transmittal process.

Record on the spreadsheet ‘Rejected - registration not received’ under the ‘Status’ column.

If the International assessment has been processed using a different assessment type, that is a payee overseas case, see Step 7 in Amended certificate received table.

The case may need to be re-built, seek assistance from a SSO.

If information is provided, check if the CSID NZIR provided is incorrect, try to locate the customer from the List Customer window. The customer is identified by accessing the same name customer files and locating the Overseas Identification (OS ID) number in the Individual Customer Details window. If the correct customer is located, advise NZIR of the correct CSID via the ‘NZ Daily Exchange’ spreadsheet found in the folder titled NZ Daily Exchange (located on the Hobart shared drive folder Int).

Record on the spreadsheet ‘Rejected – manual acert to be processed’ under the ‘Status’ column and document in the Case/Registration window notepad the batch run was rejected, manual process of amended certificate required.

Continue from Step 1 in Table 3.

Procedure ends here.

This error indicates the customer cannot be found when running the batch run. This is because the CSID provided by NZIR is incorrect.

If the customer has no record on Cuba, add a request to the NZ daily exchange – other tab and give reference to the s/sheet date and any other necessary details.

Procedure ends here.

This error occurs because the amended certificate provides a new monthly ongoing amount or there is an increase in the arrears for the ended case.

Record on the spreadsheet ‘Rejected – manual acert to be processed’ under the ‘Status’ column and document in the Case/Registration window notepad that the batch run was rejected.

Re-start the case, see Table 3.

This error indicates the customer has more than one International case.

Seek support from a SSO to identify the correct processing options as customer records may need to be merged.

Record on the spreadsheet ‘Rejected – manual acert to be processed’ under the ‘Status’ column and document in the Case/Registration window notepad that the batch run was rejected.

See Table 3.

Record on the spreadsheet ‘Rejected – manual acert to be processed’ under the ‘Status’ column and document in the Case/Registration window notepad that the batch run was rejected.

See Table 3.

Manually process the amended certificate where it has been identified that the case is not suitable for the automated batch run or the case was rejected during the automated batch run using the Incoming NZ case calculator ‘All Other Conditions’ tab.

Locate the customer using the CSRN provided on the amended certificate spreadsheet.

Check the Case window. If the NZ ‘In’ case is arrears only and the amended certificate is for arrears only, go to Step 4 otherwise go to Step 3.

Check the Periodic Amounts window for the selected NZ ‘In’ case and note the monthly amount currently being requested for each child.

End the existing record for each child by updating the To Date field with yesterday’s date. Select the reason Additional Info. See Agreements Cuba Process Help.

Open the ‘ACERTS to DHS rec’d dd.mm.yyyy (xx)’ spreadsheet located in the folder Acerts Rec’d yyyy in the Hobart shared drive folder Int. Note the new monthly amount provided by NZIR.

If there is more than one child divide the new monthly amount (noted previously from the Periodic Amounts window) by the number of children. For example, if monthly liability $100.51 for 2 children, the amount for one child will be $50.26 and for the other $50.25. Enter the higher amount for the younger child.

If the new monthly amount is zero , check if NZIR have provided end dates for the child/ren (or if case is nil ongoing due to an estimate):

• if no end date is provided the case must continue running until the child turns 18 (this would be due to nil estimate for ongoing):
• add the ongoing monthly amount from the date of processing, and
• enter the date before the child turns 18 in To Date
• if an end date is provided:
• enter yesterday’s date in To Date

If the new monthly amount is more than zero:

• add the new ongoing monthly amount for each child, and
• enter today’s date in Start Date and the date before the child turns 18 in To Date

Do not run eligibility.

The following data needs to be entered into the Incoming NZ case calculator to determine how the amended certificate is processed, that is if an amount needs to be discharged or an arrears amount is to be added to the NZ ‘In' case.

When using the calculator for amended certificates over one month old the results may not be correct. A manual calculation will need to be done.

Note the following information from the Payer Maintenance Liability window:

• the date the arrears are posted up to, and
• arrears balance (as at posted date)

See Payer Maintenance Liability window screen shot.

Check:

• when the liability was posted (the posted date) is not a payment date by checking the posting date on the Payer Account Summary window, and
• the Payee Disbursement window to see if any recent payments (not included in NZIR calculation of the debt) have not paid the previous maintenance debt in full or part of a payment has been applied to the 10% late payment penalty

Take the ‘date the arrears are posted up to’ (noted previously from the Payer Maintenance Liability window). This date is entered in the Current maintenance posted up to field on the calculator below.

Note: the posting date is the last day of the month or period (month, week, fortnight). Use the figure as at that date. Where there are payments after the posting date check with a SSO which balance is to be used.

Note the following information from the ‘ACERTS to DHS rec’d dd.mm.yyyy (xx)’ spreadsheet in the folder Acerts Rec’d yyyy in the Hobart shared drive folder Int:

• new core arrears in $AUD, and
• arrears up to date

To determine if an amount needs to be discharged or an arrears amount is to be added, enter the amounts and figures noted in the previous steps in the Incoming NZ case calculator ‘All Other Conditions’ tab.

Document calculator results in the Case window and note the result.

NZ issues amended certificates to reflect arrears amounts on the last day of a month and ongoing amounts from the first day of the following month. Use the amended certificate process to update NZ liabilities that are registered in Australia to reflect changes to arrears and ongoing amounts.

Most amended certificates are processed via an automatic weekly batch run.

To manually calculate the new arrears amount go to Instructions to manually calculate and process an amended certificate.

With the results from the Incoming NZ case calculator, complete the following in order:

if the result from the Incoming NZ case calculator is a:

• minus figure, discharge arrears - see Discharge arrears Cuba Process Help - by amount. Select the reason End – Pye Elect. See Collecting child support payments privately and/or discharging arrears, or
• positive figure, add arrears (special entitlement). The To Date and From Date must be today’s date. Enter the calculator result in Amount
• if case is currently ongoing and new acert is also ongoing, a new special entitlement can be added to the case
• if the current case status is ended and the new acert has ongoing amounts, the case needs to be re-started

If the case is going from arrears to ongoing and there is an existing active Australian case, a formula modification needs to be added to the Australian assessment for one day

• If the current case status is ended and new arrears amounts need to be added, the case needs to be re-started. One Child needs to be claimed for and must be under 18. A periodic amount of $0 needs to be added for one day. End NZ 10% and 2% penalty amounts from date of processing and input new 10% and 2% figures from ACERTS data. See International penalties Cuba Process Help
• run eligibility - See Eligibility Cuba Process Help - and check that the new annual rate as shown on the calculator is reflected, if there are any concerns seek support from a SSO, and
• delete any letters that have generated to the payer as a result of this process

Note: where a case will end and a liability is going to post for part of the month a discharge by period will need to be completed.

Write to the payer advising of changes to their child support payments. From the payer’s Letter Details window:

• if required create a unique letter - See Letters Cuba Process Help - with the Child Support payment amount has changed - payer letter template and print centrally
• create and attach additional payment slips, and
• include Your rights following Child Support decisions brochure

See Letters for Child Support customers.