Employer withholding (linking) Cuba Process Help 277-30010680

This document outlines the processes for Services Officers and Employer Services Officers (ESO) to:

request and process linking referrals
delink customers from employer withholding (EW)
removing invalid links from Cuba

Step	Action
1	Start point: - Record a linking referral request Start point: Employer Relationship window.
2	Create a new linking referral request Note: make sure no employer relationship exists in the Employer Relationship window. If so, see Employer Withholding (linking) for Child Support customers for steps to resolve this issue. Select the Link Referral button. This will open the Link Referral Form dialogue box.
3	Record the employer details In the Employer Details group box, select the appropriate radio button to indicate if the organisation exists in Cuba. Does the organisation exist in Cuba? Yes, go to Step 4 No, the remaining Employer Details group box fields will be enabled. Select Tab on the keyboard, and continue with this Step Note: select the Tab button on the keyboard after each of the following entries to go to the next required field. Key the employer’s legal name in the Employer Name field Key the Australian Business Number (ABN) in the Employer ABN field Key the address in the Address Line 1 and 2 fields Key the suburb of the employer in the Suburb field Select the state from the State dropdown list Key the postcode in the Postcode field Key the phone number in the Phone Number field Go to Step 5
4	Find the organisation in Cuba Select adjacent to Employer CSID. This opens the Organisation Find dialogue box of the Organisation List window. In the Organisation Find dialogue box: in the Primary Search group box, key the employer's Tax File Number (TFN), Australian Business Number (ABN), or Child Support Id into the relevant field. When a valid number is entered, select Find button to open the Organisation List window select the employer in the list box, and select to return to the Link Referral Form dialogue box, where the Employer Details group box fields will be populated with the employer details
5	Record customer confirmation of employment details In the Employer Confirmation group box, select the appropriate radio button to indicate if the customer has confirmed, either verbally or in writing (online) that they are employed by the organisation. Select: Yes, to indicate the customer confirmed the current employment No, to indicate the customer has not confirmed the current employment
6	Source of Employment Information The source of employment information defaults to ‘Customer’. If this is not the correct source of information, use the dropdown list to select the correct source. This makes sure the right action is taken with employers to establish the link. Select the appropriate source of employment from the dropdown list: STP (Single Touch Payroll information) Customer (customer provided information) ATO s120 Other (other party or third party information
7	Request Employer Withholding with Arrears (EWA) If a customer does not have an ongoing liability, an EWA amount must be recorded in the linking referral form when requesting deductions to repay: child support debt child support related debt, or carer debt In the EWA Request group box, select the appropriate radio button to indicate if deductions to repay a debt is being requested with this linking referral. Have additional deductions been requested? Yes, the remaining EWA Request group box fields will be enabled. Select Tab on the keyboard, and continue to: Key the requested additional amount to be deducted in the EWA Amount field Select Tab Select the frequency of additional deduction requested from the EWA Frequency dropdown list. This must match the Pay Frequency No, go to Step 8
8	Record payroll information (optional) With information received from the source of employment, complete the following details (if applicable): Note: select the Tab button on the keyboard after each of the following entries, to go to the next required field, or to skip a field if the employer has not provided the information. Key the customer’s payroll number (if known) in the Payroll Number field Key the date the customer is next paid in the Next Paydate field Select how often the customer is paid from the Pay Frequency dropdown list Key the customer’s hourly rate in the Hourly Rate field Key the number of hours the customer works in the pay cycle in the Hours Worked field Select the customer’s employment status from the Employment Status dropdown list Key any other relevant information not already captured in the Other Information text box Select the OK button to return to the Linking Referral Form dialogue box
9	Finalise the Employer Withholding request Select the OK button to finalise the request. The following intrays will be generated: If the link is requested for a new employer, a New Org Link intray will generate on the customer record and will automatically route to the ES None Position for allocation to an ESO If the link is requested for an existing employer, a Linking Referral intray will generate on both the organisation and the customer. The employer’s intray will automatically route to the ESO locked to the employer Note: do not delete the customer's Linking Referral intray, as this can affect the ESO’s intray. This intray should not be routed to Employer Services.

Steps for ESOs to process a linking referral

Table 2: this table describes how to process a linking referral and establish employer withholding for a customer. Only staff in Employer Services are authorised to establish withholding.

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Step	Action
1	Process a linking referral If the link request is for a new organisation, see Maintain Employer/Organisation Record Cuba Process Help, before starting from Step 3. Start point: - Process a linking referral request Start point: Employer Relationship window
2	Get the employer CSID Select the Link Referral button. This opens the Linking Referral Form dialogue box Copy the Employer CSID from the Employer Details group box Select the Cancel button to return to the Employer Relationship window
3	Add the employer CSID to the linking referral In the Employer Relationship window: select the button in the Employer group box. This opens the Organisation Find dialogue box of the Organisation List window key (or paste) the employer CSID in the Child Support ID field of the Primary Search group box select the employer and then . This will return you to the Employer Relationship window, where the Employer group box will populate with the employer details select
4	Activate the notepad In the Employment group box: select Unconfirmed from the Employment Status dropdown list select This action makes sure that the notepad in the Employer Relationship window is available for documentation purposes while the link request is being actioned.
5	Issue an EF1 If an EF1 must be issued to the employer: and the employer is identified as registered for an online service, select the Issued Electronically tick box to generate, or select the Issue Questionnaire tick box to generate a paper copy
6	Employment information received When the EF1 information has been received from the employer, update the Employer Contact group box to indicate how the information was received, by: ticking the Phone Contact tick box if this was how the information was received, then go to the next Step, or if the information was provided in writing or before a returned S120, just continue to the next Step
7	Record employment details In the Employment group box, select the appropriate status for the customer in the Employment Status dropdown list. If the selection is to indicate: that the customer is not, never, or no longer employed, or that EW is not appropriate, go to Step 9 otherwise, continue with this Step In the Type group box within the Employment group box: select the appropriate radio button to indicate the type of employment the customer is undertaking key the date the employment status is to take effect in the Status Date select the appropriate option in the Funds Paid To dropdown list to indicate where the customer is paid select the appropriate option in the Payment By group box to indicate how the payment is made to the customer The Seasonal group box’s dropdown lists will be enabled if Seasonal was selected from the Employment Status dropdown list. If the customer works seasonally: select the month that the season commences in the From Month dropdown list select the month that the season finishes from the To Month dropdown list
8	Record the employee information In the Employee Information group box: key the customer’s payroll identification number in the Payroll ID field select adjacent to Pay Cycle. This opens the Employer Pay Cycles dialogue box select the appropriate pay cycle to link the customer to based on the employer information. If the correct pay cycle is not available, see Maintain Employer/Organisation Record Cuba Process Help select the OK button to return to the Employer Relationship window select the date that the deductions are to commence from the First Pay Date dropdown list. Note: this date must be at least 10 days from the current date key the customers average hours per pay in the Avg Hours per Pay field key the average earnings per pay in the Avg Earnings per Pay field go to Step 10
9	Update the questionnaire status In the Employer Contact group box, select Actioned in the Questionnaire Status dropdown list.
10	Save the updated details Select .
11	Document the results of the linking request Select to open the Notes window and create a note using the Employer withholding (linking) macro. Make sure that the documentation needed is made in reference to Documenting Child Support information. If the link request: results in a link and EWA is not required, check the letters generated to ensure accuracy. No further action is needed results in a link, and EWA is requested, go to Table 3 does not result in a link: because of EW not being appropriate, go to Step 12 as the customer is not, never, or no longer employed, go to Step 14
12	EW not appropriate In the Employment group box, change the status from EW not Appropriate to Ceased Employment in the Employment Status dropdown list.
13	Save the updated details Select .
14	Notify the referring Service Officer if the link was not successful Create a Linking/Attributes intray on the customer Using the Employer withholding (linking) macro, document within the intray the reason the link was unsuccessful, and what follow–up (if any) can be done by the Service Officer

Steps to establish EWA for a linked customer

Table 3: this table describes how to establish additional deduction amounts from an employer to address a linked customer's debt.

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Step	Action
1	Start point - Establish Employer Withholding with Arrears (EWA) Start point: Payment Arrangement - Client window.
2	Record the instalment details In the Calculator group box: key the date of the first instalment date in the Instalment Date field key the amount of the EWA requested (based on the customers pay cycle) in the Instalment Amount field
3	Record the payment options In the Payment Option group box: select Employer Withholding from the Method dropdown list select the OK button on the Warning Alert dialogue box. The Frequency dropdown list will auto-populate with the established employer withholding pay cycle if the date entered in the First Instalment Date does not match the date now populated in the Effective Date, an Information dialogue box will show to notify of this select the OK button, and update the First Instalment Date field to match the Effective Date In the Customer Contacted group box, select the appropriate radio button: Yes, if the customer negotiated the amount to be deducted No, if the customer did not negotiate the amount to be deducted Note: to make sure the correct letters generate, the appropriate reason must be selected.
4	Calculate and save the payment arrangement Select the Calculate button in the Calculator group box. An Information Alert dialogue box will generate to notify of the appropriate delegation to accept the payment arrangement, based on the customer’s level of debt. If this above your delegation, select No to pend the arrangement If this is at or below your delegation, select Yes Select . This will generate a Warning Detail 2195 alert dialogue box advising that the record cannot be saved until a note is added. Select the OK button and the Notes window will automatically open.
5	Document the details Create a new note to document the decision, see Documenting Child Support information for more information. If the EWA was not able to be established, go to Step 7.
6	Check the letters The following letters will be generated on acceptance of EW/A: Customer: PAD7-2-Copy of Schedule to Employer PAD6-2 – Schedule of Child Support deductions CE03-2 - Payer Payment Arrangement-Interim (if EWA is established) Employer: PAD6-1 – Employer Withholding introductory letter to commence deductions PAD7-3 - Cover letter to employer to notify change in deductions PAD6-2 – Schedule of Child Support deductions Check the letters generated for accuracy. No further action is required.
7	Notify the referring Service Officer if EW/A action is required Create a Linking/Attributes intray on the customer. Using the Employer withholding (linking) macro, document within the intray the reason the EWA was pended, and the appropriate delegation for the payment arrangement to be saved.

Steps for ESOs to delink a customer from an employer

Table 4: this table describes how to delink a customer from an employer.

Note: only staff in Employer Services are authorised to delink customers.

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Step	Action
1	Start point: - Delink a customer from an employer Start point: Employer Relationship window
2	Document the decision Select . Create a new note using the Employer withholding (linking) macro to document the decision to delink the customer, and any additional information that was provided by the employer that is not able to be captured in Cuba (including bank and account details). Note: this is required to be actioned first as, on processing the delink, the notepad is unavailable from the Employer Relationship window.
3	Record the customers bank account information In the Employee Information group box: key the Bank State Branch number of the customer in the BSB field key the customer's account number in the Account Number field
4	Process the delink In the Employment group box, select the appropriate option from the Employment Status dropdown list. If Ceased Employ is selected a Payer Delinked intray will create on the customer record on saving. Select .
5	Check the letters Letters will be sent to the customer and employer advising them that the deductions are to cease. Check the letters generated to both the employer and customer for accuracy. Note: if a customer is going to be relinked on the same day, the PAD 16-1 created on the customer record needs to be deleted.
6	Notify the owning Service Officer/Team of the delink Create a Linking Response intray (if a Payer Delinked intray has not been generated) and using the Employer withholding (linking) macro document the following: in the Title field, key NEM – Bank details updated add a note, and route the intray to the customer’s case manager or owning team

Removing invalid links from Cuba - for APS 5 SSOs only

Table 5: This table describes the process steps for APS 5 SSOs to removing invalid links from Cuba.

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Step	Action
1	Identify previous links which were not finalised For APS 5 SSOs only: If a link has been keyed but not finalised, the Payer Employer Relationship window and the Link Referral dialogue box will show populated data in some fields preventing Service Officers from keying a new linking referral. Both windows must be checked and where either contains data from a link that was not finalised, they must be cleared.
2	Clear the Payer Employer Relationship window The Pay Cycle ellipsis in the Payer Employer Relationship window will always be black where the link has not been completed properly. If the Pay Cycle ellipsis is greyed out, the payer is linked and this process should not be followed. The SSO should determine with the Service Officer if a delink is appropriate. See Employer Withholding (linking) for Child Support customers. Where the Payer Employer Relationship window is populated, the employment status needs to be changed to sever the link. The status codes to be used to end the link include: Case opted out Case ended Ceased employ Never employed The SSO must: change the Employment Status using the appropriate reason code document all actions taken, and select Save Note: if the notepad function is not enabled, the SSO will first need to change the Employment Status to Unconfirmed and then select Save. Once this has been completed, the SSO will be able to select the correct status code, document, and save.
3	Clear the Link Referral Dialogue Box Where the Link Referral dialogue box is populated with employer data, this will also need to be cleared. To clear, the SSO must: Copy and Paste the CSID from the Link Referral window into the Payer Employer Relationship window document actions taken end the link using one of the above reason codes, and select Save Note: if the employer in the link referral dialogue box is a new organisation that does not exist in Cuba (identified by the 'Does the organisation exist in Cuba question in the top left hand corner of the Linking Referral Dialogue Box), then the following action must be taken: Contact the Service Officer and advise them to: create a General Follow Up intray (short dated to 2 days), and route to: Region: NATIONAL Office: NATIONAL OFFICE Stream/Team: MC SEW NAT EMP SERVICES Position: A-ES REFERRALS In the intray notepad, the Service Officer must record a request for Employer Services to clear the link referral dialogue box to allow the keying of a new link referral. Employer Services will then create the new organisation on Cuba (for the organisation in the original link request) and then use this new CSID to finalise the linking referral. A Linking/Attributes Response intray will be sent to the Service Officer to advise them to action the new link referral. These requests are actioned by Employer Services in 2 working days to prevent unnecessary delay in linking the payer.

Operational Information

Employer withholding (linking) Cuba Process Help 277-30010680

On this page:

Steps for a Service Officer to create a link referral

Steps for ESOs to process a linking referral

Steps to establish EWA for a linked customer

Steps for ESOs to delink a customer from an employer

Removing invalid links from Cuba - for APS 5 SSOs only