Assessing and processing ABSTUDY Away from Base activities 010-02070010

Note: an Australian Apprentice is not entitled to Away from Base assistance for the Australian Apprenticeship.

ABSTUDY Smart Centre Telephony Service Officers can accept and record verbal claims for Away from Base Assistance from individual students arranging their own activity.

ABSTUDY Away from Base Service Officers are responsible for assessing all claims for Away from Base assistance.

Has the activity already been approved in principle?

• Yes, for:
• an amendment to an approval in principle, go to Step 3
• assessment of reimbursements and/or Away from Base assistance, see Table 3, Step 6
• assessment of pre-booked travel, see Table 3, Step 8
• acquittals, see Table 4, Step 1
• students claiming only pre-booked travel to attend an AFB activity, see Coding pre-booked Fares Allowance (FAA) entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES)
• bulk funding assessments, see Bulk funding for ABSTUDY Away from Base allowances
• Non-student beneficiaries assessments, see Non-student beneficiaries for ABSTUDY Away from Base assistance
• No, go to Step 2

Where an activity is run for a group of students, the institution must lodge an ABSTUDY Submission for away from base activity funding form (SY034).

Lodgement of an SY034 is not required from a student arranging their own activity with the institution. However, they must provide written confirmation from the institution specifying:

• the date and period of the activity
• that the activity is a necessary component of the course
• that the student's attendance is compulsory
• the details of any assistance provided by any third party for the student to attend this activity, and
• any specific AFB activity evidence required. See the Resources page for Additional evidence requirements table

Note: be aware of risks associated with the authentication of third party callers.

Has the submission (SY034) or statement from the institution for an activity been lodged?

• Yes, for:
• Go to Step 4
• contact made by an Institution. Advise the institution the SY034 will be actioned by an ABSTUDY processing officer. Procedure ends here
• contact made by an Individual. Record a travel request via the Travel Management application. See Coding pre-booked Fares Allowance (FAA) entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES)
• No, for:
• The activity is not approved. Advise the institution/student of the details required for an assessment. Procedure ends here
• contact made by an Institution. Advise the institution a SY034 will be required. Procedure ends here
• contact made by an Individual. Advise the student on what will be required for their AFB claim, these documents are required before an assessment can take place. Record a travel request via the Travel Management application. See Coding pre-booked Fares Allowance (FAA) entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES)

Education providers may lodge a request to make changes after the original Away from Base submission. Requests must be in writing.

Students that require a variation to an approved Away from Base activity must provide written confirmation from the education provider detailing the changes.

Variations can be approved if they meet the Away from Base activity approval criteria.

Has a written request or statement from the institution been lodged for the variation?

• Yes, reassess the activity based on the variation. Go to Step 4
• No:
• Annotate the submission approval DOC on the education provider or student's record with details of the variation request and outcome. Include the reason the request is not approved
• Advise the education provider or student via a Q999 letter that the variation is not approved. See Creating a Q999 or Q888 letter
• Procedure ends here

Away from Base claims must:

• be lodged by the ABSTUDY closing date. See Start and closing date for ABSTUDY claims, and
• provide all necessary information for assessment to occur

Has the submission or statement been lodged for the activity by the closing date?

• Yes, go to Step 5
• No, the activity is not approved. See Table 3, Step 12

Is the activity in Australia?

• Yes, and:
• the activity is to determine suitability for a placement in the IYMP, go to Step 7
• for all other activities, go to Step 6
• No, the activity is not approved. See Table 3, Step 12

Check the National Course Approvals sub-site to determine if the course is approved for ABSTUDY.

Is the course an approved course for ABSTUDY purposes?

• Yes, go to Step 7
• No, the activity is not approved. See Table 3, Step 12

Generally, students receiving training assistance from an employer are not eligible for ABSTUDY. This includes payment of travel, meals and accommodation costs.

However, if the student is eligible for ABSTUDY while receiving assistance for travel, meals or accommodation they may be eligible for the components not covered by the employers training assistance. See Not qualified for ABSTUDY if receiving other assistance to study or as an Australian Apprentice.

Is the student fully funded by the employer to complete the AFB activity?

• Yes, the student is not eligible for AFB. The activity is not approved. See Table 3, Step 12
• No, only partially funded or no funding from an employer. If the activity is:
• testing and assessment, go to Step 8
• a placement or field trip, go to Step 10
• a residential school, see Table 2, Step 4

The institution handbook will detail the entry requirements for individual courses. If not, the student needs a letter of confirmation from the institution advising a testing and assessment activity is an alternative entry option.

The course of study that the testing and assessment activity relates to must be:

• a secondary level enabling course at a university where it is:
• an alternative entry to a mainstream higher education course, and
• essential a preliminary assessment is done before being admitted
• an approved tertiary course where:
• a selection test, interview or audition is a compulsory requirement for entry to the course
• it is essential to determine the general suitability to do the course, or
• an approved tertiary course must conduct a selection test/interview because the student's academic ability cannot be assessed from previous study. See ABSTUDY eligibility and requirements for more information
• an activity to determine the participants suitability for the Indigenous Youth Mobility Program (IYMP)

Does the course meet one of the above requirements?

• Yes, go to Step 9
• No, the activity is not approved. See Table 3, Step 12

A testing and assessment activity should only happen once for a course in a year.

An activity will not be approved where:

• an institution has been unsuccessful in obtaining sufficient student numbers from a previous ABSTUDY funded testing, and
• the assessment activity is for the same course intake in a year

Has a testing and assessment activity already been done for this course in the same calendar year?

• Yes, activity is not approved. See Table 3, Step 12
• No, see Table 3, Step 2

Is the course a tertiary level (including Masters or Doctorate level) course?

Yes, and for:

• a placement, the location of the proposed activities are:
• at the study location, see Table 3, Step 1, or
• not at the study location, see Table 2, Step 1
• a field trip, see Table 2, Step 3

No, the activity is not approved. See Table 3, Step 12

All placement activities should be done at the study location.

Note: the study location is where the student is residing while undertaking the course. For example, if a student is studying distance education (online) through the University of Sydney and they reside in Perth, the study location is Perth.

Only in exceptional circumstances can a placement be approved at a location other than the place of study. Such circumstances may include:

• no local practitioners operate in the field of study
• all available local placements have been filled, or
• the placement is in a specialist field (such as teaching remote students)

Will the placement be in the student's home state/territory due to any of the above circumstances?

• Yes, see Table 3, Step 1
• No, go to Step 2

A placement may be approved for Away from Base assistance if one of the following applies:

• travel between New South Wales (NSW) and the Australian Capital Territory (ACT)
• interstate travel because the students attend an education provider near a state/territory border, or
• interstate travel because experience or training essential for completion of the course requirements is unavailable in the home state/territory

Does the placement meet one of the above requirements?

• Yes, see Table 3, Step 1
• No, the activity is not approved. See Table 3, Step 12

All learning experiences should normally be done at the study location. If mandatory learning experiences are unavailable at the study location, the activity must be at the closest alternate location to minimise the activity cost.

A field trip can only be held at an interstate location in the following circumstances:

• travel between NSW and ACT
• interstate travel because the institution is near a state/territory border, or
• interstate travel because experience or training essential for completion of the course requirements is unavailable in the home state/territory

Is the activity at the closest location that can offer the necessary learning experiences?

• Yes, see Table 3, Step 1
• No, the activity is not approved. See Table 3, Step 12

A residential school may be approved for Away from Base assistance if it is a compulsory and assessable component of the course and is being done at:

• the education provider location, or
• another location in the same state/territory (where the education provider has demonstrated that there are circumstances that mean the face-to-face tuition components cannot be done at the education provider or closer location), or
• the student's home community (reverse block) where the education provider can show that it is more cost-effective for their representatives to travel to a student's home community instead of student/s to travel to the education provider

Does the residential school activity meet the above conditions?

• Yes, see Table 3, Step 1
• No, the activity is not approved. See Table 3, Step 12

Will the academic work completed during the activity contribute to the course assessment?

• Yes, the institution must confirm this in writing. The education provider must also provide course and subject outlines for verification. Go to Step 2
• No, the activity is not approved, go to Step 12

Some limits on Away from Base entitlements apply.

Testing and assessment activities must not exceed 5 days. Any submission requesting funding for an activity more than 5 days, must seek approval by the Department of Social Services (DSS). See the Resources page for information on obtaining approval.

The maximum Away from Base assistance available for a field trip is 7 days, regardless of the length of the trip.

Residential schools usually involve a period of one or 2 weeks, unless the institution provides a valid reason.

See examples on the Resources page.

Is the length of the activity justified?

• Yes, go to Step 3
• No, the activity is not approved, go to Step 12

Away from Base assistance is not available for activities that are National Indigenous Australians Agency (NIAA) Away from Base Funded Courses, unless the activity is a Testing and Assessment program in order to gain entry to that course.

See the Resources page in Away from Base assistance for ABSTUDY for the list of NIAA funded courses.

Is the course a NIAA Away from Base Funded Course?

• Yes, the activity is not approved, go to Step 12
• No, go to Step 4

Assistance is only available where non-Indigenous students in the same course, are expected to cover their own costs for the activity.

If there are non-Indigenous students in the course, are they expected to cover their own costs for the same activity or is the activity an Indigenous only course?

• Yes, go to Step 5
• No, the activity is not approved, go to Step 12

The activity may not be approved unless it meets reasonable costs.

Is the activity of reasonable cost?

• Yes, for:
• approval in principle, reimbursements and/or Away from Base assistance assessments, go to Step 6
• assessment of pre-booked travel, go to Step 8
• No, the activity is not approved, go to Step 12

Where payment in advance of an individual activity is requested, advance payment is made for either:

• residential expenses; or
• travel allowance

Have residential expenses or travel allowance been paid in advance for the student?

• Yes, go to Step 7
• No, for:
• reimbursements and/or Away from Base assistance assessments, go to Step 8
• approval in principle assessments, go to Step 10

Funding advances for single activities must be acquitted by the student or education provider within one calendar month of completing the activity. No future activities can be funded until the previous activity has been acquitted.

To check for the acquittal of payments made in advance to an:

• Education provider:
• run the ABSTUDY Operational Information (OI) reimbursement report
• if the report returns a result of any payments with an Assessment Outcome of 'Paid in Advance', the payment has not been acquitted
• Student:
• access the Travel Management Application (TMA) within Process Direct
• select the bookings icon to view the previous AFB activity
• confirm if previous activity has been acquitted

Has the previous advance for funding of an Away from Base activity been acquitted?

• Yes, the activity is approved, for:
• reimbursements and/or Away from Base assistance assessments, go to Step 8
• approval in principle assessments, go to Step 10
• No, the activity cannot be approved until the previous activity is acquitted, if:
• evidence has been provided and the previous activity can be acquitted, see Table 4
• a second request for evidence for activity to be acquitted is required, see Table 4, Step 3
• requests have been made and evidence has not been provided, the activity is not approved. Go to Step 12

A student seeking Away from Base assistance must meet one of the following ABSTUDY Awards:

• Schooling A Award
• Schooling B Award
• Tertiary Award
• Part-time Award
• Masters and Doctorate Award
• Lawful Custody Award
• Testing and Assessment Award

Is the student eligible for one of the above ABSTUDY Awards?

• Yes, for:
• Lawful Custody Award, go to Step 9
• any other ABSTUDY Award, go to Step 10
• No, advise the student or education provider the student is not eligible for Away from Base assistance as they do not qualify for an ABSTUDY Award, go to Step 12

Contact the correctional provider to seek permission that the student is able to attend the Away from Base activity.

Has permission been provided?

• Yes, go to Step 10
• No, the activity is not approved, go to Step 12

For a student to be eligible for Away from Base assistance, one of the following must apply:

• the activity is over 90 minutes travelling time from either the student's:
• permanent home, or
• place of study where they qualify for travel at the start and end of study to move to the campus location
• adverse travel conditions (for example, impassable roads, flooding or unreliable transport) affect access for at least 20 days of the academic year between the activity location and the:
• permanent home, or
• place of study where they qualify for travel at the commencement and end of study to move to the campus location
• on-campus residence is a compulsory requirement to attend a residential school or testing and assessment activity

Does the student meet one of the above conditions?

• Yes, go to Step 11
• No, advise the student or education provider the student is not eligible for Away from Base assistance as they are not isolated from the activity location, go to Step 12

Funding is payable in advance or reimbursed after completion of the activity.

For:

• Masters/Doctorate Fares Allowance pre-booked travel or reimbursements, see Table 5, Step 1
• Tertiary Fares Allowance pre-booked travel or reimbursements, see Table 5, Step 2
• assessing Away from Base Allowances, see Coding Fares Allowance (FAA) reimbursements and Away from Base entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES)
• Approval in principle assessments or variations:
• Record details on a DOC on both the student's and the education provider's record
• Issue a Q999 to advise the institution of the approval
• For Q999 letter templates, see Coding Fares Allowance (FAA) reimbursements and Away from Base entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES)
• Procedure ends here

Record details on a DOC on the education provider's record, and issue a Q999 to advise the institution of the rejection.

For coding instructions and Q999 letter templates, see Coding Fares Allowance (FAA) reimbursements and Away from Base entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES).

If the advance payment is in relation to:

• travel allowance, go to Step 2
• residential expenses package, go to Step 6

Where travel allowance was paid in advance to attend an Away from Base activity, the customer must provide the following information from the education provider in writing:

• that the activity was undertaken by the customer(s), and
• the actual period and location(s) where the activity took place

Note: where the student attended a placement, these documents can be provided by the third party providing the placement.

Has the customer provided the above information within one month of the activity being completed?

• Yes, go to Step 4
• No, go to Step 3

Generate a Q999 letter to the customer advising any future funding will cease until acquittal of the activity has occurred. See Resources page for Q999 – Acquittal of travel allowance not provided within 1 month of completion of activity.

Record details on a DOC on the customer's record.

Procedure ends here.

If the customer was unable to participate in the approved activity due to exceptional circumstances, they remain entitled to the payment. They must provide evidence of the exceptional circumstance.

If a student travelled to the activity, they are deemed eligible for the full period if:

• due to ill health or another similar reason was absent for one or more days, and
• the education provider states that the student has fully participated

Does the actual period and location(s) of the activity match the proposed period and location(s) that the advance travel allowance approval was based on for each of the customers?

• Yes, the activity has been acquitted:
• Finalise the acquittal in the Travel Management Application (TMA). See Coding Fares Allowance (FAA) reimbursements and Away from Base entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES)
• Procedure ends here
• No, go to Step 5

Recalculate the travel allowance payable based on the actual period and location(s) of the activity for each customer.

If the new calculation compared to the initial payment to the education provider or student(s), is:

• less, raise the excess travel allowance paid as an overpayment against the customer
• more, issue the shortfall in travel allowance to the customer

Finalise the acquittal, see Coding Fares Allowance (FAA) reimbursements and Away from Base entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES). Procedure ends here.

Payment of a residential expenses package:

• is made in advance, based on the estimated cost of providing a meal and accommodation package for students eligible for Away from Base assistance, and
• goes directly to the education provider for distribution to service providers

Payments in advance are payable either for single activities, or as bulk funding to a qualifying education provider for all residential school activities planned for the year.

Is the acquittal for a bulk funded activity?

• Yes, go to Step 8
• No, go to Step 7

Acquittal of a single activity paid in advance can be completed using the ABSTUDY Single Activity Acquittal Report in the ABSTUDY Submission for away from base activity funding (SY034) form.

Education provders must attach:

• a list of students who participated in the activity showing dates and arrival/departure times
• names of students unable to participate due to exceptional circumstances. The customer must also provide evidence of the student's exceptional circumstance, and
• original receipts/accounts and tax invoices to verify expenditure

Note: an acquittal will be accepted if not lodged on the designated form if sufficient detail is provided as above and is signed by the appropriate person.

Has an acquittal report been lodged?

• Yes, go to Step 13
• No:
• Generate an email advising that an acquittal must be lodged within one month after the completion of the activity. See Resources page for Email Template – Acquittal report for single activity - institution.
• Away from Base funding ceases until the activity is acquitted
• Record details on a DOC
• Procedure ends here

A qualifying education provider for bulk funding must acquit all activities by completing the ABSTUDY Away from Base Bulk Funding Acquittal Report in the ABSTUDY Submission for away from base activity funding (SY034) form.

If the duration of the activity is:

• one year or more, go to Step 9
• less than one year, go to Step 10

For funding submissions of one year or more, a bulk funding acquittal report is required:

• at the end of the first semester, and
• by 31 January of the year following funding

Note: the bulk funding acquittal report must have an expenditure statement at the end of the first semester. This is to ensure that the education provider is maintaining appropriate records for the final end of year acquittal.

If the bulk funding acquittal report is to be lodged at the:

• end of the first semester, go to Step 14
• end of the year, go to Step 10

An audited financial statement must accompany the end of year bulk funding acquittal report, as endorsed as correct by the Principal or Head of Department of the education provider. It must also include:

• a detailed statement of all outstanding commitments to be met from remaining funds, or
• a statement that no payments remain outstanding to providers

An independent auditor must undertake the auditing of the end of year financial statement. It must include a declaration certifying the expenditure of the funds was in accordance with the agreement.

The end of year bulk funding acquittal report must be lodged:

• by 31 January of the year following funding, or
• at the end of the actual period (if the duration of the activity is less than one year) for the approved bulk funding

The acquittal report lists all documentation the education provider must attach.

Has the education provider lodged an end of year bulk funding acquittal report?

Yes, go to Step 13

No, go to Step 11

Generate an email advising of the requirement to have lodged an acquittal by 31 January. See Resources page for email template - Bulk funding acquittal report not provided at end of year - institution

No further Away from Base funding is available until the funding has been acquitted. In addition, any unsubstantiated expenditure within one month of the date of the letter issue, will be considered an overpayment requiring repayment

Record details on a DOC

In Customer First, create a manual review on the Review Registration (RVR) screen and complete the fields as follows:

• Service Reason: ABY
• Review Reason: REV (manual review)
• Due Date: one calendar month after end of block
• Source: INT
• DOR: today's date
• Notes: AFB follow up for acquittal for the bulk funded Activity period: xx/xx/20xx to xx/xx/20xx
• Keywords: ATABY and AFB
• Workgroup: leave blank
• Position: leave blank
• Transfer to Region: ABS
• The review will mature on the Due Date coded in the RVR activity. Workload Management will allocate the review for manual action
• To action a review fallen due, go to Step 11, otherwise, procedure ends here

The reminder review (RVR) on the education provider's record is due for action.

Has the end of year bulk funding acquittal report been received?

• Yes, complete the review activity and go to Step 12
• No, the unacquitted amounts are now considered an overpayment. Reject the original assessment in the Travel Management Application (TMA). See Coding Fares Allowance (FAA) reimbursements and Away from Base entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES). Procedure ends here

Compare the costs listed in the original submission based on the cost of:

• providing a meal and accommodation package for the period, and
• number of participants undertaking the activities

Check:

• Eligibility of any participants not listed on original submission
• Arrival/departure times and dates for each participant. (Costs will not be payable for days students do not attend the activity.) If a student was unable to participate due to exceptional circumstances, the claimant must provide evidence of the student's exceptional circumstance
• All participants utilised the accommodation and meals on each day
• Charges include only those on the original submission (for example, no room service or mini bar)
• Any variation to accommodation or meal costs are justified

Note: any expenditure the education provider cannot acquit (that is, unable to substantiate expenditure) is considered to be unexpended funds.

If the actual costs of the activity:

• match the estimated costs, the only further action required is to finalise the acquittal
• are less than the estimated costs initially paid, the education provider will be required to refund to Services Australia any overpaid amount when finalising the acquittal
• are more than the estimated costs initially paid, the shortfall in the actual cost of the residential expenses package must be issued to the education provider when finalising the acquittal

To finalise the acquittal, see Coding Fares Allowance (FAA) reimbursements and Away from Base entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES). Procedures ends here.

The education provider must provide the expenditure statement before any further advance payment for the second semester can occur.

The expenditure statement must include the following details for semester one activities:

• dates and location of each residential school held in the first semester
• names of students who participated in each residential school
• names of students unable to participate due to exceptional circumstances. The claimant must also provide evidence of the student's exceptional circumstance
• amount expended for each residential school, and
• overall amount expended for all residential schools during the semester

There is no requirement for acquittal on the expenditure statement. However, if the information provided is not sufficient, contact the education provider and advise of appropriate record requirements.

Did the education provider lodge an expenditure statement at the end of the first semester?

• Yes:
• Check statement includes all required details and if not, contact the education provider via telephone and advise of appropriate record-keeping requirements
• Record details on a DOC on the education provider's record, outlining suitability of expenditure statement and any discussion
• To issue advance funding for second semester activities, see Coding Fares Allowance (FAA) reimbursements and Away from Base entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES)
• Procedure ends here
• No:
• Generate an email advising that they must provide an expenditure statement before the release of advance funding for the second semester can occur. See Resources page for email template - Bulk funding acquittal end of first semester- institution
• Record details on a DOC on the education provider's record
• Procedure ends here

Students can receive a maximum amount per year (including fares and other costs related to travel). To check amount received:

• access the Travel Management Application (TMA) within Process Direct
• select the bookings icon to view previously processed fares payments and other costs (for example, meals and accommodation)

The maximum assistance available to Masters or Doctorate students is in the ABSTUDY Policy Manual 92.4.3. See the References page for a link to the Policy Manual.

Has the maximum limit already been reached?

• Yes, further FAA is not payable. Go to Step 6
• No, FAA (up to the maximum) for the journey is payable. Go to Step 7

Is the student undertaking a Testing and Assessment program?

• Yes, go to Step 3
• No, go to Step 4

Note: if several students from the same community are required to undertake the interviews or selection procedures, it may be more cost-effective to have a representative from the education provider travel to the community to conduct the interviews. See Non-student travellers for ABSTUDY for further details.

To check trips taken:

• access the TMA within Process Direct
• select the bookings icon to view details of previously undertaken journeys

Has the student already undertaken 2 return journeys to attend a Testing and Assessment program?

• Yes, further FAA is not payable. Go to Step 6
• No, FAA for the journey is payable. Go to Step 7

Access the TMA within Process Direct and select the bookings icon to view details of previously undertaken journeys.

See Resources page for an example of Limits of Assistance for Away from Base.

Has the student exceeded their Limits of Away from Base assistance for allowable journeys for FAA been reached?

• Yes, further FAA is not payable. Go to Step 6
• No, go to Step 5

Certain conditions apply for approval to travel interstate.

Does the student want to travel interstate to participate in the Away from Base activity?

• Yes, see Interstate travel for ABSTUDY. Procedure ends here
• No, FAA is payable. Go to Step 7

Advise the student they are not eligible for ABSTUDY Away from Base travel.

If the travel request has been received by the:

• ABSTUDY Smart Centre telephony, record details of discussion on a DOC. Explain their review and appeal rights. See First contact about a decision and the internal review process
• ABSTUDY Travel team, finalise the travel request in the TMA with Booking status of 'Rejected' and record details of the decision in the Notes tab. See Coding pre-booked Fares Allowance (FAA) entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES)

Procedure ends here.

Determine if the FAA:

• is to be authorised and booked in advance of travel
• will be reimbursed after the travel has been undertaken

Students claiming reimbursement need to complete an ABSTUDY Fares Allowance Claim (SY032). The Resources page contains a link to the SY032.