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Assessing eligibility for Fares Allowance (FAA) for ABSTUDY 010-02100020

This document explains how to determine if a student is eligible for ABSTUDY FAA and the travel type.

FAA for ABSTUDY customers

Table 1

Step	Action
1	Initial contact with students Staff can give general advice about ABSTUDY FAA, but should encourage the student or non-student traveller to test their eligibility, particularly in cases of discretionary decisions. Australian Apprentices are not eligible for FAA. See Table 2 > Step 12. Is the customer a: Student, go to Step 2 Non-student traveller, see Non-student travellers for ABSTUDY
2	Check ABSTUDY status Check if the student is current on ABSTUDY. In Customer First this will display on the Benefit Status field on the Customer Summary screen as ABY/CUR or ABY/ASS. Note: for reimbursements, if the student’s ABSTUDY has been suspended or cancelled, check the Benefit Status (XDS) screen for the student's ABSTUDY status at time of travel. Is the student current on ABSTUDY? Yes, go to Step 9 No, for customers: with an ABSTUDY status of ABY/SUS-ITB, CAN-ITB or CAN-NAS, go to Step 3 attending a graduation event, go to Step 4 whose ABSTUDY is awaiting/needing restoration, go to Step 5 awaiting an ABSTUDY claim to be assessed, go to Step 6 claiming orientation travel in preparation for Year 7 and not ABSTUDY current, and visiting multiple schools for orientation, see Orientation Visit travel for non-current ABSTUDY customers claiming orientation travel in preparation for Year 7 and currently in Year 5 or lower, see Orientation Visit travel for non-current ABSTUDY customers claiming a reimbursement for an orientation activity with a status of ABY/ASS. See Orientation Visit travel for non-current ABSTUDY customers with an ABSTUDY status of ABT/CUR claiming travel to attend a residential school or Testing and Assessment activity, the student may be eligible for FAA and/or Away from Base assistance. See Assessing and processing ABSTUDY Away from Base activities not meeting any of the above. The student is not eligible for FAA, see Table 2 > Step 12
3	Secondary boarding students that have not returned to school Secondary boarding school students, either suspended or cancelled Intent to Board (ITB) or cancelled Not a Student (NAS), are eligible for FAA to travel to school. The travel request is proof of their intention to return to school. Is the student suspended or cancelled ITB or NAS and requesting FAA to travel to school? Yes, go to Step 9 No, the student is not eligible for FAA, see Table 2 > Step 12
4	Graduation event Fares Allowance may be approved if: travel has been requested for a student who has completed studies to attend a graduation event, and they received ABSTUDY Away from Home assistance Is the student requesting travel for a graduation event for studies they received ABSTUDY Away from Home assistance for? Yes, go to Step 9 No, the student is not eligible for FAA, see Table 2 > Step 12
5	Not in receipt of ABSTUDY A student must be in receipt of or approved for ABSTUDY to be eligible for FAA. If the ABSTUDY payment has been suspended or cancelled, reasonable attempts must be made to resolve issues and to restore the ABSTUDY payment. Note: if a secondary school student has travelled to their place of study and their ABSTUDY has since cancelled/suspended, under a duty of care, the trip must be booked to travel the student home. Travel should not be booked for the student to return to study until the student's ABSTUDY has been restored. Is the student's ABSTUDY now displaying as CURrent or ASSessed? Yes, go to Step 9 No, and travel has been requested for the student to return: home, go to Step 9 to the study location, the student is not eligible for FAA. See Table 2 > Step 12
6	Check if an ABSTUDY claim has been lodged In Customer First, go to the Document List (DL) screen. If a claim has been lodged the DL screen will display either a: OLC claim progress DOC, or Progress of ABSTUDY Claim DOC Has a claim for ABSTUDY been lodged but not processed? Yes: For secondary boarding students, go to Step 7 For secondary students in private boarding arrangements and tertiary students, go to Step 8 No, the student is not eligible for FAA, see Table 2 > Step 12
7	Secondary boarding students If an ABSTUDY claim has been submitted and not assessed, review the Progress of ABSTUDY Claim Display on Access (DOA) DOC in Customer First. Determine if all required documentation has been provided to support the ABSTUDY claim. Has all the required evidence been provided for the claim? Yes: If the student is eligible for urgent processing, see Immediate new claim and non-new claim priority processing Tell the student or applicant, travel can be requested by the boarding school/hostel once the ABSTUDY claim has been assessed The student is not eligible for FAA until the ABSTUDY claim has been assessed. See Table 2 > Step 12 No: Tell the student or applicant which documents are required for the ABSTUDY claim to be assessed Travel can be requested by the boarding school/hostel once the ABSTUDY claim has been assessed Annotate the Progress of ABSTUDY Claim DOA DOC The student is not eligible for FAA until the ABSTUDY claim has been assessed. See Table 2 > Step 12
8	Secondary students in private boarding arrangements and tertiary students If an ABSTUDY claim has been submitted and not assessed, review the Progress of ABSTUDY Claim Display on Access (DOA) DOC in Customer First. Determine if all required documentation has been provided to support the ABSTUDY claim. Has all the required evidence been provided for the claim? Yes: If the student is eligible for urgent processing, see Immediate new claim and non-new claim priority processing Tell the student or applicant, travel can be requested once the ABSTUDY claim has been assessed The student is not eligible for FAA until the ABSTUDY claim has been assessed. See Table 2 > Step 12 No: Tell the student or applicant which documents are required for the ABSTUDY claim to be assessed Tell the student or applicant they can request travel once the ABSTUDY claim has been assessed Annotate the Progress of ABSTUDY Claim DOA DOC The student is not eligible for FAA until the ABSTUDY claim has been assessed. See Table 2 > Step 12
9	Check correct education details are recorded Check the student's study details are correct on the Education Details (EDC) screen in Customer First. Note: if travel has been requested for a secondary school student to attend an orientation/interview activity and EDC is coded with a different school, Orientation Visit travel may be approved where the student will still meet an Away from Home criteria if they choose to attend that school. In these circumstances, the study details are considered correct until it is determined which school the student will attend. Are the study details correct? Yes, for: Masters or Doctorate level study, go to Step 11 All other study, go to Step 12 No, go to Step 10
10	Updating education details For Service Officers: Trained in study updates: correct the course details on the student's record check the payment destination on the Payment Instruction (PIPI) screen where applicable to ensure payments are issued to the correct payee. See Payments to third parties and institutions for ABSTUDY Once updates have been finalised, for Masters or Doctorate level study, go to Step 11, for all other study, go to Step 12 Not trained in study updates: send a Fast Note to the ABSTUDY Smart Centre Processing team For boarding students, use Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > Update > ABSTUDY boarder ACTION request For all other students, use Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > Update > ABSTUDY Action request and add the keyword URGENT Include all the relevant information about the study change Procedure ends here until study details have been corrected
11	Check if Relocation Allowance has been paid A Masters or Doctorate student who has received Relocation Allowance will not be eligible for FAA. They are deemed to have moved their permanent home to the study location. However, they may still qualify for FAA for an Away from Base activity. Check if Relocation Allowance has been paid on the Supplementary Education Payments (EPSP) screen in Customer First. Has the student already received Relocation Allowance while undertaking their Masters or Doctorate course? Yes, see Table 2 > Step 12 No, go to Step 12
12	Check Away from Home rate eligibility Students must meet one of the Away from Home criteria to qualify for FAA. For secondary students: In Customer First, go to the Independent/Homeless/Away from home summary (NIHS) screen to check for a current Away from Home (AFH) approval If required, reassess the student's Independent/Homeless/Away from home reason and code the change from the relevant event date Note: students in State care, that is those with an AFH reason of AFN or AFY are not eligible for FAA based solely on this criterion. To be eligible for FAA they must meet another AFH reason, confirm AFH entitlement eligibility via the ABSTUDY grant DOC or a DOA DOC on the Document List (DL) screen. See Assessing eligibility for Away from Home entitlements for ABSTUDY customers For tertiary students: In Customer First, go to the home location on the Address History (ADH) screen and check the student's permanent home has not changed Check the study location on the EDC screen and confirm the student will be living away from home Confirm the student's home location is not within reasonable travelling time or distance of their study location Note: a student does not need to be in receipt of the Away from Home rate of ABSTUDY but must meet one of the criteria for approval of Away from Home. For example, a 30-year-old student whose permanent home is more than 90 minutes from the study location meets one of the Away from Home criteria but is paid at the independent rate due to their age rather than the Away from Home rate. Does the student meet one of the criteria for approval of the Away from Home rate for ABSTUDY? Yes, go to Step 13 No, see Table 2 > Step 12
13	Check restrictions on interstate travel Entitlement to interstate travel may vary according to the type, and level of study undertaken by the student. Do restrictions on interstate travel prevent eligibility of FAA? Yes, see Table 2 > Step 12 No, go to Step 14
14	Check travel destination A traveller is normally entitled to travel between their permanent home and the study location. However, travel to or from another destination may be approved in some circumstances. See Determining the appropriate travel destination for ABSTUDY FAA. Is the travel request to or from an approved location? Yes, see Table 2 > Step 1 No, see Table 2 > Step 12

Determining ABSTUDY FAA travel type

Table 2

Step	Action
1	Commencement or end of study travel A full time or concessional study-load tertiary (including Masters and Doctorate) or secondary student is entitled to one trip between the permanent home and the study location at the commencement of study in a year, and one trip at the end of study in a year. Is the student travelling to commence or at the completion of their study? Yes, see Commencement or end of study travel table No, go to Step 2
2	School vacation travel A full-time secondary school student is entitled to one return journey between the permanent home and the study location to coincide with each of the school term vacation breaks. Is the student a secondary student travelling due to school holidays? Yes, see School vacation travel table No, go to Step 3
3	Tertiary and secondary non-schooling travel for study of more than one semester (mid-year travel) A tertiary (including Masters and Doctorate) or secondary non-schooling student undertaking a course of study of more than one semester in duration is entitled to one return journey during the academic year between the study location and permanent home to reunite with their family. Is the student a tertiary or secondary non-schooling student requesting travel after commencing study and before the date they are ceasing Yes, see Tertiary and secondary non-schooling mid-year travel table No, go to Step 4
4	Special Purpose Visit (SPV) travel Students may be eligible SPV travel if one of the following applies: the student in a boarding placement is experiencing serious problems of adjustment or similar circumstances and a visit (sometimes known as pastoral care) is expected to stabilise the situation the student will be participating in graduation or NAIDOC Week events the student will be participating in other school events, such as (but not limited to), a school play, award ceremony, teacher/parent interview or sporting event the student has completed secondary studies: for which they received ABSTUDY Away from Home assistance, and they require Fares Allowance to attend a graduation event Has the travel been requested for one of the above reasons? Yes, see Special Purpose Visit travel table No, go to Step 5
5	Orientation Visit travel For students currently in year 5 or lower, who want to access Orientation Visit travel in preparation for Year 7, see Orientation Visit travel for non-current ABSTUDY customers. Students may be eligible to Orientation Visit travel, if: a secondary school or boarding facility requires: potential students to attend interviews or other selection procedures prior to acceptance students from remote Aboriginal and Torres Strait Islander communities to participate in a transition or similar program in the year prior to commencing secondary studies an existing student is required to attend interviews or other selection procedures for a different school or boarding facility, and the travel is from the current term address location the student is intending to board away from home for the first time and is from: a remote Aboriginal community, or a town in a remote location, and it is likely that the student would experience serious problems of adjustment the student prior to commencing tertiary studies is intending to study in an approved tertiary course of at least one year's duration Is the student travelling for one of the above reasons? Yes, see Orientation Visit travel table No, go to Step 6
6	Compassionate travel A student may be granted compassionate travel when they: are not travelling for an Away from Base activity, and meet one of the circumstances justifying travel for compassionate reasons Is the student applying for compassionate travel? Yes, see Compassionate travel table No, go to Step 7
7	Away from Base travel Students can request travel to attend an Away from Base (AFB) activity. Is the student travelling to attend an AFB activity? Yes, see Assessing and processing ABSTUDY Away from Base activities No, go to Step 8
8	Examination travel An ABSTUDY student may receive FAA to attend an unexpected deferred or supplementary exam (after the end of the normal term or semester period) or where the student is expected to travel to a location other than their normal place of residence to sit an exam. Is the student travelling to attend an exam? Yes, see Examination travel table No, go to Step 9
9	Graduation travel Graduation ceremonies for completed tertiary courses (including Masters and Doctorate) often take place several weeks to several months after course completion. Students who live a substantial distance from the educational provider will usually have returned home in this time. The FAA entitlement is for the actual cost of one return trip (within Australia) by the appropriate mode of transport between the student's permanent home and the location of the graduation ceremony. Has the student completed a tertiary course and is travelling to attend graduation? Yes, see Graduation travel table No, go to Step 10
10	Masters and Doctorate relocation travel FAA is payable to an ABSTUDY student who is in receipt of the Masters and Doctorate Award for assistance to travel to a new permanent home if they need to relocate to another town or city to undertake their study. Is the student travelling to relocate? Yes, see Masters and Doctorate relocation travel table No, go to Step 11
11	Emergency and disaster travel Emergency and disaster travel is available to secondary and tertiary ABSTUDY students where their safety or participation in education is at risk due to experiencing an emergency or disaster. Is the student travelling due to an emergency or disaster? Yes, see Emergency and disaster travel table No, go to Step 12
12	Not eligible for ABSTUDY FAA Tell the student, or applicant they are not eligible for FAA. If the travel request has been received through: ABSTUDY Smart Centre Telephony: Record details on a DOC Explain their review and appeal rights Procedure ends here ABSTUDY Smart Centre Travel Team: Finalise the travel Booking Status as Rejected in the Travel Management Application (TMA) Record details of the decision on the Notes tab. See Authorising and coding pre-booked Fares Allowance (FAA) entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES) Procedure ends here

Emergency and disaster travel

Emergency and disaster travel

Table 12

Step	Action
1	Request travel assistance Emergency and disaster travel allows eligible students to return to their home or study location or travel to an alternative safe location if they are affected by an emergency or disaster. A student/applicant or third party organisation can request travel assistance for emergency or disaster travel. There are no limits to emergency and disaster travel. Does the approved traveller live away from home or are they participating in an Away from Base activity? Yes, go to Step 2 No, go to Step 8
2	Emergency or disaster travel Has the approved traveller been affected by an emergency or disaster event that can be confirmed through a reputable source, such as a website or the education/board provider? Yes, go to Step 6 No, go to Step 3
3	Identifying students requiring case escalation for assessment Service Officers must escalate claims for assessment by the Department of Social Services (DSS) where there are concerns around the approved traveller's circumstances meeting the definition of experiencing an emergency or disaster event. Are there concerns around the approved traveller experiencing an emergency or disaster? Yes, go to Step 6 No, go to Step 4
4	Evidence Approved travellers that are impacted by an emergency or disaster that cannot be confirmed through a reputable source will need to provide evidence of their circumstances. Evidence can include: a written statement from a boarding school/hostel or an education provider a statutory declaration by the approved traveller or applicant Has sufficient evidence been provided? Yes, go to Step 6 No, go to Step 5
5	Unable to provide evidence In some circumstances approved travellers may not be able to immediately provide evidence of their situation. To ensure we do not place the approved traveller at further risk, it may be acceptable to approve FAA and have the evidence provided once the approved traveller is in a safe location. Is it suitable for the approved traveller to provide evidence after the journey? Yes: 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: 21 days from today's date - Source: INT - Date of Receipt: today's date - Notes: 'Evidence required after Emergency and/or Disaster travel. See OB 010-02100020 to action.' - Keywords: ACTABY and TRAVEL - 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 Tell the approved traveller if they do not provide sufficient evidence, an overpayment will be raised Go to Step 6 No, go to Step 8
6	Escalation All claims for emergency and disaster travel require assessment by DSS. Complete a direct SSO referral. See Tier 0 technical support - self-sufficiency Email the following information and any supporting documents to the ABSTUDY Travel and Away from Base SO5 after submitting the direct SSO referral: Details of approved traveller impacted (CRN, name, emergency contact) Details of the requested travel journey Details of the emergency or disaster being experienced and the impact to the approved traveller Do not change the Booking Status of the traveller/s until a response is received. If the Booking Status is Pending Approval, place the work item/s on Hold to User. See Table 6 in Work Optimiser for staff Record details of the travel request and pending DSS assessment on the Notes tab The ABSTUDY Travel and Away from Base SO5 will escalate the enquiry to the Level 2 Policy Helpdesk and advise the assessing Travel Officer of the outcome Once DSS have determined the customer is: Eligible, go to Step 7 Not eligible, go to Step 8
7	FAA payable FAA for emergency and disaster travel is approved. If the student is claiming: in advance of travel, see Authorising and coding pre-booked Fares Allowance (FAA) entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES) after travel has been undertaken, see Processing Fares Allowance and Away from Base entitlements in advance or reimbursements Students claiming reimbursement must complete an ABSTUDY Fares Allowance Claim (SY032) by the relevant closing date. The Resources page has a link to this form All claims for ABSTUDY Fares Allowance for emergency and disaster travel are processed by the ABSTUDY Travel Team. Procedure ends here.
8	FAA not payable Tell the education provider, parent, or student they are not eligible for FAA for emergency and disaster travel. If the travel request has been received by: ABSTUDY Smart Centre Telephony: Record details on a DOC Explain their review and appeal rights Procedure ends here ABSTUDY Smart Centre Travel Team: Finalise the travel Booking Status as Rejected in the Travel Management Application (TMA) Record details of the decision on the Notes tab. See Authorising and coding pre-booked Fares Allowance (FAA) entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES) Procedure ends here