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Completing and assessing the Assistance for Isolated Children (AIC) Application for Short Term Boarding Allowance (SY068) 010-03020060

For the Assistance for Isolated Children (AIC) Smart Centre Processing staff.

This document outlines how to complete and assess the SY068 form.

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Assessing the Application for Short Term Boarding Allowance SY068 form

Completing the Application for Short Term Boarding Allowance (SY068) form

Assessing the Application for Short Term Boarding Allowance SY068 form

Table 1

Step	Action
1	Claiming Short Term Boarding Allowance (BA) An AIC applicant wanting to claim Short Term Boarding Allowance (BA) must make an initial claim for Basic Boarding Allowance (BBA) using the Claim for Assistance for Isolated Children (AIC) (SY040) form. The Application for Short Term Boarding Allowance (SY068) form is used to apply for BBA for any additional periods of short-term boarding in the same year of study. Has the applicant previously lodged an SY040 form? Yes, to: help an applicant complete the SY068 form, see Table 2 assess the SY068 form, go to Step 2 No, advise the applicant to lodge a SY040 form. See Initial contact with customers and completing a claim for Assistance for Isolated Children (AIC). Procedure ends here
2	Check the SY068 is completed and signed by the applicant Check the applicant has answered all relevant questions on the SY068 and has: ticked the digital declaration, or printed and signed the form by hand, and dated the declaration Have all required questions been answered and the declaration completed? Yes, go to Step 3 No, go to Step 7
3	Determine eligibility for Short Term Boarding Allowance (BA) Determine if the student meets AIC Basic Boarding Allowance (BBA) eligibility, see Eligibility for Assistance for Isolated Children (AIC) Boarding Allowance (BA/ABA). Is the student eligible for AIC BBA? Yes, go to Step 4 No, AIC allowance is not payable record details of the decision on a DOC for Act references, see Online Document Recording (ODR) see Creating, reviewing and deleting documents (including Fast Notes and DOA DOCS) procedure ends here
4	Education details Confirm the student's education details have been recorded correctly. See Study updates and coding for Assistance for Isolated Children (AIC) students. When the education details are correct, go to Step 5.
5	Living Arrangement Details (EILA) screen The student's living arrangements need to be coded for each advised period the student will be living away from home. On the Living Arrangement Details (EILA) screen, update the following fields: Living Arrangement: SCH - Boarding at a school PRI - Private boarding HOS - Boarding in a hostel Living Arrangement Start Date: key the advised short-term boarding period start date End Date: key the advised short-term boarding period end date Board Provider Relationship: (for private boarders only) OTH - Other PAR - Parent REL - Other relative Annual Boarding Fees: key the annual board rate, calculate the annual rate by dividing the boarding fee by the number of days charged, then multiplying by 365 (or 366 in leap years) Note: if no charges were advised, key '$1' Nights Boarding Per Week: key the nights the student is boarding per week Short Term Boarder: key 'Y' ST Boarder Date of Receipt: key Date of Receipt of form lodged ST boarder Late Lodge Conc: key 'Y' Source: key SY068 Action: key 'I' to insert new information Select Continue Repeat the above action for all advised short-term boarding periods. When all periods have been coded on the EILA screen, go to Step 6.
6	Payment Instructions (PIPI) screen The applicant can nominate where their AIC payment is directed. To record payee details on the Payment Instructions (PIPI) screen, see Payments to third parties and institutions for Assistance for Isolated Children (AIC), then return here. Go to Step 7.
7	Assessment Results (AR) screen Go to the Assessment Results (AR) screen and finalise the activity. Record details in a DOC. Use Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > AIC > AIC Updated/Reassessed. Procedure ends here.
8	Issue a request for information When the claim has not been filled out completely or the declaration has not been completed correctly, a request for information will need to be issued. On the applicant's record, go to the History Summary (HS) screen. View the list of recent correspondence created in Customer First. Has a Q760 letter been previously issued to the applicant for this claim? Yes, AIC allowance is not payable record details of the decision on a DOC for Act references, see Online Document Recording (ODR) see Creating, reviewing and deleting documents (including Fast Notes and DOA DOCS) procedure ends here No, the service officer must: issue a Q760 letter on the applicant's record requesting the required information. See Creating a manual letter or Online Advice (OLA) place the activity on hold with a due date the same due date as the RFI letter record details on a DOC and include any requests for further information procedure ends here

Completing the Application for Short Term Boarding Allowance (SY068) form

Table 2

Step	Action
1	Filling out the form This form must be completed by the applicant who submitted the Claim for Assistance for Isolated Children (SY040) form. See Determining who can be the applicant for Assistance for Isolated Children (AIC). Is the original applicant submitting the SY068 form? Yes, go to Step 2 No, advise the new applicant to lodge an SY040 form. See Initial contact with customers and completing a claim for Assistance for Isolated Children (AIC). Procedure ends here
2	Applicant details The applicant must complete all required details about their: Customer Reference Number (CRN), if known name, and date of birth Go to Step 3.
3	Student details The applicant must complete all required details about the student: name date of birth, and details of the school they normally attend Go to Step 4.
4	Short-term board details The applicant is required to provide information about the board provider being used by the student while they are residing away from home. They must also inform about all known periods of when the student will be living away home as a short-term boarder and specify the fees charged for each period. Go to Step 5.
5	Bank details The applicant must specify their preferred payment destination by providing accurate bank details. If the applicant requests payment to a school or boarding institution, bank details are not required. We will obtain the necessary information directly from the institution. Go to Step 6.
6	Declaration The applicant must: tick, and date the declaration If the applicant is returning the form: in person or by post, the form is to be printed and signed by hand via their online account, no signature is required Tell the applicant they can lodge the form: at any service centre via the Express Plus mobile app by uploading documents online, or by posting to the reply paid address on the form Procedure ends here.