ABSTUDY annual board, tuition and scholarship details 010-22030903

A Group Code 3 and 5 MFU is created on a student's record when the new academic years charges are not available when the claim was assessed. The MFU matures on 1 February each year.

Is there a Group Code 3 or 5 MFU?

• Yes, go to Step 2
• No, see Processing arrangements for ABSTUDY claims and enquiries. Procedure ends here

Check which boarding institution the student is attending. This information should be in the MFU or on the following screens:

• Payment Instruction (PIPI) or
• Customer Study Details (EDC) screen in Process Direct or Education Course Details (EDC) screen in Customer First

Go to the organisation record. Check the DOA DOC to confirm the new academic year's charges.

Are the new academic year's charges available?

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

Where the new academic charges are not available:

• make 2 genuine attempts to contact the organisation to obtain the details, or
• where available, obtain the charges from the organisation website

Were the charges able to be obtained?

• Yes:
  • Create a Display on Access (DOA) DOC on the organisation record using the annual board and tuition information provided. Use Fast Note - select Auto text, use Student, ABSTUDY and Apprentices > Enquiry > ABSTUDY Board and Tuition details
  • Go to Step 4
• No, go to Step 10

Identify if the student is in receipt of a Boarding School Scholarship. On the NIH screen:

• Review the Start/Reject Reason: field
• The student is in receipt of a Boarding School Scholarship if the Start/Reject Reason displays as ASF or ASP

Is the student in receipt of a Boarding School Scholarship?

• Yes, go to Step 5
• No, go to Step 8

Is the amount the school contributes for the Boarding School Scholarship for the academic year available?

• Yes, go to Step 7
• No, go to Step 6

The Boarding School Scholarship contribution amount is required to determine ongoing entitlement to the ABSTUDY Away from Home rate.

If the ABSTUDY is:

Obtain the scholarship details from the school:

• Email the organisation the ABSTUDY request for new scholarship confirmation form from the ABSTUDY Secondary team mailbox
• Place the allocated MFU on hold for an additional 21 days to allow requested information to be provided. On the AL screen:
  • Select the MFU
  • Select radio button (O)
  • Select Continue
  • Update Resubmit Date field: 21 days after today
  • Update To Regional Office field: ABS
  • Select Continue

The student is no longer eligible for the ABSTUDY Away from Home rate under scholarships and mobility provisions:

• See Table 1 > Step 1 Cessation of the ABSTUDY Away from Home rate
• Procedure ends here

• Cancel the MFU. On the AL screen:
  • Select the MFU
  • Select radio button (C)
  • Select Continue
  • Select radio button Y - Cancel the Activity
  • Select Continue
• Record details on a DOC of action taken
• Procedure ends here

To maintain Away from Home eligibility, the amount the school contributes towards the scholarship covers, the greater of either:

• the Boarding School Scholarship Approval Threshold amount, or
• 25% of the school's annual boarding school and tuition fees

Based on the schools’ board and tuition charges for the academic year determine the greater amount.

To calculate which financial contribution requirement is the greater amount:

• add the combined total of a school's board and tuition charges in the year of approval, then divide by 4 to identify 25% of the total charges
• compare this amount to the Boarding School Scholarship Approval Threshold amount

Does the amount the school contributes for the Boarding School Scholarship cover the greater amount?

• Yes, go to Step 8
• No, the student is no longer eligible for the ABSTUDY Away from Home rate under scholarships and mobility provisions:
  • Cancel the MFU
  • See Table 1 > Step 1 Cessation of the ABSTUDY Away from Home rate
  • Procedure ends here

In the student's record, go to the Future Activity List (FAL) screen:

• Select the Board and Tuition future review activity/Manual Follow-up (MFU) with a keyword of either:
  • GRP 3
  • GRP 5
• Select the radio button To SELECT future activity for update
• Select Continue

Use Processing an ABSTUDY claim to update the following screens on the student's record with the net amount:

• Address details (AD) - if the student's home address is in a RAA specified area
• Accommodation Screen (AC)
• School Fees and Boarding Details (EYSB)

Some students may be in receipt of a scholarship that contributes to all or some of the Board and/or Fees. Service Officers must review the boarding and scholarship information email to confirm student scholarship details. The amount coded on the ACS and EYSB screen is the net amount of the charges after the scholarship has been deducted. For further coding details, see Assessing scholarship income.

Go to Step 9.

Check and if needed, update:

• Customer Study Details (EDC) screen in Process Direct or the Education Course Details (EDC) screen in Customer First - are school/Institution code and start/end dates correct?
• Independent/Homeless/Away from Home Details (NIH) - is the Away from Home (AFH) reason is still correct, i.e. was AFH granted for a school that is no longer auto approved?
• Payment Instruction (PIPI) - are board and tuition amounts being paid to the correct payee?
• Tax File Number (TFN) - Students over 16 years of age require a TFN to remain eligible for ABSTUDY, see Tax File Number (TFN) for ABSTUDY
• Household Income and Assets (NHI) - Confirm coding on NHI is correct for current and next calendar years. See Assessing and coding parental income for ABSTUDY, Assistance for Isolated Children (AIC) and Youth Allowance (YA)

Record details on a DOC of action taken and once complete, procedure ends here.

The following action must be taken:

• Use Processing an ABSTUDY claim to update the following screens on the student's record with the most recent board and tuition charges located on the organisation record:
  • Accommodation Screen (AC)
  • School Fees and Boarding Details (EYSB)
• Cancel the MFU. On the AL screen:
  • Select the MFU
  • Select radio button (C)
  • Select Continue
  • Select radio button Y- Cancel the Activity
  • Select Continue
• Email the request for boarding and scholarship information to the organisation from the ABSTUDY Secondary team mailbox, using the Request for boarding, tuition and scholarship information email
• Record details on a DOC of action taken
• Procedure ends here