ABSTUDY annual board, tuition and scholarship details 010-22030903

A work item is generated when Services Australia receives annual boarding and scholarship information. The work item is manually allocated by the Workload Management team.

Is there a manual allocation to update annual boarding and scholarship information?

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

Create a Display on Access (DOA) DOC on the organisation record using the annual boarding and scholarship information provided.

Use Fast Note - select Auto text, use Student, ABSTUDY and Apprentices > Enquiry > ABSTUDY Board and Tuition details

Does the manual allocation include a separate student listing?

• Yes, go to Step 3
• No, go to Step 5

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 each students record with the net amount paid:

• 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.

Check and if needed, update:

• Customer Study Details (EDC) screen in Process Direct or Education Course Details (EDC) screen in Customer First - are the 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 for ABSTUDY
• Household Income and Assets (NHI) - Confirm coding on NHI is correct and up to date for correct payment of ABSTUDY entitlements

Finalise the update.

Repeat Steps 3 and 4 for each student.

Complete all updates, then:

• upload a copy of the boarding and scholarship information form to the organisation record
• upload a copy of the student listing to the organisation record
• reply to the ABSTUDY Workload Management team to advise the manual work has been completed

Procedure ends here.

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, procedure ends here

Identify if the student is in receipt of a boarding school scholarship by reviewing the NIH screen.

To maintain Away from Home eligibility, the scholarship must contribute a financial value of:

• at least 25% of their charges where:
• 25% of the total board and tuition charge is greater than the Boarding School Scholarship Approval Threshold amount
• at least the Boarding School Scholarship Approval Threshold amount, where
• the Boarding School Scholarship Approval Threshold amount is greater than 25% of the total board and tuition charge

Is the customer in receipt of a Boarding School Scholarship?

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

Before updating the students record, check to see if the organisation has provided updated scholarship contribution figures for the current academic year.

Where updated contribution figures are not available make 2 genuine attempts to contact the organisation to obtain the details.

Where contact to the organisation has been unsuccessful:

• use the most recent contribution figures available for this student
• email the organisation the ABSTUDY new Scholarship confirmation form from the ABSTUDY Secondary team mailbox:
• In the body of the email copy and paste the Standard ABSTUDY Email template
• Attach the ABSTUDY new scholarship confirmation form to the email

The Resources page has the form and email template.

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 6
• No, go to Step 5

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. Use Fast Note - select Auto text, use Student, ABSTUDY and Apprentices > Enquiry > ABSTUDY Board and Tuition details
• Go to Step 6
• No, go to Step 8

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.

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 for ABSTUDY
• Household Income and Assets (NHI) - Confirm coding on NHI is correct and up to date for correct payment of ABSTUDY entitlements

Record details of action taken on a DOC and once complete, cancel the MFU.

Procedure ends here.

The following action must be taken:

• Code the most recent board and tuition charges located on the organisation record on the student's EYSB and ACS screen
• Cancel the MFU
• Email the request for boarding and scholarship information to the organisation from the ABSTUDY Secondary team mailbox. The Resources page has the email template
• Record details of action taken on a DOC