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Processing an ABSTUDY claim 010-23061559

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ABSTUDY Lawful Custody Allowance claim for reimbursement - to support SY022 (SY108)

Claim for ABSTUDY Allowances and Part-time Award (SY021)

Claim for ABSTUDY form (SY019)

Claim for ABSTUDY Pensioner Education Supplement form (SY020)

Claim for ABSTUDY Remote Areas form (SY092)

Claim for ABSTUDY Student or Australian Apprentice in lawful custody (SY022)

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mySupport - sending emails from shared mailboxes
  • Open mySupport
  • Search by article number (KM1456) or by keywords 'send emails from a shared mailbox'
Letters and electronic messages

Email template

A linked attachment is available Boarding claim outcome to Third Party Organisation

Q999 and Q888 letter templates

Services Australia has endorsed the letter or electronic message for use. It is the latest version. Do not use locally produced letters or electronic message.

ABSTUDY Living Allowance not payable

Lawful Custody Allowance - Reimbursed to correctional centre

Invite recipient to claim Family Tax Benefit

Transfer of excess SFA (Group 2)

Secondary school student's total annual entitlement is a combination of Living Allowance, Rent Assistance and Remote Area Allowance. If the total amount is insufficient to meet the board charge of the school or hostel, any excess SFA (Group 2), up to the maximum available, is transferred across to top-up the shortfall.

Terminology and formula used


Table 1: this table describes the terminology and formula used by the system from the coding on the School Fees and Boarding Details (EYSB) screen to calculate a top-up from the SFA (Group 2) for payment to cover the shortfall in boarding expenses.

Acronym

Name

Description

SFC

School Fee Charge

Amount charged for tuition by school

TSFA

Total School Fee Allowance

Total SFA (Group 2) after application of the means test

BC

Boarding Charge

Amount charged for board by school or hostel

TBE

Total Boarding Entitlement

Total Living Allowance, Rent Assistance and Remote Area Allowance after application of means test


TSFA minus SFC = available excess of SFA (Group 2)

BC minus TBE = shortfall in boarding entitlements

Top-up = the lower of the available excess SFA (Group 2) and the shortfall in boarding entitlements.

Scenarios - Excess SFA (Group 2) and available top-up calculations


Table 2: this table provides scenarios where an excess SFA (Group 2) is calculated for the shortfall in boarding entitlements.

These amounts may not be current. They are examples only. For current payments, see Rates and thresholds.

Scenario

Description

1

Calculating top-up for 2 sons in study and top-up sufficient for shortfall

Joan's permanent home is in a remote community. The nearest government school offering secondary level study is 119 kilometres away.

Joan is getting an income support payment and has 2 sons who are of secondary school age. Rex is 14 years of age, and Ruben is 16 years of age. Both sons are attending a college and approved for Away from Home rate.

Boarding and tuition charges

The college is a boarding school. Payments must be directed to the college. Board and tuition charges must be coded on the School Fees and Boarding Details (EYSB) screen. This directs the payment to the college and enables the system to automatically calculate the transfer of any excess School Fees Allowance (SFA) (Group 2). The excess calculated will be used to top-up any shortfall in boarding entitlements where necessary.

The college charges:

  • Boarding (annual)
    • Student under 16 years of age - $11,500
    • Student 16 years and over - $16,000
  • Tuition (annual) - $1,200

Rex's entitlement:

To assist with boarding costs, Rex is entitled to a total of $10,186 in Living Allowance and Rent Assistance. To assist with tuition costs, Rex is entitled to $11,011 in SFA (Group 2).

There is a shortfall of boarding entitlements of $1,313.89 ($11,500 board charge minus $10,186.11 board entitlement). There is an excess of SFA (Group 2) of $9,811 ($11,011 SFA (Group 2) minus $1,200 tuition charge).

The system will automatically act to transfer only the necessary amount, up to the maximum available, of unused SFA (Group 2) to meet the shortfall of the board charge. An amount of $1,313.89 will be transferred to meet boarding costs. The remaining unused amount of $7,903.11 of SFA (Group 2) is not available to the school or student for use.

Calculation (as per Table 1)

  • SFC = $1,200
  • TSFA = $11,011
  • BC = $11,500
  • TBE = $10,186.15
  • TSFA ($11,011) minus SFC ($1,200) = available excess SFA (Group 2) $9,811
  • BC ($11,500) minus TBE ($10,186.11) = shortfall in boarding entitlements of $1,313.89
  • Top-up = the lower of the available excess SFA (Group 2) ($9,811) and the shortfall in boarding entitlements ($1,313.89). Top-up will be $1,313.89.

Ruben's entitlement

To assist with boarding costs, Ruben is entitled to a total of $15,348.25 in Living Allowance and Rent Assistance. To assist with tuition costs, Ruben is entitled to $11,011 in SFA (Group 2).

There is a shortfall of boarding entitlements of $651.75 ($16,000 board charge minus $15,348.25 board entitlement). There is an excess of SFA (Group 2) of $9,811 ($11,011 SFA (Group 2) minus $1,200 tuition charge).

The system will automatically act to transfer only the necessary amount, up to the maximum available, of excess SFA (Group 2) to meet the shortfall of the board charge. An amount of $651.75 will be transferred to meet boarding costs. The remaining unused amount of $8,535.25 of SFA (Group 2) is not available to the school or student for use.

Calculation:

  • SFC = $1,200
  • TSFA = $11,011
  • BC = $16,000
  • TBE = $15,348.25
  • TSFA ($11,011) minus SFC ($1,200) = available excess SFA (Group 2) of $9,811
  • BC ($16,000) minus TBE ($15,348.25) = shortfall in boarding entitlements of $651.75
  • Top-up = the lower of the available excess SFA (Group 2) ($9,811) and the shortfall in boarding entitlements ($651.75). Top-up will be $651.75

2

Calculating top-up-and insufficient for shortfall

Stanley is 14 years of age, studying a specialist agricultural course at a college in Moon Hill. Stanley has been approved for Away from Home rate.

Boarding and tuition charges

The college is a boarding school. Payments must be directed to the college. Board and tuition charges must be coded on the EYSB screen. This directs the payments to the college and enables the system to automatically calculate the transfer of any excess School Fees Allowance (SFA) (Group 2). The excess calculated will be used to top-up any shortfall in boarding entitlements where necessary.

The college charges:

  • Boarding (annually) - $15,000
  • Tuition (annually) - $6,000

Stanley's entitlement

To assist with boarding costs, Stanley is entitled to a total of $9,711.61 in Living Allowance and Rent Assistance. To assist with tuition costs, Stanley is entitled to $11,011 in SFA (Group 2).

There is a shortfall of boarding entitlements of $5,288.39 ($15,000 board charge minus $9,711.61 board entitlement). There is an excess of SFA (Group 2) of $5,011 ($11,011 SFA (Group 2) minus $6,000 tuition charge).

The system will automatically act to transfer only the necessary amount, up to the maximum available, of unused SFA (Group 2) to meet the shortfall of the board charge. In this case, Stanley has an excess of SFA (Group 2) of $5,011 which is transferred. However, the excess is insufficient to cover the total board shortfall. The remaining shortfall is the responsibility of the parent(s)/guardian(s).

Calculation:

  • SFC = $6,000
  • TSFA = $11,011
  • BC = $15,000
  • TBE = $9,711.61
  • TSFA ($11,011) minus SFC ($6,000) = available excess SFA (Group 2) of $5,011
  • BC ($15,000) minus TBE ($9,711.61) = shortfall in boarding entitlements of $5,288.39
  • Top-up = the lower of the available excess SFA (Group 2) ($5,011) and the shortfall in boarding entitlements ($5,288.39). Top-up will be $5,011

Workaround - Accommodation (AC) screen coding for a student under 16 in a private board arrangement

Table 3

Scenario

Description

1

Emily is 14 years of age and lives on Palm Island. The local school is a recognised limited program school; therefore, Emily meets the eligibility criteria for the ABSTUDY Away from Home rate.

Emily applies for ABSTUDY to attend a high school in Cairns, starting on 22 January 2025. Emily provides an ABSTUDY request for private board provider details (SY015) form with the claim, indicating $400 a fortnight will be charged for meals and accommodation to board privately. Emily will start boarding in Cairns on 20 January 2025.

As a secondary student, Emily is entitled to the Away from Home rate from 1 January 2025. Emily is not eligible for Rent Assistance (RA) until 20 January 2025.

To ensure correct payment of RA and the Away from Home rate, 2 event dates will need to be coded on the AC screen within the ABSTUDY claim.

For event date 1 January 2025 key:

  • Home Ownership: NHO
  • Address Type: HOM
  • Event Date: 01/01/2025
  • Type of Rent: NRP
  • Sharer Status: NAS (Note: coding 'LWP' will result in the claim rejecting 'Doesn't meet Age Requirements' (AGD))

For event date 20 January 2025 (the date the private boarding arrangement commences) key:

  • Home Ownership: NHO
  • Address Type:
    • TER (term) if the student's home address is not in a RAA specified area
    • HOM (home) if the student's home address is in a RAA specified area
  • Event Date: 20/01/2025
  • Type of Rent: BOA
  • Sharer Status: XSH (Exempt Sharer)
  • Total Household Rent: $400
  • Net Rent Amount: $400
  • Rent Verification: EXB (Exempt - customer in boarding style accommodation)

Workaround - Rejecting ABY boarding claim when student is current on ABSTUDY Schooling A

Table 4

Item

Action

1

There are circumstances in which a student's entitlement to ABSTUDY Schooling A (ABT) may be affected by the rejection of their boarding claim.

Cancel ABT:

  • Go to the BA screen
  • Codes the fields:
    • Svc Rsn: ABT
    • Action: CAN
    • Reason: OTH
    • Effect Date: record the day before the boarding claim's DOR
    • Notes: Known workaround to REJ ABY NCL
    • Source: INT
    • DOR: T
  • Select Continue
  • Go to the AR screen
  • On the AR screen under Letter Action, select the drop-down option Inhibit Letters
  • Select radio option Finalise
  • Select Continue to finalise the Cancellation

Reject the boarding claim:

  • Index the claim if there is no activity on the AL screen
  • Select the ABSTUDY boarding new claim on the AL screen
  • Go to the BA screen
  • Complete the fields:
  • Select Continue
  • Go to the AR screen
  • Select radio option Finalise
  • Select Continue to finalise the Rejection

Restore the ABT:

  • Go to the BA screen
  • Complete the fields:
    • Svc Rsn: ABT
    • Action: RES
    • Source: INT
    • DOR: T
  • Select Continue
  • Go to the AR screen
  • Go to the OOP screen, via the top left menu
  • Zero off the SFA entitlement being released inside the restoration
  • Select Continue
  • On the AR screen under Letter Action, select the drop-down option Inhibit Letters
  • Select radio option Finalise
  • Select Continue to finalise the Restoration

Finalise SFA debt shell created FND:

Staff trained in debt processing:

  • Go to school's record
  • On the AL screen, select the debt shell recently created
  • Go to the OPMA screen
  • Complete the fields:
    • Calculated Amount $: 0.00
    • FND reason: PRS
  • Go to the OPAF screen
  • in the Finished?: field, key Y
  • Select Continue
  • Finalise the activity

Staff not trained in debt processing:

  • Go to school's record
  • On the AL screen, select the debt shell recently created
  • Select the radio option - (V) View activity details on AY screen
  • Click Continue
  • Select the double chevon on the heading Notes
  • At the start of the Paragraph, add:
    'Please finalise debt as FND, ABT restored and the school is entitled to the SFA. See DOC on student record dated XX/XX/XXXX'

DOC all required records:

  • Record FND DOC on school's record
  • Record REJ DOC on student's record
  • Record DOC on student’s record with details of workaround coded