Orientation Visit travel for non-current ABSTUDY customers 010-24022200

Is a Fares Allowance reimbursement being assessed for an orientation activity with a status of ABY/ASS?

• Yes, see Table 3 > Step 1
• No, go to Step 2

Students who meet the conditions for approval to live Away from Home can access Orientation Visit travel in preparation for Year 7.

The student must be seeking Orientation Visit travel in preparation for Year 7 and meet one of the following:

• not ABSTUDY current, and visiting multiple schools for orientation or
• currently in Year 5 or lower

Does the student meet one of the above?

• Yes, for:
• lodging a claim, go to Step 3
• processing a new claim, see Table 2 > Step 1
• No, see Assessing eligibility for Fares Allowance (FAA) for ABSTUDY

For Orientation Visit travel requests the customer must include with the travel request form:

• students attending boarding school, the requirements for the student or non-student traveller to attend must be outlined in the travel request form
• students attending hostels or with private boarding arrangements, a statement from the school outlining the requirements for the student or non-student traveller to attend

Has the orientation activity been confirmed by the provider?

• Yes, go to Step 4
• No, confirmation must be provided prior to granting Fares Allowance for Orientation Visit travel. Request confirmation, see Requesting information (CLK). Procedure ends here

To be eligible for Orientation Visit travel students do not need to be granted Away from Home, students only need to meet an Away from Home criteria.

Does the student meet an Away from Home criteria?

• Yes, go to Step 5
• No, go to Step 10

Students seeking Fares Allowance for Orientation Visit travel must be attending an orientation activity for the purposes of intended Year 7 full-time secondary school studies.

Is the student seeking Orientation Visit travel for intended Year 7 full-time secondary school study?

• Yes, go to Step 6
• No, go to Step 10

Students must meet one of the following to be eligible to access Orientation Visit travel:

• School/hostel requires student to attend orientation prior to acceptance
• Student is from a remote Aboriginal community. See Office Locator
• Student is from a town in a remote location and is likely to experience serious problems of adjustment

Does the student meet one of the above?

• Yes, the student is eligible to Fares Allowance for Orientation Visit travel, go to Step 7
• No, go to Step 11

Students accessing Orientation Visit travel for intended Year 7 full-time secondary school study do not require a full ABSTUDY Schooling B claim to be lodged.

Collect the required claim information in the below Fast Note and send the claim to the ABSTUDY Smart Centre Processing Team.

Use Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > Claims - ABSTUDY > ABY FAA NCL for Orientation Travel.

Applicants must provide a verbal declaration to confirm the information recorded via the Fast Note is true and correct.

Use the ABSTUDY automated declaration message in the Services Australia Workspace to play the declaration. See the Resources page for a link to the Services Australia Workspace Intranet page which includes a Reference Guide with instructions to access automated messages.

If it is not appropriate to play the automated message, such as where the applicant has hearing difficulties or requires an Indigenous interpreter, read the declaration using the script in the ABSTUDY Verbal Declaration Fast Note.

Note: due to Services Australia Workspace limitations, if there is more than one party in the call, read the declaration using the script in the ABSTUDY Verbal Declaration Fast Note.

As the orientation activity has been confirmed, no additional documents are required to assess the claim.

Record the applicants name and response using Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > Claims - ABSTUDY > ABSTUDY Verbal Declaration.

Select the system code ISS in the Sys: field and SVABY in the Next: field.

Index the claim, go to the Name Search (IN) screen in Customer First. Complete the following fields:

• Surname: student's surname
• First Name or Initial: student's first name or initial
• DOB: student's date of birth
• ServRsn: ABY
• Act: NCL
• Srce: PHO
• DOR: date the original claim was made. For more information, see Date of receipt

Select the PERson record and confirm the correct person has been located.

The Customer Details Task (CDTS) screen will display, go to the Current Activity (AL) screen.

Transfer the started claim to the ABSTUDY Smart Centre Processing team.

To transfer the claim from the Current Activity (AL) screen:

• select the ABSTUDY New Claim activity
• choose (O) to transfer the activity to another site/region
• Complete the following fields:
• Resubmit Date: delete anything in this field so it displays as blank/empty
• Regional Office: code ABS
• New Keywords: add the keyword BOARDER and VERBNIL
• select Continue

Ensure the activity displays on the AL screen as Started in the Status field. This ensures prompt allocation for assessment.

Is the claim being assessed end-to-end?

• Yes, see Table 2
• No, procedure ends here

Student and/or non-student traveller are not entitled to Fares Allowance for Orientation Visit travel:

Students may be entitled to FAA for other travel types.

Family or community members may be entitled to non-student travel.

If the travel request has been received by:

• ABSTUDY Smart Centre Telephony:
• Record details of discussion on a DOC
• Use Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > Claims - ABSTUDY > ABY FAA for Orientation Granted/Rejected
• 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 in the Notes field. See Coding pre-booked FAA entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES)
• Procedure ends here

Go to the Activity List (AL) screen:

• Select the started new claim activity
• Go to the Customer Details Task Selector (CDTS) screen
• Select the screens if required:
• Address (AD)
• Accommodation (AC)
• Tax File Number Details (TFN)
• Payment Destination Details (PASB)
• Residence Requirement (RSLEG)
• Proof of Identity (POI)
• Other Contact Details (OCD)
• Office codes (OC)
• Select Next to progress through the claim and update the screens if required

Update the Education Course Details (EDC) as follows:

• Participation Status Event Date field: start date of Orientation Visit travel
• Participation Status field: FTI (Full-Time Student: Non-living Allow payment only)
• Enrolment Verification field: VER (Enrolment verified)
• Course Level field: Ungraded
• Inst Course Start Date field: start date of Orientation Visit travel
• Inst Course End Date field: end date of Orientation Visit travel
• Institution: Code either:
• the education provider the student is attending
• where the student is attending multiple education provider's, code the relevant State/Territory Orientation Visit available on the Resources page
• Student Start Date field: start date of Orientation Visit travel
• Student End Date field: end date of Orientation Visit travel
• Comments field: Orientation activity

The commencement date for Fares Allowance for the purpose of attending an orientation related activity is the first date of the Orientation Visit travel.

For the Education Payments Start Date (EPDC) the system automatically calculates the date of commencement for payment. In some circumstances, a manual adjustment is required to ensure the commencement date is the first date of the Orientation Visit travel.

Select Continue.

The following screens may present depending on the customers circumstances. Select [Enter] through the screens without completing any details:

• Higher Education Scholarship Details (HESD)
• Family Pool Summary (NSFP)

Determine the appropriate payee/debtor. See ABSTUDY payments and rates.

Code the appropriate CRN on the ABSTUDY Payee/Debtor Details (EYPY) screen.

Note: the payee/debtor will be the student or parent/guardian. Do not code with school/hostel, private board provider or payment nominee's details.

Code the Independent/Homeless/Away from Home Details (NIH) screen:

• Action field: AFH (Away from Home)
• Start/Reject Reason field: criteria determined as per the qualification of Away from Home rate. Note: code with AET for Orientation or Special Purpose travel students applying for Away from Home rate where scholarship and scholarship details have not been provided
• Start Date field: start date of Orientation Visit travel
• End Reason field: NLE (no longer eligible)
• End Date field: end date of Orientation Visit travel

Students eligible for ABSTUDY Fares Allowance for Orientation Visit travel to attend Year 7 orientation related activities are not eligible for ABSTUDY Incidentals Allowance.

Zero off the ABSTUDY Incidentals Allowance from the One Off Payments (OOP) screen via the Assessment Results (AR) screen:

• Go to the AR screen
• Select ABSTUDY from the Assessment Results menu
• Select One Off Payments (OOP)
• On the relevant Incidentals Allowance line, adjust the Amount field to: 0 (zero)
• Select Continue

Check and finalise the activity:

• Use Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > Claims - ABSTUDY > ABY FAA for Orientation Granted/Rejected
• Complete the ABY FAA: Orientation Travel DOC
• Complete any scanned documents actioned as a part of the claim

Has the travel request for the Orientation Visit travel been submitted?

• Yes, procedure ends here
• No, go to Step 8

The student and/or non-student traveller is eligible for Orientation travel.

Where a family or community member is travelling with the student, they will be considered to be a non-student traveller. Students and non-student travellers may be eligible to claim accommodation costs for their stay. See Additional costs associated with travel for ABSTUDY for details.

Travel is approved to undertake a return journey between the home address and a term address. Travel to a destination other than the permanent home or usual study location may be available in certain circumstances. See the Resources page for scenarios.

Determine if the student requires Fares Allowance (FAA) to be:

• authorised and booked in advance of travel, or
• costs reimbursed after the travel has been undertaken

Procedure ends here.

A workaround is required to pay a reimbursement before the current ABSTUDY start date.

On the Address Details (AD) and Accommodation Details (AC) screens, check the dates coded for the student’s HOME address are on or before the forward travel date of Orientation Visit taken.

Are the dates coded on or before the forward travel date?

• Yes, go to Step 3
• No, go to Step 2

Dates coded for the student’s HOME address on the Address Details (AD) and Accommodation Details (AC) screens must be on or before the forward travel date of Orientation Visit taken.

Check if updates on the AD and/or AC screen are required.

To update the start date on the:

• AD screen:
• in the Next: field, key 'ADH', press [Enter]
• select the radio button next to the current Home address type, select Continue
• update the Start Date field to the forward travel date of Orientation Visit
• Source: SY032
• Receipt Date: date reimbursement claim received
• select Continue
• AC screen:
• in the Next: field, key 'AC', press [Enter]
• on the AC screen complete the following fields:
  - Address Type - HOM
  - Event Date - forward travel date of Orientation Visit
  - Home Ownership - Non homeowner (NHO)
  - Type of Rent - No rent paid (NRP)
  - Sharer Status - Lives with Parents (LWP)
  - Government Sub-tenant: Not applicable to customer (NAP)
• Source: SY032
• Receipt Date: date reimbursement claim received
• select Continue

Go to Step 3.

To add a new line on the Education Course Details (EDC) screen:

• In the Next: field, key 'EDCH', press [Enter]
• In the Next: field, key 'EDC', select Continue

Update the following fields on the blank EDC screen:

• Participation Status Event Date: start date of Orientation Visit travel
• Participation Status: FTI (Full-Time Student: Non-living Allow pymnts only)
• Enrolment Verification: VER (Enrolment verified)
• Course Level: Ungraded
• Inst Course Start Date: start date of Orientation Visit travel
• Inst Course End Date: end date of Orientation Visit travel
• Institution: code either:
• the education provider the student is attending
• where the student is attending multiple education provider's, code the relevant State/Territory Orientation Visit. See the Resources page
• Student Start Date: start date of Orientation Visit travel
• Student End Date: end date of Orientation Visit travel
• Comments: Orientation activity
• Source: SY032
• Receipt Date: date reimbursement claim received
• Action: Ins
• Select Continue

The start date for Fares Allowance for the purpose of attending an orientation related activity is the forward travel date of the Orientation Visit.

Go to the Education Payments Start Date (EPDC) screen and update the following fields:

• Actual Trm Start Date: start date of Orientation Visit travel
• Manual Start Date: start date of Orientation Visit travel
• Rsn for Changing Dates: Enter 'Orientation Visit travel
• Action: Enter 'I'
• Select Continue

Determine the appropriate payee/debtor, see ABSTUDY payments and rates.

Go to the ABSTUDY Payee/Debtor Details (EYPY) screen and confirm the correct payee/debtor is listed with a Start Date on or before the start date of Orientation Visit travel taken.

If updates are required, on the EYPY screen, update the following fields:

• Start Date: start date of Orientation Visit travel
• End Date: end date of Orientation Visit travel
• Payee CRN: Enter determined ABSTUDY payee's CRN
• Select Continue

Note: the payee/debtor will be the student or parent/guardian. Do not code with school/hostel, private board provider or payment nominee's details.

To go to the Independent/Homeless/Away from Home Details (NIH) screen:

• In the Next: field, key 'NIHS', press [Enter]
• In the Next: field, key 'NIH', select Continue

Code the following fields:

• Action: AFH (Away from Home)
• Start/Reject Reason: criteria determined as per the qualification of Away from Home rate. Note: code with AET for Orientation or Special Purpose travel students applying for Away from Home rate due where scholarship and scholarship details have not been provided
• Start Date: date of Orientation Visit travel
• End Reason: NLE (no longer eligible)
• End Date: end date of Orientation Visit travel
• Select Continue

Students eligible for ABSTUDY Fares Allowance for Orientation Visit travel to attend Year 7 orientation related activities are not eligible for ABSTUDY Incidentals Allowance.

Zero off the ABSTUDY Incidentals Allowance from the One Off Payments (OOP) screen via the Assessment Results (AR) screen:

• Go to the AR screen
• Select ABSTUDY from the Assessment Results menu (top left corner)
• Select One Off Payments (OOP)
• On the relevant Incidentals Allowance line, adjust the Amount field to: 0 (zero)
• Select Continue

Check and finalise the activity:

• Record details on a DOC
• Complete any scanned documents actioned as a part of the activity

See Authorising and coding pre-booked Fares Allowance (FAA) entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES) for reimbursement assessment and coding.

When the reimbursement activity has been completed, go to Step 9.

Reassess the previously granted future study.

• Index a NCL activity
• Key the Source as SCT
• Go to the AL screen
• Select the ABSTUDY NCL activity
• From the Selection Options screen, select (O). Transfer the activity to ABS
• Add the Claim Type keyword: 'BOARDER' - ABSTUDY Secondary Boarding

Does the Service Officer have the skills required to assess the claim?

• Yes, see Processing an ABSTUDY claim for coding assistance
• No, leave claim activity open on AL for processing. Procedure ends here