On this page:
Process an EVoR business application
Review an EVoR business application
Assess an EVoR business application
Approve an EVoR business application
Reject an EVoR business application
Process an EVoR business application
Table 1: portions of this process can be completed by appropriately trained National Business Gateway Business Applications processing staff.
Step |
Action |
1 |
EVoR business application received + Read more ...
If a EVoR Business Application (SA436) form is received by:
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email/fax at National Business Gateway Business Applications, go to Step 2
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any other service or business area via:
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email, forward the email to National Business Gateway Business Applications
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fax, scan and email the form to National Business Gateway Business Applications
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procedure ends here
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service centre staff:
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scan the SA436 form
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email it to National Business Gateway Business Applications
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procedure ends here
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2 |
Review EVoR business application received in National Business Gateway Business Applications + Read more ...
For National Business Gateway Business Applications processing staff.
Note: National Business Gateway staff trained in Business Application processing require specific security access to complete this step, see the Resources page.
In Customer First (ISS (ORG) system, Env B), search for an existing business record using one of these preferred options:
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go to the Reference Number Search (RNS) screen to find an existing record in the first instance. In these fields:
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Customer ID, key the ABN from the business application
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Client Department, key ATO
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Id Type, key ABN
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in the CRN field, key the Customer Reference Number (CRN) provided in the business application
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go to the Organisation Name (ON) screen. In these fields:
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Stakeholder Code, key PYI
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Keyword, key (one) business name, or
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Org Name, search the business name (use one word with ‘*’ (asterix) at the end with Stakeholder Code as PYI. Key the State if too many results appear > [Enter]
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go to the Advanced Organisation Search (OASP) page
Check the Business application - EVoR (SA436) form
Check the form to make sure the correct version has been used.
Does the SA436 form match the version currently available on the Services Australia website?
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Yes. If the business:
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has an existing CRN and is approved for Centrepay with a current service reason of General Community Housing (GCH), Indigenous community housing (DIH) or Supported Accommodation (RVF) (check OSAS or !TPOCAS screens), go to Step 4
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has an existing CRN and is not approved for Centrepay service reasons GCH, DIH or RVF, go to Step 3
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does not have a CRN, go to Step 3
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No:
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email the business to advise them to lodge the application using the correct version of the SA436 form available on the Services Australia website
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DOC the record (if one exists) that a non-current version of the SA436 was received and the applicant was directed to the current version on the agency website
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close all scan activities relating to the application
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procedure ends here
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3 |
Index a new EVoR business record + Read more ...
For National Business Gateway Business Applications processing staff.
If a business is already approved for Centrepay, Centrelink Confirmation eServices, Income Management or BasicsCard, add EVoR to the same CRN. Only create a new CRN for EVoR if specifically requested by the business.
Go to the Organisation Name Search (ON) screen. In these fields:
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Stakeholder Code, key PYI (if it is not pre-populated already)
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Organisation Name, key legal name of the business as per business application
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Activity, key Add
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Source, key INT
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DOR, key date the application was received
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Svc Rsn, key appropriate 3-letter Service Reason for the business. Use:
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GCH (General Community Housing)
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DIH (Indigenous community housing)
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RVF (Supported Accommodation)
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Note: EVoR applications cannot be finalised without a service reason of GCH, DIH or RVF on the record. A service reason must be added (if it does not exist already), even if the business is not applying for Centrepay or it is approved for Centrepay under a different service reason
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select Continue. An information message will display stating no records found
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select Add Organisation (AO)
On the AO screen, complete these fields using the information from the business application:
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Business name
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Trading name. Code both the Business Name and Trading Name fields, even if both names are the same
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ABN (required for all businesses except companies, where an ACN is required)
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ACN (if the business is a company)
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Address (both physical and postal)
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Contact, key the name of the Authorised Officer who signed the business application
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Position, key Authorised Officer
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Phone No
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Email
Select Continue to go to the Organisation Task Selector (OTS) screen, and:
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untick all pre-selected fields, except for Complete Activity (this field must be ticked, if not already)
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select Continue
The activity will show as Completed on the Activity List (AL) screen. Note the CRN on the BAAW or business application.
Go to Step 6.
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4 |
Index an existing EVoR business record + Read more ...
For National Business Gateway Business Applications processing staff.
EVoR can only be added to CRNs with a PYI stakeholder code. It cannot be added to CRNs with other stakeholder codes (for example, BAE/NOM/PPL).
Go to the Organisation Task Selector (OTS) screen. Select the following:
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Organisation Name (OND) screen
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Organisation Contact (name/phone/address) (OSCS) screen
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Organisation Address (ADS) screen
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Complete Activity
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untick any other selections that are not listed above
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Continue
Check each screen in the workflow against details from the business application:
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check the details recorded are current and correct:
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make updates where required and Finalise the workflow. The activity will show as completed on the Activity List (AL) screen
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if no updates are required, select Cancel to exit the workflow
Go to Step 5.
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5 |
Update the ABN/ACN + Read more ...
For National Business Gateway Business Applications processing staff.
If the existing ABN/ACN is correct and does not need updating, go to Step 6.
Otherwise, go to the Reference Number (NU) screen.
To add a new ABN/ACN, select Add.
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in these fields:
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Organisation/Type, key ABN or ACN
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Env, leave blank
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Reference Number, key valid ABN/ACN for the business
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Source, key INT
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Receipt Date, key date the application was received > select Continue
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Next, key AR
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Finalise the activity. The activity will show as Completed on the Activity List (AL) screen. Go to Step 6.
To correct an existing ABN and/or ACN:
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in these fields:
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Reference Number, key correct ABN details
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Source, key INT
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Receipt Date, key date the application was received > select Continue
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Next, key AR
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Finalise the activity. The activity will show as Completed on the Activity List (AL) screen. Go to Step 6.
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6 |
Upload documents + Read more ...
For National Business Gateway Business Applications processing staff.
When uploading the application to the business record, use:
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the correct form numbers (SA436)
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UNS011 to classify any supporting documents
Note: if at any stage, the business withdraws their application, send a Withdrawal of Application letter.
Go to Table 2.
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Review an EVoR business application
Table 2: For National Business Gateway Business Applications processing staff.
Step |
Action |
1 |
Check the business application is complete + Read more ...
The business application is complete if:
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all questions have been answered
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all supporting documents have been supplied where required, and
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the PRODA Registration Authority (RA) number has been provided for all authorised officers nominated in the application
Is the business application complete?
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Yes, all required information and documents have been provided, go to Table 3
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No, there is missing information or documents, go to Step 2
|
2 |
Business application is incomplete + Read more ...
Note: if a change is needed to the lodged business application, the entire application must be resubmitted with all changes initialled by the signatory.
Email or phone the business to discuss and confirm the additional information needed to finalise the assessment of their application. The EVoR BAAW conversation can be conducted at the same time if contact is made by phone.
To progress:
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close all scan activities relating to the application (ZDMS_SA436)
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create an open EVoR Business Application DOC with keyword BAPROG. This DOC will have a work item of ZALL_BA_PROG
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send the business a 'Request for information' letter as an attachment to a follow-up email
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allow 20 business days to return the information
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scan the letter to the business record
Has the business returned the information requested within 20 business days?
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3 |
Business has not returned the requested information within 20 business days + Read more ...
Has the business requested an extension of time?
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4 |
Extension request to provide information + Read more ...
A business may request an extension of time to provide supporting documentation in relation to the application. Approval of this extension is at the discretion of the assessor.
Note: do not delay an application while a business gains eligibility for the program (applying for licences, etc). In these cases, reject the business application and tell the business to reapply when they meet the eligibility criteria. See Table 5.
Has an extension been approved?
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Yes, tell the business the new due date. If the business:
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provides the requested details by the new date, go to Table 3
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does not supply the requested details by the new date, reject the business application. Go to Table 5
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No, the business application will need to be rejected:
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before rejection, update business contact details to reflect the most recent details (as per the SA436)
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go to Table 5
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Assess an EVoR business application
Table 3: For National Business Gateway Business Applications processing staff.
Step |
Action |
1 |
Check business responses + Read more ...
Has the business ticked a response against any of the ‘Stop signs’ on the SA436?
|
2 |
Complete the EVoR Business Application Assessment Worksheet (BAAW) + Read more ...
Complete a EVoR BAAW and scan to the business record:
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Classification Type, use UNS011
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Hand off for further action, use No
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Description, use EVoR BAAW
After completing the BAAW, the assessor will be able to make a decision to approve or reject the business application.
If a referral to the EVoR Program is required, go to Step 3
Otherwise go to Step 4.
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3 |
Referrals + Read more ...
Business application referrals to the EVoR Program team are sent by email. All referrals must:
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be on the referral template
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include relevant information to assist the team in their decision (such as a completed BAAW, other supporting documentation, copies of consent records), and
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the assessor’s recommendation
The EVoR Program team will review the referral and respond with advice or a decision as required.
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4 |
Approve or reject the EVoR business application + Read more ...
If the business application will be:
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Approve an EVoR business application
Table 4: For National Business Gateway Business Applications processing staff.
Step |
Action |
1 |
Check the PRODA Registration Authority (RA) number + Read more ...
The RA number of each individual person is provided by the business as part of their application. Check each RA number to:
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ensure it matches with the individual person listed by the applicant
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confirm the person is fully verified as per the individual’s PRODA account
To do this:
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open the PRODA Staff Search tool
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key the provided RA number > Search. If the RA number is:
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correct, the Manage Account screen will display with sections containing details about the PRODA user account
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incorrect, an error will display ‘no user account’
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check the User details section (which shows details such as Name, Gender, DOB and Date of Death (if applicable))
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if the user has had previous or other names, view via Manage names
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check the:
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Account status is Active
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Identity status, displays Known (if verified) or Pending (if unverified)
Does the RA number match the details of the individual person, verify the account is Active and Identify is Known?
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Yes, go to Step 2
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No, send an email to the authorised officer to follow up the issues identified. If the business:
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responds and the issue can be resolved, go to Step 2
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fails to respond within 20 days or the issue cannot be resolved, reject the business application. Go to Table 5
|
2 |
Update the approval in the Contract Management workflow + Read more ...
In the business record/CRN in Customer First (ISS (ORG) system, Env B), run the Contract Management Workflow via:
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Customer First > Workspace > Organisations and Merchants - Legacy > Electronic verification of rent contract
Update each screen with relevant details from the business application. In these fields:
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Contract versions, select the version number from the business application form, policy and terms
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Business Applications Details, refer to Questions 11 (head office) and 15 (licence registrations) on the business application > Continue
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Assessment, refer to Questions 5 (business type), 16 (Privacy Act/Principles) and 17 ($3 million turnover) on the business application > Continue
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Type Of Service/s, select relevant service, refer to Question 14 (accommodation services provided):
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General Community Housing
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Indigenous Community Housing
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Supported Accommodation
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select Continue
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Additional Information/Conditions field, key details of any additional conditions being applied to the approval from the BAAW assessment, or important information if applicable
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TrEVoR, leave blank
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Hand-off required, select No
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Date, select date the business application was received
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Application status, in Contract/Agreement Approval Status, select Approved. Leave the Comments box blank. Finalise the workflow
The Contract/Agreement Summary will show the Application Status as Approved.
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3 |
Adding provider roles for Business Hub + Read more ...
Link any personnel who are nominated as authorised officers and contact officers in the application to the business at the time of approval.
Open Process Direct and select the Business Hub Access Management tile.
Search for the organisation:
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ID Type, select Organisation CRN from the drop down options
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ID, key the Organisation CRN > Search
To add the Provider Roles to the Organisation Record:
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select View icon to see Organisation Profile
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under Business Functions, select Edit icon
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select check box next to Rent Verification Providers > Save
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select Back to go to Organisation Search
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select Search to refresh the record. The Business Function should show as populated
To link the initial personnel to the Organisation Record:
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select View icon to view Organisation Profile
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select Personnel icon > Add Person
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key the person’s surname and PRODA RA number > Verify > Next
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key the person’s contact phone number
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select the check box next to the appropriate roles for this person > Save
Once access has been granted, the Authorised Officer can manage any additional staff access using Business Hub Manage Personnel.
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4 |
Send approval letter + Read more ...
Create a manual EVoR approval letter (including any additional conditions).
Scan to the record, and:
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attach a copy of the letter and the Business Hub user guide for EVoR to an email
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send the email to the AO using the EVoR approval email text
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email TPP to notify when a new business is approved
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5 |
Add approval DOC + Read more ...
Record details on a DOC including:
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the new business application details
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updates made to the business record and access was updated for Business Hub
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any additional conditions applied
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referral decision (if applicable), and
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a letter was issued
Procedure ends here.
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Reject an EVoR business application
Table 5: For National Business Gateway Business Applications processing staff.
Step |
Action |
1 |
Update the rejection in the Contract Management workflow + Read more ...
In the business record/CRN in Customer First (ISS (ORG) system, Env B), run the Contract Management Workflow via:
-
Customer First > Workspace > Organisations and Merchants - Legacy > Electronic verification of rent contract
Update each screen with relevant details from the business application. In these fields:
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Contract versions, select the version number from the business application form, policy and terms
-
Business Applications Details, refer to Questions 11 (head office) and 15 (licence registrations) on the business application > Continue
-
Assessment, refer to Questions 5 (business type), 16 (Privacy Act/Principles) and 17 ($3 million turnover) on the business application > Continue
-
Type Of Service/s, select relevant service, refer to Question 14 (accommodation services provided):
-
General Community Housing
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Indigenous Community Housing
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Supported Accommodation
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select Continue
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Additional Information/Conditions, key any important details from the BAAW assessment
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TrEVoR, leave blank
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Hand-off required, select No
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Date, select date the business application was received. Select Continue
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Application status, in Contract/Agreement Approval Status, select Rejected. Key the reason the application was rejected in the Contract Status Comments box
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select Finalise. A warning displays with the message ‘Check Contract status/details are updated corrected’
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select Finalise again to complete the workflow
The Contract/Agreement Summary will show the Application Status as Rejected
Is the business approved for Centrepay under service reasons GCH, DIH or RVF (check OSAS and !TPOCAS screens)?
|
2 |
Terminate the agreement for EVoR (if not approved for Centrepay) + Read more ...
Note: do not terminate the agreement if the business is approved for Centrepay as this will cease the Centrepay contract and all deductions.
To reject a business application, there must be an Agreement ID on the OSAS screen:
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go to the OSAS screen, 'S'elect the Service Reason line from the list > Continue > [Enter]
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on the Org Service Agreement Details (OSAD) screen, in these fields:
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Start Date, leave the default date (date the application was received)
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End Date, key T
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Terminate Agreement, key Y (overstrike N if it has defaulted)
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Source, key INT
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DOR, key T
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Action, key I
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Continue > [Enter]
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if the Org Service Fee Details (OSFD) screen displays, do not key anything on this screen
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go to the Assessment Results (AR) screen to finalise the activity
Go to Step 3.
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3 |
Add DOC and upload documents + Read more ...
Record details on a DOC of the new business application and clearly state the:
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reasons it was rejected
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details of any updates made to the businesses record, and
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if a referral was made to the EVoR Program team and the decision
On the business record, upload:
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the referral decision document (if applicable), and
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all documentation
Go to Step 4.
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4 |
Send rejection letter + Read more ...
To notify the business their application has been rejected:
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create an EVoR rejection letter
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scan to the record
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attach a copy of the letter to an email, and
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send it to the business to notify the outcome of their application
Procedure ends here.
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