Apprenticeships Data Management System (ADMS) 043-22032902

Employers use ADMS to:

• review pre-populated claim application details and complete required questions
• attach wage and/or training evidence to a claim application
• submit or resubmit claim applications
• receive and view notifications

Employers can also withdraw their claim application if they do not want to get a wage subsidy for the apprentice and wage period the claim was created for.

Services Australia Service Officers use ADMS to:

• verify wage and/or training evidence attached to a claim
• return claims to the employer with a request for further information, or
• view claim details to manage employer enquiries

Australian Apprenticeship Support Network (AASN) providers determine eligibility for AWS. When an employer becomes eligible, a claim application is made available to them in ADMS. After answering a short list of questions and attaching wage and/or training evidence, the employer can submit their claim.

The ADMS attempts to finalise submitted AWS claim applications using Single Touch Payroll (STP) to automatically verify evidence provided by the employer. Optical Character Recognition (OCR) automation is also used for BAC and CAC claims. If the claim application fails automation, a work item is allocated to Services Australia staff for review.

See:

• Verifying evidence for Apprenticeship Wage Subsidy (AWS) claims
• Employer enquiries about Apprenticeship Wage Subsidies (AWS)

For information on requesting access to ADMS and launching ADMS see the Resources page.

Select View Claim Applications in the Actions section of the home screen.

Use the Search box to locate a claim using any of the following:

• Claim application ID
• ABN
• Business name, or
• Apprentice name

Select the claim to display the Claim Details page.

Note: if an employer is eligible for an AWS for more than one apprentice, search using the ABN or business name to display claims for all of the employer’s apprentices.

The Claim Details page displays:

• Claim details, supplied by the AASN provider
• Claim question responses, entered by the employer
• Claim status
• Claim period
• Comments
• Service Notes

Claims in ADMS display as:

• Ready
• Expired
• Future
• Ineligible
• Draft
• Submitted
• Approved
• Verified
• Assessment
• Returned
• Rejected, or
• Withdrawn

Only claims with a status of Assessment will allocate to Service Officers for verification or to make outbound call attempts.

See the ADMS claim status table on the Resources page for a description of each claim status.

The claim period displayed refers to the wages paid period the employer is claiming for.

See Verifying evidence for Apprenticeship Wage Subsidy (AWS) claims.

For BAC and CAC, employers are able to submit claims the day after the end of the quarterly claim period (the effect date), once a claim has been created. Claims may be created up to 15 days following the effect date.

Two types of messages display in Comments, under the Action heading:

• ADMS System messaging is a record of actions taken by the ADMS automation process. These comments indicate evidence that requires verification
• Service Officer comments are saved after entering text into the Comments for Employer field, when marking claims as Eligible, Ineligible or Requires more information. Comments for:
• Eligible claims are not visible to employers
• Ineligible or Requires more information are visible to employers

Service Notes are accessed by selecting the heading on the sidebar, located on the right-hand side of the screen, and contain information documented by Service Officers about:

• the assessment of an AWS claim
• conversations with employers, contacting their claim

Record a Service Note every time:

• Outbound contact is made or attempted, after an AWS claim is allocated to a Service Officer for evidence verification, or
• Inbound enquiry is received from an employer
• Claim is escalated to DEWR via the AWSE line or the Contact card web form

Service Notes are only visible to the agency, Department of Employment and Workplace Relations (DEWR) staff and AASN providers.

ADMS has 3 modules:

• Apprenticeships
• Apprentices
• Employers

For information on requesting access to ADMS and launching ADMS see the Resources page.

The Apprenticeship module contains:

• Apprenticeships list
• Apprenticeship profile

The Apprenticeships list displays summaries of apprenticeship profiles.

Use the following to search the Apprenticeships list:

• Search type: select the relevant search method:
• Apprenticeship
• Apprentice
• Employer
• Workplace
• Search bar: enter keywords relating to the search method, such as:
• Apprenticeship ID or Apprenticeship name
• Apprentice ID or Apprentice name
• Employer ID or Employer name
• Workplace ID or Workplace name
• Filter bar: use to refine the results by:
• Commencement date
• Completion date
• Network Provider
• Status of the Apprenticeship
• Refresh button: updates the Apprenticeships list with any changes or updates
• Apprenticeships list header bar: use to sort the list by:
• Apprenticeship ID
• Apprenticeship
• Apprentice
• name, Employer name
• Network Provider
• Commencement date
• completion date
• status of the Apprenticeship
• Page controls: use to:
• navigate to the next or previous page of results
• select a specific page
• increase or decrease the number of results that appear in the Apprenticeships list

Apprentice details section

Displays the following:

• Apprenticeship details section
• Apprentice details
• Employer details
• Apprenticeship contact

Entitlements section

The Entitlements section shows:

• any entitlements created to support an Apprenticeship
• summary of Living Away From Home Allowance (LAFHA). It will not show if no LAFHA entitlements have been created

Service periods and Workplace attendances

Displays:

• Service periods
• Workplace attendances

Management periods

Displays the history where Network Provider has managed an Apprenticeship.

Status

Displays the current status of the Apprenticeship and the date when the change occurred in ADMS.

Links

Use to display records relating to the Apprenticeship.

The Apprentices module contains:

• Apprentices list
• Apprentices profile

The Apprentices list displays summaries of apprentice profiles. Use the following to search the Apprentices list:

• Search bar: search for the apprentice using:
• Apprentice ID
• Apprentice’s CRN,
• name
• email address.
• Filter bar; use to refine the results by:
• status
• state
• date of birth
• Export: use to download a copy of the Apprentices list into a spreadsheet format
• Refresh button: updates the Apprentices list with any changes or updates
• Apprentices list header bar: use to sort the list by:
• the Apprentice ID
• name
• date of birth
• address
• email
• phone number
• status of the Apprentice
• Page controls: use to:
• navigate to the next or previous page of results
• select a specific page
• increase or decrease the number of results that appear in the Apprentices list

Apprentice details section

Displays the following:

• Apprentice name
• Apprentice ID
• Contact details
• Personal Details
• Education
• Tax file number
• Eligibility
• Parent/guardian

Apprenticeships section

Displays:

• name of the Apprenticeship
• commencement date
• completion date
• status of the apprenticeship

Prior qualifications section

Displays qualifications of the apprentice and when it was commenced and completed.

The Apprentices module contains:

• Employers list
• Employers profile

The Employer list displays summaries of employer profiles. Use the following to search the Employers list:

• Search bar: search for the employer using:
• employer ID
• entity name
• business name
• ABN.
• Filter bar; use to refine the results by:
• profile status,
• state
• type.
• Export button: use to download a copy of the Employers list into a spreadsheet format
• Refresh button: updates the Employer list with any changes or updates
• Employers list header bar: use to sort list by:
• business name
• entity name
• address
• state
• employer ID
• profile status
• Page controls: use to:
• navigate to the next or previous page of results
• select a specific page
• increase or decrease the number of results that appear in the Employer list

Displays the following:

• Employer name
• Employer ID
• Overview
• Notifications
• Addresses
• Contacts
• Apprenticeships
• Workplaces