Additional Child Care Subsidy (ACCS) (transition to work) change in circumstances and reviews 007-19070952

ACCSPT staff may be required to reassess a customer’s entitlement to ACCS (transition to work), when a customer:

• advises a change to their ACCS (transition to work) recognised participation details,
• advises an extension to their current study or training course, or
• requests a cancellation

ACTDOCs with the keywords ACTACCS will be submitted by network Service Officers where a reassessment of ACCS is required.

Where the CCS recognised participation details have not yet been updated, go to the Recognised Participation Details (RPD) screen. Note: recognised participation details are not recorded when the customer is engaging in less than 48 hours per fortnight.

If the customer was previously engaged in:

• less than 48 hours of recognised participation per fortnight and:
  • the customer will increase their hours of recognised participation to more than 48 hours, updates are required
  • the customer will not increase their hours of recognised participation, no update is required
• more than 48 hours of recognised participation per fortnight, updates may be required

Review and make updates as appropriate, see Coding recognised participation for Child Care Subsidy (CCS). Do not finalise the update.

Where the CCS recognised participation type is also used as an ACCS (transition to work) recognised participation type, the TTW Assessment table will need to be updated to reassess the customer’s ongoing eligibility or entitlement.

Go to Step 2.

Staff can initiate reassessment coding by:

• directly coding the Transition To Work (TTW) screen and then completing the Date and Service Reason header fields, or
• indexing an activity using the Task selector

Either option can be used to commence reassessment coding.

To index an ACCS blank change of circumstance activity:

• Go to the Start (START) screen
• Find the CCS/ACCS Change of Circumstances Task Selector, which is listed in alphabetical order, or use the Search for task field
• Once found, tick the box to select
• The CCS Generic Circumstance table will present
• Complete the following fields:
  • Select circumstance type: select ACCS Transition to Work from the drop-down box
  • Date of Receipt: enter the date in dd/mm/yyyy format or select the relevant date using the date picker
  • Channel: Select the channel reason from the drop-down box
  • Service Reason: Childcare Subsidy will default and cannot be changed
• Select Next

If:

• the date the customer’s ACCS (transition to work) recognised participation type has ceased, reduced to less than 8 hours per fortnight or requires cancelling, and is before 5 January 2026, go to Step 3
• ACCS (transition to work) recognised participation type has ceased or has reduced to less than 8 hours per fortnight, go to Step 4
• customer is requesting voluntary cancellation of ACCS (transition to work) all recognised participation types must be end dated using the date the cancellation was requested, go to Step 4
• ACCS (transition to work) recognised participation type will cease in the future (earlier end date advised), go to Step 4
• customer is extending the end date of their current study or training course, go to Step 5
• customer is changing their study load, go to Step 6

Temporary coding of the Activity Test Details (ATD) table will be required to enable updates to be made to the TTW Assessment table where:

• the activity end date has already passed, or
• the date the activity reduced to less than 8 hours per fortnight have passed, and
• the CCS activity updates have been finalised

Has the activity type ended or reduced below 8 hours/fn in the past AND CCS activity details been finalised?

• Yes, a ‘dummy’ update will be required to the ATD table to allow changes to be made to the TTW Assessment table. The provisional ATD coding must be deleted after the TTW Assessment table updates have been coded. Go to the ATD screen:
  • Ceasing activity: Change the end date of the activity to today’s date, or
  • Reducing activity to less than 8 hours: Change the start date of the reduced hours to a future date, and the end date of the previous hours to today’s date
    Do not finalise this activity. Go to Step 4
    Note: before 5 January 2026 an activity must be undertaken for at least 8 hours per fortnight to meet the ACCS (transition to work) criteria.
• No, go to Step 4

ACCS (transition to work) is to be reassessed due to the change in recognised participation type end date, when a customer advises they:

• have ceased their approved recognised participation type
• will cease their approved recognised participation type earlier than advised in their application, or
• are requesting cancellation of the ACCS (transition to work)

If the change has not yet been recorded on the Recognised Participation/Activity Test Details table, update with the changes as advised in the ACTDOC. Do not finalise this activity.

In Process Direct, go to the Transition to Work (TTW) screen.

Select Edit for the recognised participation type to be updated and update the Change ACCS Transition to Work (TTW) screen:

• Participation End Date: Change the date to the date the customer ceased or will cease
• Payment Start Date: Ensure the date does not change from the original ACCS grant date (the start date must be the first Monday of a CCS fortnight)
• Grant Weeks: Delete this field
• Payment end date: Delete this field

Select Update Subsidy Period (Calculator) next to the Grant field. This populates the following fields:

• Payment Start Date: This should remain unchanged from the original grant period. Update if required (it must be the first Monday of a CCS fortnight)
• Grant Weeks: Auto-populated based on the new recognised participation type end date
• Payment end date: Auto-populated based on the new recognised participation type end date. The end date will be the last Sunday of a CCS fortnight in which the recognised participation type ends
• Select Save

Go to Step 14.

Where a customer notifies on or before their current study or training end date, ACCS (transition to work) can be reassessed without the need for the customer to lodge a new application.

The customer must provide evidence to confirm the new end date. If the customer is due for a progress review, progress of study will also need to be provided.

Has the customer provided evidence to support extension to their study or training?

• Yes, go to Step 9
• No, go to Step 7

ACCS (transition to work) is to be reassessed to adjust the grant weeks to ensure they continue to fall within the recognised participation type time limits, when a customer notifies of a change to their study load from:

• Full time to part time, or
• Part time to full time

The customer must provide evidence to confirm the change in study load. If the customer is due for a progress review, progress of study will also need to be provided.

Note: if the study load has reduced to below 25%, the customer is no longer eligible for ACCS (transition to work) for this course. Go to Step 13 to update study load.

Has the customer provided evidence to support their change in study load?

• Yes, go to Step 8
• No, go to Step 7

Where the customer has not yet provided evidence to support the extension to their study or training, or change in study level, a request for further information is to be issued.

In Process Direct, select > Request Documents.

Maintain

• Authority to Request field: select Family Assistance (Admin) Act 1999 from the drop down menu
• Staff Notes required? field: Select Yes, and include a brief reason for the request in the free text box, including the reason for additional information where evidence was not deemed satisfactory
• Information to be supplied within field: 14 days

Available Documents

• Select the document required - evidence can be located using the search function.
• Go to the bottom of the screen, and select who the document is for
• Select the double right facing arrow to move the document to the Selected Document list

Repeat the above steps for all evidence required.

Finish the transaction

The Review screen provides an opportunity to confirm the information requested is correct and to ensure the Customer Notification is correct.

Select Finish if the request is correct.

Note: there are issues with the request document function in Process Direct meaning it cannot be used until further notice. When requesting documents, issue a Q888 request for information, the Resources page contains a link. Annotate the Notes to indicate what information was requested. Place the ACTDOC on hold for 22 days (14 days + 8 days postage).

Has evidence been provided within the required timeframe?

• Yes, go to Step 9
• No, ACCS (transition to work) cannot be reassessed. Annotate the ACTDOC with the following:
  • ACCS TTW not reassessed as evidence not provided*
  • If customer provides evidence of extension to study or training end date before the current expiry date, a new reassessment can be requested*
  • Course end date has now passed. Customer will be required to lodge a new application*
  • Customer did not provide evidence of their change of study load within the required timeframe. As correct entitlement cannot be confirmed, ACCS (transition to work) has been ended. Go to Step 8*
  • Note: If customers reduce their study load to 25%, they are no longer eligible for TTW
    *Delete as appropriate
  • In Process Direct, copy and paste the above into Notes
  • Procedure ends here

Where a customer has not provided evidence of their change in study load, ACCS (transition to work) is to be ended as correct entitlement cannot be determined.

Prior to cancelling entitlement, Service Officers are to follow the process for making an unfavourable decision.

In Process Direct, go to the Transition to Work (TTW) screen.

Select Edit for the recognised participation type to be updated and update the Change ACCS Transition to Work (TTW) screen:

• Grant Weeks: Delete this field
• Payment end date: Enter the last Sunday of the CCS fortnight in which the evidence was due to be provided

Select Update Subsidy Period (Calculator) next to the Grant field. This populates the following fields:

• Payment Start Date: This should remain unchanged from the original grant period. Update if required (it must be the first Monday of a CCS fortnight)
• Grant Weeks: Auto-populated based on the new Payment end date
• Payment end date: This should remain as the end date manually updated
• Select Save

Go to Step 13.

When a customer changes their study level or requests an extension, a reassessment of the number of weeks for which JETCCFA and/or ACCS (transition to work) needs to be determined, as these may need to be deducted from the ‘Grant Weeks’ to ensure the customer is not paid in excess of the recognised participation type time limit.

Check the JET Child Care Assessment Details (JFAA) and the Period Rate Explanation (REXJFA) screens in Customer First.

Was the customer previously paid JETCCFA for the same course level?

• Yes, go to Step 11
• No, go to Step 10

If the reassessment is:

• An extension to study or training end date, go to Step 11
• A change to study load, go to the Transition to Work (TTW) screen. Select Edit for the recognised participation type to be updated and update the Change ACCS Transition to Work (TTW) screen:
  • Participation End Date: Update to the extended course end date
  • Payment Start Date: Ensure the date does not change from the original ACCS grant date (the start date must be the first Monday of a CCS fortnight)
  • Go to Step 13

The following formula is used to calculate remaining ACCS (transition to work) timing limit where JETCCFA was paid in the past:

• Funding limit for AQF level minus JETCCFA weeks granted (converted to FTS equivalent) minus prior paid TTW weeks (converted to FTS equivalent) equals Eligible TTW Full Time remaining timing limit in weeks

To calculate the eligible ACCS (transition to work) full time remaining timing limit:

• Calculate the number of weeks for the same course AQF level that JETCCFA, and/or ACCS (transition to work) was previously granted, ensuring weeks are converted to full time equivalent. For further assistance in determining periods of JETCCFA, see the Resources page for a link to the Business Processing Branch page
• Deduct the number of weeks from the full timing limit for the relevant AQF level, as below:
  • Secondary course / Preparatory course / Certificate II / Certificate III / Certificate IV / Diploma / Advanced Diploma or Associate Degree: 104 weeks for full time study for each level of the AQF
  • Bachelor Degree: 156 weeks for full time study
  • Bachelor Honours Degree / Graduate Certificate / Graduate Diploma: 104 weeks for full time study

Example

• Susie is studying part time for a Certificate III course. However, Susie also received JETCCFA for 66 weeks of part time study for a prior Certificate III course.
  • Calculate weeks of prior JETCCFA funding at full time equivalent. As Susie previously studied part time, the number of weeks are divided by 2, that is, 66 weeks part time divided by 2 is equivalent to 33 weeks full time
    Note: where the calculation of full time equivalent does not result in a whole number, the figure can be rounded down.
  • Minus the JETCCFA full time equivalent weeks already received from the total number of ACCS (transition to work) funding for this type of study (104 – 33 = 71)
  • Susie has 71 weeks full time ACCS (transition to work) funding

A determination will need to be assessed as to whether the JETCCFA weeks will affect the ACCS (transition to work) reassessment and need to be deducted. Where the number of weeks already received for JETCCFA will not result in ACCS (transition to work) entitlement exceeding the study time limit, the JETCCFA weeks do not need to be deducted from the Grant Weeks, because the combined grant weeks are less than the maximum time limit for the recognised participation type.

For example, if the customer is due to finish their Cert II course in 6 weeks' time, yet had previously had 4 weeks of JETCCFA, the amount of JETCCFA will not have any bearing on the ACCS (transition to work) timing limit.

If the reassessment is:

• An extension to study or training end date, go to Step 12
• A change to study load, go to Step 13

In Process Direct, go to the Transition to Work (TTW) screen.

Select Edit for the recognised participation type to be updated and update the Change ACCS Transition to Work (TTW) screen:

• Participation End Date: Update to the extended course end date
• Payment Start Date: Ensure the date does not change from the original ACCS grant date (the start must be the first Monday of a CCS fortnight)
• Grant Weeks: Delete this field
• Payment end date: Delete this field

Select Update Subsidy Period (Calculator) next to the Grant field. This populates the following fields:

• Payment Start Date: This should remain unchanged from the original grant period. Update if required (it must be the first Monday of a CCS fortnight)
• Grant Weeks: Auto-populated based on the new recognised participation type end date. This may need to be manually updated where periods of JETCCFA/ACCS (transition to work) need to be deducted.
• Payment end date: Auto-populated based on the new recognised participation type end date. The end date will be the last Sunday of a CCS fortnight in which the recognised participation type ends
• Select Save

Notes:

• Remember to ensure the number of Grant Weeks do not exceed the recognised participation type time limit for the recognised participation type
• If the recognised participation type is Study, the end date should reflect the end date of the entire course or changes in the study load, minus any periods of JETCCFA/ACCS TTW already paid, as determined in Step 8. Study is applied for a period of continuous weeks and includes breaks during the entire course period. This means the Grant Weeks may need to be adjusted once auto populated based on the new recognised participation type end date
• If the Grant Weeks are updated to take into account previous periods of JETCCFA or ACCS TTW, the Payment End Date and Review Date must be removed, then select Update Subsidy Period (Calculator) to re-calculate the potential entitlement period
• Tip: if the Update Subsidy Period (calculator) is showing as protected (greyed out) after changing grant weeks, go to another field (for example, Evidence) and change from 'yes' to ‘no’ back to ‘yes’

Go to Step 14

When a customer changes their study load, the current TTW recognised participation type is to be ended, and a new entry is required to record the new study load on a separate line.

In Process Direct, go to the Transition to Work (TTW) screen.

1. End date the current Study/Training recognised participation type with the current course load:

Select Edit for the Training/Study recognised participation type where the course load has changed. Update the Change ACCS Transition to Work (TTW) screen:

• Participation End Date: Update to the date the customer changed their course load. Use the last Sunday of a CCS fortnight to ensure continuity of entitlement. For example, if customer ceased part time study on 12/4/2019, use 21/4/2019 as the end date.
• Course Load: Do not change the study load. The change in course load is to be recorded on a new line.
• Payment Start Date: Ensure the date does not change from the original ACCS grant date (the start date must be the first Monday of a CCS fortnight)
• Grant Weeks: Delete this field
• Payment end date: Delete this field

Select Update Subsidy Period (Calculator) next to the Grant field. This populates the following fields:

• Payment Start Date: This should remain unchanged from the original grant period. Update if required (it must be the first Monday of a CCS fortnight)
• Grant Weeks: Auto-populated based on the new recognised participation type end date
• Payment end date: Auto-populated based on the new recognised participation type end date. The end date will be the last Sunday of a CCS fortnight in which the recognised participation type ends
• Select Save

2. Create a new Study/Training line with the new course load:

Select Add new row to record the changed study load. Update the Create ACCS Transition to Work (TTW) screen:

Complete all fields with the same information as the previous study details:

• Participation Type: Select ‘Study’ or ‘Training’ as appropriate from the dropdown menu
• Start Date: Insert the date the course commenced (that is, the same as the start date of the line which has been ended)
• End Date: Insert the new date based on the changed course load
• Type of Course: Insert details as per the line which has been ended due to a course load change
• Name of organisation: Auto-populated from the digital application, or insert details as advised on the FA085 application form. The Resources page has links to external organisations to verify providers and educational institutions
• Evidence: Select Yes or No as appropriate. If No is selected, the ACCS (Application/or added recognised participation type) will be made Not Effective for this change
• Course name: Auto-populated from the digital application, or insert details as advised on the FA085 application form. The Resources page has links to external organisations to verify the course
• Course load: Select the new study load being undertaken by the customer. If the study load is less than 25%, the customer will lose eligibility for ACCS (transition to work)
• Progress: if the customer started their course more than 6 months prior to the change in study load, and where progress of study was not requested, in the Progress field select Yes from the dropdown menu. Change the review date to a date 6 weeks from the date the application is being finalised. Send a Q888 - Request for information - CCS and ACCS manual letter asking the customer to provide evidence of progress of study.
  If evidence of progress of study was requested and not provided, select No. This will result in ACCS (transition to work) rejecting for the new course load period
• Exemption: Only update if exemption was granted previously

Select Update Subsidy Period (Calculator) next to the Grant field. This populates the following fields:

• Payment Start Date: This should be the day after the previous study load ended, that is, the first Monday of the CCS fortnight. For example, part time study load ended on 12/4/2019, so an end date of 21/4/2019 was used. The new Payment Start Date for full time study would be 22/4/2019, the first Monday of the CCS fortnight after the previous study load ended. This will ensure continuity of entitlement.
• Grant Weeks: Auto-populated based on the new recognised participation type end date. This may need to be manually updated where periods of JETCCFA/ACCS (transition to work) need to be deducted.
• Payment end date: Auto-populated based on the new recognised participation type end date. The end date will be the last Sunday of a CCS fortnight in which the recognised participation type ends
• Select Save

Notes:

• Remember to ensure the number of Grant Weeks do not exceed the time limit for the recognised participation type
• If the recognised participation type is Study, the end date should reflect the end date of the entire course, minus any periods of JETCCFA/ACCS TTW already paid, as determined in Step 8. Study is applied for a period of continuous weeks and includes breaks during the entire course period. This means the Grant Weeks may need to be adjusted once auto populated based on the new recognised participation type end date
• If the Grant Weeks are updated to take into account previous periods of JETCCFA or ACCS TTW, the Payment End Date and Review Date must be removed, then select Update Subsidy Period (Calculator) to re-calculate the potential entitlement period

Tip: if the Update Subsidy Period (calculator) is showing as protected (greyed out) after changing a payment date or weeks, go to another field (for example, Evidence) and change from Yes to No back to Yes.

Go to Step 14.

Finalise the ACCS (transition to work) reassessment:

• Select Save
• Check the Service Reason is CCP, then
• Select Assess
• Complete the Update Header Data details. The Receipt Date used is the date the customer notified of the change, that is, the date the Fast Note or ACTDOC was created. Select appropriate Channel, Service Reason: CCP and then Save
• The Recognised Participation Details (RPD) table should be checked to ensure all ‘dummy’ coding has been deleted if ACCS (transition to work) is being cancelled
• Check the Assessment Results screen to confirm the correct outcome
• Select Finalise to complete the activity
• Take note of the transaction/claim ID to include in Notes

Go to Step 15.

Re-access the customer’s CRN and record Notes detailing the outcome of the ACCS (transition to work) reassessment.

Select the Notes icon and Add note.

• Category – Change of Circumstances
• Summary – ACCS (transition to work) REASSESSED
• Content – Copy and paste the following depending on the recognised participation type change:
  • Recognised participation type ceased/ceasing or study load evidence not provided:
    Transaction/Claim ID:
    ACCS (transition to work) REASSESSED due to change in recognised participation type
    Assessed as per Division 4 s13 CCS Minister’s Rules 2017
    Date notified of change: [insert date customer notified of change/Fast Note]
    Recognised participation type: [enter the recognised participation type being updated]
    Details of change: [insert details – for example, customer ceased paid work on dd/mm/yyyy; customer advised will be ceasing recognised participation type on dd/mm/yyyy; customer did not provide evidence of change to study load by dd/mm/yyyy]
    ACCS Start date: [insert date – this should remain unchanged from original grant period]
    ACCS End date: [insert new payment end date based on change in recognised participation type or end date due to study load evidence not being provided]
    Subsidy Period: [insert new grant weeks based on reassessment of new end date]
    Potential overpayment: Yes/No [If yes, insert period of potential overpayment for ACCS].
  • Extension to study or training end date:
    Transaction/Claim ID:
    ACCS (transition to work) REASSESSED due to extension of current study/training end date
    Assessed as per Division 4 s13 CCS Minister’s Rules 2017
    Date notified of change: [insert date customer notified of change/Fast Note]
    Recognised participation type: [Study or Training as appropriate]
    Previous study end date: [insert previous end date for which TTW was granted]
    New study end date: [insert date of extended end date for current course
    Evidence provided: [insert details, including where progress of study was obtained]
    ACCS Start date: [insert date – this should remain unchanged from original grant period]
    ACCS End date: [insert new payment end date based on extension to Recognised participation type end date]
    Subsidy Period: [insert new grant weeks]
  • Change to study load: Transaction/Claim ID:
    ACCS (transition to work) REASSESSED due to change to study load
    Assessed as per Division 4 s13 CCS Minister’s Rules 2017
    Date notified of change: [insert date customer notified of change/Fast Note]
    Recognised participation type: [Study or Training as appropriate]
    Previous study end date: [insert previous end date for which TTW was granted]
    New study end date: [insert date of extended end date for current course
    Evidence provided: [insert details, including where progress of study was obtained]
    ACCS Start date: [insert date – this should remain unchanged from original grant period]
    ACCS End date: [insert new payment end date based on extension or reduction to recognised participation type end date]
    Subsidy Period: [insert new grant weeks]
  • Customer requested cancellation of ACCS (transition to work)
    Transaction/Claim ID:
    ACCS (transition to work) REASSESSED voluntary cessation request
    Assessed as per Division 4 s13 CCS Minister’s Rules 2017
    Date notified of change: [insert date customer notified of change/Fast Note]
    Recognised participation type: [enter the recognised participation type being updated]
    Customer requested voluntary cessation of ACCS TTW with no change to recognised participation type or other circumstances.
    ACCS Start date: [insert date – this should remain unchanged from original grant period]
    ACCS End date: [insert new payment end date based on requested cessation date]
    Subsidy Period: [insert new grant weeks based on reassessment of new end date]
    Potential overpayment: Yes/No [If yes, insert period of potential overpayment for ACCS]