Registration for payments subject to Goods and Services Tax (GST) for eServices 012-19061425

Is the application signed?

• Yes, go to Step 2
• No
• Reject the application
• Advise the provider of the outcome via email or phone
• Note action taken in PaNDA
• Finalise with status complete - request rejected
• Procedure ends here

Note: if assessing the Notification of ABN and reference IDs for tax treatment purposes and Recipient Created Tax Invoice (RCTI) agreement form (Medicare), the signature can either be of the ‘authorised person’ or the ‘authorised contact person’.

Search for the Australian Business Number (ABN) provided on the form on the ABN Lookup website.

The Resources page contains a link to the ABN Lookup website.

On the ABN Lookup page:

• Search by ABN listed on the form
• Press Enter

Search results screen will display.

Is the ABN valid?

• Yes,
• Check the status and date of the ABN
• Check the GST Registration and date
  Note: for the Medicare form ensure the Goods and Services Tax (GST) status at Q8 of the form matches the data on the ABR website. If this does not match, reject the application, advise the provider of the outcome via email or phone. Note action taken in PaNDA, and finalise with status complete - request rejected. Procedure ends here
• Confirm if ABN has a tax exemption -check for Charity Tax Concession Status. If GST Concession is displayed, the ABN is tax exempt. If there is no GST exemption the Charity Tax Concession field will not appear on the screen
• Go to Step 3
• No
• Reject the application
• Advise the provider of the outcome via email or phone
• Note action taken in PaNDA
• Finalise with status complete - request rejected
• Procedure ends here

Has a Services Australia Reference ID/DVA supplier number been supplied on the form?

• Yes, go to Step 4
• No,
• Reject the application
• Advise the provider of the outcome via email or phone
• Note action taken in PaNDA
• Finalise with status complete- request rejected
• Procedure ends here

Have the Authorised contact details been supplied on the form?

• Yes, the form can be processed. If the provider has submitted:
• Notification of ABN and reference IDs for tax treatment purposes and Recipient Created Tax Invoice (RCTI) agreement form, see the Processing the Notifications of ABN and reference IDs for tax treatment purposes an Recipient Created Tax Invoice (RCTI) agreement form table
• DVA Recipient Created Tax Invoice (RCTI) agreement form, go to the Processing the Recipient Created Tax Invoice (RCTI) agreement form table
• No,
• Reject the application
• Advise the provider of the outcome via email or phone
• Note action taken in PaNDA
• Finalise with status complete- request rejected
• Procedure ends here

Ensure forms are processed in source office code GGST – key OPOQ, GGST

• Key control line ABAA
• Press Enter
• Key option 1
• Key provider’s ABN
• Key Branch Number if it is supplied on the form, or leave it blank if not supplied
• Press Enter

The ABEA screen will be displayed.

Is the ABEA screen blank?

• Yes,
• Key the following information from the form onto screen:
• Title, if not indicated, key M (Q1 on form)
• Family Name & First Name (Q1 on form)
• Address (Q2, postal address, on form)
• Telephone and Fax Number (Q3 on form)
• Email address (Q3 on form)
• Tax Exempt, key N unless GST Concession is displayed on the ABR screen (see Step 2 in the Assess the form for processing and check the validity of a provider's Australian Business Number (ABN) and GST status table), then Y is keyed in the field
• ABN registration date is obtained from the ABR website (see Step 2 in the Assess the form for processing and check the validity of a provider's Australian Business Number (ABN) and GST status table)
• ABN end date should be left blank
• Business/Trading Name of ABN (Name of registered entity)
• No, Information has already been provided
• Check details are correct
• Make amendments if necessary
  Note: sometimes contact details under ABAA are different to what is on the form; this maybe because some larger companies have a head office that often sends out forms and then at times a franchise may submit a form with different details. Update in mainframe only If the form you have is definitely from the head office/CEO.
• Add alternate business trading names (can use 2nd or 3rd blank line)
• Go to Step 3

Is the ABN registered for GST?

• Yes, key Y in the Registered for GST field, along with the GST registration date, obtained from the ABR website
• No, key N in the Registered for GST field, with no date recorded

Note: when keying N the processing date gets automatically updated in the system as the ‘start date’.

Is the ABN registered for GST?

• Yes, key the Agrees to Issue RCTI and Signed Form Received fields as Y and Y
• No, key the Agrees to Issue RCTI and Signed Form Received fields as N and N

Press Enter.

The ABEB screen will display.

Note: the system may glitch and require a date in the valid to field, if requested, then enter 09/09/9999 and press Enter to continue.

Key information in the following fields:

Use ABN For All Payments - Y

• ABN & Ref ID Relationship start date - date recorded in Part 12 of the form
• If there is no date recorded on the form, use the date the application was signed and if this is not supplied use the date of lodgement
• If the date recorded in part 12 is in the future, do not process, but pend the form in PaNDA. The form is held in PaNDA pended, with the reason- 'future release date' - enter the date from the ABN & Ref ID relationship start date. Procedure ends here
• ABN & Ref ID Relationship end date: end date notated in Q12 of the form
  Note: if no end date notated, leave as 09/09/9999
• Medicare Reference IDs
• Provider No: provider number on form in (Q9)
• Practice IDs: usually supplied in (Q11) under Other Services Australia Reference IDs, they are generally four digit numbers. (if the numbers supplied in the form are less than four, try adding zeroes as prefix)
• Pharmacy Approval numbers (Q10) are keyed under the Approval No field
• Other Reference IDs (Q11) are keyed under Other No.

Other Reference IDs may include:

• Number used for Rural Retention Payments (first 6 digits of Provider Number)
• Ancillary Provider Number- used for immunisation providers other than doctors (7 characters)
• Billing Agent Number (8 characters)
• Major Customer ID- for software supplier for Medclaims (8 characters)
• Minor Customer ID- for software supplier for Medclaims (8 characters)
• Contract Number- used for Nursing Home Medication Review payment (6 characters)
• Location Number- for Radiation Oncology Clinics (3 digits)

Press Enter.

The ABEC screen will be displayed.

Note:

• if the error message 1-RLNS EXISTS occurs, it maybe because the Reference ID has been previously entered in the system. However, Shift + PF6 to acknowledge the warning and proceed with the processing
• multiple provider numbers can be keyed on the same screen under the Provider No column, PF8 for more lines

Is the ABN registered for GST?

• Yes, press Enter when this page is displayed as no text is required for this type of application
• No, enter free form text ‘Not registered for GST P12345 dd/mm/yy’, then press Enter to continue

The ABED screen will be displayed.

Note:

• If changing GST status on a previously updated record (i.e. No to Yes, Yes to No), enter free form text ‘GST changed from (Y or N) to (Y or N) dd/mm/yy (the date the registration changed) – P12345 dd/mm/yy’
• If the provider is Tax Exempt/a charity etc. comments must be written stating 'Tax Exempt Y as per ABR website dd/mm/yy (date of exemption) - p12345 dd/mm/yy'

Does the information on the screen contain any errors?

• Yes, use PF13 (Shift + F1) to navigate back screens and amend
• No, Press PF3 to update and complete the application process

The ABAA screen menu will display.

Add a note advising:

• A – dd/mm/yy (This refers to ABN registration date in the ABR website)
• G – dd/mm/yy (This refers to the GST registration date in the ABR website)
• If ABR website indicates that the ABN is ‘not currently registered for GST’
• If GST status has changed from Y to N or vice versa
• If the provider is Tax Exempt/a charity etc. comments must be written stating 'Tax Exempt Y as per ABR website dd/mm/yy (date of exemption)
• If you unable to link any Reference IDs record the failed ID
• Information to advise why the form was not able to be completed such as reference ID missing

Was the form processed successfully?

• Yes, finalise with status complete- request approved
• No, finalise with status complete- request rejected

Ensure forms are processed in source office code GGST – key OPOQ, GGST

• key control line ABAA
• press Enter
• key option 1
• key provider’s ABN
• key Branch Number if it is supplied on the form, or leave it blank if not supplied
• press Enter

The ABEA screen will be displayed.

Is the ABEA screen blank?

• Yes, key the following information from the form onto screen:
• Title, if not indicated, key M (Q1 on form)
• Family Name & First Name (Q1 on form)
• Address (Q2, postal address, on form)
• Telephone and Fax Number (Q3 on form)
• Email address (Q3 on form)
• Tax Exempt, key N unless GST Concession is displayed on the ABR screen (see Step 2 in the Assess the form for processing and check the validity of a provider's Australian Business Number (ABN) and GST status table), then Y is keyed in the field
• ABN registration date is obtained from the ABR website (see Step 2 in the Assess the form for processing and check the validity of a provider's Australian Business Number (ABN) and GST status table)
• ABN end date should be left blank
• Business/Trading Name of ABN (Name of registered entity)
• No, Information has already been provided
• Check details are correct
• Make amendments if necessary
  Note: sometimes contact details under ABAA are different to what is on the form; this maybe because some larger companies have a head office that often sends out forms and then at times a franchise may submit a form with different details. Update in mainframe only If the form you have is definitely from the head office/CEO
• Add alternate business trading names (can use 2nd or 3rd blank line)

Is the ABN registered for GST?

• Yes, key Y in the Registered for GST field, along with the GST registration date, obtained from the ABR website
• No, key N in the Registered for GST field, with no date recorded
  Note: when keying N the processing date gets automatically updated in the system as the ‘start date’

Key the Agrees To Issue RCTI and Signed Form Recd fields as N and N (these fields are related to the Medicare Agreement).

Note: if already recorded as Y and Y, do not adjust.

Press Enter.

The ABEB screen will display.

Note: the system may glitch and require a date in the valid to field, if requested, then enter 09/09/9999 and press Enter to continue.

Key information in the following fields:

• Use ABN For All Payments - N
• ABN & Ref ID Relationship start date - date recorded on the form. If there is no date recorded on the form, use the date of lodgement of the form
• ABN & Ref ID Relationship end date - End date if notated on the form. If no end date notated, leave as 09/09/9999
• Provider Number

Press Enter.

The BGCA screen will display.

Note:

• Multiple provider numbers can be keyed on the same screen in the Provider No column
• If the error message 1-RLNS EXISTS occurs, it maybe because the Reference ID has been previously entered in the system. However, Shift + PF6 to acknowledge the warning and proceed with the processing

On the BGCA screen, key the following information into the following fields:

• Agrees to issue RCTI for WA - N
• Agrees to issue RCTI for DVA - should always be Y
• DVAAS and DVAMS fields - Y

Note: if more than 1 provider key Y in the DVAAS and DVAMS fields for each provider.

Press Enter.

If I-DVA RCTI CHG is displayed at the bottom of the screen, press Enter again.

The ABEC screen will display.

Is ABN registered for GST?

• Yes, press Enter when this page is displayed as no text is required for this type of application
• No, enter free form text ‘Not registered for GST P12345 dd/mm/yy’

Press Enter to continue.

The ABED screen will be displayed.

Note:

• If changing GST status on a previously updated record (i.e. No to Yes, Yes to No), enter free form text ‘GST changed from N to Y (or vice versa) dd/mm/yy (the date the registration changed) – P12345 dd/mm/yy’
• If the provider is Tax Exempt/a charity etc. comments must be written stating 'Tax Exempt Y as per ABR website dd/mm/yy (date of exemption) - p12345 dd/mm/yy'

Does the information on the screen contain any errors?

• Yes, use PF13 (Shift + F1) to navigate back screens and amend
• No, press PF3 to update and complete the application process

the ABAA screen menu will display.

Add a note advising:

• A – dd/mm/yy (This refers to ABN registration date in the ABR website)
• G – dd/mm/yy (This refers to the GST registration date in the ABR website)
• If ABR website indicates that the ABN is ‘not currently registered for GST’
• If GST status has changed from Y to N or vice versa
• If the provider is Tax Exempt/a charity etc. comments must be written stating 'Tax Exempt Y as per ABR website dd/mm/yy (date of exemption)
• If you unable to link any Reference IDs record the failed ID
• Information to advise why the form was not able to be completed such as reference ID missing

Was the form processed successfully?

• Yes, finalise with status complete- request approved
• No, finalise with status complete- request rejected

The provider must complete the Notification of ABN and Medicare Australia reference IDs for tax treatment purposes and Recipient Created Tax Invoice (RCTI) agreement form (HW055).

• Reject the application, advise the provider to submit the correct form via email or telephone
• Update processing notes in PaNDA and update the status to Complete - Request Rejected