Linking sibling records with customers/students/Australian Apprentices/job seekers - Parental Income Test (PIT) 108-02010110

Ensure all relevant siblings have been searched in the system in all environments by undertaking a national search on the Name Search (IN) screen:

• ISS (for ABSTUDY and Assistance for Isolated Children)
• NSS (for Youth Allowance) system

Service Officers must follow the procedure Searching for a customer on the system before proceeding.

Has a sibling record been found?

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

In Customer First:

• On the IN screen, use 'SIB' in the ServRsn: field and 'ADD' in the activity: field
• Key 'AP' in the Nxt: field
• On the Add Person (AP) screen the following are compulsory coding. Use field help [?] for further assistance
• Surname, First Name, Gender and Date of Birth should default from IN screen
• Address (contact phone number is not compulsory)
• Interpreter Language, and
• Indigenous Identifier
• If information is provided on a Services Australia form, record the sibling(s) information as it appears in the form
• To confirm these details code 'Y' in the Add Person (Y/N): field. If not confirmed, return to the IN screen to conduct another search and repeat the above
• Once the sibling's details are recorded on the AP screen, the system will generate a CRN and go to the Customer Details Task (CDTS) screen
• Continue to press [Enter] until the TFN Details (TFN) screen appears
• Enter the sibling's Tax File Number, or record an applicable TFN exemption. See Requesting a Tax File Number
• Finalise the activity on the Activity List (AL) screen of the record - select the activity, key 'FIN' in the Nxt: field and press [Enter]
• Link sibling to parent(s) using the same process for customers/claimants at Creating, updating and ending Parental Income Test (PIT) links with dependent student, Australian Apprentice and job seeker recipients or claimants
• Repeat these steps for each subsequent sibling who does not have a CRN

If a customer's record has been identified as needing action to create or delete a link to a sibling and the jobseeker, student or Australian Apprentice online claims and Assisted Customer Claims (ACC) are processed in Process Direct, the Relationships icon will auto link any identified siblings linked to the same parent/guardian. See Creating, updating and ending Parental Income Test (PIT) links with dependent student, Australian Apprentice and job seeker recipients or claimants.

For claims not processed in Process Direct and change of circumstance assessments, use the PIT Sibling Selection (NPSS) screen to manually code this action.

• For ABSTUDY and Assistance for Isolated Children (AIC) claims and changes of circumstances, ensure the ISS system is selected
• For Youth Allowance (YA) changes of circumstances assessments, ensure the NSS system is selected

Go to the PIT Sibling Selection (NPSS) screen via either:

• a new claim screen flow for ABSTUDY or AIC, or
• select an outstanding Parental Income Test (PIT) related activity from the Activity List (AL)/Future Activity List (FAL) screens, or
• key 'NPSS' in the Next: field and press [Enter]

The PIT Sibling Selection (NPSS) screen displays a list of siblings identified by the system.

• Siblings listed in the Current PIT Siblings: field have been linked to the parent with a link type of 'PIT' (Parental Income Test)
• Siblings listed in the Other Siblings: field have been linked to the parent with a link type of 'STA' (School Term Allowance), 'EIC' (Assistance for Isolated Children (AIC) student) and 'CHI' (child record for an eligible Family Tax Benefit (FTB) child)

Check the entries on the screen. To obtain more details for each sibling listed, key 'X' beside the sibling to expand the details.

Note: if further details of siblings are needed, key 'L' beside the sibling to display the sibling's record.

Is the sibling listed as a Current PIT Sibling?

• Yes, press [Enter]. See Step 6 in Table 2
• No, go to Step 5

• If the customer has been incorrectly displayed as a sibling in the Other Siblings: field, go to Step 6
• If a link has to be created, see Step 1 in Table 2
• If a record has to be deleted, see Step 4 in Table 2

Note: only one record can be actioned at a time.

If the customer shows as a sibling, a multiple record exists.

Is there a multiple CRN?

• Yes, go to Step 7
• No, see Step 6 in Table 2

When a multiple record is MLC linked to a customer's primary record, the Multiple and Intertwined Warning (MIW) screen will display with the following message on access:

• 'This record has been assessed as a multiple and cannot be used for the customer. The customer's primary record is 123 456 789X. Do you wish to proceed? N'
• Service Officers can enter 'Y' to access the record in 'read only' mode. If updates are needed and Service Officers need access to a read-only multiple record, contact the Data Quality Unit (DQU). See the Resources page for contact details

Check if DQU (office code NA8) has assessed the case via the Document List (DL) screen. A Display on Access (DOA) DOC will have region code NA8.

Have the records already been linked and updated by the Data Quality Unit (DQU)?

• Yes, DOA DOCs on the records indicate which record is the primary and no further action is required. See Step 6 in Table 2
• No, do not make any updates to the records until DQU has determined which record is the primary CRN. Refer CRNs to DQU using the Multiple CRN Referral Fast Note

Is the customer recorded as a foster child?

• Yes, no sibling details present for a foster child. Go to Step 2
• No, go to Step 3

Is the child no longer/incorrectly recorded as a foster child?

• Yes:
• Amend the parent's details on the PIT Parent Selection (NPPS) screen by end dating the existing PIT link to the foster parent(s) and adding new links to the guardian(s). See Creating, updating and ending Parental Income Test (PIT) links with dependent student, Australian Apprentice and job seeker recipients or claimants
• Go to Step 3
• No, NPSS cannot be modified. Other sibling links cannot be created. Procedure ends here

On the NPSS screen:

• key 'I' (for Insert) against the record to be linked from the Other Siblings: field
• Complete the Source: and DOR: fields if not already filled and press [Enter]. The PIT Sibling Details (NPSD) screen will display
• The Link Start Date will default
• The Dest Svc Rsn will default to PAR (Parent). If the parent/guardian of the sibling is a step-parent, change this field to STP.
  For ABSTUDY only, if the guardian of the sibling is a Foster Parent, change this to FSP
• Check an 'I' (for Insert) is entered in the Action: field for the first listed parent/guardian
• Press [Enter]
• Repeat this step on the NPSD screen for the second parent if applicable

Go to Step 6.

A sibling link can only be deleted on a 'CHI' record. If a sibling has their own 'person' record, amend the actual sibling record.

Is the sibling record a 'CHI' record?

• Yes, delete the link
  Go to Step 5
• No, amend the sibling's own record:
• On the NPSS screen, enter 'L' against the record
• Press [Enter] to swap to the sibling's record
• Update the PIT links on the NPPS screen
• Procedure ends here

On the NPSS screen:

• 'S'elect the relevant record. The NPSD screen will display
• key 'D' (to delete) in the Action: field
• Complete the Source: and DOR: fields if required
• Press [Enter]

The Family Pool Summary (NSFP) and Dependent Youth Rate Summary (!DYRSUMM) screens show children that are contributing to the family pool. If a child aged 16-19 years should be in the family pool but does not display on NSFP or !DYRSUMM, study information may need to be updated using the Child Education Details workflow. For more information, see Determining a dependent child for inclusion in the family pool for the Parental Income Test (PIT).

• Yes, continue with the screen flow. Procedure ends here
• No, go to Step 8

Finalise the activity on the Assessment Results (AR) screen.

Record details of the action taken on a DOC.