Obtaining a Tax File Number (TFN) for newly arrived refugee customer 005-02050010

For all refugee claimants, regardless of claiming ISP only and/or FTB, use the Australian Taxation Office Online Individual Auto Registration (IAR) online application process. See Resources for a link.

The ATO requires applicants to be directly involved in the application process. This can be done virtually, but staff must have the applicant present when completing the IAR as they must be able to give consent to the process.

A TFN application can not be completed with a Centrelink nominee, without the applicant present.

Is the applicant present (this includes partners where a TFN is required)?

• Yes
• Check identity documents have been coded and verified through Document Verification Service (DVS). See Coding identity documents
• To allow data matching with the ATO, make sure the name (first and surname) and date of birth on the customer's Immi Card exactly matches the name and date of birth on the IAR tool (including spaces and hyphens)
• The TFN application must match the name format on the Customer Person Details Summary (CPDS) screen to avoid a mismatch. A mismatch may result in the rejection or cancellation of the customer’s payment
• Verify with the applicant the address to be used for their Tax File Number (this is the address the ATO will send the TFN to)
• Go to step 2
• No
• Staff cannot complete a TFN application without the applicant present. Return to the Refugee entrant service offer and follow the steps for contacting the customer
• Procedure ends here

Only one TFN application per customer is required, even if the customer is claiming both payment types.

Include the following information when submitting the request in the IAR tool:

• Identity documents include Department of Home Affairs Evidence of Immigration Status (EIS), Permanent Resident Evidence (PRE) or Australian Migration Status (AMS) ImmiCard
• Passport or travel document number. Key the customer's ImmiCard number with alpha characters exactly as they appear. For example, EIS******, PRE****** or AMS******
• Country of origin / Issue is the country of nationality on the document
• Name of applicant must be entered and spelling must be exactly as on the ImmiCard.
  Note: first, middle and surname on the ImmiCard must match the Centrelink record on CPDS. This will enable the data link with ATO to update the TFN to the customer's record. If required, correct the name on the customer's record before completing the TFN application
• Date of birth must be entered exactly as stated on the ImmiCard
• Verify with the applicant the address that is to be used by the ATO to send their TFN to
• If the following message is received, 'The information you have provided does not match that held by Department of Home Affairs. Please check the information you have entered is correct and try again'.
  This is generally due to a spelling error, if error persists after checking escalate to leadership
• Answer the question ‘Do you authorise the ATO to send your TFN to Centrelink?’
• Enter the applicants Centrelink Customer Reference Number (CRN)
  Check it is the correct customer CRN, not the partner's
  This question must be completed to ensure the TFN is received electronically from the ATO. A TFN exemption code of 'CAT - TFN requested from ATO' can only be applied to the ISP customer's TFN screen where the question has been completed
• Submit the form and proceed through the pages by selecting Next
• Once the form is submitted, an ATO receipt number will generate:
• Scan the receipt to customer record.
• Add a Note in Process Direct to the customer record, including:
• TFN Receipt Number
• Date of TFN application

Try again later if the online IAR Tool is temporarily unavailable. For example, 'Site under maintenance' message.

Is the refugee customer claiming an income support payment (ISP) only?

• Yes:
• The ATO have up to 28 days to process the application and provide the TFN to the customer
• Procedure ends here. Return to Refugee entrant service offer
• No, go to Step 4

Is the refugee customer claiming FTB?

• Yes, TFN override escalation is required in all cases, otherwise the FTB claim cannot be granted. Go to Step 5
• No, procedure ends here
  

To escalate for FTB TFN override, Refugee servicing staff must:

• Attach identity documents for customers and children to record
• Complete the Families and Child Care Level 2 Policy Helpdesk TFN override web form. Use the FTB customer’s CRN and include the following details in the Enquiry Description box:
• Subject: Request Refugee FTB TFN Override
• Date of Arrival: (found on RSIM)
• Date of Visa Grant
• TFN application Receipt number as generated by the IAR Tool
• Date of TFN application
• If the partner is also requiring a TFN override, include the following:
• TFN application Receipt number as generated by the IAR Tool
• Date of TFN application
• After the TFN override is actioned, proceed with finalising the FTB claim for the refugee. See Refugee entrant service offer