Payment of ABSTUDY when a student is deferring or discontinuing study before the end of the course 102-07020040

Every student's address (including postal address) and telephone details (including mobile phone numbers) must be checked at every contact, and updated if required. Note: if the student has authenticated themselves via IVR, address details do not need to be confirmed.

A student contacts who is currently in receipt of ABSTUDY, including ABSTUDY Pensioner Education Supplement (PES), advises they are intending to cease study, have already ceased full-time study, or will not continue into the same course in the next study period.

Note: assessors may update records manually using the steps below.

Extra checks need to be undertaken whenever a Services Australia Scholarship recipient is advising a change to a study end date. See Relocation Scholarship (RS) - payment and coding for more information.

If a student has been in receipt of ABSTUDY under the Lawful Custody award, has now been released from lawful custody, and is:

• continuing to study full-time, see Living Allowance for ABSTUDY
• ceasing studies or continuing part-time, go to Step 4

If a student receiving ABSTUDY Part-Time Award is not resuming study in the next available semester, see Table 2, Step 3.

Note: for dependent ABSTUDY students, if the student ceases to qualify for payments, this may affect the family pool for any siblings receiving dependent Youth Allowance (YA), ABSTUDY or Assistance for Isolated Children (AIC). For more information, see Determining a dependent child for inclusion in the family pool - Parental Income Test (PIT).

• Yes, see Payment of ABSTUDY when a student or Australian Apprentice becomes incapacitated. Procedure ends here
• No, go to Step 3

• Yes, investigate entitlement to ABSTUDY, Austudy or YA as an Australian Apprentice, see Existing customer starts Australian Apprenticeship (apprentice or trainee). Procedure ends here
• No, go to Step 4

• Yes, go to Step 5
• No, see Table 2, Step 1

• Yes, go to Step 6
• No, go to Step 9

• If a student is studying at a University (other than Bond or Open Universities) which has a normal period of enrolment of a year, they may be able to take advantage of the aggregation of study load rules
• Aggregating is 'adding' the study load of one period to another to determine whether someone is undertaking full-time study
• Most universities will have a normal period of enrolment of a year. As such, these students would need to have an aggregated Equivalent Full-Time Study Load (EFTSL) of 0.750 over the academic year to meet the 75% requirement
• Therefore, if the student has dropped to a part-time workload in the current study period, they may still be considered a full-time student if their workload in a:
• previous study period/s or
• future study period/s

For more details on aggregation of study load refer to Assessing study load requirements.

Could the student still be considered full-time if their study load is aggregated over the full academic year?

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

• Select the course of study from the Education Course History (EDCH) screen
• Complete the footer details and press [Enter]
• Complete activity on the Assessment Results (AR) screen
• Record details of action taken on a DOC

Was the student assessed as:

• full-time under the aggregation of study load rules based on an intention to enrol into a future study period, and
• they have either not commenced by the third Friday, not enrolled at all, or have not enrolled in the required workload (to be able to be considered a full-time student under aggregated rules), in the new study period?
• Yes, go to Step 8
• No, student will remain qualified as a full-time student. Update the student's record and record details of any action on a DOC. Procedure ends here

If the student has been assessed as a full-time student based on a future workload that they are 'intending' to enrol in, they must start the course by the third Friday after the course commences in that study period.

If they do not, they are only considered to be a full-time student (under the aggregation rules) until the first date that they became aware they would not be enrolling or commencing by the third Friday.

This date is normally taken to be the earlier of:

• the date the student contacted Services Australia, or
• day before the day the course commenced

Go to Step 10.

For information on how to determine if the student qualifies for a study load concession, see the procedure(s) for the appropriate payment, see:

• Assessing the two-thirds study load concession for ABSTUDY
• Assessing the disability workload concession for ABSTUDY
• Assessing the pensioner study load concession for ABSTUDY Pensioner Education Supplement (PES)

Does the student qualify for a study load concession?

• Yes:
• Send a Fast Note for an ABSTUDY Processing officer to make the required updates in relation to their study load concession. Use Fast Note - select Auto Text, use Students, ABSTUDY & Apprentices > Update > ABSTUDY Study Update Required > Confirm. Procedure ends here
• Update the student's record using the coding information in the relevant procedure listed above. Record details of any action taken on a DOC. Procedure ends here
• No, go to Step 10

The student may be entitled to receive the ABSTUDY Part-time Award

• If entitled to the Part-time Award, See Changing study load from full-time to part-time or concessional study load for ABSTUDY or ABSTUDY Pensioner Education Supplement (PES) for more information
• The record will remain ABY/CUR, but only Incidentals Allowance will be payable

Where the student is in receipt of:

• School Term Allowance, go to Step 11
• another ABSTUDY payment, go to Step 2

Was the ABSTUDY student intending to commence full-time study in the next available study period, but did not commence by the third Friday?

• Yes, go to Step 3
• No, go to Step 5

For any student intending to commence study in a new course in the upcoming study period (including secondary school students who were commencing a new study level, for example Year 10 to Year 11), see Customer will not commence full-time study for ABSTUDY, ABSTUDY Pensioner Education Supplement (PES), Assistance for Isolated Children (AIC) and AIC PES.

• If the student is a continuing secondary, secondary non-schooling, or a tertiary ABSTUDY student who is intending to continue in the same course in the next term/semester of the same year, go to Step 4
• If the student is a continuing secondary non-schooling or a tertiary ABSTUDY student who is intending to continue in the same course in the next term/semester in the following year update the record as follows:
  Note: a continuing ABSTUDY student who did not commence studies in the new study period (in the same course) will only be entitled to payment of Living Allowance/PES up to the date they became aware they would not be recommencing as a full-time student. As entitlement to Incidentals Allowance is established by commencement in the course, the ABSTUDY student is not entitled to Incidentals Allowance. For example, if a student completes the first year of a 3 year course and does not return in the second year by the third Friday of Semester 1, they have not commenced and therefore are not entitled to Incidentals Allowance
• Select the continuing course details from the Education Course History (EDCH) screen
• Amend the Inst Course End Date: field to the last day of the course in the previous study period. This will mean that no entitlement will be established for Incidentals Allowance for the non-commenced study
• Amend the Student End Date: field to the date the student became aware they would not be recommencing. Note: payment cannot continue beyond the third Friday after the continuing course commencement date
• Ensure the Allowable Time End Date: field is updated to the same date used for the Student End Date: field
• Go to Step 13

Continuing ABSTUDY students who did not commence studies in the new study period (in the same course) will only be entitled to payment of Living Allowance /PES up to the date they became aware they would not be recommencing as a fulltime student.

If they commenced a course in the calendar year and did not return to studies when the next semester recommenced, they retain their eligibility for the Incidentals Allowance for that year. For example, if a student has been paid Incidentals Allowance for that year and completes the first semester of a year-long course, and does not return for Semester 2 they remain entitled to Incidentals Allowance.

Special coding requirements exist for a secondary school student approved for Away from Home rate and their ABSTUDY Living Allowance is paid to the boarding institution. See Cessation of the ABSTUDY Away from Home rate.

Update the record:

• Select the continuing course details from the EDCH screen
• Amend the Student End Date field to the date they became aware they would not be recommencing
  Note: payment cannot continue beyond the third Friday after the continuing course commencement date

Go to Step 13.

If the ABSTUDY student has commenced but then discontinued studies or has completed studies before the anticipated course end date:

• they will be entitled to payment of Living Allowance/PES up to the date of discontinuation
• any entitlement to Incidentals Allowance will not be affected

If the student is unsure of their last date of attendance, go to Step 12.

Special coding requirements exist for a secondary school student approved for Away from Home rate and their ABSTUDY Living Allowance is paid to their boarding institution. See Cessation of the ABSTUDY Away from Home rate.

Note: this excludes students paid School Fees Allowance (SFA) (Group 2) who satisfy the away from home criteria due to limited local school facilities or travel time and access criteria but elect to remain at home and attend a local non-government school.

Is the Enrolment Verification: field on the Customer Study Details (EDC) screen in Process Direct or Education Course Detail (EDC) screen in Customer First displaying as 'VER' (Enrolment verified/verification provided) or 'VNR' (verification not required)?

• Yes, go to Step 10
• No, go to Step 6

• prior to the date they have been paid to (DPT), including students who have been suspended, go to Step 7
• after the date they have been paid to (DPT), including students who have been suspended, go to Step 8

The date they supply as their last date of attendance must be accepted. The student does not need to supply proof of enrolment prior to the ABSTUDY being cancelled, unless:

• the last date of attendance advised by the student is more than 28 days past the start date of the course, or
• there is doubt as to the enrolment status of the student and/or their last date of attendance

Is the last date of attendance advised by the student more than 28 days past the start date of the course, or is there any doubt about the student's enrolment status and/or their last date of attendance?

• Yes, advise the student that proof of enrolment will still need to be supplied within 14 days or their ABSTUDY will be updated based on them not enrolling in the course of study at all
• end the current course of study by coding the last date of attendance in the Student End date field on the EDC screen, then navigate to the Assessment Results (AR) screen to finalise the activity
• Create a DOC with advised details, use Students, ABSTUDY & Apprentices > Update > ABY Proof of Enrolment requested > Confirm
• Place the open DOC on hold for 14 days
• If actioning review, go to Step 9
• No, end the current course of study by coding the last date of attendance in the Student End date field on the EDC screen, then navigate to the Assessment Results (AR) screen

Go to Step 13.

The date they supply as their last date of attendance must be accepted. The student does not need to supply proof of enrolment prior to the ABSTUDY being cancelled, unless:

• the last date of attendance advised by the student is more than 28 days past the start date of the course, or
• there is doubt as to the enrolment status of the student and/or their last date of attendance

Is the last date of attendance advised by the student more than 28 days past the start date of the course, or is there any doubt about the student's enrolment status and/or their last date of attendance?

• Yes, advise the student that proof of enrolment will still need to be supplied within 14 days or their ABSTUDY will be updated based on them not enrolling in the course of study
• End the current course of study by coding the last date of attendance in the Student End Date field on the EDC screen. Navigate to the AR screen to finalise the activity
• Create a DOC with advised details, use Students, ABSTUDY & Apprentices > Update > ABY Proof of Enrolment requested > Confirm
• Place the open DOC on hold for 14 days
• If actioning review, go to Step 9
• No, student does not need to supply proof of enrolment prior to the ABSTUDY being cancelled, go to Step 10

• Yes, go to Step 10
• No, student is not eligible for payments for the course. See Customer will not commence full-time study for ABSTUDY. ABSTUDY Pensioner Education Supplement (PES), Assistance for Isolated Children (AIC) and AIC PES. Procedure ends here

If the update is for a secondary boarding student:

• use Fast Note – select Auto text, use Students, ABSTUDY & Apprentices > Update > ABSTUDY Boarder > Action request > Confirm
• the Fast Note must contain as much information as possible about the circumstances, for example:
• advised end date
• change in study details

A suitable trained Service Officer will action the request

Staff updating students record code the record as follows:

• Go to Education Course Details (EDC) screen
• ‘S’elect the ceased/completed course on the Education Course Details (EDC) screen
• Change the date in the Student End Date field to the day the student ceased/completed the course early
• Key ‘C’orrect in the Action field
• If restoration is required, see Restoration of ABSTUDY payments

Note: for ABSTUDY students, the Incidentals Allowance entitlement is affected by the Institution Course Start and End dates. Where an ABSTUDY student has ceased study prior to the course end date, it is important that only the Student End Date: field is amended. Ensure that the Inst Course End Date: field is not amended in these circumstances.

Go to Step 13.

The annual entitlement to School Term Allowance is $540.80 and is paid in four instalments.

The payment for term 1 is paid automatically for eligible, enrolled students where a claim has been lodged. Subsequent term payments can be paid on receipt of evidence that attendance of 85% or more has been achieved by the student in the previous school term.

Continuing student does not start study in term 1:

• The student is not entitled to the payment
• The Supplementary Education Summary (EPSS) screen must be updated before the EDCH screen if the school has been incorrectly paid the School Fee Allowance (SFA). This is because the system will not allow the school to be deleted from the EDCH screen if SFA has been paid during that year to that school:
• On the EPSS screen, place a 'D' next to the SFA line that should not have been paid. Press [Enter]
• Confirm the line to be deleted, then go to the EDCH screen
• Delete the current year EDC screen for the non-commenced course
• Go to the AR screen. A debt will be generated for School Term Allowance, for term 1 plus other terms (where applicable) and School Fees Allowance (where applicable). ABT will cancel EDR (End date reached)
• Record action taken on a DOC

New student doesn't start study in term 1, for which a School Term Allowance instalment has been made:

• The student is not entitled to the payment
• Go to the BA screen. Input:
• Svc RSN: ABT
• Action: REJ
• Reason: NST - Not a full time student
• Go to the AR screen. A debt will be generated for School Term Allowance, for term 1 plus other terms (where applicable) and School Fees Allowance (where applicable)
• Record action taken on a DOC

See Rejecting an ABSTUDY claim for more information.

Student discontinues study during a school term:

• Student is not entitled to the next instalment of School Term Allowance if 85% attendance was not achieved during the term in which the student discontinued studies:
• Update the Student End Date: field on the Education Course Details (EDC) to the date the student last attended. If this date is unknown, suspend the payment and follow up the Last Date of attendance. Go to Step 12 for further information. This will result in an automatic cancellation of the student's ABSTUDY payment
• If the student discontinued studies during term 1 there is no effect on entitlement to that term's payment
• If the student discontinued in a subsequent term, they may be entitled to the next instalment of School Term Allowance if 85% attendance has been achieved for the entire term, however this will not be paid until evidence of attendance is received. Students who ceased studies part way through the term who have not attended at least 85% of the total school days in the term will have no entitlement

Note: payment of School Term Allowance instalments after a student has been cancelled may need to be made via the Payment Adjustment (PYAJ) screen. See Processing ABSTUDY School Term Allowance payments.

• Go to the AR screen
• Record action taken on a DOC

Note: if a customer received a Crisis Payment in the period the change is applied, a manual reassessment of Crisis Payment may be required. For more information, see Reviewing and reassessing Crisis Payment (CrP).

Procedure ends here.

For ABSTUDY students only, where the action cannot be resolved at the point of first contact. For example if the student does not know their last day of study/attendance, suspend the payments from date paid to + 1 for reason 'OTH', within the suspension activity, send a Q134 letter detailing the reasons for suspension, the date of effect and the relevant section of the policy. The advice must also include the customer's review and appeal rights, then send an ABSTUDY action request Fast Note - select Auto Text, use Students, ABSTUDY & Apprentices > Update > ABSTUDY Study Update Required for follow-up. See Suspension of ABSTUDY Payments.

As a general principle, action to cancel or suspend ABSTUDY (including Schooling A and ABSTUDY Pensioner Education Supplement) may be taken by Smart Centre Telephony staff where:

• the student advises a change in circumstances which affects their eligibility for ABSTUDY, or
• the student voluntarily ceases payments, and
• the action does not require a complex assessment (for example, cancellation/suspension of an ABSTUDY secondary school boarder record is complex)

If the student requests other assistance from Services Australia, identify if they are eligible for income support and/or other products. If a student has had Working Credits or an Income Bank in the last 12 months, they may be eligible to restore their previous Working Credits or transfer their Income Bank balance to Working Credits. Note: if the student is looking for work they may qualify for JobSeeker Payment (JSP) or YA (job seeker).

Record details of the decision to cancel and any other action taken on a DOC.

If there is a negative adjustment on the AR screen, there may be an overpayment resulting from the cancellation and the system will code a 'Y' in the Go to ASC: field. Press [Enter] to go to the Assessment Consequences (ASC) screen.

Smart Centre Telephony staff should refer any resulting overpayments to the relevant ABSTUDY Smart Centre Processing for action. See Processing Services details for: ABSTUDY and ABSTUDY PES.

Investigate if the debt is recoverable and action appropriately. For further information, see:

• Explaining and actioning negative adjustments on the Assessment Results (AR) screen, and
• Actioning an undetermined debt on the Debt Management and Information System (DMIS)

Record details of decision, including all relevant Policy references if required, on a DOC.