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Payment delivery overview 103-03000000

FAQs when preparing the Refund request form

Table 1: this table provides answers to frequently asked questions on the process to prepare the refund request form.

Item	Description
1	When is the Notice to prepare a Refund Account (SF030) form used? This form is used when the refund to the customer cannot be made via the computer system. This is normally where: the customer is deceased the record is cancelled a payment cannot be paid via the Payment adjustment (PYAJ) screen
2	How is the payment issued? The payment is issued through the Essentials system (SAP). This is the finance system.
3	How is the form completed? The following information must be completed: General Ledger Account number and Cost Centre Amount Payment method (direct credit, cheque) - payment by direct credit is preferred Name and address of customer If payment is by cheque, cheque is to be made to the Estate of the late customer, (if the customer is deceased) or to the appropriate person Debt ID - this should be completed for debt refunds only. See Refunding debt repayments Income Support payment - payment type Customer Reference Number If payment is by direct credit, make sure the financial institution name, BSB, and account number are completed Reason for Refund (must provide details if Other is selected)
4	General Ledger (GL) Account number and Cost Centre codes See General Ledger and Cost Centre codes attachment. Note: if the payment type cannot be found in the attachment, check the Centrelink benefit payments and GL codes document: Follow this link: Chart of accounts - Administered Select Expenses - Administered Expenses Open the Centrelink benefit payments and GL codes document
5	Who signs the form? Note: for digital signatures, make sure the SF030 form is saved to secure drive and opened in Adobe. Form must be signed by the staff member completing it Signatures can be digital or physical Digital signatures can be created by selecting: the signature field of the SF030 Configure New Digital ID Create a new Digital ID Form must also be signed by the Spending Delegate: For the purposes of the SF030, the Spending Delegate can be any staff member APS 5 or above Spending limits under Schedule 1 of the Instrument of Financial Delegation apply (that is, an APS 5 staff member can only approve payments up to $10,000) The staff member completing the form cannot also be the Spending Delegate
6	Who processes the form? Once all required fields are completed, the completed form and supporting documents are to be emailed to Financial Shared Services for processing: Select email at the bottom of the form to attach the completed SF030 to an email Supporting documentation must be added before sending