Payment delivery overview 103-03000000

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 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, ensure 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 the Spending Delegate:
• For the purposes of the SF030, the Spending Delegate can be any staff member APS5 or above
• Spending limits under Schedule 1 of the Instrument of Financial Delegation apply (that is, an APS5 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