Employer withholding reconciliation and top up 277-04170000

Item

Document

1

Reconciliation Notepad on ERR

Subject:

Contact attempt:

Information received via:

Information received from:

Date information received:

Payment amount: $

Payment details:

Deduction Variations:

Compliance:

Receipt number Declined/Accepted/No Call made:

If using Top Up – This is applicable to Manual, CSBOS and STP

Include the below documentation only where relevant.

When reconciling and matching the payment (i.e. SUB) Or, if setting to INIT:

I have made the decision to use S77 of the Child Support (Registration and Collection) Act 1988, as I am satisfied that the deductions have been made, a valid notice is in place, and the deduction has not been paid and am utilising top up as per the Operational Blueprint procedure: Employer withholding reconciliation and top up 277-04170000.

Item

Document

1

Employer account refund template

Name of employer:

CSID:

Employer Payment Refund for: $

Date Paid:

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Information received via:

From (name & role):

Amount: $

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Reason for Refund:

Refund to be paid to:

BSB:

Account Number:

Name of Account:

Documented reason for excess cash in the employer account summary window?

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ESO Name:

Team:

Site:

Level:

2

Reassign template

Full amount of payment: $

Payment was credited to:

Name:

CSID:

Payment to be moved to:

Name:

CSID:

Amount to be reassigned: $

Has employer been notified of the correct payment reference?

If employer advises they cannot update payment reference, outline reason:

Date last payment was reassigned:

How was notification of reassign received?

Reason for moving payment: (Delete reasons, not applicable)

To move payment to correct employer to allow reconciliation to occur for [Month/Year] deductions.

Or

To move payment to correct employer to allow reconciliation to occur for future deductions for [Month/Year].

Or

To move payment to correct employer to allow payment of Top up for [Month/Year] deductions.

Or

Funds have been paid directly to an individual’s account by the employer and should have gone to the employer account. Will a ConRev debt be created? [Yes or No]

Has the employer been reported as an associated employer (Y/N/NA)?

Is the ERR at SAVE status?

3

Consecutive Rec to Nil approval template

Subject: Consecutive Rec to Nil - MMYY

Contact Attempts:

ERR Amount Expected:

Any s72As: Y or N

Previous history of non-compliance (Failure to respond/deduct/remit?):

Has a Pad 1-3 Warning Letter of Failure to Deduct letter been sent?

Have appropriate searches for a contact been completed & documented?

Reason for Rec to Nil: No deductions received and employer cannot be contacted (See Note Below)

Submitted by:

If Not Approved, give detail:

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If this approval is for a third month or more refer to:

Employer withholding reconciliation and top up 277-04170000

Employer/Organisation debt repayment (CS) 277-04180000

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Note: Where employer contact has been made and there is a valid reason for the second month Rec to NIL (e.g., CASL, NEM, PEA or LWOP), then a referral for consecutive Rec to NIL is not required.

4

Subsequent top up approval template

Spoke with:

Their role:

Amount for this ERR:

Existing Top up Amount:

Reason for late payment:

Are there any s72a:

Previous history of non-compliance:

Payment arrangement details: (date, amount, frequency)

Method of payment:

If employer contact was not successful, has ICP been checked for alternate numbers, including speaking to other responsible officers?

Has warning 'failure to remit' letter been sent?

Does this meet the requirements of s77: (If yes include the below)

I have made the decision to use S77 of the Child Support (Registration and Collection) Act 1988, as I am satisfied that the deductions have been made, a valid notice is in place, and the deduction has not been paid and am utilising top up as per the Operational Blueprint procedure: Employer withholding reconciliation and top up (CS) 277-04170000.

Submitted by:

5

S72A template

Title: MONTH YEAR - S72A ERR

Information received via:

Information received from:

Information received:

Payment amount: $

Payment date and method: (complete this field where notification is verbal and the payment has not yet been received. Delete if appropriate)

Copy the below questions and complete for each s72A

Name:

Deduction amount: $

PP Balance: Total $

Maintenance:$

Penalties/Other: [Yes or No]

Date s72A Issued:

STATUS:

For: XX cents in the dollar

$XX.XX per [week/fortnight/month]

$XX.XX Lumpsum amount

If penalty only debt, has it been referred to CSO for consideration of remission of penalties.

Intray Created [Yes/No/NA]

If no debt (balance outstanding must be nil) has the s72A been withdrawn: [Yes/No/NA]

S72A withdrawn date:

6

S72A template – Large employers

Large employers with multiple s72a paying parents must be included in their own tab on their employer spreadsheet.

The spreadsheet must be sent via email from Employer Services to Cuba Store on a quarterly basis as they are reviewed for scanning.

Process for sending spreadsheet to receipt to Cuba:

Open spreadsheet with S72a > Open new spreadsheet > Copy S72as to new spreadsheet

From the new copied spreadsheet select >File>Share>Email>Send as attachment.

Email:

From: Employer Services

To: CUBA.STORE

Subject heading should read as follows. E.g., ES Reconciliation - ABC PTY LTD 109011112222 - S72a Reviews

Copy the below documentation template into the Cuba ERR notepad.

Remove this notation when documenting using this document.

______________________________TEMPLATE________________________

Title: MONTH YEAR - S72A ERR

For details of the reviewed multiple S72a paying parents on this employer – Refer to view correspondence dated [dd/mm/yy]

ESO Name:

7

Associated Org template

SUBJECT: ASSOCIATED ORGS LIST as of __/__/__

TEXT:

List of Legal company names that are associated:

List all of the associated orgs by legal name

CSRN: EMP NAME:

CSRN: EMP NAME:

ESO Information

Include, if relevant:

- ADP

- Paperwork received on each org separately

- Payments made on Legal Company name and CSID

- Missing payments queries to Legal Company name and CSID

8

Subsequent Top Up and Rec to Nil approval SSO feedback template

EMP Name:

CSRN:

Select appropriate title

Top Up not Approved - further information required

Rec to Nil not Approved - further information required

Rec to Nil not Approved - Account reconciled prior to approval

• Use of correct notepad template: Yes/No

Complete the required approval template and paste into the ERR notepad and the EAS window

• Contact attempts made: Yes/No

Contact needs to be made with the employer to discuss obligations/Appropriate contact attempts have not been made

• Name and role of the person the ESO spoke to: Yes/No

There is no indication if the person who advised deduction amounts has the authority to do so.

• Payment information provided: Yes/No

Negotiate a debt outcome with the employer representative (lump sum/3 instalments/payment arrangement). Details must include date of payment, amount and payment method including cheque number

• Does documentation clearly show the employer has been advised of their obligations and if greater than 2nd month top up penalties and fines may apply: Yes/No

A discussion must be recorded advising the employer of their obligations particularly that deductions must be remitted to Child Support before 7th of the month

• Letters have been issued (warning for failure to remit, penalty notices if applicable): Yes/No

Warning letters need to issue prior to Top Up/Rec to Nil Approval

Respond by return email once the actions above are completed.

Rec to Nil not Approved – Account reconciled prior to approval

• Approval request received however, not approved as the account has already reconciled overnight. This indicates that the ERR has been changed to ZERO prior to approval being sought and either manually set to INIT or auto reconciled as figure has been changed to zero

Delete what is not required and email

Code

Updated by

Description

ADDI (ADDIT)

• Service Officer
• CSBOS

Code can be used when:

• a payer voluntarily chooses to increase the deducted amount
• deductions are received which are greater than the expected amount, but without explanation for the increase
• amounts received are greater than expected due to incorrect pay cycles which must be corrected
• payer requested employer to deduct the extra amount

Note: before using this code, confirm the funds were deducted from the correct payer as commonly, employers include monies for s72A request for another payer with the expected amounts for linked payers.

ADV (ADVANCE)

• Service Officer
• CSBOS

Advance due to holidays or long service leave

LETN (LETNREC)

• Service Officer
• CSBOS

Deduction letters not received by employer

NEWD (NEWDED)

• Service Officer
• CSBOS

Employer deducting at new rate earlier than required

OLDD (OLDDED)

• Service Officer
• CSBOS

Employer deducting at old rate

RSDE (RSDEMP)

• Service Officer

Payer resumed employment with previous employer

TERM (TERMPAY)

• Service Officer
• CSBOS

Deducted from Payer’s termination payment

SRND (System Rounded)

• Cuba

Payment is within $10 of the expected amount on a single payer employer

PREVPDAT (Previous Paydate)

• Cuba

Used when reconciling on the first pay date of the month, and Child Support are in receipt of funds for the first and previous months. AFPM will display which stands for previous month

NOPO (NOPOST)

• Cuba

ERR to be reconciled before posting of expected deduction amount is only applicable to ERRs reconciled before February 2005

Code

Updated by

Description

DIDN (DIDNOTD)

• Service Officer
• CSBOS

Employer did not deduct. Repetitive use of this code may indicate:

• incorrect pay cycles
• the employer is unsure of their obligation to deduct
• the employer may be choosing not to comply or could be deducting and not remitting funds

LETN (LETNREC)

• Service Officer
• CSBOS

Deduction letters not received by employer

SRND (System Rounded)

• Cuba

Payment is within $10 of the expected amount on a single payer employer

LWP (LWOP)

• Service Officer
• CSBOS

Payer on leave without pay

NEM (NOTEMP)

• Service Officer
• CSBOS

Payer has left employment

NEWD (NEWDED)

• Service Officer
• CSBOS

Employer deducting at new rate earlier than required

OLDD (OLDDED)

• Service Officer
• CSBOS

Employer deducting at old rate

PEA (PROTECT)

• Service Officer
• CSBOS

Payer earnings under protected earnings amount

RSDE (RSDEMP)

• Service Officer

Payer resumed employment with previous employer

STRK (STRIKE)

• Service Officer
• CSBOS

Payer on strike during deduction period

CASL (Casual Employee)

• Service Officer
• CSBOS

Casual employee has not worked and not been paid. If employee has been paid but there is an insufficient amount to deduct from, the PEA code should be used

WRKC (Workers Compensation)

• Service Officer
• CSBOS

Employee is currently receiving workers compensation payments. Where this is the case, the ESO must create a General Follow Up intray and document in the notepad that the payer is on workers compensation and to consider alternative collection action with the relevant Workcover Authority. Route to the owning Service Officer or team

Code

Updated by

Description

DUPL

Service Officer

Added payer is linked to another employer

FDED

Service Officer

First deduction received from employer - no pay date for payer

LDED

Service Officer

Last deduction received from employer - no pay date for payer

S72A

Service Officer

Employer deducted money according to s72A requirement

Code

Updated by

Description

ERR (RECERR)

Auto generated by Cuba for CSBOS

Error in reconciling

This code was to be used by the data transfer functionality for online accounts when employers submit deductions that do not match the expected without reason codes, which would then exception for Service Officer intervention.

Note: do not use this code when reconciling.

Code

Updated by

Description

ERR (RECERR)

Auto generated by Cuba for CSBOS

Error in reconciling (CSBOS. Do not use this code when reconciling)

DUPZ

Service Officer

Linked payer is added to another employers ERR

ADJUST

Service Officer

Note: downward adjustments will remain at pending until a Service Support Officer (SSO) makes a decision

Post reconciliation adjustment (upward or downward)

OTHER

Auto generated by Cuba for CSBOS

Cuba only

Code

Updated by

Description

MULTIPLE

Cuba

Multiple reason codes are used for a customer at detail level

PREVDED

Cuba

Used when reconciling on the first pay date of the month, and Child Support are in receipt of funds for the first and previous months. AFPM will display which stands for previous month

Code

Description

CONV TO LESS (converted to less)

Correct deduction when converted from overseas authority is less than expected

CONV TO MORE (converted to more)

Correct deduction when converted from overseas authority is more than expected

DEDN WAS LESS (deduction was less)

The deduction amount sent by the overseas authority is less than expected for the period

DEDN WAS MORE (Deduction was more)

The deduction amount sent by the overseas authority is more than expected for the period

LEFT O/S EMPLOY

The overseas payer left current employment before or during the period

ADD OS PAYER

An overseas payer who is not linked is to be added to the ERR

OTHER

for conversion purposes only

DLTE

The following code is only viewable on the Payer Employer Withholding Enquiry window. This status:

• displays when the employer reconciliation report for the pay date has been deleted
• does not update if the pay date is subsequently created

To identify if money was reconciled view the Actual Ded column.

If the amount displayed is:

• greater than 0.00, it indicates the pay date was created after deletion and then reconciled
• 0.00, an organisation follow up intray may be appropriate