International Disbursements - foreign cheque payments in 277-08070000

Overseas cheques are processed on the day they are received.

Record the receipt of each cheque in the Cuba record of the payer using the following selections:

• Written com In
• Case - select case number (if multi, leave blank)
• Reason - Debt negotiation
• With - select either Client or Central Authority (CA)
• Category - select enforcement for CA, or other for customer
• Issues - other
• Subject heading - Foreign currency cheque received

In the notepad document the following:

'A foreign cheque payment has been received and will be returned as Services Australia can no longer accept foreign currency cheques or international money orders, details are as follows:

Customer Payment Reference Number (CPRN): **** **** **** **** (16 digit reference number)

Drawer: for example, HMCTS Bedfordshire (Payer First name and Surname on Cuba entered in brackets)

Bank: for example, NatWest

Branch: for example, Westminster

Cheque No.: ******** ** **** ********

Currency: for example, GBP

Amount: for example, £75.00

Cheque Date: XX/XX/XXXX'

If this is the first cheque received use the Customer payment reference number calculator to obtain the 16 digit reference number.

Using the appropriate pre-approved letter text prepare a unique letter to the sender advising the cheque cannot be processed as Services Australia can no longer accept foreign currency cheques or international money orders.

The letter may be issued to either the paying parent or the overseas Central Authority. Print the letter locally and include the cheque in the envelope with the letter.

• UQ46.01 - Small cheque returned - customer
• UQ46.00 - Small cheque returned - Central Authority

The Resources page contains a link to these letters.

Update the Cheques Returned Register in the Central Authority Team shared drive folder > Disbursements > CSA Foreign Cheques RETURNED 2025-26.

Record the details of each cheque using the following selections:

• 16 digit CPRN
• The drawer (include the payer name in brackets if different)
• the bank
• the cheque number
• the currency
• the overseas amount
• the date received
• the date returned

Save the spreadsheet.

Place the photocopy of the cheques, and the spreadsheet printout in the other large envelope labelled ' Int Cheques'. These are filed in the disbursements locker and transferred to secure storage in bulk lots.

Note: send any correspondence received with cheques to the mail team for action and then batch filed as per Classifying child support images.

Overseas cheques are processed on the day they are received.

Record the receipt of each cheque in the Cuba record of the payer using the following selections:

• Written com In
• Case - select case number (if multi, leave blank)
• Reason - Debt negotiation
• With - select either Client or Central Authority (CA)
• Category - select enforcement for CA, or other for client
• Issues - other
• Subject heading - Receipt of payment

In the notepad document the following:

'An Australian Dollar cheque has been received and was forwarded for processing to:

Fuji Xerox

Details are as follows:

CPRN:

Drawer:

Bank:

Branch:

Cheque No.:

Currency: AUD

Amount: $

Cheque Date: XX/XX/XXXX'

If this is the first cheque received use the Customer payment reference number calculator macro to obtain the 16 digit reference number.

Where information is missing or inconsistent, the cheque may not be able to be forwarded to process. See Table 3 for further information.

Open the AUD Cheque spreadsheet, located at:

• G:\Int\DHS_International_Child_Support\Central_Authority_Team\Disbursements\Foreign and Domestic Cheques\CSA AUD Cheques 16-17

Record the details of each cheque using the following selections:

• today’s date
• 16 digit CPRN
• the drawer
• the amount

Save the spreadsheet.

Each cheque must have a payment slip attached to it, hand write one if the customer did not include one with the cheque. Information on the payment slip includes:

• client name
• CPRN
• date payment processed (today’s date)
• amount

Photocopy the cheques and place them with attached payment slips in a sealed envelope. Place the envelope in a medium Australia Post Express Post envelope and address to:

Fuji Xerox

Write the tracking number on the ‘Int Cheques’ envelope for that day and record the tracking number on the spreadsheet. Do not remove the tracking number from the Express Post Envelope. Deliver the package to the mail room by 2pm.

File the photocopy of the cheques in Australian dollars and spreadsheet in the same large filing envelope used for foreign currency payments that day.

Note: any correspondence received with cheques must be forwarded to the mail team for action and then batch filed as per Classifying child support images.

The Resources page contains a link for contact details for the Child Support Cash Management Team.

If a cheque is received that cannot be forwarded for processing it must be returned to the customer or Central Authority with a letter explaining the issue. This could be due to:

• incorrect details on the cheque
• amount and written figure do not match
• no signature/date/currency or other field not completed
• cheque is stale or post dated
• corrections have not been initialled by the customer
• unable to identify the customer

Create a unique letter using free text to the customer/Central Authority/Court advising why Child Support was unable to process the cheque. Locally print the letter and include the cheque, ensuring details of the letter and cheque are documented in the payer's Communication window.

See:

• Letters Cuba Process Help
• Documenting Child Support information in Cuba

Paste a copy of the letter issued and record in Cuba if the cheque has been returned to the customer/CA.

The letter must be approved by an APS6 officer or above.

• RBA will notify International Disbursements of any cheques they are unable to process or have dishonoured
• Depending on the circumstances the cheque may be returned with an attached slip advising the reason or an email is sent detailing that a dishonour has occurred
• Locate the Communication notepad in Cuba with details of when the cheque was originally processed. Add a new notepad explaining the reason the cheque has been sent back by the RBA. Reference the explanatory letter from Step 1 being sent to the customer or CA
• If a cheque has dishonoured check the Payer Account window to make sure the amount originally credited to the payer has been reversed