Maintain Employer/Organisation Record Cuba Process Help 277-30010690

Start point: Organisation Find dialogue box of the Organisation List window

To search using a field in the Primary Search group box, key one search term into the corresponding relevant field.

Select Find to run the search.

Was a record found?

• Yes, the corresponding Organisation window will automatically open
• No, select OK to close the Information Detail dialogue box. This will return to the Organisation List window

To search using the fields in the Secondary group box:

• In the Legal Name or Trading Name field, key the first three letters of the organisation’s name followed by the asterisk (*) wildcard character. For information regarding how organisation names are entered onto Cuba see A Guide to Organisation Naming Convention

To refine the search:

• key the postcode options/range in the Post Code field, if known, and/or
• select the State from the State dropdown menu, if known

Select Find to run a search with the above parameters. The results will display in the Organisation List window.

Note: if a single record is returned, the Organisation window will open automatically. To return to the List Customer window, select , otherwise the search process is complete.

If multiple records are returned, a single record can be opened by highlighting the relevant record and selecting .

If more results are returned than can be displayed in the List Customer window without scrolling:

• select
• refine the search parameters by adding another letter to the Legal Name or Trading Name before the wildcard, and
• search again by selecting

If no record is found, select the OK button to close the Information Detail dialogue box.

If no results are returned, it is likely that an organisation record with the specified details does not exist.

When a notice needs to be issued to an individual or organisation with no ABN, Employer Services will request EL1 approval to create a new organisation in Cuba.

In ICP, complete a name search to get:

• the full name of the individual or organisation
• postal address
• telephone number
• Tax File Number

Complete the Add attributes request macro and key the:

• full name of the individual or organisation in the Legal Name and Trading Name fields
• individual or organisation’s TFN in the ABN field

Start point: Organisation List window

Select . This opens the Organisation Detail window, where all the fields are blank and enterable. Select [Tab] on the keyboard after each of the following entries, to go to the next required field.

In the Organisation group box:

• select the appropriate organisation type from the Type dropdown menu. See Entity types and their primary contacts, to make sure the correct type is selected.
• do not select the Parent tick box, leave this blank
• key the organisation’s Australian Business Number and Client Activity Centre number in the ABN/CAC field

Note: get EL1 approval before creating an organisation without an ABN.. To get approval, forward an email to a team leader providing reasons why the organisation needs to be created without an ABN and the searches conducted. The team leader will liaise with the Employer Services EL1 to get approval.

• key the organisation’s Tax File Number in the TFN field

In the Organisation Name group box:

• key the organisation's legal name in the Legal Name field
• key the organisation's trading name in the Trading Name field (if this differs to the legal name)

Note: the Legal Name and Trading Name fields have a limit of 38 characters (including spaces). See A Guide to Organisation Naming Convention if the full legal or trading name is unable to be recreated in full.

Add a note in the Organisation Detail window notepad with the entities full legal name for future reference.

In the Address group box:

• select the address type from the Type dropdown menu
• key the first 2 lines of the customer’s address in the Line 1 and/or Line 2 fields
• key the suburb into the Suburb/Town field
• select the State from the dropdown menu. For an international address, select <NONE>
• key the postcode in the Postcode field. For an international address, this field will be disabled

If the address is an international address:

• select the country from the Country dropdown menu
• key the postcode or equivalent into the OS Pcode field

In the Phone Numbers group box:

• select the relevant number type from the Type dropdown menu
• in the first Number field, key the area or dialling code if required. Then key the rest of the number in the field that appears after the dash (-)
• Select

Repeat the above steps if the organisation requires a Registered and/or Business address or Mobile and Fax numbers added, selecting after each new entry.

Once created the organisation must be locked. See Transfer or lock a customer Cuba Process Help.

See ES Miscellaneous tools for the Quick Locking Checklist and National Cuba positions resource documents which have further information regarding locking and routing rules for organisations.

To enable notices to be issued to this organisation or an employee be linked to this employer, go to:

• Table 3 Manage employer pay cycles, or
• Table 5 Manage employer attributes

Start point: Organisation Detail Window

To add a pay cycle, go to Step 2.

To end a pay cycle, go to Step 3.

Select the Pay Cycles button to open the Pay Cycles dialogue box

In the Pay Cycles dialogue box:

• select the appropriate pay cycle from the Cycle dropdown menu
• key the date the pay cycles commences in the Cycle Start Date field
• key the date the employee is paid relevant to the pay cycle start date in the Next Pay Date field
• select Update to List to apply the pay cycle to the List box
• select OK, to return to the Organisation Detail window
• select

Go to Step 4.

Select the Pay Cycle button to open the Pay Cycles dialogue box.

In the Pay Cycles dialogue box:

• double click the pay cycle that is required to be ended. This populates the fields in the Pay Cycle dialogue box with the dates relevant to the cycle
• change the date in the Cycle End Date field to a date that is the day after the Next Pay Date displayed in the List box
• select Update to List
• select OK, to return to the Organisation Detail window
• select

Go to Step 4.

Select to open the Notes window and create a note. Make sure the documentation required is made in reference to Documenting Child Support information and Employer Services documentation - Where to document.

Start point: Payer Employer Relationship window

In the Employee Information group box:

• select adjacent to Pay Cycle to open the Employer Pay Cycles dialogue box
• select the pay cycle that the customer should be linked to
• select OK to return to the Payer Employer Relationship window
• select the next pay date in the First Pay Date dropdown menu
• select

Select to open the Notes window and create a note. Make sure the documentation required is made in reference to Documenting Child Support information and Employer Services documentation - Where to document.

The following letters will be generated on saving:

Payer:

• PAD7-2-Copy of Schedule to Employer
• PAD6-2 – Schedule of deductions
• CE03-2 - Payer Payment Arrangement-Interim (if EWA is established)

Employer:

• PAD7-3 - Employer cover letter and employees schedule of Child Support Deductions. Information on how to make immediate payments is included in the letter
• PAD6-1 - An introductory letter used when the paying parent was not previously linked to that employer. (New deductions) letters will generate to the Payer and employer to notify them of this change

Check the letters for accuracy.

Start point: Organisation Detail window

To add attributes, go to Step 2.

To remove attributes, go to Step 3.

Select Attributes. This opens the Notice/Purpose Attributes dialogue box.

In the Current Attributes group box:

• select the radio button appropriate to the type of organisation in the Organisation Group box
• tick the notices that will be able to be issued to the organisation (based on the organisation type selected) in the Notices group box
• key any comments relevant to the organisation in the Comments field
• select OK to return to the Organisation Detail window
• select

Go to Step 4.

Select the Attributes button. This opens the Notice/Purpose Attributes dialogue box.

In the Current Attributes group box:

• select the ticked tick boxes of any current attributes that are to be removed
• select the OK button, to return to the Organisation Detail window
• select the icon

Select to open the Notes window and create a note to document the details of the organisation and any other information not already captured in Cuba. Make sure that the documentation required is made in reference to Documenting Child Support information and Employer Services documentation - Where to document.

If a link is required at this point, copy the organisations CSID, and go to Employer withholding (Linking) Cuba Process Help.