ABSTUDY Additional Assistance 010-02050130

Is the customer an approved non-student traveller or an Away from Base student requesting assistance with the travel costs of one or more of their dependent children?

• Yes, see Non-student travellers for ABSTUDY. Procedure ends here
• No, go to Step 2

The student/Australian Apprentice may be eligible for Additional Assistance if they are eligible for ABSTUDY Living Allowance, and all the following apply:

• it is unfair or harsh to limit assistance to ABSTUDY entitlement
• their circumstances are unique or apply to a limited group. The grant of Additional Assistance will not result in inconsistent delivery of benefits
• covering the costs of the study or training program will assist to overcome the hardship
• the circumstance is not a result of negligent or imprudent actions by the customer, and
• a more appropriate source of assistance is not available from any other private organisation, Commonwealth or State Government agency

Do all of the above apply to the customer's circumstances?

• Yes, go to Step 7
• No, go to Step 3

The student may be eligible for Additional Assistance if they are:

• changing their residential college before the end of their contract and have incurred additional accommodation charges, and
• unable to negotiate removal or reduction of the charges with the college, and
• at risk of withdrawing from study due to financial hardship

The customer must provide evidence of the additional accommodation charges. Tell the student or Australian Apprentice of the above. If required, send a request for the documentation, see Requesting information (CLK).

Does the above apply?

• Yes, see Table 2 > Step 3
• No, go to Step 4

The student may be eligible for Additional Assistance:

• If all their ABSTUDY entitlements (except small residual payments) are paid directly to a board provider (this includes school vacations), and
• They meet one of the independence criteria for students without parental support:
• Orphanhood
• Parents unable to exercise parental responsibilities
• Unreasonable to Live at Home
• Special Adult Status
• Returning to an Indigenous community
• Non-custodial parent granted under parenthood
• Previous Lawful Custody (only secondary students aged 18 or over qualify under this criterion)

Does the above apply?

• Yes, see Table 2 > Step 1
• No, go to Step 5

The student may be eligible for Additional Assistance:

• If all their ABSTUDY entitlements (except small residual payments) are paid directly to a board provider, and
• they are single and eligible for ABSTUDY
• They also meet one of the following:
• independence criteria applicable to single students, or
• a student who was in State Care, and are no longer in State Care because of their age, and not in the care or custody of a parent or other person

Note: Students will need to demonstrate they have no access to financial support during the school vacations.

Does the above apply?

• Yes, see Table 2 > Step 2
• No, go to Step 6

The student may be eligible for Additional Assistance if they are:

• currently receiving Away from Home or Away from Base entitlements, and
• participation in or access to education or training is adversely impacted, either directly or indirectly, by an emergency or disaster

Does the above apply?

• Yes, go to Step 9
• No, the student does not meet the eligibility criteria for Additional Assistance. See Table 2 > Step 8

The student, Australian Apprentice, or family must be experiencing significant hardship that could be overcome by the grant of Additional Assistance.

The student, Australian Apprentice or family are considered to experience significant hardship in the following circumstances:

• fortnightly expenditure on essential items is equal to or exceeds the fortnightly income of the student/Australian Apprentice or student's/Australian Apprentice's family; and
• there are no financial reserves for the student/Australian Apprentice or student's/Australian Apprentice's family to draw upon

See the Resources page for examples of essential and non-essential items for Additional Assistance assessments.

Note: While general advice based on information provided by the customer can be given over the phone, the customer should test their eligibility, particularly in cases of discretionary decisions.

Is the student, Australian Apprentice or family experiencing significant hardship?

• Yes, go to Step 8
• No, the student does not meet the eligibility criteria for Additional Assistance. See Table 2 > Step 8

If the customer is claiming Additional Assistance, the customer will need to submit a claim verbally. Record details on a DOC. Include all of the following:

• a description of circumstances relating to customer's study/training program which have caused financial difficulty
• a statement of customer's or family's fortnightly income and expenditure
• verified evidence of the situation, for example, from education institutions, boarding establishments, welfare agencies
• an indication of the amount of assistance needed

The customer may need to provide evidence to support income and expenditure item claims. Tell the student or Australian Apprentice of the above. If required, send a request for the documentation, see Requesting information (CLK).

Has all information been provided for the claim to be assessed?

• Yes, see Table 2 > Step 3
• No, procedure ends here until the information is provided

Department of Social Services (DSS) will assess all Additional Assistance (Emergency) claims on a case-by-case basis. When a claim for Additional Assistance (Emergency) is submitted, Service Officers must:

• Record a Fast Note on the customer's record - Select Auto text, use Students, ABSTUDY & Apprentices > Claims - ABSTUDY > Additional Assistance (emergency) requested
• ensure the following information is included:
• details of the applicant
• details of individual student/s or apprentice/s impacted (CRN, name, emergency contact)
• a description of how the emergency or disaster situation has impacted the student's or apprentice's ability to undertake study or training
• an indication of the amount of assistance that is needed
• details of whom the assistance is to be paid to

Evidence is required to assess Additional Assistance (Emergency):

• Confirmation of emergency or disaster event via verbal confirmation, or through reputable website
• Confirmation of costs (such as: a statutory declaration, written confirmation from a Provider, or an invoice)

Once all evidence has been provided, escalate the claim for assessment by DSS by completing a direct SSO referral.

Has DSS provided a decision?

• Yes, and the advice was to:
• Grant the Additional Assistance, see Table 2 > Step 5
• Reject the Additional Assistance, see Table 2 > Step 8
• No, procedure ends here until a response is provided

A claim for Additional Assistance will not be required in all cases.

ABSTUDY Smart Centre Service Officers will identify students meeting one of the special independence criteria for students without parental support. These students do not need to lodge a claim. Confirmation that they have no access to financial support will be established by their Centrelink record.

Note: students who continue to meet one of the special independence criteria without parental support can qualify for Additional Assistance during school holidays (subject to personal income test). ABSTUDY Living Allowance and other boarding related payments will continue to be paid directly to their board provider. A social worker assessing continued eligibility of a student under the UTLAH criteria will look at any financial support the student receives. If that financial support is determined as not continuous or reliable and does not affect eligibility under the UTLAH criteria, the student's qualification for Additional Assistance is not affected as long as they meet the other requirements.

Confirm through the student's record if they meet the above criteria.

Does the customer meet the above criteria?

• Yes, the student is eligible for Additional Assistance over the vacation period. To calculate the entitlement, go to Step 3
• No, go to Step 8

A claim for Additional Assistance will not be required in all cases.

Single students eligible for ABSTUDY under other independence criteria or those who were in State Care (but no longer in State Care only because of their age) must lodge a claim each year.

• The claim needs to include confirmation they have no access to financial support from parent(s)/guardian(s), other family members or other sources during school vacations
• For students formerly in State Care, their claim will need to show they:
• have no access to financial support, and
• are not in the care or custody of a parent or other person during school vacations

Tell the student or Australian Apprentice of the above. If required, send a request for the documentation, see Requesting information (CLK).

Does the customer meet the above criteria?

• Yes, the student is eligible for Additional Assistance over the vacation period. To calculate the rate payable, go to Step 3
• No, go to Step 8

Varying assessments are required to determine the correct rate of Additional Assistance, depending on the reason for the claim. Select the appropriate option below.

The rate of Additional Assistance payable is assessed on a case-by-case basis when a student has incurred additional cost associated with accommodation.

Review the evidence provided outlining the additional charges and determine if they are reasonable costs.

Once the Additional Assistance rate has been calculated, go to Step 4.

For customers who are eligible for Additional Assistance over a vacation period, the Additional Assistance rate is paid at a rate equivalent of the following entitlements:

• Living Allowance
• Rent Assistance
• Remote Area Allowance
• Energy Supplement and/or Pharmaceutical Allowance

This is the same rate they would otherwise be entitled to (that the boarding provider receives). See Away from home rate for ABSTUDY.

The rate of Additional Assistance is subject to the personal income test applicable to all income affected related allowances. See Personal Income Test and Income Bank for ABSTUDY, Austudy and Youth Allowance (YA) students and Australian Apprentices.

Additional Assistance rate is paid for relevant vacation period (s) during the calendar year they are not residing at the boarding school or hostel.

The payment period of Additional Assistance starts when the student has left the boarding provider's care for vacation periods. This normally occurs within the last few days of the term. The period will end on the day the student returns to the boarding provider. A beneficial interpretation is used in determining the period the student is not in the boarding provider's care.

Any residual payment of these allowances that is made to the student will be deducted from the amount or rate of Additional Assistance payable.

Once the Additional Assistance rate has been calculated, go to Step 4.

Using all the information provided within the claim, determine the amount of Additional Assistance. This amount will be set at the lesser of that required to:

• meet the costs related to the customer's study or training program causing financial difficulties, or
• overcome the hardship, that is, address the imbalance between income and essential expenditure

Once the Additional Assistance rate has been calculated, go to Step 4.

The payment frequency will depend on the claim for Additional Assistance. Select the appropriate option below.

For students who are eligible for Additional Assistance over a vacation period, payment is made:

• in advance as single instalments for the period of the (three) short vacations that they are not boarding, and/or
• fortnightly in arrears for the period of the long vacation (For example from 1 January to the commencement of boarding in term one and from the end of boarding in term four to 31 December)

Once the Additional Assistance payment frequency is determined, process the payment. Go to Step 5.

Additional Assistance may be provided in the form of:

• a regular supplement to the student's Living Allowance, or
• a once-only payment where this will overcome the hardship

Once the Additional Assistance payment frequency is determined, process the payment. Go to Step 5.

On the Supplementary Education (EPSP) screen, update the following:

• Institution: field - should default from the Customer Study Details (EDC) screen in Process Direct or the Education Course Details (EDC) screen in Customer First, if there is only one current course, or as per the selection from the Customer Study Details (EDCH) screen in Process Direct or Education Course History (EDCH) screen in Customer First
• Event Date: field - record either the processing date, or the date the selected course is current. Note: any Additional Assistance regular supplement payments will start from this date
• Payment Type: field - key ADD
• Reason: field - key EXC (exceptional circumstances)
• Amount Claimed: field for:
• payments to students over a vacation period - leave blank
• all other claims - key the amount the student is claiming
• Amount Paid: field - record the amount to be paid to the customer
• Payee: field - key CUS (customer)
• Claim Details: field - record details which are relevant to the customer's situation relating to the payment they are claiming
• Frequency: field - either ONE (one off) or 2WE (fortnightly)
• End date: field - record the last date for 2WE (fortnightly) payments (if relevant)

Was Additional Assistance paid to support a student during the school holidays?

• Yes, go to Step 6
• No, go to Step 7

In Customer First create a manual review on the Review Registration (RVR) screen and complete the fields as follows:

• Service Reason: ABY
• Review Reason: REV (Manual Review)
• Due Date: 2 business days prior to the next vacation period
• Source: INT
• Date of Receipt: today's date
• Notes: 'Check eligibility for Additional Assistance for school vacation period XX/XX/XXXX. See OB 010-02050130 for assessment.'
• Keywords: BOARDER and URGENT
• Workgroup: leave blank
• Position: leave blank
• Transfer to Region: ABS

The review will mature on the Due Date coded in the RVR activity. Workload Management will allocate the review for manual action.

Go to Step 7.

Service Officers must record details on a DOC, or for Additional Assistance (emergency), annotate the Additional Assistance (emergency) requested DOC on the customer's record. The DOC must include the following:

• Relevant ABSTUDY policy reference
• Claim outcome: Grant
• Reason for grant:
• Amount paid:
• Paid to:
• Q888 issued: Yes/No
• APM: 99

Contact the customer/applicant or third party to advise the outcome, including appeal rights.

Issue a Q888 ABSTUDY Additional Assistance - Grant letter to the customer, applicant or third party to advise of the decision. See Creating a Q999 or Q888 letter

Procedure ends here.

Customer is not eligible for Additional Assistance.

Service Officers must record details on a DOC, or for Additional Assistance (emergency), annotate the Additional Assistance (emergency) requested DOC on the customer's record. The DOC must include the following:

• Relevant ABSTUDY policy reference
• Claim outcome: Reject
• Reason for rejection:
• Amount paid:
• Paid to:
• Q888 issued: Yes/No
• APM: 99

Contact the customer/applicant or third party to advise the outcome, including appeal rights.

Issue a Q888 ABSTUDY Additional Assistance - Rejection letter to the customer, applicant or third party to advise of the decision. See Creating a Q999 or Q888 letter

Procedure ends here.