Processing Fares Allowance and Away from Base entitlements in advance or reimbursements 010-02100050

Applicants (student, parent/guardian or third party who incurred the cost) enquiring about claiming Fares Allowance (FAA) reimbursement or additional costs associated with travel already undertaken need to lodge an ABSTUDY Fares Allowance Claim (SY032) form to assess FAA eligibility.

For applicants claiming payment in advance or reimbursement for an Away from Base (AFB) activity, see Approval of ABSTUDY Away from Base assistance for document lodgement requirements.

For organisations claiming reimbursement of AFB assistance for multiple travellers, they must submit the ABSTUDY Reimbursement Authorisation - Booking Form to the ABSTUDY Smart Centre Away from Base Team via the positional mailbox.

Has the applicant (student, parent/guardian or third party who incurred the cost) lodged an ABSTUDY FAA Claim (SY032) or ABSTUDY Reimbursement Authorisation - Booking form?

• Yes:
• Telephony Service Officers, go to Step 2
• Travel and Away from Base Service Officers, go to Step 4
• No, for:
• reimbursement, go to Step 7
• AFB funding paid in advance, go to Step 8
• AFB acquittals, see Table 3

Access the Travel Management Application.

Has the applicable FAA or AFB reimbursement claim already been assessed?

• Yes, advise applicant of the outcome. Procedure ends here
• No, go to Step 3

See Completing the ABSTUDY Fares Allowance Claim (SY032).

Has the SY032 been completed in full and all required information to assess the claim been provided?

• Yes, and the applicant:
• does not meet the criteria for immediate priority processing, advise the claim will be assessed as soon as possible
• meets the criteria for immediate new claim priority processing, refer the claim to a Team Leader (TL) according to the local site escalation process. If the TL cannot allocate the claim for priority processing under approved local site escalation processes, create an open Fast Note, select Auto text, use Students, ABSTUDY & Apprentices > ABSTUDY Travel > ABSTUDY FAA/AFB Reimbursement. If the reimbursement is for an Away from Base activity, add the keyword AFB
• No, advise the applicant to lodge the required documentation so an assessment can be made

Note: if the completed SY032 is not 'open' for allocation in Workload Manager, send a Fast Note to the ABSTUDY Travel Team. Use the Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > Fares Allowance > Fares Allowance ACTDOC.

Add in the keywords:

• ABY
• TRAVEL
• AFB - only if the reimbursement is for an Away from Base activity

Procedure ends here.

ABSTUDY FAA and AFB claims must be lodged by the relevant closing date. See Start and closing date for ABSTUDY claims.

Has the applicant (student, parent/guardian or third party who incurred the cost) lodged the ABSTUDY Fares Allowance Claim (SY032) or ABSTUDY Reimbursement Authorisation - Booking form by the relevant closing date, or been granted an extension of time to lodge their claim?

• Yes, go to Step 5
• No, the applicant is not eligible for FAA or AFB reimbursement. See Table 3 to code the rejection in the Travel Management Application (TMA)

Is the traveller eligible for ABSTUDY FAA or Away from Base assistance?

• Yes, go to Step 6
• No, the applicant is not eligible for FAA or AFB reimbursement. See Table 3 to code the rejection in the TMA

Approved travellers will not qualify for FAA or AFB reimbursement if:

• They have utilised frequent flyer points or other reward points to undertake their trip and are seeking reimbursement of FAA.
  FAA may be reimbursed for a non-frequent flyer portion of a fare where evidence is provided. For example, an approved traveller booked a flight using a combination of frequent flyer points and payment
• Quotes or purchase orders are lodged
• Travel was organised directly with a travel carrier or travel agent on the provision ABSTUDY would reimburse these costs directly to the provider

Note: FAA or AFB reimbursement can only be paid if proof of payment for travel arrangements has been provided. Paid tax invoices, receipts and/or travel tickets must be lodged as proof of payment.

Does the approved traveller meet one or more of the above?

• Yes, the applicant is not eligible for FAA or AFB reimbursement. See Table 3 to code the rejection in the TMA
• No, see Table 2 > Step 1

Advise the applicant to complete the ABSTUDY Fares Allowance Claim (SY032) with details of the journey undertaken and/or additional costs associated with the travel.

The Resources page contains a link to online forms.

Procedure ends here.

Prior to paying AFB funding in advance, these checks need to be made:

• Confirm the activity is approved in principle by reviewing the Display on Access (DOA) DOC on the education provider’s and student’s record
• If assessing a submission from an education provider for bulk funding, confirm acquittal of any earlier bulk funding has been completed and any unacquitted funds have been repaid. For acquittal requirements, see Assessing and processing ABSTUDY Away from Base activities
• Calculate Travel Allowance entitlement, see Approval of ABSTUDY Away from Base assistance

Is the activity approved in principle and the entitlement calculated?

• Yes, see Table 3
• No, advise applicant what is required before funding can be paid in advance. Procedure ends here

The cost of travel and any additional costs associated with travel may be reimbursed after the journey.

Note: FAA or AFB reimbursements are still payable where:

• student and/or non-student traveller meets eligibility criteria for FAA or AFB assistance, but
• travel has not been undertaken due to unforeseen and exceptional circumstances, and
• travel costs or non-refundable additional costs (such as an accommodation deposit) have been incurred

Evidence of non-refundable cost must be provided.

These days and trips are not counted towards the student’s annual limits on Away from Base or FAA.

If the applicant is:

• claiming for the cost of the travel, go to Step 2
• only claiming for additional costs, go to Step 7
• only claiming for Travel Allowance, go to Step 9

If an approved traveller has not taken a direct route home or back to their study location, and/or they did not travel using the appropriate mode of transport, they will only be reimbursed FAA at the rate of the appropriate mode of transport for the most direct route.

Has the approved traveller travelled to/from an appropriate travel destination via an appropriate mode of transport?

• Yes, go to Step 3
• No, go to Step 5

Was the appropriate mode of transport a private motor vehicle?

• Yes, go to Step 4
• No, the approved traveller is eligible for reimbursement as per the costs of the tickets lodged with their claim. See the Resources page for examples of reimbursing ticket costs. Go to Step 6

The applicant must provide evidence the journey has been undertaken. Evidence may include:

• petrol receipts, however, they are not to be used when calculating the rate of MVA
• attendance sheet or statement from the institution confirming the approved traveller's attendance
• Away from Base acquittal form confirming the approved traveller's attendance

See the References page for MVA rates and the Resources page for examples to assist with calculation and a link to determine engine capacity where engine capacity is not stated.

Note: Google Maps is to be utilised to calculate the distance in kilometres for MVA assessments, see the Resources page for a link.

Has the applicant provided proof of the journey?

• Yes, the approved traveller will be eligible for reimbursement as per the current MVA rates. Go to Step 6
• No, the applicant is not eligible for FAA reimbursement. See Table 3 to code the rejection in the TMA

Determine the cost of the most appropriate mode/s of transport.

The applicant is eligible for reimbursement as per the cost of the appropriate mode/s of transport, or the cost of the ticket/s paid - whichever is cheaper. See Resources page for examples of reimbursing ticket costs.

Go to Step 6.

Were there costs associated with the travel (such as transport terminal transfers or accommodation costs)?

• Yes, go to Step 7
• No, for:
• AFB reimbursements, go to Step 9
• All other reimbursements, go to Step 10

To determine if the additional costs are approved, see Additional costs associated with travel for ABSTUDY.

Are the additional costs approved?

• Yes, for:
• AFB reimbursements, go to Step 9
• All other reimbursements, go to Step 10
• No, go to Step 8

Advise the applicant the additional costs are not approved and they will not be reimbursed for these costs.

Was the claim for additional costs only?

• Yes, the applicant is not eligible for FAA reimbursement. See Table 3 to code the rejection in the TMA
• No, for:
• AFB reimbursements, go to Step 9
• All other reimbursements, go to Step 10

To calculate the applicant entitlement to Travel Allowance, see Approval of ABSTUDY Away from Base assistance.

Once entitlement is calculated, go to Step 10.

The applicant is eligible for FAA and/or AFB reimbursement.

Calculate the total amount of FAA, AFB and/or additional costs to be reimbursed.

Note: applicants requesting an Urgent Payment of their FAA must meet the usual eligibility requirements to receive an immediate payment, that is, unusual and unforeseen circumstances.

See Table 3 to code the reimbursement in the TMA.

The entitlement Start and End Dates must be checked to prevent any errors when finalising the activity.

In the students record, check the:

• Start Date, navigate to the Education Payment Start Date (EPDC) screen, and locate the entitlement Start Date
• End Date, navigate to the Education Allowance (EPAH) screen, and locate the applicable cancellation From date

Reimbursement or payment in advance activities require a booking to be created in the Travel Management Application (TMA) with a Booking Status of Reimbursed.

For non-student travellers, the current process of linking to a student or notional student booking within the TMA still applies. The reimbursement is then keyed on the student's booking. This coding cannot be carried out against any other traveller type.

For organisations who claim reimbursement for multiple students, the total amount must be apportioned between each student to reflect their actual individual cost. See the Resources page for examples.

Note: where a completed reimbursement activity has been paid to an incorrect payee, the variation cannot be completed in 1 activity. Reject the component leaving the payee details unchanged and finalise the update in the TMA and Process Direct. A debt will be raised against the applicable debtor. Navigate back to the TMA and reselect the rejected component. Recode with the new payee details and applicable result. Finalise the activity to generate payment to the correct payee.

For:

• bulk reimbursement activities from organisations, including claims for additional costs only, go to Step 3
• individual FAA reimbursement activities, including claims for additional costs only, go to Step 4
• reassessments of previously completed AFB or FAA reimbursement claim activities, go to Step 5
• acquittal of AFB assistance paid in advance, including reassessments of non-acquitted funds, go to Step 8
• rejection/non-acquittal of AFB assistance paid in advance, go to Step 9
• payment of AFB assistance in advance or as a reimbursement, go to Step 10

Organisations claiming reimbursements for multiple travellers must submit the below to the ABSTUDY Smart Centre Travel Team via the positional mailbox for processing:

• ABSTUDY Fares Allowance Claim form (SY032), and
• ABSTUDY Reimbursement Authorisation - Booking Form

To process a reimbursement claim for an Organisation:

• save the ABSTUDY Reimbursement Authorisation - Booking Form to the desktop
• select the Travel Management tile from the Process Direct landing page. Note: this access only allows selection of the Maintenance tab in the TMA. Only use when uploading input spreadsheet as part of a group upload
• follow the process in Table 2 in Authorising and coding pre-booked Fares Allowance (FAA) entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES) to complete the group upload
• once the booking is created, check the Booking Upload Log for any errors, such as CRNs failing validation or duplicate bookings. Key the fields as per the reimbursement claim
• update the Date of Receipt field to the date the claim was received by the agency

Note: due to system limitations, if the student is/was in receipt of Schooling A, code requests for payment in advance or reimbursement of a residential school activity using the Special Purpose Travel reason. Code requests for payment in advance or reimbursement of a Testing and Assessment activity using the Orientation/interview Travel reason. Use the Course ID relevant to the Schooling A entitlement in each case.

Go to Step 10.

To process a reimbursement claim for an individual student or non-student traveller, create a new booking:

• Access the Travel Management Application (TMA) in the relevant customer's record
• select Create New Booking
• the fields as per the reimbursement claim, see Table 5 in Authorising and coding pre-booked Fares Allowance (FAA) entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES)

Check to ensure the:

• Course ID relevant to the travel dates is selected on the Overview tab
• Date of Receipt field is corrected to the date the claim was received by the agency
• Booking Status is set to Reimbursed
• Forward Travel Date and Return Travel Date reflect the actual period of travel

Note: due to system limitations, if the student is/was in receipt of Schooling A, code requests for payment in advance or reimbursement of a residential school using the Special Purpose Travel reason. Code requests for payment in advance or reimbursement of a Testing and Assessment activity using the Orientation/interview Travel reason. Use the Course ID relevant to the Schooling A entitlement in each case.

Select Save and then navigate to the Reimbursements tab.

Select Edit and then select Create Reimbursement.

Go to Step 10.

Reimbursement activities may require reassessment because further evidence has been supplied or there has been a formal review of a decision.

Reassessments can include:

• varying an existing component to generate arrears, including where components have been rejected
• varying an existing component to raise an overpayment
• varying an existing component to change the payee
• adding a new component to a previously reimbursed activity

Was the forward travel date after the ABSTUDY entitlement start date and before the end date?

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

To vary/add a component in an existing reimbursement activity, access the TMA in the relevant customer's record and locate the applicable Booking ID#.

To vary an existing component type, navigate to the Reimbursements tab:

• select the applicable Component Type
• select Edit
• Go to Step 10

To add a new component type, navigate to the Reimbursements tab:

• Select Edit
• Select Add Component
• Go to Step 10

The Travel Assessment Date cannot be altered once the activity has been completed. To pay any additional entitlement a new booking will need to be created.

Note: only the additional entitlements are required to be coded in the new booking. See Resources for an example.

• Access the TMA in the relevant customer's record
• select Create New Booking
• the fields as per the reimbursement claim, see Table 5 in Authorising and coding pre-booked Fares Allowance (FAA) entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES)

Check to ensure the:

• Course ID relevant to the travel dates is selected on the Overview tab
• Booking Status is set to Reimbursed
• Forward Travel Date and Return Travel Date reflect the actual period of travel

Select Save and then navigate to the Reimbursements tab.

Select Edit and then select Create Reimbursement.

Go to Step 10.

To acquit Away from Base components paid in advance, locate the applicable Booking ID#.

Navigate to the Reimbursements tab:

• Select the component to be acquitted
• select Edit
• Update the Assessment Outcome field to Acquitted

Note: due to system limitations, if a component was previously rejected due to non-acquittal and a reassessment is being completed the Result must remain as Rejected.

Is an update required to the Away from Base components paid in advance?

• Yes, for components with a Result of:
• Rejected, to pay additional entitlements create a new booking. Go to Step 10
• Rejected, and the customer is entitled to non-refundable costs only, finalise the acquittal and adjust the debt. Go to Step 15
• Approved, go to Step 10
• No, go to Step 15

To reject Away from Base components paid in advance that have not been acquitted by the required due date, locate the applicable Booking ID#.

Navigate to the Reimbursements tab, select the component to be rejected then Edit. Complete the Component Details:

• Amount Paid: 0.00
• Result: Rejected
• Rejection/Variation Reason: Not A Qualifying Student
• Assessment Outcome: Paid In Advance

Go to Step 15.

Access the TMA in the relevant customer's record, then select Create New Booking.

Complete the fields as per the claim, see Table 5 in Authorising and coding pre-booked Fares Allowance (FAA) entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES).

Check the following to ensure the:

• Course ID relevant to the travel dates is selected on the Overview tab
• Date of Receipt field is corrected to the date the claim or additional information was received by the agency
• Booking Status is set to Reimbursed
• Travel Reason is set to Away from Base
• Forward Travel Date and the Return Travel Date reflect the actual period of the travel and/or Away from Base activity

Select Save.

For an Away from Base activity being paid in advance or as a reimbursement:

• navigate to the Reimbursements tab
• select Edit and then select Create Reimbursement

Complete the Reimbursement fields:

• Travel Assessment Date: defaults to the Forward Travel date from the Bookings tab, but can be altered. The date can only be altered on input of the initial component. For any subsequent components, the date will auto-default based on the initial entry. The Travel Assessment Date must be altered in the following circumstances:
• Where a student has ceased studies early or has been expelled, change the date to one day earlier than date the student ceased
• To release a payment in advance where an Away from Base student needs funds paid prior to an activity (for example, to secure accommodation)
• Date of Receipt: defaults to the Date of Receipt (DOR) entered on the Bookings tab. DOR will need to be altered and corrected to the date the claim or additional information was received by Services Australia. For any subsequent components, the DOR will auto-default based on the date entered on the initial component. If the DOR is altered on any component, it will change on all components within the reimbursement activity
• Component Type: select the applicable component - Accommodation, Fares, Meals or Motor Vehicle Allowance
• Amount Claimed: for this student, input the total amount claimed for the component. When acquitting AFB assistance and issuing the shortfall in a new booking, only input the amount to be paid not the full entitlement
• Amount Paid: input the amount to be paid for the component. When acquitting AFB assistance and issuing the shortfall in a new booking, only input the amount to be paid not the full entitlement

Continue the reimbursement coding:

• Payee Type: select either Customer, Organisation or Third Party Person
• Payee (CRN/ID): for Payee Type:
• Customer, defaults to the student's CRN
• Third Party Person, this will display a Payee ID# once the Payee Name has been selected
• Organisation, the organisation CRN must be entered. For process to locate the correct ORG CRN and to check the bank details, see Creating and updating Organisation records for ABSTUDY and Assistance for Isolated Children (AIC) purposes
• Payee Name: for Payee Type:
• Customer, defaults to the student's name
• Third Party Person field allows a selection to be made from existing payees recorded on the Payment Instruction Summary (PIPS) screen in the student's record
• Organisation, this defaults to the Organisation name applicable to the Payee CRN

Continue the reimbursement coding:

• Result: select the applicable result:
• Approved, use when the amount claimed and amount paid are equal
• Rejected, when there is no eligibility to FAA and/or AFB assistance, or for AFB component/s that have not been acquitted
• Varied, use when the amount paid is less than the amount claimed or the payee was not entitled to all funds when completing a reassessment
• Rejection/Variation Reason: select the applicable rejection or variation reason
• Assessment Outcome: select the applicable outcome:
• Reimbursed, used for all FAA and AFB reimbursements
• Paid in Advance, to pay AFB assistance in advance to the student or education provider
• Acquitted, to confirm that AFB assistance has been reconciled. Also select this outcome if a new booking has been created to pay any shortfall

If another component type is required, select Add Component and complete the Reimbursement fields displayed, using details in steps 11-13.

Note: the same component type cannot be added to a reimbursement activity more than once. If a claim requires the same component type to be paid to different payees, 2 separate bookings / reimbursement activities are required on the student record. To ensure no errors, each reimbursement activity must have a different Travel Assessment Date.

Is the Forward Travel Date prior to the Start Date or after the End Date?

• Yes, go to Step 14
• No, go to Step 15

The date entered in the Travel Assessment Date field on the Reimbursements tab populates the Travel Date field on the Travel Details (TRVD) screen.

Bookings that include return travel, the Return Travel Date field on the Bookings tab populates the Return Date field on the TRVD screen.

If the forward travel occurred prior to the entitlement Start Date:

• Alter the Travel Assessment Date to a date that is on or after the Start Date. Do not amend the Forward Travel Date field on the Bookings tab
• Where the booking includes return travel, alter the Return Travel Date field on the Bookings tab to the Travel Assessment Date +1

If the forward travel occurred after the entitlement End Date:

• Alter the Travel Assessment Date to a date that is before the End Date. Amend the Forward Travel Date field on the Bookings tab to the same date
• Where the booking includes return travel, alter the Return Travel Date field on the Bookings tab to the Travel Assessment Date +1

Note: when the reimbursement activity is finalised, correct the travel date/s on the Bookings tab to reflect the actual period of travel.

When Fares Allowance and Away from Base claims are finalised, letters are automatically created for each payee recorded on the Reimbursements tab.

The Issue Letter toggle should be changed based on the activity being processed.

• For Reimbursements, select:
• Yes for all Fares Allowance and Away from Base reimbursements submitted by individual students, parent/guardians or third parties
• No for bulk reimbursement claims from Organisations. issue a Bulk reimbursement to an organisation email and Reimbursement Report to the organisation
• No for a payee when completing a reassessment if only changing the result for that payee. This prevents a letter from being sent to unaffected payees
• No for any reassessment of reimbursements resulting in a reduction to an amount paid, that is, either rejecting component/s or varying to a lower amount, unless the reassessment results in a rejection of all components to a payee. The payee will be advised of the overpayment via the account payable letter
• For Away from Base paid in advance and acquittals, select:
• Yes when acquitting travel allowance for an individual student and the student was entitled to all funds
• No for payment in advance. Send a Q888 letter or email to the applicable payee
• No if an overpayment has occurred as the activity was not acquitted or the student was not entitled to all funds. The payee will be advised of the overpayment via the account payable letter

Select Save.

See the Resources page for manual letter and email templates and Reimbursement Report templates.

Attach all documentation supporting the reimbursement assessment (such as the claim form and receipts) to the reimbursement on the student's record for individual claims or the group booking where there are multiple travellers. See Travel Management Application (TMA).

All activities require a Note to be recorded on the traveller’s booking. For bulk reimbursements, payment in advance and acquittals, also record a Note on the group booking.

For assistance recording a Note, see Travel Management Application (TMA).

To ensure the Note meets Getting it Right (GIR) Minimum Standards, use the applicable ABSTUDY Travel Minimum DOC Standards template. See the Resources page for the ABSTUDY Travel Minimum DOC Standards.

Away from Base

Further details which may be included in the Note are:

• Single Room Approval: (reason granted)
• Group booking only - names of students who undertook the activity

To ensure clear and accurate recording of the period and cost of activities, annotate the AFB Approval in Principle DOA DOCs on the students and third-party organisation records using the applicable AIP DOC Annotation template.

Once all necessary coding is saved on the Reimbursements tab of the applicable Booking ID#, the Change of Circumstance activity (CoC Status) will show as Draft.

To finalise the reimbursement activity:

• Navigate to the Reimbursements tab and select the ID number hyperlink of any component
• Process Direct will open in a new window
• Select Process
• Select Assess. The Entitlements (ELD) screen will display
• To confirm the correct outcome for each component:
• Customer payee type: view the result by navigating to the Payment Summary (PS) screen in Process Direct within the activity
• Third Party or Organisation payee type: access the customer's record in Customer First while still in the provisional activity in Process Direct. Select the started activity from the Event Summary (ES) screen and navigate to the PS screen. Select the applicable payment from the PS screen and navigate to the Payment Details (PD) and Third Party Payment Details (PDD) screens to view the result
• Customer First should only be accessed to confirm the correct third party payee. Do not amend or finalise the activity in Customer First
• If the outcome results in unexpected arrears or a Before Limiting Date (BLD) line, this must be actioned in Process Direct prior to finalisation, see Payment of arrears after reassessment and stopping a payment
• Select Finish
• Copy the DOC from the Note tab to the dialogue box displayed
• Select Finalise and close the message box which confirms the activity has been finalised
• Close Process Direct and return to the TMA
• The CoC Status will still show as Draft. To ensure the status displays correctly, navigating to another tab in the TMA and back to the Reimbursements tab will refresh the CoC Status to Completed
• If the Return Travel Date field on the Bookings tab was altered to allow for payment of travel that occurred prior to the Start Date, this must be corrected back to the actual date of the return travel. Where the reimbursement activity has been selected for quality checking, this correction must occur after completion of the quality check

Note: if the ID number hyperlink is selected and the activity is not completed in the secondary Process Direct window (for example, an error was encountered and the secondary Process Direct window is closed to resolve the error), the CoC status in the TMA will display For Manual Action. This status denotes a started activity, which must be finalised via Process Direct. Cancel the started activity in Customer First, do not amend or finalise the reimbursement activity in Customer First. Once the activity in Customer First is cancelled, reselect the ID number hyperlink in the TMA and follow the process as above.

While the TMA will auto-record the decision within the Notes tab, the outcome must also be recorded on a DOC on the Document List (DL) screen in the relevant record/s.

Delete all the customer information from desktop and local drives when all required action is taken.

Is the assessment for Away from Base assistance being paid in advance?

• Yes, go to Step 19
• No, if the customer:
• has an overpayment due to non-acquittal or reassessment of assistance paid in advance/reimbursed, go to Step 18
• does not have an overpayment, procedure ends here

If a customer does not acquit Away from Base assistance paid in advance within the allowable timeframe, an overpayment will be raised. If evidence of the student’s participation or exceptional circumstance is later provided, the overpayment must be reassessed.

If a FAA reimbursement is reassessed and the payee was not entitled to all funds paid, an overpayment will occur.

Days and trips raised as an overpayment are not counted towards the student’s annual limits on Away from Base assistance or FAA.

If the payee is entitled to:

• all funds, finalise the debt 'no debt' (FND). See Finalised 'no debt' (FND) or 'zeroing' debts that are not legally recoverable
• some funds, and the debt is:
• undetermined, raise the debt and adjust the calculated amount on the Modify/Assess Debt (OPMA) screen. See Raising ABSTUDY debts
• determined, adjust the calculated amount on the Debt Amount (OPDA) screen. See Changing account details on debts raised in the Debt Management and Information System (DMIS)
• no funds, raise the debt. See Raising ABSTUDY debts

Record a Note on the relevant Booking in the TMA detailing actions taken.

Procedure ends here.

Set a review for acquittal of Away from Base assistance paid in advance.

This may include any travel allowance that was paid for an activity in the next financial year based on current year rates. This allowance will need to be adjusted once the correct rates become available.

In Customer First, create a manual review on the Review Registration (RVR) screen on the record of the recipient of the funds. Complete the fields as follows:

• Service reason: ABY
• Review reason: REV (Manual review)
• Due date: one calendar month after end of activity
• Source: INT
• DOR: today's date
• Notes: 'Acquittal/POA required for AFB. Advance funding period: DD/MM/YYYY to DD/MM/YYYY. TMA Booking ID xxxxxx.'
  Where Travel Allowance was paid for an activity in the next financial year based on the current year rates, include the following: 'Reassess entitlement using correct rates.'
• Keywords: ACTABY and AFB
• 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.