Completing and assessing the Assistance for Isolated Children (AIC) Application for Short Term Boarding Allowance (SY068) 010-03020060

An AIC applicant wanting to claim Short Term Boarding Allowance (BA) must make an initial claim for Basic Boarding Allowance (BBA) using the Claim for Assistance for Isolated Children (AIC) (SY040) form.

The Application for Short Term Boarding Allowance (SY068) form is used to apply for BBA for any additional periods of short-term boarding in the same year of study.

Has the applicant previously lodged an SY040 form?

• Yes, to:
• help an applicant complete the SY068 form, see Table 2
• assess the SY068 form, go to Step 2
• No, advise the applicant to lodge a SY040 form. See Initial contact with customers and completing a claim for Assistance for Isolated Children (AIC). Procedure ends here

Check the applicant has answered all relevant questions on the SY068 and has:

• ticked the digital declaration, or
• printed and signed the form by hand, and
• dated the declaration

Have all required questions been answered and the declaration completed?

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

Determine if the student meets AIC Basic Boarding Allowance (BBA) eligibility, see Eligibility for Assistance for Isolated Children (AIC) Boarding Allowance (BA/ABA).

Is the student eligible for AIC BBA?

• Yes, go to Step 4
• No, AIC allowance is not payable
• record details of the decision on a DOC
• for Act references, see Online Document Recording (ODR)
• see Creating, reviewing and deleting documents (including Fast Notes and DOA DOCS)
• procedure ends here

Confirm the student's education details have been recorded correctly.

See Study updates and coding for Assistance for Isolated Children (AIC) students.

When the education details are correct, go to Step 5.

The student's living arrangements need to be coded for each advised period the student will be living away from home.

On the Living Arrangement Details (EILA) screen, update the following fields:

• Living Arrangement:
• SCH - Boarding at a school
• PRI - Private boarding
• HOS - Boarding in a hostel
• Living Arrangement Start Date: key the advised short-term boarding period start date
• End Date: key the advised short-term boarding period end date
• Board Provider Relationship: (for private boarders only)
• OTH - Other
• PAR - Parent
• REL - Other relative
• Annual Boarding Fees: key the annual board rate, calculate the annual rate by dividing the boarding fee by the number of days charged, then multiplying by 365 (or 366 in leap years)
  Note: if no charges were advised, key '$1'
• Nights Boarding Per Week: key the nights the student is boarding per week
• Short Term Boarder: key 'Y'
• ST Boarder Date of Receipt: key Date of Receipt of form lodged
• ST boarder Late Lodge Conc: key 'Y'
• Source: key SY068
• Action: key 'I' to insert new information
• Select Continue

Repeat the above action for all advised short-term boarding periods.

When all periods have been coded on the EILA screen, go to Step 6.

The applicant can nominate where their AIC payment is directed.

To record payee details on the Payment Instructions (PIPI) screen, see Payments to third parties and institutions for Assistance for Isolated Children (AIC), then return here.

Go to Step 7.

Go to the Assessment Results (AR) screen and finalise the activity.

Record details in a DOC. Use Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > AIC > AIC Updated/Reassessed.

Procedure ends here.

When the claim has not been filled out completely or the declaration has not been completed correctly, a request for information will need to be issued.

On the applicant's record, go to the History Summary (HS) screen. View the list of recent correspondence created in Customer First.

Has a Q760 letter been previously issued to the applicant for this claim?

• Yes, AIC allowance is not payable
• record details of the decision on a DOC
• for Act references, see Online Document Recording (ODR)
• see Creating, reviewing and deleting documents (including Fast Notes and DOA DOCS)
• procedure ends here
• No, the service officer must:
• issue a Q760 letter on the applicant's record requesting the required information. See Creating a manual letter or Online Advice (OLA)
• place the activity on hold with a due date the same due date as the RFI letter
• record details on a DOC and include any requests for further information
• procedure ends here

This form must be completed by the applicant who submitted the Claim for Assistance for Isolated Children (SY040) form.

See Determining who can be the applicant for Assistance for Isolated Children (AIC).

Is the original applicant submitting the SY068 form?

• Yes, go to Step 2
• No, advise the new applicant to lodge an SY040 form. See Initial contact with customers and completing a claim for Assistance for Isolated Children (AIC). Procedure ends here

The applicant must complete all required details about their:

• Customer Reference Number (CRN), if known
• name, and
• date of birth

Go to Step 3.

The applicant must complete all required details about the student:

• name
• date of birth, and
• details of the school they normally attend

Go to Step 4.

The applicant is required to provide information about the board provider being used by the student while they are residing away from home.

They must also inform about all known periods of when the student will be living away home as a short-term boarder and specify the fees charged for each period.

Go to Step 5.

The applicant must specify their preferred payment destination by providing accurate bank details.

If the applicant requests payment to a school or boarding institution, bank details are not required. We will obtain the necessary information directly from the institution.

Go to Step 6.

The applicant must:

• tick, and
• date the declaration

If the applicant is returning the form:

• in person or by post, the form is to be printed and signed by hand
• via their online account, no signature is required

Tell the applicant they can lodge the form:

• at any service centre
• via the Express Plus mobile app
• by uploading documents online, or
• by posting to the reply paid address on the form

Procedure ends here.