View and update a child's immunisation status and assess or update immunisation exemptions for Family Tax Benefit (FTB) 011-10170030

For the assessment of the Family Tax Benefit (FTB) Part A instalment from 1 July 2018, a child must meet immunisation requirements.

See: Immunisation requirements for FTB Part A from 1 July 2018.

Note: For children aged 14 years or over, permission must be sought from the child to protect their privacy before discussing their immunisation details with the customer. The privacy requirements can be viewed in Authentication and release of information for Australian Immunisation Register (AIR).

Limit discussions with the customer to the impact of the child's immunisation status on the customer's payment if:

• the child is unavailable, or
• permission is not granted

View AIR link status on the IMD screen. This will display the child as either:

• linked
• not linked, or
• Awaiting AIR response (AWA)

See: Establish a FTB link for a child between Centrelink and the AIR.

FTB milestone immunisation status - For the assessment of the FTB Part A supplement for financial years prior to 1 July 2018, see Immunisation requirements for FTB Part A supplement for financial years 2012-13 to 2017-18.

From the Child Immunisation Summary guided procedure, select Evidence Summary.

If evidence has been provided, the status will display as:

• Updated
• Not Updated, or
• Awaiting AIR response

The Not Updated Reason will indicate why the evidence has not resulted in an Australian Immunisation Register (AIR) update.

Standard reasons are:

• AIR immunisation history statement
• document is not immunisation related
• insufficient immunisation details
• overseas provider/document
• unable to identify child
• unable to identify immunisation provider
• child personal health record book
• history already recorded

AIR staff can also record 'Other' and provide details in the Comment Box.

Transfer the customer to the AIR if they ask for more details about why evidence was not updated.

Note: from 4 June 2022, AIR no longer accepts evidence from customers and will only accept it from providers. If suitable evidence were scanned and classified incorrectly, these documents would not have automatically mapped to the correct region for processing and would not appear in the guided procedure (also, these will not be visible to the AIR team).

A Service Officer will need to locate the document using Document Tools in Customer First and advise the customer that AIR no longer accepts evidence from customers and only accepts immunisation evidence from providers. The customer will need to contact their vaccination provider to have the evidence sent to AIR.

See Management of immunisation evidence for instructions on how to upload documents correctly.

Select the relevant child in the Child Immunisation Summary guided procedure to display information about the child's immunisation status and AIR link.

Does the guided procedure show the child is linked with AIR?

• Yes, go to Step 2
• No, (including when a mismatch has occurred), see Establish a Family Tax Benefit (FTB) link for a child between Centrelink and the Australian Immunisation Register (AIR). Once the link is established, the immunisation status will be transferred from the AIR to the Centrelink record. Procedure ends here.

To display a child's immunisation status, select the child from the Child Summary and the relevant option from the drop-down box.

The child's immunisation status is assessed and provided by the AIR using information updated by the child's vaccination provider.

Does the customer believe that the immunisation status provided by the AIR is not up to date?

• Yes, go to Step 3
• No, discuss the child's current immunisation status and the impact on the customer's payments

See:

• Immunisation requirements for FTB Part A from 1 July 2018, or
• Immunisation requirements for FTB Part A supplement for financial years 2012-13 to 2017-18

Note: if the customer is also claiming Child Care Subsidy (CCS) for the child, check the immunisation status for CCS.

Customers can view the information held on the AIR for each child aged under 14 years of age in their care.

Do not request the Immunisation history statement from the customer.

Ask the customer if they have checked their child's Immunisation history statement.

Note: if the customer has recently provided a copy of their child's Immunisation history statement to Centrelink, check Document Tools.

Advise the customer that the status, listed at the top of the child's Immunisation history statement, clearly indicates the immunisation status on the date the statement was generated. Outstanding vaccines are also listed at the bottom of the statement.

If the Immunisation history statement shows that the child is:

• not up to date, go to Step 4
• up to date, go to Step 5

Tell the customer to speak with their vaccination provider. If there is information missing from their child's immunisation history statement, their vaccination provider will be able to send this information to the AIR.

Note: if a customer has made contact multiple times to Providers and Centrelink and there has been no resolution, escalate the customer to Liaison between AIR and Centrelink staff for Australian Immunisation Register (AIR).

Procedure ends here.

If the Immunisation history statement states the child is up to date, but the child's immunisation status on the Child Immunisation Summary guided procedure is 'No' or blank, check with the customer for the issue date of the Immunisation history statement.

Note: the agency does not require the customer to lodge the AIR Immunisation history statement. These statements are generated by AIR and are not considered as evidence for an immunisation determination as they contain information already held by the AIR.

• If dated in the last 2 days, tell the customer:
• It can take up to 2 business days for the AIR immunisation status to be transferred to Centrelink
• When the AIR updates the child's immunisation status to Yes, the update will be applied from the LIUE date. If the customer's FTB has been impacted by the child's immunisation status, the payment will be reassessed automatically when an updated immunisation status is received
• The immunisation requirements task in the customer's Centrelink online account and Express Plus Centrelink mobile app will disappear when the customer's record shows they meet the immunisation requirements for their child. See Immunisation reviews and reminders for Family Tax Benefit (FTB)
• Procedure ends here
• If the statement is dated more than 2 days ago:
• Tell the customer that the agency will check with the AIR
• Request a refresh from the AIR using the Medicare Information (MEI) screen. Clearly DOC this action
• Tell the customer the issue should be resolved in 2 business days and when it is resolved the customer can see this through their online account or Express Plus Centrelink mobile app. The immunisation requirements task in the customer's Centrelink online account and Express Plus Centrelink mobile app will disappear when the child's record shows they meet the immunisation requirements. See Immunisation reviews and reminders for Family Tax Benefit (FTB)
• Go to Step 6

Follow the steps on the Process page of the Management of immunisation evidence procedure to investigate and escalate the customer's enquiry.

Note: the Centrelink AIR Liaison team will monitor the record for 2 days and perform follow-up if the correct immunisation status is not received. Once the correct immunisation status has been received, the Centrelink AIR Liaison team will take any corrective action needed on the customer's record, as outlined in the referral DOC on file.

Centrelink AIR liaison team, go to Step 7.

Access to send referrals to AIR Management is restricted to staff in the Centrelink AIR Liaison team and Level 3 Policy Helpdesk.

If after 2 days, the issue is not resolved and follow-up is required, the Resources page contains the Centrelink AIR referral template to AIR Management.

Access to record or delete immunisation overrides is restricted to staff in the Centrelink AIR Liaison team and Level 3 Policy Helpdesk

In limited cases, an override to a child's immunisation status may be required.

Centrelink managed overrides must be referred to a Service Support Officer (SSO) who will escalate the override request to a Service Officer with the relevant override resource.

• For information about:
• an FTB allowable timeframe override, go to Step 2
• an LIUE date override, go to Step 3
• a FTB immunisation rate reduction being applied to deceased children, go to Step 4
• To view an existing FTB immunisation override, go to Step 6

An override can be recorded so that the customer's payment is reassessed if:

• it can be identified that the child met the immunisation requirements, and
• the department/agency (AIR or Centrelink) was notified before the end of the allowable timeframe (notification can include being made by the customer, partner, another carer or the vaccination provider)

FTB Part A from 1 July 2018

From 1 July 2018, the Last Immunisation Update Event (LIUE) date is included when a Yes status is provided by the AIR. If the LIUE date is before 1 July of the previous financial year, the earliest date that Family Tax Benefit (FTB) Part A arrears can be paid where a LIUE date is received is no more than1 July of the previous financial year onwards.

An override is required to remove a rate reduction for any days before 1 July of the previous financial year. The Resources page contains an example.

There is no time restriction for when this override can be applied, as long as all conditions have been met.

Conditions for an FTB allowable timeframe override for FTB Part A rate reduction (2018-19 onwards)

This override will only be recorded if all of the following apply:

• FTB Part A for the child has been impacted (rate reduction applied) due to immunisation requirements, and
• the AIR has since updated the child's immunisation status and the child has met the immunisation requirements, and
• the LIUE and DOR date provided by the AIR is before 1 July of the previous financial year and an FTB Part A rate reduction had been applied to those days

This override will not be coded if:

• the LIUE date provided by the AIR is not prior to 1 July of the previous financial year, or an FTB Part A rate reduction had not been applied to those days
• a link to the AIR has not been established, or
• the FTB immunisation status for the child is No

Does the customer meet all requirements for an immunisation override?

• Yes, go to Step 5
• No, an override is not appropriate at this time. Document the reason the override is not appropriate. Procedure ends here

From 1 July 2018, the Last Immunisation Update Event (LIUE) date is included when a Yes status is provided by the AIR.

In rare situations, the AIR will not send the date of an immunisation event because a more recent immunisation event has occurred and this is the LIUE date supplied. If an FTB Part A rate reduction has been applied for the child due to immunisation requirements and the reduction would be removed by the earlier immunisation event, it may be necessary to record a LIUE date override.

Note: the earliest date that arrears of FTB Part A can be paid where a LIUE date is received is no later than 1 July of the previous financial year.

Conditions for an FTB Part A LIUE date override

This override will only be recorded if all of the following conditions apply:

• An FTB Part A rate reduction has been applied for the child due to immunisation requirements, an
• The child met the immunisation requirements but that immunisation event is not recorded on the Centrelink system, and
• The earlier event would have resulted in the removal of a rate reduction, and
• The customer, partner, or another carer has contacted Centrelink about the rate reduction, and
• A more recent immunisation event is recorded on the Centrelink system for that child

Does the customer meet all of the requirements for a LIUE date override?

• Yes, send an email referral to the Centrelink AIR Liaison Officer for the override to be coded
• No, an override is not appropriate at this time. Document the reason the override is not appropriate

Procedure ends here.

A FTB Immunisation rate reduction is applied incorrectly where the child has died before the FTB claim is processed (instalment, lump sum or past period claims).

The rate reduction should not apply for the entire:

• past period
• if the child died before the past period claim is processed
• lump sum period
• if the child died during the entitlement year of the lump-sum claim
• instalment period
• if the child died before the instalment claim is processed.

To determine if the FTB Immunisation rate reduction is being applied correctly, staff can check:

• if the child died before the FTB claim was processed, and
• the FTB Immunisation Rate Reduction Explanation (FIRRE) screen

Does the customer meet all of the requirements for a Rate Reduction override?

• Yes,
• Hold the FTB claim being processing and document the record
• send an email referral to the Centrelink AIR Liaison Officer for the override to be coded
• Include:
• Customer Reference Number (CRN)
• Child's name
• Child's date of birth
• Child's date of death
• Claim activity's Activity ID (AMR)
• No, an override is not appropriate at this time. Document the reason the override is not appropriate

Procedure ends here

Access to record or delete immunisation overrides is restricted to staff in the Centrelink AIR Liaison team and Level 3 Policy Helpdesk

If it is determined that an override may be required:

Escalate via the Smart Centre webform on the Business Processing Branch intranet page

Escalate via the Service Centre webform on the Business Processing Branch intranet page

All referrals must include:

• Customer Reference Number (CRN)
• affected child/ren (full name and date of birth)
• payment period
• payment type FTB or CCS
• any further additional information to support an override that has been supplied by the customer or is on the customer's record, and
• the date that the child met the immunisation requirements

Tell the customer they may be contacted to provide more details or evidence of their circumstances.

Service Support Officer or Families override contact officer:

Check the referral to make sure it meets the override referral guidelines as outlined in Steps 2, 3 or 4 above.

Does the override meet the referral guidelines?

• Yes, send an email referral to the Centrelink AIR Liaison Officer for the override to be coded. The Service Officer will perform the required coding and refer back once complete
• No, refer back to the initiating Service Officer outlining why the referral does not meet the guidelines

Procedure ends here.

Overrides are not recorded unless a Service Officer with the appropriate delegation has investigated and provided approval.

To view if an override has been applied for a child:

• Open the Child Immunisation Summary guided procedure
• Select the relevant child from the Child Summary
• Immunisation overrides that have been applied for the child will display under FTB Immunisation Details
• Overrides will display the start and end dates of the override and the override reason:
• Appropriate FTB immunisation override reasons are:
• DSI - FTB Did Not Satisfy Immunisation
• MIN - Ministerial
• SEC - Policy Department Secretary Approval
• SPX - Special or unusual circumstances
• WRK - Workaround (only provided by Level 3 Policy Helpdesk)

When finished viewing, select Previous and Cancel to return to the Customer First Workspace. This will make sure no started Change of Circumstances work items have been created on the customer's record.

Procedure ends here.

Access to record or delete immunisation overrides is restricted to staff in the Centrelink AIR Liaison team and Level 3 Policy Helpdesk

In limited cases, an override to a child's immunisation status may be required.

Centrelink managed overrides must be referred to a Service Support Officer (SSO) who will escalate the override request to a Service officer with the relevant override resource.

• For information about an:
• FTB Part A supplement allowable timeframe override, go to Step 2
• Overseas Immunisation override, go to Step 3
• To view an existing FTB immunisation override, go to Step 5

FTB Part A supplement immunisation assessments

The FTB supplement will not be included in reconciliation if an FTB Part A child has met the immunisation requirements and the agency was notified before the end of the lodgement year, but the AIR status was deleted or not received until after the end of the lodgement year.

An override can be recorded so that the FTB Part A supplement is included in reconciliation if:

• it can be identified that the child met the immunisation requirements, and
• the department/agency (AIR or Centrelink) was notified before the end of the lodgement year (notification can include being made by the customer, partner, another carer or the vaccination provider)

Conditions for an FTB Part A supplement allowable timeframe override

This override will only be recorded if all of the following apply:

• the allowable period has fully elapsed (which is generally the lodgement year)
• FTB Part A supplement not paid due to immunisation requirements
• the child met the immunisation requirements before the end of the allowable period
• the customer, partner, another carer or a vaccination provider notified the agency/department (Centrelink or the AIR) before the end of the allowable timeframe
• the AIR have since updated the child's immunisation status and the child has met the immunisation requirements

This override will not be coded if:

• the allowable period has not fully elapsed, or
• date of effect can be no earlier than 1 July of the financial year prior to the financial year in which the favourable decision is made, or
• a link to the AIR has not been established, or
• the FTB immunisation status for the child is No

Does the customer meet all of the requirements for a MET override?

• Yes, go to Step 4
• No, an override is not appropriate at this time. Document the reason the override is not appropriate. Procedure ends here

If a child is overseas at reconciliation and they received vaccinations overseas, the AIR may not provide an up-to-date immunisation status for the child. This is because the vaccinations can only be notified to the AIR by Australian vaccination providers.

An Overseas Immunisation (OSI) override will only be recorded if all of the following apply:

• the customer has care of a child and the child needs to meet the immunisation requirements for FTB Part A supplement
• the child is outside Australia
• the child has received one or more vaccinations whilst outside Australia
• the child has received, whether in or outside Australia, all vaccinations required on the childhood schedule on the National Immunisation Programme Schedule (this may require an assessment by the AIR), and
• appropriate overseas immunisation evidence has been provided (see below)

Appropriate evidence

If an overseas medical practitioner has certified in writing (translated if necessary) that the vaccinations provided to the child provide the same level of immunisation as the standard Australian vaccination schedule or an appropriate catch up vaccination schedule, this may be accepted without further referral to the AIR and an override may be coded.

If overseas immunisation evidence is provided to Centrelink this can be used to determine if an override is appropriate, however this evidence cannot be used to update the AIR.

Once the customer has returned to Australia and the customer wants the child's AIR record to include these vaccinations, they will need to take the evidence to an Australian vaccination provider who will be able to send information to AIR to update the AIR.

Does the customer meet all of the requirements for an OSI override?

• Yes, all requests for an OSI override should be sent to the Level 2 Policy Helpdesk. Go to Step 4
• No, an override is not appropriate at this time. Document the reason the override is not appropriate. Procedure ends here

Access to record or delete immunisation overrides is restricted to staff in the Centrelink AIR Liaison team and Level 3 Policy Helpdesk

If it is determined that an override may be required:

Escalate via the Smart Centre webform on the Business Processing Branch intranet page

Escalate via the Service Centre webform on the Business Processing Branch intranet page

All referrals must include:

• Customer Reference Number (CRN)
• affected child/ren (full name and date of birth)
• payment period
• payment type FTB
• any further additional information to support an override that has been supplied by the customer or is on the customer's record, and
• the date that the child met the immunisation requirements

Tell the customer they may be contacted to provide more details or evidence of their circumstances.

Service Support Officer or Families override contact officer:

Check the referral to make sure it meets the override referral guidelines as outlined in Steps 2 or 3 above.

Does the override meet the referral guidelines?

• Yes:
• For an allowable timeframe override, send an email to the Centrelink AIR Liaison to code an override. They will perform the required coding and refer back once complete
• For an Overseas Immunisation override, refer the customer's record to the Level 2 Policy Helpdesk using the referral template. Level 2 Policy Helpdesk will escalate to Level 3 Policy Helpdesk, who will review and complete the coding if required
• No, refer back to the initiating Service Officer outlining why the referral does not meet the guidelines

Procedure ends here.

Overrides are not recorded unless a Service Officer with the appropriate delegation has investigated and provided approval.

To view if an override has been applied for a child:

• Open the Child Immunisation Summary guided procedure
• Select the relevant child from the Child Summary
• Immunisation overrides that have been applied for the child will display in the FTB Milestone Override table

The following details are shown for each override:

• Age milestone
• Income year defaults for the relevant age milestone selected
• FTB override reason:
• MET - AIR confirms requirements met earlier. FTB child meets immunisation requirements and the agency was notified before the end of the allowable timeframe
• OSI - Overseas immunisation. Child overseas at reconciliation
• MIN - Ministerial
• SEC - Policy Department Secretary Approval
• WRK - Workaround (only provided by Level 3 policy helpdesk)

When finished viewing, select Previous and Cancel to return to the Customer First Workspace. This will make sure no started Change of Circumstances work items have been created on the customer's record.

Procedure ends here.

Overrides due to a Secretary determination exemption from immunisation or Ministerial determination are only applicable in extremely limited circumstances.

Historical Conscientious Objection (IMMU12) forms cannot be accepted as evidence for an exemption.

A Secretary determination exemption is only available for children who do not meet the immunisation requirements because of any of the following reasons:

• Permanent Humanitarian Visa Holder, go to Step 2
• Unacceptable risk of harm to child or another person, go to Step 3
• Family violence, go to Step 4
• Refusal of consent to vaccination etc., go to Step 5

In such cases, a child under 20 years of age may be exempt from the immunisation requirements for a prescribed period. Requests for these exemptions must be referred to the Level 2 Policy Helpdesk for assessment.

Requests for exemptions for reasons other than the above should not be referred to the Level 2 Policy Helpdesk as no exemption requirements are met outside the reasons above.

For Level 2 referrals, outcomes or an amendment of an override, see:

• Referral to Level 2 Helpdesk, go to Step 6
• Outcome of the Secretary exemption request, go to Step 7
• Referral to delete or update override, go to Step 8

An eligibility assessment is determined when the Department of Home Affairs data link is established for the child. This is generally established by Refugee and Asylum Seeker (RAS) Service Officers during new claim interview.

The system will automatically apply a Secretary determination exemption to the customer's record:

• when a customer's claim is submitted, and
• both the customer and child satisfy Humanitarian Visa subclass and FTB eligibility requirements, which includes:
• care of the child, and
• correct visa subclass category

See: Refugee, Humanitarian and Permanent Protection Visa sub-class.

Eligible visa subclass types include: 200, 201, 202, 203, 204 and 866.

The exemption will apply for a maximum period of 6 months from the date the child first entered Australia. When the exemption ends the customer will be placed into a grace period if they are still not up to date. The Resources page contains an example.

Note: Permanent humanitarian visas are not to be referred to Level 2 Policy Helpdesk.

Procedure ends here.

A Secretary determination exemption is available if immunisation of the child would result in unacceptable risk of physical harm to the:

• child, or
• person administering a vaccination to the child

For example - Behavioural or developmental disorder: A child with a disruptive behavioural disorder or developmental disorder who reacts with aggression or defiant behaviour when faced with a medical procedure.

This risk must be determined by all of the following:

• the Department of Health and Aged Care,
• the Commonwealth Chief Medical Officer, and
• endorsed by the Chief Medical Officer

Do not refer to the Level 2 Policy Helpdesk where:

• a child had a reaction to administered vaccines or where the parent assesses there may be a reaction, or
• child has a medical condition or has had an illness and is unable to receive their vaccination, or
• customer has not been able to arrange a suitable appointment with the Vaccination provider or their general practitioner (GP) and the child's immunisation has become overdue

If the customer is seeking an exemption for one of the above circumstances then refer them to their GP.

When a customer meets the criteria for an exemption due to an unacceptable risk of physical harm to the:

• child, or
• person administering a vaccination to the child

Supporting evidence is not required. These cases must be referred to Level 2 Policy Helpdesk who will provide advice on how customers can obtain this determination, go to Step 6.

A Secretary determination exemption is available if an individual who has care of the child, or a member of the immediate family of the individual or the child may be subject to family violence because they are taking action to meet immunisation requirements.

• Refer the customer to a social worker in the Carer Specialised Assessment Team (CSAT). These are the only social workers who undertake this assessment
• Use Fast Note - select Auto text, use Families > Enquiry > IMMEX CSAT Referral
• Tell the customer a social worker will contact them for more details
• The social worker will undertake an assessment of family violence and document the record which will include:
• Exemption recommendation: granted or rejected
• child/ren (full name and date of birth) the exemption is requested for
• payment type exemption is granted or rejected for - FTB and/or CCS
• start and end date of the exemption period for the payment type (exemption can only be granted for a maximum period of 12 months). Note: where a Secretary determination is granted, the earliest date that FTB A arrears can be paid is 1 July of the previous financial year
• the social worker's name, and
• team (CSAT)
• The social worker must refer the case to the Level 2 Policy Helpdesk using the referral template, go to Step 6

A Secretary determination exemption will apply if all of the following are met:

• an individual has care of the child under a State/Territory child welfare law
• neither the individual nor the individual's partner has legal authority to make decisions about the medical treatment of the child
• the child is aged under 14 years, a person (other than the child) with legal authority to make decisions about the medical treatment of the child has refused, or failed within a reasonable time, to provide consent to the individual taking actions to enable the child to meet the usual immunisation requirements; and
• the child is aged at least 14 years, the child has refused, or failed within a reasonable time, to provide consent to the individual taking actions to enable the child to meet the usual immunisation requirements

The customer must supply evidence to support their request. Evidence can include:

• Child Welfare Order, and
• if the child is under 14 years, letter from Child Protection stating no legal authority to make medical treatment decisions
• if the child is over 14 years, a letter from medical practitioner on an appropriate letter head stating that the child has attended the practitioner and refused to consent

Once the evidence is available on the customer's record then refer the case to Level 2 Policy Helpdesk using the referral template.

Go to Step 6.

Only cases that meet one of the Secretary Determination Exemption categories should be referred to the Level 2 Policy helpdesk.

Referrals that do not meet one of the Secretary determination exemption categories below will be returned to be referring officer.

The referral must include:

• Customer Reference Number (CRN)
• affected child/ren (full name and date of birth)
• which Secretary determination exemption is to be assessed:
• refusal of consent to vaccination
• family violence, or
• unacceptable risk of harm to child or another person
• payment type (FTB and/or CCS)
• start and end date for the period of exemption (Family Violence exemption can only be granted for a maximum period of 12 months)
• background information supplied by the customer
• Evidence provided: YES/NO (if required for exemption reason)
• date of any additional information on the customer's record supporting the exemption request

Record a DOC advising a referral to the Level 2 Policy Help Desk has been completed.

When the exemption has been assessed by the Level 2 Policy Helpdesk, go to Step 7.

• Rejected cases: will be returned to the initiating Service Officer to create a Q065 letter and make outbound contact with the customer to advise the outcome
• Approved cases: once Level 3 Policy Helpdesk has approved and completed the appropriate override, the case will be returned to the initiating Service Officer to create a Q065 letter and make outbound contact with the customer to advise the outcome

For specific information to include in Q065 letters, see Step 3 in Table 6.

Note: inappropriate referrals will be returned to the initiating Service Officer for action.

Procedure ends here.

Create a referral to delete or update an override if a:

• customer notifies their circumstances have changed, and
• it has been identified that an override:
• needs updating, or
• is no longer required

For example, a child's care arrangements have changed or a family violence situation no longer exists and the child will now be able to meet the immunisation requirements.

Note: if a family violence exemption was previously coded, the customer must be referred back to a social worker in the Carer Specialised Assessment team (CSAT). Social workers from CSAT are the only social workers delegated for family violence exemptions.

Create a Fast Note - select Auto text, use Families > Enquiry > IMMEX CSAT Referral

• Tell the customer that a social worker will contact them for more details

Once the social worker has undertaken the assessment of family violence change of circumstances and documented the record including their name and team (CSAT), they must refer the case to the Level 2 Policy Helpdesk if the override requires:

• updating, or
• deleting

Refer to Level 2 Policy Helpdesk using the referral template.

The referral must include:

• Customer Reference Number (CRN)
• affected child/ren (full name and date of birth)
• information supplied by the customer i.e. child left care
• payment type exemption applied to (FTB of CCS)
• relevant date exemption to cease from, and
• date of any additional information on the customer's record supporting the removal of the override

When Level 2 Policy Helpdesk has assessed the change, it will be referred to Level 3 Policy Helpdesk to complete the update.

Inappropriate referrals will be returned to the initiating Service Officer or social worker for action.

If the child has left the customer's care, the new carer will not automatically be eligible for an immunisation override. If an immunisation override is still required for the child, the new carer must apply for an override.

Procedure ends here.

For details on:

• recording a Secretary Determination exemption immunisation override
  (excluding Permanent Humanitarian Visa Holder), go to Step 2
• issuing a Secretary override grant/rejection letter, go to Step 3
• recording other FTB immunisation overrides, go to Step 4
• recording an LIUE date override, go to Step 6
• recording a FTB Rate Reduction override, go to Step 7
• deleting an immunisation override, go to Step 8

Level 2 Policy Helpdesk will refer cases to Level 3 Policy Helpdesk for an override where a Secretary Determination exemption has been requested. This will include family violence exemptions.

Overrides will not be recorded unless Level 2 Policy Helpdesk have been investigated and provided approval.

The referral will include the override type and the period (Family Violence exemption can only be granted for a maximum period of 12 months).

To code the override:

• Open the Child Immunisation Summary guided procedure
• Select the relevant child, then select Next
• Select FTB Summary from the Select Immunisation Summary drop-down box

FTB Part A for financial years 2018-19 onwards

• Select the Insert icon to add a new row to the FTB Immunisation Override table
• Select the appropriate FTB override reason:
  MIN - Ministerial
  SEC - Policy Department Secretary Approval
• Code State date of override
• Code End date of override

FTB Part A supplement for financial years 2012-13 to 2017-18

• Select the Insert icon to add a new row to the FTB Immunisation Override table
• Select the appropriate FTB override reason:
  MIN - Ministerial
  SEC - Policy Department Secretary Approval
• A warning display: 'Under no circumstance is a SEC or MIN override to be recorded without Level 2 Policy Helpdesk approval
• 'if more than one update is required, select Next and Continue, or Finish to return to the Customer First Workspace

Record details on a DOC. See Resources page for sample grant/rejection DOC templates.

Go to Step 3.

Issue manual letter Q065 to the customer to advise the outcome of the Secretary determination exemption.

When creating the Q065:

• Check the letter to confirm that the decision to grant or reject the Secretary determination exemption is correct:
• Grant = 1
• Not eligible = 2
• Reviewed = 3
• The following details may need to be coded, as required:
• full name/s of the customer's child/ren
• for payments impacted by the exemption, code the payment name, payment period start date and payment period end date
• first name/s of the customer's child/ren
• start and end dates for overriding the original decision

Print the Q065 locally.

Note: if the customer has a correspondence nominee, issue the same letter to the correspondence nominee.

Procedure ends here.

If an FTB immunisation exemption override is required:

• Open the Child Immunisation Summary guided procedure
• Select the relevant child, then select Next
• Select FTB Summary from the Select Immunisation Summary drop-down box

FTB Part A for financial years 2018-19 onwards

• Select the Insert icon to add a new row to the FTB Immunisation Override table
• Code Start date of override
• Code End date of override if known
• Select the appropriate FTB exemption/Override reason:
  DSI - did not satisfy immunisation (FTB immunisation requirement not met)
  SPX - special or unusual circumstances (meeting FTB immunisation requirement)
  WRK - workaround (meeting FTB immunisation requirement)

FTB Part A supplement for financial years 2012-13 to 2017-18

• From the FTB Immunisation Override table. Select the Insert icon and then the appropriate Age milestone
• Income year defaults for the relevant age milestone selected
• FTB Override reason:
  MET - AIR confirms requirements met earlier. FTB child meets immunisation requirements and the agency was notified before the end of the allowable timeframe. Go to Step 5 for more details
  OSI - Overseas Immunisation. Child overseas at reconciliation
• If more than one update is required, select Next and Continue, or Finish to return to the Customer First Workspace
• On the customer's record, check that FTB is correctly reassessing for the relevant period and child
• Record details on a DOC. See Resources page for sample grant/rejection DOC templates.

Procedure ends here.

To code an immunisation MET override:

• Select the Child Immunisation Summary guided procedure
• Select the relevant child and select Next
• Select FTB Summary from the Select Immunisation Summary drop-down box
• From the FTB Milestone Override table select Insert and then highlight the inserted line to select the appropriate age milestone from the drop-down box
• Insert FTB milestone override reason of Met prior to end of allowable period
• Select Next and then Finish to finalise the activity

On the customer's record, check that FTB has reassessed and is correctly assessing for the relevant period and child.

Record details on a DOC. See Resources page for sample grant/rejection DOC templates.

Procedure ends here.

If a LIUE Date Override is required:

• Open the Child Immunisation Summary guided procedure
• Select LIUE Date Override from the Select Immunisation Summary field
• Record the LIUE Date Override date (the relevant earlier event which would have resulted in the removal of a rate reduction period)
• On the customer's record, check that FTB is correctly reassessing for the relevant period and child
• Record details on a DOC. See Resources page for sample grant/rejection DOC templates

Procedure ends here.

The override to remove the FTB rate reduction should be applied for the past period or lump sum period from:

• the child's date of birth to the date the child died where the child was born in the claim period that staff are assessing, or
• the whole claim period i.e. lump sum claim, if the child was not born in the claim period then override is coded from 1 July to date the child died

If a FTB Rate Reduction override is required in Customer First:

• Type Child Selection (CHS) in Next and select Continue
• Type S to select the relevant child and select Continue
• Type FTB Rate Reduction override (FYRRO) in Next and select Continue
• On the FYRRO screen record
• Start date
• End date
• Type NRD
• Source
• Date of receipt
• On the customer's record, check that FTB is correctly reassessing for the relevant period and child
• Record details on a DOC

Procedure ends here.

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Immunisation overrides can only be deleted by Level 3 Policy Helpdesk

An incorrectly recorded override will only be removed following approval from the Level 2 Policy Helpdesk.

Note: if the override is removed an FTB debt may result.

• Select the Child Immunisation Summary guided procedure. Select the relevant child and select Next
• In the Select Immunisation Summary field:
• Select FTB Summary
• Select Delete. A warning will display
• Select Yes to continue
• Select Next and Continue if more than one update is required, or Finish to return to the Customer First Workspace
• Record details on a DOC

Procedure ends here.