Processing Applications

Steps for processing EMA Applications - Government Schools

For information concerning the processing of EMA applications in Period 1 (Instalment One) or Period 2 (Instalment Two) and processing issues, please select the appropriate link:

• Period 1 (P1)
• Period 2 (P2)
• Processing Issues in P1 and P2

Government school administrators can download a full copy of the EMA User Guide by clicking on the following document, see: EMA User Guide - Gov v2.0 (PDF - 1.2Mb)

Steps for processing EMA Applications - Non-Government Schools

For information concerning the processing of EMA applications in Period 1 (Instalment One) or Period 2 (Instalment Two), and processing issues, please select the appropriate link:

• Period 1 (P1)
• Period 2 (P2)
• Processing Issues in P1 and P2

Non-Government school administrators can download a full copy of the EMA User Guide by clicking on the following document, see: EMA User Guide - Non-Gov v2.0 (PDF - 1.1Mb)

Frequently Asked Questions

The EMA web system

The EMA web system is a web based system that provides:

• a consistent method of registering applications across all government and non-government schools
• an automated interface with Centrelink for the validation of applicants
• the ability for all schools to review and modify applications
• the ability to perform a central review of applications for corporate reporting
• cheque and payment reconciliation
• reporting, security and audit facilities
• minimal human involvement in the generation and distribution of payments

The EMA web system can be accessed from the EMA web system link on the menu to the left of this page. Prior to accessing the system for the first time, new users are required to complete an user access request (PDF - 19Kb) form.

What has changed about the way EMA is paid?

Eligible parents now have the option of receiving the 50% parent portion of the Education Maintenance Allowance (EMA) by either:

• Electronic Funds Transfer (EFT) directly into the parent’s nominated bank account

        or

• Cheque payment - in accordance with the current EMA payment arrangements.

There will be no change to the percentage of the EMA that goes directly to schools, or the way in which the 50% school EMA portion is currently paid.

Note: School administrators can find out more about the introduction of EMA EFT payments to parents in the following document, see Further Information

Why is this option being introduced?

The introduction of the option for parents to receive their EMA payment by EFT will save schools time, alleviate paperwork and help reduce the administrative burden associated with the distribution and follow up of cheque payments.

Parents who choose the EFT payment option will benefit from a more convenient payment method and receive their EMA payments approximately 2 - 3 weeks sooner than they do under the current cheque based system.

Parents who are satisfied with the current payment arrangements, or do not wish to provide their banking details, are able to nominate the cheque payment option.

What information do parents have to provide to ensure their payment goes directly into their bank account?

When completing the EMA Application Form, parents who wish to receive their payment via EFT will need to tick the Payment by Electronic Funds Transfer (EFT) option and fill in their BSB and bank account details. The application form also requests the Bank name and Branch name, however this does not need to be entered into the EMA system and is for verification purposes only.

This information will allow for payment of funds directly into the parent’s nominated bank account.

Where do parents find their BSB and account number?

These details can be found on their bank account statement or they can ask their bank or financial institution for the details.

What is a BSB number?

A BSB (or Bank-State-Branch) number is a code used to identify individual financial institutions. It is usually a 6-digit number and it appears on a bank statement.

If parents are unsure, please advise them to contact their bank or financial institution.

What if they don’t have a bank account?

Parents who do not have a bank account can receive their EMA payment by cheque.

Can parents choose to still receive their EMA payment by cheque?

Yes - parents who wish to receive their EMA payment by cheque can still choose to do so by ticking the Payment by Cheque option on the EMA application form.

The cheque will then be posted to the school – which is the current arrangement.

However, parents who choose the EFT payment system option will receive their EMA payment directly into their bank account approximately 2 - 3 weeks sooner than parents who are paid by cheque.

How do parents get an application form?

It is the school’s responsibility to make application forms available to parents. These can be downloaded from the EMA website: http://www.education.vic.gov.au/management/financial/ema/documents.htm

Schools need to ensure that parents are made aware that they must submit their EMA application form to the school by 26 February 2010.

When do application form details need to be entered into the system?

Schools need to enter and endorse applications in the EMA system by 5 March 2010 in order to meet the first scheduled payment run.

How is the EMA amount decided?

The EMA is indexed annually to the Melbourne Consumer Price Index (CPI) to ensure that the payments reflect the increase in the cost of living.

For 2010, the increase will take the amount that parents and schools receive for primary students from $221 to $225. The amount parents and schools receive for secondary students will be increased from $443 to $450.

Why do parents and schools receive 70% at the start of the year and only 30% for the second instalment?

This arrangement recognises that families incur the highest education costs at the start of the school year - so 70% is provided in the 1^st instalment.

When will parents receive their 1st instalment EMA payment?

Schools need to enter and endorse all applications in the EMA system by 5 March 2010 in order to meet the first scheduled payment run. The first scheduled payment run date is Monday 8 March 2010.

EFT payments:

• Parents who choose the option to receive their EMA payment by EFT will be paid directly into their bank account approximately 3 - 4 days after the scheduled payment run date. This means that most parents will have received their EMA payment directly into their bank account from mid-March 2010, provided it passes the banking validation.

Cheque payments:

• For parents who choose the option to receive their EMA payment by cheque, the existing timelines for cheque distribution will continue to operate. Cheques will be posted to schools from late March 2010.

Who is communicating the changes to parents?

Schools have the responsibility for communicating the availability of and changes to the EMA to parents. To assist, the Department will provide the following resources for download from the EMA website

• a letter from the Minister for Education to be provided to all parents who claim the EMA;
• a suggested letter to parents from your school principal detailing changes;
• a sample newsletter article to communicate the changes to parents; and
• translated versions of the letter from the Minister for Education - for parents from non English speaking backgrounds.

Additional material (such as posters, and translated material) for communicating the change to parents will be posted to schools later in Term 4.

What is required of our EMA Coordinator to implement the changes?

The introduction of the EFT payment option will save schools time, unnecessary paperwork and help reduce the administrative burden associated with the distribution and follow up of cheque payments.

Schools will continue to add EMA applications and have them endorsed for payment as they do now using similar system functions. The only additional work will be to ensure that parents who have ticked the EFT payment option supply their correct bank account details, and that these are entered against the application. The EMA system will include an additional section (similar to the screen in 'EFT option') for the entry of the parent’s EFT details.

Where EFT payments are successfully paid to parents, no further action is necessary by the school.

Where an EFT payment to a parent is rejected at a bank, the school will need to consult with the parent to determine the correct account details, or consult with the Department to determine appropriate action. Where account details can be corrected, the school will simply update the application details and resubmit the application for EFT payment.

For parents who choose the cheque payment option, the school EMA administrator will record this in the EMA system by means of a Pay by Cheque tick box.

Other than ad hoc queries from parents and unusual circumstances, this is the extent of the work required.

The required EMA system changes will be implemented prior to the commencement of the 2010 school year, and further information about this will be issued to schools early in 2010.

Note: Once a parent’s bank details have been entered into the EMA system, this information does not need to be re-entered into the system each year (if the bank details are unchanged) and the application can be simply copied across to future years if the applicant applies for the EMA.

School administrators can find out more about the introduction of EMA EFT payments to parents in the following document, see Further Information

What do I do if the parent/guardian (who applied for the EMA in Period/Instalment 1) failed the validation in Period/Instalment 2 but the spouse is actually receiving an eligible benefit from Centrelink?

In Period/Instalment 2 cancel the parent/guardian who failed the validation and add a new application under the other parent/guardian's name.

If the new application has been entered late, a supporting letter from the school Principal is required to seek approval. This letter can be faxed to (03) 9637 2224.

Microsoft Internet Explorer Settings

If the operating system on your computer is Windows XP Service Pack 2, the Pop-up Blocker function for Internet Explorer (IE) may prevent EMA reports and System menus from being displayed because they are loaded into IE pop-up windows. Follow the instructions (PDF - 533Kb) to either disable the Pop-up Blocker or allow pop-ups for the EMA web system only.

To check the Windows version on a computer: open Internet Explorer, click the Help menu item, then click About Internet Explorer. A small window will open with the version information. If XP or SP2 appears in the version information then you may need to disable to the pop-up blocker (PDF - 533Kb).

Is an electronic copy of an EMA Application scanned to a PDF file considered to be a legal document or does the school need to retain the paper copy?

Schools can scan EMA records if they want to. Pending further advice in relation to the Evidence Act 2008, schools should retain the paper copies until the 7 years have elapsed.

How long are Government Schools required to keep EMA Applications?

Government schools are governed by the Public Records Act 1973.

The General Retention and Disposal Authority for Records of Common Administrative Functions (PROS 07/01) provides information for the destruction of public records and prevents the premature destruction of records which need to be retained to satisfy legal, financial and other requirements of public administration.

EMA records are treated as financial records that detail the receipt and expenditure of public monies. Based on Class 5.1.1 of the Authority, government schools are required to keep EMA records for 7 years.

What are the guidelines for Government schools around storage of EMA records which contain personal and confidential information?

The Information Privacy Act 2000 regulates the way Government schools can collect, use, retain and secure personal information. Schools are responsible for the creation, management and disposal of records in relation to school administration. Principals should arrange for the secure storage of EMA records during the required document retention period.

The Victorian Government Schools Reference Guide discusses the need for secure storage of records and information. The Privacy section (http://www.eduweb.vic.gov.au/edulibrary/public/schadmin/Management/6-28.pdf) gives directions and the archives and records section (http://www.eduweb.vic.gov.au/edulibrary/public/schadmin/Management/6-29.pdf) details the need for secure storage of temporary records and mentions the issue of personal information being revealed.

How long are Non-Government Schools required to keep EMA Applications?

Non-Government schools are not governed by the Public Records Act 1973, which governs Government schools.

Non-Government schools must seek advice on record keeping procedures as part of regular business requirements from the Australian Tax Office (ATO). The ATO guideline specifies maintaining records for 7 years as part of good general practice.

What are the guidelines for Non-Government Schools around the storage of EMA records?

EMA records contain personal, sensitive and confidential information. Collection and use of the information by the Department is governed by the Information Privacy Act 2000.

Non-Government schools are advised to manage the collection and storage of EMA records using their current procedures on managing confidential student information.