Processing Applications

Steps in processing EMA Applications for Period 1 (Instalment One) - Non-Government Schools

STEP 1: Check “Set Period”

To change the ‘Set Period’ in the EMA web system, simply go to the bottom of the EMA web system ‘homepage’ where there are four boxes.

1. Click the first box ‘Set Period’
2. Then simply change the settings to the required year and instalment (i.e. 2009/1)
3. Click ‘OK’ then click ‘OK’ again to the prompt message

STEP 2: Copying applications from previous year

A short method for processing applications is to copy the applications from the previous year. To do this:

1. Select ‘Application’ from the Menu Bar of the EMA web system
2. Select ‘Search by Applicant’
3. Select ‘All Applicants’ (if there are more than 100 applications, search with the first letter in the surname i.e. add a in the surname and search all applications starting with ‘A’. Repeat this process with the other letters)
4. Tick the square box next to the ‘Name’ you wish to copy (only one application can be copied at a time)
5. Click on ‘Add Application’ - this takes you to the Application Screen
6. Midway down the screen, in the ‘Student Area’, check all details are correct for the student (you can add or delete students)
7. Click the ‘Save’ button

The EMA Web System will automatically validate with Centrelink every half an hour or overnight. Once the application(s) has been validated you will need to endorse the ‘Application’ (see Step 12: Endorsing applications).

NOTE: When adding applications in this manner, the CRN number will be greyed out and therefore will not be able to be changed.

STEP 3: Adding new applications

To add a new application:

1. Select ‘Application’ from the Menu Bar of the EMA web system
2. Click on ‘Add Application’
3. Key in the applicant’s surname and first name as per the Health Care Card and the CRN of the applicant as per the application form or Health Care Card provided
4. Midway down the screen to the right in the student area, click on the ‘Add’ button, this brings up a dialog message with the surname of the applicant
5. Key in the student details
6. Click the ‘OK’ button
7. Click the ‘Save’ button (do not select a status for the application)

STEP 4: Adding or deleting students

Step 4.1: Adding a second or third child on the application after the payment has been processed

If there is an application in the system for a family with two children but only one was entered in, the other sibling can simply be added to the existing application to be paid for Period 1. You may add another child to the same application even though the payment has been processed.

To add a second or third child:

1. Select ‘Application’ from the Menu Bar of the EMA web system
2. Select ‘Search by Applicant’
3. Key in the applicant’s surname and first name
4. Click ‘Current Applicants’ and click the ‘Search’ button
5. Click the ‘Surname’ hyperlink (this is either in blue or purple in the search result box), this will bring you into the Application Screen
6. Midway down the screen to the right in the student area, click on the ‘Add’ button, this brings up a dialog message with the surname of the applicant
7. Key in the student details
8. Click ‘OK’ and then click the ‘Save’ button (do not click Centrelink)

Note: The EMA Web System will issue another cheque for the additional amount after the initial cheque has been cashed at the bank. If the initial cheque is returned to Corporate Services and cancelled, the EMA web system will reissue a cheque for the new amount.

Step 4.2: Deleting a student

School EMA Coordinators/Administrators need to delete (not cancel) students when they have left the school (but their siblings are still there) or is no longer eligible for the EMA payment.

To delete a student:

1. Select ‘Application’ from the Menu Bar of the EMA web system
2. Select ‘Search by Applicant’
3. Key in the applicant’s surname and first name
4. Click ‘Current Applicants’ and click the ‘Search’ button
5. Click the ‘Surname’ hyperlink (this is either in blue or purple in the search result box), this will bring you into the Application Screen
6. Midway down the screen, select the student by ticking the square box next to the student’s name
7. Click the ‘Delete’ button (which is to the right of the screen)
8. Click ‘Yes’ to the prompt message
9. Click the ‘Save’ button

Note: ‘Deleting a student’ does not mean you are deleting the application. If there is only one student in the application and you need to delete them for whatever reason, it is best that the application is cancelled than deleted (see Step 5: Cancelling an application).

STEP 5: Cancelling an application

School EMA Coordinators/Administrators need to cancel (not delete) applications when they have entered the wrong CRN number into the application, or the wrong parent details were entered (i.e. the mother’s details was entered into the application when it was supposed to be the father’s details).

To cancel an application:

1. Select ‘Application’ from the Menu Bar of the EMA web system
2. Select ‘Search by Applicant’
3. Key in the applicant’s surname and first name
4. Click ‘Current Applicants’ and click the ‘Search’ button
5. Click the ‘Surname’ hyperlink (this is either in blue or purple in the search result box), this will bring you into the Application Screen
6. Click the downward arrow at the side of the Status Bar
7. Select ‘Application Cancelled’ from the Status Bar
8. Click ‘OK’ to the prompt message
9. Click the ‘Save’ button

STEP 6: Foster Parent and Veterans Affairs applications

To add a new application for Foster Parents or Veterans Affairs:

1. Select ‘Application’ from the Menu Bar of the EMA web system
2. Click on ‘Add Application’
3. Key in the applicant’s surname and first name
4. Do not enter a CRN number (Foster Parents and TPI Pensioners do not require a CRN) but tick (to the right of that field) either the ‘Foster Parent’ or ‘Veterans Affairs’ check box
5. Also do not click on the ‘Centrelink’ button as these applications do not require this step
6. Follow the steps relating to “Adding new applications” in Step 3 above

STEP 7: Payment options

Parents have the option to receive their EMA payment by either EFT or cheque.

NOTE: When entering applications, school administrators must either tick the Pay by Cheque box or enter banking account details - not both.

Cheque option:

For those parents who have chosen the cheque option, the School EMA Coordinator/ Administrator will need to tick the ‘Pay by Cheque’ box (as shown below). The 'Payment Signed Over' box should also be ticked if the parent has chosen to sign the cheque over to the school.

For those parents who have chosen the cheque payment option, banking account details are not required and must not be entered into the EMA system.

EFT option:

For those parents who have chosen the EFT payment option, the School EMA Coordinator/ Administrator will need to enter the BSB and Account number provided on the application form. The bank name and branch should be displayed below the BSB and Account numbers once entered, and should be checked against the information provided on the application form.

For those parents who have chosen the EFT payment option, banking account details must be entered and the Pay by Cheque box must not be entered into the EMA system.

Note: Schools must not enter the school’s bank details on a parent’s application in the EMA web system. It must be the parent’s nominated bank account details, in accordance with EMA legislation.

If the BSB number is not on the EMA database, a blue warning message will be shown in place of the bank name:

Note: there are two reasons for this warning message. This could be because:

1. the BSB is incorrect and needs to be checked
2. the BSB is correct but has not been uploaded into the EMA web system - this information is updated by the Financial Institution quarterly, so a new Branch may not be on file as yet

If this message appears, verify the BSB number with the numbers supplied on the application form, or check with the parent if necessary. If it is the same, you may continue.

STEP 8: Adding “Special Consideration” applications

These are applications that do not meet the eligibility criteria in the Education and Training Reform Regulations 2007, but may have exceptional circumstances that would justify their receipt of the EMA Payment. The applicant must explain the situation and why they feel they should receive the EMA benefit, and the school principal must supply a letter supporting the applicant’s situation and adding any further details.

There are two ways that special consideration applications can be placed on the system:

• By the School
  • P1 or P2 Spec Consideration Request
• By Corporate Services (Head Office)
  • P1 or P2 Spec Consideration Approved
  • P1 or P2 Spec Consideration Rejected

Note: Many schools enter applications in as a ‘special consideration’ when it is actually a late application. ‘Late Applications’ are not considered special. Please ensure that applications for ‘special considerations’ which are outside the legislation (i.e. eligibility criteria) are only entered into the system.

Step 8.1: P1 or P2 Spec Consideration Request

The entry of applications requesting a ‘special consideration’ will not be considered for payment until it has been approved by the Minister for Education (or delegate). To process ‘P1 or P2 Spec Consideration Applications’ schools will need to:

1. Select ‘Application’ from the Menu Bar of the EMA web system
2. Click on ‘Add Application’
3. Key in the applicant’s surname and first name
4. Midway down the screen to the right in the student area, click on the ‘Add’ button, this brings up a dialog message with the surname of the applicant
5. Click the ‘Search’ button to search for the student(s) attached to the application and as per the CASES21 student upload
6. Select the ‘Student Details’ by ticking the square box
7. Click the ‘Add’ button
8. Click the downward arrow at the side of the Status Bar
9. Select ‘P1 or P2 Spec Consideration Request’ from the Status Bar
10. A dialog box will appear and a reason needs to be entered in
11. Click the ‘Save’ button

To seek consideration for the special consideration(s), schools will need to:

1. Obtain a letter from the applicant explaining the reason/situation for applying for the special consideration
2. If the reason is supported by the school, provide a ‘supporting letter’ from the school Principal clearly outlining the circumstances as to why the application is special and why they are supporting the applicant
3. Forward both letters via fax or email to the Department’s Corporate Services Division for the Minister’s (or delegate) consideration on (03) 9637 2224 or ema@edumail.vic.gov.au

Step 8.2: P1 or P2 Spec Consideration Approved

When Corporate Services Division receives the special consideration application(s) it will review all supporting documents and seek Ministerial approval to determine if it meets the ‘special circumstances’ criteria.

If the Minister for Education (or delegate) ‘approves’ the application, the EMA Coordinator within Corporate Services Division will:

1. Change the status of the late application from ‘Spec Consideration Requested’ to ‘Spec Consideration Approved’
2. Once this status has been updated, the onus is then on the school (with the special consideration application) to endorse the application for payment

Note:‘P1 Spec Consideration Approved’ applications will not roll across into ‘Period 2’ (P2), therefore schools will have to add a new application into the EMA Web System for P2 (see Step 5: Cancelling an application).

Step 8.3: P1 or P2 Spec Consideration Rejected

When Corporate Services Division receives the special consideration application(s) it will review all supporting documents and seek Ministerial approval to determine if it meets the ‘special circumstances’ criteria.

If the Minister for Education (or delegate) ‘rejects’ the application, the EMA Coordinator within Corporate Services Division will:

1. Change the status of the late application from ‘Spec Consideration Requested’ to ‘Spec Consideration Rejected’
2. Write an official letter which is sent to the school outlining the reason for the rejection
3. Schools are then responsible for communicating this information to the applicant

Note: 'P1 Spec Consideration Rejected’ applications will not roll across into ‘Period 2’ (P2), therefore schools will have to add a new application into the EMA web system for P2 (see Step 5: Cancelling an application).

STEP 9: Checking applications for CRN Validation Errors

The EMA web system will automatically validate with Centrelink every half an hour or overnight. Once the application(s) has been validated you will need to endorse the ‘Application’ (see Step 12: Endorsing applications).

Step 9.1: ‘CRN Validation Failed’ messages on the EMA homepage

‘CRN Validation Failed’ means that the applicant has failed Centrelink’s verification. To find out more on the reason for this failure:

1. Select ‘Application’ from the Menu Bar of the EMA web system
2. Select ‘Search by Applicant’
3. Click the downward arrow at the side of the Status Bar
4. Select ‘CRN Validation Failed’ from the Status Bar
5. Click ‘Current Applicants’ and click the ‘Search’ button
6. Click the ‘CRN Validation Failed’ hyperlink (this is either in blue or purple in the search result box) for each application, this will bring up a dialog message outlining what the ‘CRN Validation Failed’ error reason and provide steps to resolve the validation issue

Step 9.2: All errors (except CRN digit, first name and surname error)

For all error reasons (i.e. applicant’s Centrelink benefit has been cancelled, except CRN digit validation error), inform parent/guardian using the Centrelink error letter (PDF). Inform the parent/guardian that if he/she believes that he/she was entitled to a benefit on the eligibility date, a Q053 confirmation letter is required from Centrelink stating their eligibility based on the eligibility dates for Period 1 or for Period 2.

When the school receives the Q053 confirmation letter from the parent/guardian, fax this letter to (03) 9637 2224 for processing. When the processing has been completed the status will be changed to P1/P2 Manual Validation, and you may need to endorse the application in the EMA web system (see Step 12: Endorsing applications).

Step 9.3: Examples of ‘CRN Validation Failed’ error messages

The following are examples of ‘CRN Validation Failed’ error messages:

• Name does not match the CRN (first name or surname) - if the reason is first name or surname error, try alternative spellings of the names. It may be necessary to see the applicant’s Centrelink card to check/confirm the correct details. Ensure that you have not included the middle initial.
  • Check and modify the CRN details (if necessary) with the EMA application on the EMA web system
  • Click ‘Save’ and click ‘Centrelink’

or

• CRN digit validation error - if the reason is check digit validation, refer back to the CRN provided in the application form. Check that it was entered correctly (it may be necessary to see the applicant’s Centrelink card to check/confirm the correct details).
  • Check and modify the CRN details (if necessary) with the EMA application on the EMA web system
  • Click ‘Save’ and click ‘Centrelink’

• CRN belongs to a child - schools must contact the parent and obtain a copy of the parent’s Centrelink card and verify that the EMA application is lodged in the parents name and CRN. As the EMA is means tested on the parent's income, a child's Centrelink Health Care Card cannot be used.

• Centrelink payment not eligible for EMA - holders of non-means tested concession cards, such as Carer Allowance cards, are not eligible for EMA.

• Centrelink benefit has been cancelled or suspended - schools must contact the parent and inform them (using the Centrelink error letter (PDF)) that their Centrelink benefit was cancelled or suspended by Centrelink. Inform the parent/guardian that if he/she believes that he/she was entitled to a benefit on the eligibility date, a Q053 confirmation letter is required from Centrelink stating their eligibility based on the eligibility dates for Period 1 or for Period 2. This letter needs to be faxed to Corporate Services Division on (03) 9637 2224.

or

Step 9.4: Finding ‘all’ the applicants that have failed the CRN validation

To identify the applicants that has failed the CRN validation:

1. Select ‘Application’ from the Menu Bar of the EMA web system
2. Select ‘Search by Applicant’
3. Click the downward arrow at the side of the Status Bar
4. Select ‘CRN Validation Failed’ from the Status Bar
5. Click ‘Current Applicants’ and click the ‘Search’ button

Step 9.5: The CRN field is greyed out on most of the application but not some

A CRN is linked to a person for the duration of his/her life. If the application data has been copied from last year, then the CRN field is greyed out so that it cannot be changed. However, if it has been added as a new application for the year then the CRN field will not be greyed out. This will allow for corrections to be made if the CRN has been mistyped.

If a CRN attached to an application is to be changed (i.e. new parent details) and the CRN field is greyed out, the application must be ‘cancelled’ and a new application needs to be added/entered (see Step 5: Cancelling an application).

Step 9.6: Status of the application is ‘CRN Validated’

When the status of the application is ‘CRN Validated’, in most instances it is your cue to endorse the application (see Step 12: Endorsing applications).

Step 9.7: What does the message prompt ‘CX 026’ mean?

‘CX 026’ is shown when either there are too many people accessing Centrelink or Centrelink’s computer system is temporarily unavailable. Applications can continue to be entered. The automatic Centrelink validator will validate the applications.

Note: Similar error messages are sent out with different ‘CX numbers’, this usually means that Centrelink is currently unavailable.

STEP 10: Checking applications that have been placed on hold

To check for all or any applications that have ‘hold payment’ statuses placed on them refer to Issue 1: Hold Payments of Processing Issues.

STEP 11: Reviewing applications

To review all of the applications once they have been entered into the EMA web system:

1. Select ‘Report’ from the Menu Bar of the EMA web system
2. Select report named ‘Current Applications for School’
3. Click the ‘Display’ button (which is to the right of the screen)
4. Print this report and check against applications entered and received

STEP 12: Endorsing applications

Endorsing an application means that the principal (or delegate) reviews and checks the entered details against the application form that was submitted by the applicant. Applications can be endorsed individually or using the ‘Select All’ button.

To endorse the application(s):

1. Select ‘Application’ from the Menu Bar of the EMA web system
2. Select ‘Endorse Applications’
3. Tick the box next to the applicant’s name or tick the ‘Select All’ box
4. Click ‘Endorse’ and click ‘Yes’ to the prompt message

STEP 13: Checking for EFT rejections

To check for all or any applications that have ‘EFT Rejection’ statuses refer to Issue 5: EFT rejections/errors of Processing Issues.

STEP 14: Adding “Late Applications”

All applications entered by the school after the School Application Close Date will be automatically flagged as ‘late’ by the EMA web system.

There are two ways in which late applications can be placed in the system:

• By the School
  • Late Application Request
• By Corporate Services (Head Office)
  • Late Application Approved
  • Late Application Rejected

Step 14.1: Late Application Request

The entry of new applications after the school close date results in an application being classed as a ‘late application’. This application will not be considered for payment until it has been approved by Corporate Services Division (see Step 3: Adding new applications).

Ensure that ‘no status’ is selected as this will be automatically flagged by the system as being ‘late’.

To seek consideration for the late application(s) schools will need to:

1. Obtain a letter from the applicant explaining the reason for the lateness
2. If the reason is supported by the school, provide a ‘supporting letter’ from the school Principal clearly outlining the circumstances as to why the application is late
3. Forward both letters via fax or email to the Department’s Corporate Services Division for the Minister’s (or delegate) consideration on (03) 9637 2224 or ema@edumail.vic.gov.au

Note: Only the Minister for Education (or delegate) can approve ‘Late Applications’. Schools must remember to forward both letters to the Department for consideration otherwise the applications will not be considered.

Step 14.2: Late Application Approved

When Corporate Services Division receives the late application(s) it will review all supporting documents and seek Ministerial approval to determine if it meets the ‘special circumstances’ criteria. The Department will only consider late applications where there are extenuating circumstances and the principal is willing to support the late application(s).

If the Corporate Services Division General Manager (or delegate) ‘approves’ the application, the EMA Coordinator within Corporate Services Division will:

1. Change the status of the late application from ‘Late Application Request’ to ‘Late Application Approved’
2. Once this status has been updated, the application will go through the Centrelink validation process automatically
3. The onus is then on the school (with the late application request) to endorse the application for payment

Note: Any late applications requested via fax or email which have been ‘approved and validated’ need to be endorsed. In certain instances the status can be different (i.e. ‘CRN Validated’, ‘Release Application’ or ‘Late Application Approved’). If this occurs, refer to the application’s history screen and endorse if required.

Contact the Department Service Desk on 1800 641 943 select “option 3” and then select “option 6” if you have any queries on this process.

Step 14.3: Late Application Rejected

When Corporate Services Division receives the late application(s) it will review all supporting documents and seek Ministerial approval to determine if it meets the ‘special circumstances’ criteria.

If the Corporate Services Division General Manager (or delegate) ‘rejects’ the application, the EMA Coordinator within Corporate Services Division will:

1. Change the status of the late application from ‘Late Application Request’ to ‘Late Application Rejected’
2. Write an official letter to the school outlining the reason(s) for the rejection
3. Schools are then responsible for communicating this information to the applicant

Note: ‘Late Application Rejected’ will not roll across into ‘Period 2 (P2)’ therefore schools will have to cancel the P1 application first and add a new application for P2 (see Step 5: Cancelling an application).