Processing Applications

Steps in processing EMA Applications for Period 2 (Instalment Two) - Non-Government Schools

STEP 1: Check “Set Period” for Period 2

Ensure that on the top right hand corner of the ‘EMA homepage’ it is in the second instalment (i.e. 2009/2). If you are not in the correct period, ensure that you change the ‘Set Period’ before processing applications in Period 2 (see Step 1: Check “Set Period” of Processing Period 1 Applications).

STEP 2: Adding or deleting students in Period 2

If there is an application in the system that was paid in Period 1 and a sibling has transferred into the school (after Period 1), the new student would simply be added to the existing application to be paid for Period 2 (see Step 4.1: Adding a second or third child to an application after a payment has been processed of Step 5: Adding or deleting students in Processing Period 1 Applications).

If a student has left the school but there are still siblings at the school (and on that same application), the particular student will need to be deleted off the application. The other siblings will remain for payment (see Step 4.2 Deleting a student of Step 5: Adding or deleting students in Processing Period 1 Applications).

STEP 3: Cancelling an application in Period 2

A school needs only to authorise applications that received EMA payments in Period 1 to ‘roll over’ for payment in Period 2. However, the information in the system must reflect correct and current applicant details. Therefore, it is important that the following applications are cancelled from the system (see Step 5: Cancelling an application of Processing Period 1 Applications).

Examples of the types of applications that will need to be cancelled in Period 2 are:

• Applications of applicants that have left the school
• ‘Late Applications’ that were rejected
• Applications with the status of ‘P1 Spec Consideration Expired’ (Special Consideration claims do not ‘roll over’ to the next Period)
  • It is the responsibility of the school to ensure that an application that was a ‘Special Consideration’ for Period 1 is re-entered for Period 2

STEP 4: Authorising Period 2

Once the information in the system has been updated, the school is ready to ‘Authorise Period 2’.

To ‘Authorise Period 2’:

1. Select ‘Application’ from the Menu Bar of the EMA web system
2. Select ‘Authorise Period 2’
3. Click ‘Authorise’ and click ‘Yes’ to the prompt message

Note: Authorising Period 2 is a signal for the automatic Centrelink validator to validate these applications for payment in Period 2. Therefore schools do not need to manually validate each application with Centrelink.

STEP 5: Adding new applications and Foster Parent / Veterans Affairs applications in Period 2

During Period 2, schools can receive new application due to students transferring from one school to another or starting school in Victoria. To process new applications (including Foster Parents/Veterans Affairs applications) for Period 2 School EMA Coordinators/Administrators should refer to ‘Steps 3, 6 and 7’ of Processing Period 1 Applications (see Step 3: Adding new applications, Step 6: Foster Parents/Veterans Affairs applications - How to enter and Step 7: Payment options).

STEP 6: Adding Period 1 “Special Consideration Expired” applications in Period 2

All applications with the status ‘Special Consideration Expired’ will not roll across into Period 2 when School EMA Coordinators/Administrators authorise Period 2. This means that they will have to cancel Period 1 ‘Special Consideration Expired’ application(s) and re-enter new application(s) for Period 2 (see Step 5: Cancelling an application and Step 8: Adding “Special Consideration” applications of Processing Period 1 Applications).

STEP 7: Adding “Special Consideration” applications in Period 2

To add ‘Special Consideration’ applications in for Period 2 refer to Step 8: Adding “Special Consideration” applications of Processing Period 1 Applications.

STEP 8: Adding Period 1 “Late Application Rejected” in Period 2

All applications with the status ‘Late Application Rejected’ will not roll across into Period 2 when School EMA Coordinators/Administrators authorise Period 2. This means that they will have to cancel Period 1 ‘Late Application Rejected’ application(s) and re-enter new application(s) for Period 2 (see Step 3: Adding new applications and Step 5: Cancelling an application of Processing Period 1 Applications).

STEP 9: Checking applications for CRN Validation Errors in Period 2

The EMA web system will automatically validate with Centrelink every half an hour or overnight. Once the application(s) has been validated you may need to endorse the ‘Application’ (see Step 12: Endorsing applications of Processing Period 1 Applications).

If an application fails the validation process, School EMA Coordinators/Administrators need to inform parent/guardian using the Centrelink error letter. The Q053 confirmation letter is required from Centrelink which will state the parent/guardian eligibility for the benefit based on the EMA eligibility date for Period 2 (see Step 9.2: All errors (except CRN digit, first name and surname errors) and Step 9.3 Examples of ‘CRN Validation Failed’ error messages of Processing Period 1 Applications).

When the school receives the Q053 confirmation letter from the parent/guardian, they will need to fax this letter to Head Office (Corporate Services Division) on (03) 9637 2224 for processing.

STEP 10: Checking applications that have been placed on ‘hold’ in Period 2

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 created in Period 2

To review all applications created in Period 2 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 ‘Applications Created in Period 2’
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 created in Period 2

All applications created in Period 2 will need to be endorsed before a payment can be made to the parent/guardian. Endorsed applications means that the principal (or delegate) has reviewed and checked the entered details against the application form that was submitted by the applicant (see Step 12: Endorsing applications of Processing Period 1 Applications).

Note: Schools need to endorse the application before any payment is made to the parent/guardian. To check if this has been done, schools should check the history screen in the ‘Application Screen’ (see Reviewing the ‘History Screen’ of an EMA Application (steps in each stage of the process) of Processing Issues).

STEP 13: Checking for EFT rejections in Period 2

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” in Period 2

The process for adding ‘Late Applications’ in either Period 1 or 2 is exactly the same. School EMA Coordinators/Administrators should refer to Step 14: Adding “Late Applications” of Processing Period 1 Applications.

Note: Schools must remember to forward both letters to the Department for consideration otherwise the applications will not be considered.