Twice per year (just prior to submissions 1 and 2), the Australian Taxation Office (ATO) sends the institution a file containing the Tax File Numbers (TFNs) of students who have applied for same. These should be students with 'deferred' as their Student Status. The purpose is to load each TFN into Callista against the student to which it applies.

The data in this file is used by Callista in the following way:

• A directory is created on the client in which all files created by this process reside.
• File names are specified, in this directory, for each output file created by this process (using this form).
• The ATO file is copied to the directory.
• The Tax File Number Load process is activated.
• Checks are done by the System between the data supplied by the ATO and the data contained in Callista to locate matching student records. Validation is done on the Person ID number, Birth Date and the first four characters of the student's Surname. TFNs are loaded for students with matching records.
• The load routine finishes, with the result that each of the output files specified earlier may now contain data and should be checked.
• The Successful Updates file contains all those records from the ATO file whose TFNs were able to be recorded against the correct students.
• The Output Messages file contains all of the error, warning and information messages produced by the load process.
• The Invalid Records Output file contains all those records from the ATO file which were unable to be matched to a student in Callista on any one of Person ID, Birth Date or Surname (first 4 characters).
• The Failed Updates file contains all records from the ATO file that were successfully matched to a student in Callista, but whose Tax File Number was unable to be loaded for another reason. Reasons include the student having no Course Attempt Student Status, or their Student Status not requiring a TFN.

When there are records to be updated in Callista (the expected outcome of this process), the user has the option to commit these changes or reject them.

The above process is repeated until all possible records are loaded in Callista. To repeat the process:

• Rename the ATO file (to save the original) and any of the output files in order to save them (optional).
• Make a copy of the Invalid Records Output file and give it the filename previously used for the Input file. Investigate the reasons why records were invalid (refer to the messages file) and edit those records which can be 'repaired'.
• Run the Load Tax File Number File process again and a new set of output files is created.
• Repeat as required until no further records are able to be edited and loaded.

Repeat also for the Failed Updates file, while being aware that each time the Load process is run a complete new set of output files, which will overwrite existing files, is possible.

The Load Tax File Number File block contains:

• Input File
• Successful Updates File
• Output Messages File
• Invalid Records Output File
• Failed Updates File

  Buttons

  • Browse
  • View
  • Load Tax File Number File

Rules/Notes:

To run the Load Tax File Number File process using this form:

• Select the Load Tax File Number File button. A message advises when the file load is successfully completed and prompts the user to save the successfully updated records.
• The process will create four output files (with the names specified in this form) into which the following outputs will be written:
  • records from the ATO file which have been successfully updated in Callista.
  • error, warning and advice messages generated by the Load process.
  • records from the ATO file which were unable to be matched to a student in Callista.
  • records from the ATO file which were matched to students in Callista but their TFNs could not be loaded for some reason.
• Follow the iterative process described in the Explanation section.

Rules/Notes:

Successful completion of the file load does not mean that all records have been successfully loaded into Callista. It means that the routine has completed. Records not loaded into Callista are identified in the output files. The output file destinations may be changed from the default locations by typing the desired destination or by selecting it using the browse function.

For each record in the ATO input file there may be more than one associated record updated in Callista (e.g. where a student has multiple Course Attempts).