Load Tax File Number File - ENRF5B20

Purpose

To load the ATO supplied TFN file data into Callista

Subsystem

Enrolments

Structure

Single Block

Load Tax File Number File

Image

Load Tax File Number File

Explanation

Twice per year (just prior to DEST 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 HECS payment option. 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 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 HECS option, or their HECS option 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.

Example

To set up the file structure for the Load Tax File Number File process using this form:

  1. Create a directory, on your PC or file server in which all files related to the Load process will reside.
  2. Set up an environment variable in accordance with Callista technical documentation to point to this directory. (optional)
  3. Copy the TFN file (Input file) supplied by the ATO into this directory.
  4. In this form enter the full file path of the ATO file and the four output files in their respective fields
  5. Proceed to run the Load Tax File Number File process.

Rules:

  • Default file names exist in the System for files used here. Therefore, it is only absolutely necessary to change the name of the Input file (ATO file) to the name of the file specific to your institution.
  • Callista will create the new output files if they do not already exist.
  • An environment variable can be set on your PC to record the file path to the directory in which the files used in this process reside (see Callista technical documentation). This will appear as part of the default file names.

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

With the required file structure set up as described above and the ATO file set up as the input file:

  • 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:

  • 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.
  • 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).
NCA - To view the Output file:
Click on the View button to view the output file. Rules:
NCA - To browse the Input file:
  1. Click on the Browse button to find and select the file to input.
  2. Click on the Load Tax File Number File button.
  3. Answer the 'Do you want to commit the changes' prompt.
  4. Click on the View button to view the output file.

Rules:

 

Do you want to commit the changes?

  • Select Yes to create update file and action changes.
  • Select No to only create update file.

Changes within this form will have the following notable effects:

...

Updated 1 August 2002