Load Tax File Number File
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Explanation
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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.
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Example
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To set up the
file structure for the Load Tax File Number File process using this form:
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- Create a directory, on your
PC or file server in which all files related to the Load process will
reside.
- Set up an environment variable
in accordance with Callista technical documentation to point to this
directory. (optional)
- Copy the TFN file (Input
file) supplied by the ATO into this directory.
- In this form enter the full
file path of the ATO file and the four output files in their respective
fields
- Proceed to run the Load
Tax File Number File process.
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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.
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To run the Load Tax File Number
File process using this form:
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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.
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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).
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- To view the Output file: |
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on the View button to view the output file. |
Rules: |
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- To browse the Input file: |
- Click
on the Browse button to find and select the file to input.
- Click on the Load
Tax File Number File button.
- Answer the 'Do
you want to commit the changes' prompt.
- Click
on the View button to view the output file.
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Rules:
Do you want
to commit the changes?
- Select
Yes to create update file and action changes.
- Select
No to only create update file.
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