HECS-HELP Payments - Help for DEEWR users

Overview
How can I view the payment details for a provider?
How can I create a new variation or reconciliation?
Where can I find variations that still need to be completed, reviewed or approved?
How can I review variations?
How can I approve a variation?
How do I reconcile all providers for a year?
How do I view past records for a single provider?
How do I view past records for multiple providers?
User Manual for the HECS-HELP Payments application

Higher Education Loan Program (HELP) Payments is the calculation of funding for higher education providers for FEE-HELP, HECS-HELP, and OS-HELP.

HECS-HELP Payments is a subset of the HELP Payments systems used in calculating advance payments for funding year HELP loans. Additional information can be found in the HECS-HELP user guide.

1. Select the Advance payments option from the left hand navigation bar. The payments browse screen will be displayed.


2. Select the year you want to view at the top of the screen. A table will be displayed showing the providers for that year categorised by state.


3. Expand the state containing the provider, and click the name of the provider to view the Payment details screen for it.


4. The Payment details screen will display the current approved record for the provider, and any new variations or reconciliations that are in progress.

1. To create a new variation record you will need to be a HECS-HELP Project Officer.


2. Access the payment details screen for the provider via the browse screen (refer to Question 1).


3. Once in the payment details screen, check that no existing variations or reconciliations are present (a record is present where values have been entered into the 2nd column of the values table) - if there is an existing variation you will need to check with the drafter to see if it can be overwritten or deleted.


4. If no existing variation is present, select the type of variation you want to initiate using the Requested variation or Reconciliation on HEIMS data radio buttons.
   
• If you choose Requested Variation, you will need to manually enter the changed totals in the values table.


• If you choose Reconciliation on HEIMS or finalised data, all values will be pre-populated for you.


5. Add any relevant Attachments and Comments to the record.


6. If you want to save the record in draft for further changes, select the Save button and the record will be stored for further changes.


7. If you want to send the record for review, select the Progress button. This will move the record to Under Review status.

1. Records that are in Draft, Under Review, or Awaiting Approval status are displayed in the HECS-HELP worklist. Select Worklist from the left-hand taskbar.


2. Use the Status drop down menu to locate the status you wish to view - records that need to be completed will be in Draft status, records that need to be reviewed will be located in the Under Review, and records that need to be approved will be in Awaiting Approval.


3. Records in each status will be grouped by year and sorted alphabetically. You can view the details for each provider record by expanding the year and provider categories.


4. Where more than 15 providers are present for a year, the system splits the results into separate pages. The page links can be used to browse these pages.


5. If you need to view additional details for a specific provider, clicking on the provider hyperlink, this will take you to the payment details screen.

1. To review a record you will need to be a HECS-HELP Program Officer.


2. Open the Worklist screen and select Under Review from Status drop down menu, then expand the year of variations to be reviewed.


3. Check that the variation/s you are reviewing are accurate. Additional information around the providers in the worklist can be viewed by selecting the Provider name hyperlink and opening the Payment details screen.


4. To list a single record as Reviewed, select the Progress control/button in the worklist or Payment details screen. This will move the record to Awaiting Approval status.


5. To list all the records for a year as reviewed, select the Progress Year control. Please ensure you have reviewed all the records for the selected year before using this function. This will move all the records Under Review for the selected year to Awaiting Approval status.

1. To approve a record you will need to be a HECS-HELP Approving Officer.


2. Open the Worklist screen and select Awaiting Approval from the Status drop down menu, then expand the year of variations to be approved.


3. Check that the variation/s you are approving are accurate. Additional information around the providers in the worklist can be viewed by selecting the Provider name hyperlink and opening the Payment details screen.


4. To list a single record as Approved, select the Progress control/button in the worklist or payment details screen. This will move the record to Approved status and list it as the current payment for the selected provider.


5. To list all the records for a year as approved, select the Progress Year control. Please ensure you have checked all the records for the selected year before using this function. This will move all the records Awaiting Approval for the selected year to Approved status and list them as the current payments for the selected providers.

1. To reconcile all provider records for a year, open the Worklist screen.


2. Choose the year for which you want to import data using either the 'Import HEIMS data for year' or 'Import Finalised data for year' control, and select the Import Current button. Import current will import HECS-HELP data as it currently exists in the HEIMS system, while import finalised will import HECS-HELP data as has approved for the selected year.


3. A warning message will be displayed stating that any existing records for the selected year which have not yet been approved will be overwritten. Select Year to continue.


4. The system will populate all providers with a draft reconciliation record for the selected year. These records will need to follow the standard review process before being approved.

1. To view the past records for a single provider, locate the payment details screen for the provider you want to view. This can be accessed via the Payments browse screen (refer to Question 1).


2. Select the View History link in the bottom right corner of the Payment details screen.


3. The History screen will be displayed. This will show a list of all approved and deleted variation/reconciliation records made for the selected provider in the current year.


4. The Year control can be used to view the history for each year the provider has been receiving HECS-HELP.

1. To view past records for all providers, open the Payments summary screen.


2. Select the Year you want to view historical records for, and then use the approved date field to select the specific approval date for which you want to view past records.


3. The screen will be populated with the approved values for each provider on the selected approval date.


4. Providers approved on the selected approval date will be marked with an asterisk. Note you will not be able to view the payment details for any provider not displaying the most recent approved value for the selected year.

User Manual for the HECS-HELP Payments application

If you need more information please see the User Manual for the HECS-HELP Payments application    (1.1 MB), a step-by-step guide to using the HECS-HELP Payments application on HEIMS Online.