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You are here: ABSTUDY > 7 Benefits and Allowances > 7.10 Away-from-base Assistance

7.10 Away-from-base Assistance

7.10.1 Summary of Away-From-Base Activities
7.10.2 Introduction to Away-From-Base Activities
7.10.3 Away-From-Base Non Mixed-Mode Activities Entitlements
7.10.4 Away-From-Base Course Approvals for Non Mixed-Mode Courses
7.10.5 Payment of Away-From-Base Activities for Non Mixed-Mode Courses
7.10.6 Acquittal of Away-From-Base Activities

Introduction

This chapter contains details about assistance which can be provided for students to participate in Away-from-base activities.

7.10.1 Summary of Away-from-base Activities

Summary table
The table below summarises the Away-from-base activities.

Features of Allowance

Details

Availability

Schooling B Award, Tertiary Award, Part-time Award, Testing and Assessment Award, Masters and Doctorate Award, Student in Lawful Custody Award.

Away-from-base activities

testing and assessment programs;

residential schools;

field trips; and

placements.

Approvals

All course activities require an Away-from-base course activity submission form to be lodged by the education institution; and

separate approval requirements for mainstream and Indigenous special courses.

Entitlements

Fares Allowance, residential expenses or travel allowance; and

Living Allowance except for students in lawful custody.

Limits to entitlements

The following limits will apply to Away-from-base assistance:

up to six return trips; and

up to 40 days residential costs or the number of days which applied to the approved course prior to 1998.

Residential expenses and travel allowance - purpose

To cover costs associated with accommodation and meals while away from the normal place of residence.

Features of residential expenses

Assistance with residential expenses:

meets the actual cost of meals and accommodation if these costs are reasonable;

is paid only where education institution or other organisation arrange accommodation; and

is the preferred form of entitlement - applies unless impracticable or unreasonable in the circumstances.

ABSTUDY meal allowance rates

If meals are not included in residential expenses, ABSTUDY meal allowance may be provided at the following rates:

Meal

Amount for capital cities and high cost country centres*

Amount for centres other than capital cities and high cost country centres**

Breakfast
$16.05

$14.30

Lunch
$17.90

$16.40

Dinner
$30.80

$28.25

*High cost country centres as listed in Policy Manual 7.10.3.2.10.
**Centres other than capital cities and high cost country centres as listed at Policy Manual 7.10.3.2.10.

May also be paid to students attending a placement where travel allowance is approved.

Features of travel allowance

Provides a set allowance to cover cost of accommodation;

paid in circumstances where residential arrangements are impracticable or unreasonable; and

rates aligned to APS Travel Allowance accommodation component (students attending placements may also be entitled to ABSTUDY meal allowance).

Eligibility for Living Allowance

Paid if student suffers a loss of regular income;

Living Allowance paid for the duration of the activity is not subject to income-testing.

Payment features - residential expenses and travel allowance

May be paid in advance, subject to acquittal;

residential expenses paid to education institution or organisation incurring expense; and

travel allowance (accommodation component) paid to student.

Acquittal

Required from institutions within four weeks of completion of the activity where an advance payment has been made.

Taxation status

Residential expenses and travel allowance not taxable as income of the student

Indexation status

Travel allowance reviewed periodically.

7.10.2 Introduction to Away-from-base Activities

7.10.2.1 Definitions

There are two broad categories of ABSTUDY Away-from-Base:

Travel, accommodation and meals for special activities such as field trips or practical placements that are essential components of a student’s course. In this category, the student attends the institution in the normal way usually on a daily basis to attend lectures and tutorials. Travel allowance may be paid either by reimbursement or in advance by Centrelink and the student may also receive meal and accommodation costs. This element of away-from-base has remained unchanged. For this type of assistance students will continue to apply to Centrelink. This category also includes testing and assessment programmes and residential schools.
Travel, accommodation and meals for ‘mixed-mode’ courses. In this category, ‘mixed-mode’ is a term used to describe courses delivered through a combination of distance education and face-to-face teaching for students who are based in their home communities and need time on campus.

It is the second category of ABSTUDY ‘mixed-mode’ Away-from-Base which has been transferred to the Indigenous Education Strategic Initiatives Programme (IESIP). Students qualifying for this assistance must be in receipt of one or more ABSTUDY allowances.
To simplify procedure for both students and institutions the funding is paid direct to the institutions for students enrolled in ‘mixed-mode’ courses to attend residential schools, or for lecturers to travel to an off campus location to conduct such activities.
This means that eligible ABSTUDY students will need to be enrolled in the ‘mixed-mode’ course to be eligible for this assistance from the institution. Students in ‘mixed-mode’ do not need to apply to Centrelink for travel, accommodation and meals. A student who is eligible for ‘mixed-mode’ IESIP travel is not eligible to receive ABSTUDY assistance from Centrelink for field trips or practical placements.
The institution is only responsible for paying the accommodation, meals and travel providers.

NOTE: Students will still need to apply to Centrelink for ABSTUDY living allowance and other supplementary benefits including Graduation Travel. (see 7.9.5.7)

7.10.2.2 Coverage

As a general rule, ABSTUDY will cover reasonable costs incurred to participate in Away-from-base activities necessary to meet the minimum requirements for successful completion of the course.

There are limits to the extent of assistance which can be approved (see 7.10.4.1.1).

Note 1: The assistance available to Masters or Doctorate students, including fares, is not to exceed $2,080 in a calendar year.

Note 2: Old age pensioners who are part-time students are eligible for away-from-base assistance.

7.10.2.3 Associated Fees

Fees associated with Away-from-base activities, eg entry fee to a show or exhibition, conference registration fees, are not payable under ABSTUDY. These are the responsibility of the student. ABSTUDY assistance is not available to attend conferences or for payment of conference registration fees and similar costs.

7.10.2.4 Costs to be Justified

If the delegated officer considers that a cost-incurring aspect of an Away-from-base activity is not justified, eg that the length of program, destination of field trip or placement, or costs of an activity are not reasonable, then s/he should approve only those costs s/he considers justified or reasonable. In this circumstance, the balance of the cost is to be met by the education institution or by the students.

7.10.2.5 Overseas Travel

Assistance to travel overseas is not available.

7.10.2.6 Applications for Non Mixed-Mode Courses

DIFFERENT TO YA/AUSTUDY PAYMENT

Applicants for Away-from-base funding for non mixed-mode courses should provide all the information required for the assessment of the away-from-base activity to Centrelink.

7.10.3 Away-From-Base Non Mixed-Mode Activities Entitlements

Introduction
This topic describes persons entitled to assistance and the benefits payable for approved Away-from-base activities.

7.10.3.1 General Entitlements for Non Mixed-Mode Courses

7.10.3.1.1 Beneficiaries

Persons entitled to assistance for Away-from-base activities entitlements are:

students approved to participate in an Away-from-base course activity;
education institution representatives where travel to students' home community or communities can be demonstrated to be cost-effective for assessment testing or residential schools; and
drivers or pilots of chartered transport companies where chartered travel is cost-effective for the purposes of transporting students in the approved travel, eg coach hire for field trips.

Note: ABSTUDY will not cover the costs of persons other than specified above.

7.10.3.1.2 Entitlements for Students

The entitlements which may be available for students approved to participate in Away-from-base activities are:

Fares Allowance (see Policy Manual 7.9.5.5);
residential, ie meals and accommodation, expenses, or travel allowance (see 7.10.3.2); and/or
if a regular source of income is lost, Living Allowance (see 7.10.3.3).

Note 1: The assistance available to Masters or Doctorate students is not to exceed $2,080 in a calendar year for accommodation, meals and fares.

Note 2: Where a student in lawful custody has permission to attend Away-from-base course components, s/he may be eligible for standard Away-from-base entitlements of Fares Allowance and residential expenses.

7.10.3.1.3 Entitlements for Non-Students

The entitlements which may be available for education institution representatives approved to travel to communities to conduct assessment testing or residential schools are:

Fares Allowance, and/or
residential expenses, that is meals and accommodation.

See Policy Manual 7.9.4 and 7.10.3.2.

Drivers or pilots of chartered transport companies may have residential costs paid where these costs are not included in the costs of the charter.

7.10.3.1.4 Period of Entitlement

The period of entitlement for Away-from-base activities entitlements will be:

the length of the approved Away-from-base activity; and/or
any period(s) of unavoidable overnight stopover(s) at an in-transit location or an Away-from-base location due to transport timetables.

7.10.3.2 Residential Expenses and Meal Allowance

7.10.3.2.1 Purpose

The purpose of residential expenses and travel allowance is to cover costs associated with accommodation and meals while the student is away from the normal place of residence for a short period.

While residential expenses and travel allowance are fundamentally for the same purpose, they are alternative benefits:

residential expenses will meet the actual cost of meals and accommodation incurred and is normally paid to the education institution or service provider (see Policy Manual 7.10.3.2.2); and
travel allowance provides a set allowance to the student to cover the cost of accommodation and meals, irrespective of the actual cost.

7.10.3.2.2 Residential Expenses

Where an Away-from-base activity is:

a component of an Indigenous special course; and
is arranged by the education institution for a group of students,

the education institution is to arrange a residential program, ie arrange meals and accommodation, for the student participants. The entitlement that will be available in this circumstance is ‘residential expenses’. This arrangement will predominantly be used for interview and selection programs, residential schools and field trips.

7.10.3.2.3 Expenditure Approval Requirements

Three written quotes must be obtained by the education institution for residential expenses which are more than $2,080 for a single activity.

Officers who are authorised as delegate of the Chief Executive to approve expenditure, must observe the following thresholds in deciding the method of procurement:

for purchases less than $2,080 at least one verbal quote must be obtained and noted on the purchase request;
where the cost of goods and services is between $2,080 and $50,000, a minimum of three written quotes must be obtained; or
where purchases exceed $50,000, a formal tender process must be used.

Approval of proposals to spend funds requires a formal delegation and rests with officers who are authorised as a delegate of the Chief Executive and in accordance with the FMM to approve proposals to spend public monies.

7.10.3.2.4 Exceptions to the Expenditure Approval Requirements

An exception may be made to these arrangements if there is a justifiable basis to confine the purchase to one supplier. Where it is impractical or inexpedient to either obtain the required number of quotations or meet the formal tender process, the approval by the Area Manager or officer nominated by them must be obtained. Grounds for exemption from the minimum standard of procurement may arise in one or more of the following situations:

requirements are available on common use contract;
only one supplier exists (care must be taken when determining the specifications so as not to unduly limit the field of potential suppliers/providers);
it can be demonstrated that one proposed supplier is clearly superior to all others in expertise, capacity and value for money basis to satisfy departmental requirements; or
the goods or services are required urgently and normal quotation or tendering processes are impractical.

Note: Insufficient time resulting from poor procurement planning is not a justifiable reason for exemption.

7.10.3.2.5 Three Quotes Not Required

The requirement for three quotes may be disregarded when:

the total residential expenses are less than $2,080; or
it is not possible to obtain three quotes; and
the delegated officer knows the costs are reasonable.

7.10.3.2.6 Rates of Entitlement - Residential Expenses

Residential expenses will meet the reasonable cost of accommodation and meals necessarily incurred for the approved Away-from-base entitlement period.

Where it is not possible for suitable residential arrangements to include all or some meals, the ABSTUDY meal allowance may be provided for the meals not covered (see 7.10.3.2.7 on the next page).

A student who chooses not to avail her/himself of the residential arrangements provided by the education institution (or and education institution representative who chooses not to avail her/himself of the residential arrangements provided at the community) will not be entitled to travel allowance. S/he will, however, be entitled to the ABSTUDY meal allowance for those meals not included in the residential arrangements.

7.10.3.2.7 Rates of Entitlement - ABSTUDY Meal Allowance

The rate of ABSTUDY meal allowance for meals which are not included in residential charges, or where travel allowance is paid and the Away-from-base activity is as follows for capital cities and high cost country centres:

Meal	Amount for capital cities and high cost country*	Amount for centres other than capital cities and high cost country centres**
Breakfast	$16.05	$14.30
Lunch	$17.90	$16.40
Dinner	$30.80	28.25

*High cost country centres as listed in Policy Manual 7.10.3.2.10.
**Centres other than capital cities and high cost country centres as listed at Policy Manual 7.10.3.2.10.

Note 1: The meal allowance is to be disbursed by the education institution except where travel allowance is paid to a student attending a placement or an education institution representative approved to travel to communities to conduct assessment testing or a residential school.

7.10.3.2.8 Travel Allowance

Where, in the opinion of the delegated officer, there are special reasons which make it impracticable or unreasonable for the education institution to arrange a residential program, travel allowance may be approved.

7.10.3.2.9 Rate of Entitlement - Travel Allowance

The Department of Employment, Workplace Relations and Small Business has granted permission for the Department of Education, Science and Training to use these rates under the conditions of their subscription agreement for the purpose of ABSTUDY. The following travel allowance entitlement rates are payable to students visiting that away-from-base location. This rate will be paid up to a period of 21 days and thereafter 50% of this rate is payable.

Rates of Travelling Allowance

	Accommodation Expenses	Breakfast	Lunch
Adelaide	$92.00	$16.05	$17.90
Brisbane	$102.00	$16.05	$17.90
Canberra	$82.00	$16.05	$17.90
Darwin	$101.00	$16.05	$17.90
Hobart	$74.00	$16.05	$17.90
Melbourne	$130.00	$16.05	$17.90
Perth	$98.00	$16.05	$17.90
Sydney	$123.00	$16.05	$17.90
High Cost Country Centres*	See note below	$16.05	$17.90
Tier 2 Country Centres**	$69.00	$14.30	$16.40
Other Country Centres	$59.00	$14.30	$16.40

*Note: High Cost Country Centres Accommodation Expenses as listed at 7.10.3.2.10.

**Note: Tier 2 country Centres as listed at 7.10.3.2.10

The Department of Employment, Workplace Relations and Small Business has granted permission for the Department of Education, Training and Youth Affairs to use these rates under the conditions of their subscription agreement for the purpose of ABSTUDY. The rates are not to be used for any other purpose.

Note 1: Travel allowance entitlement will not exceed a period of three months in a calendar year on a continuous or cumulative basis.

Note 2: ABSTUDY meal allowance (see 7.10.3.2.7 above) is not payable in conjunction with the accommodation component of travel allowance unless the Away-from-base activity is a placement.

Note 3: APS meal allowance rates are not payable to students in conjunction with any ABSTUDY allowance.

7.10.3.2.10 High Cost Location

Students approved for an Away-from-base travel allowance entitlement at a high-cost location not shown below, may be approved for a higher rate of travel allowance were the standard travel allowance rate is acquitted and excess expenses are proven by receipts, provided that Centrelink is convinced that the expense is representative of reasonable costs for the location.

Rates of Travelling Allowance - High Cost and Tier 2 Centres

A. High Cost Country Centres

Accommodation Expenses

Alice Springs	$73.00	Katherine (NT)	$74.00
Ballarat (Vic)	$80.00	Kununurra (WA)	$100.00
Broken Hill (NSW)	$80.00	Launceston (Tas)	$86.00
Broome (WA)	$141.50	Maria (SA)	$74.00
Burnie (Tas)	$81.00	Newcastle (NSW)	$80.00
Cairns (Qld)	$87.50	Newman (WA)	$104.00
Christmas Island	$90.00	Nhulunbuy (NT)	$111.50
Cocos (Keeling)	$112.50	Norfolk Island	$112.50
Dampier (WA)	$75.00	Paraburdoo (WA)	$81.50
Derby (WA)	$84.00	Pt Hedland (WA)	$102.00
Devonport (Tas)	$79.50	Roebourne (WA)	$75.00
Exmouth (WA)	$110.50	Thursday Island	$125.50
Gold Coast (Qld)	$101.50	Tom Price (WA)	$81.50
Geelong (Vic)	$75.00	Wagga Wagga (NSW)	$74.50
Halls Creek (WA)	$86.00	Weipa (Qld)	$86.00
Horn Island	$96.50	Wilpena (SA)	$86.00
Jabiru (NT)	$153.50	Wollongong (NSW)	$99.50
Kalgoorlie (WA)	$81.50	Wyndham (WA)	$99.50
Karratha (WA)	$125.00	Yulara (NT)	$264.00

Rates of Travelling Allowance - High Cost and Tier 2 Centres

B. Tier 2 Country Centres

Accommodation Expenses

Albany (WA)	$69.00	Geraldton (WA)	$69.00
Bathurst (NSW)	$69.00	Gosford (NSW)	$69.00
Bendigo (Vic)	$69.00	Griffith (NSW)	$69.00
Bright (Vic)	$69.00	Leeton (NSW)	$69.00
Bunbury (WA)	$69.00	Northam (WA)	$69.00
Carnarvon (WA)	$69.00	Orange (NSW)	$69.00
Castlemaine (Vic)	$69.00	Port Lincoln (SA)	$69.00

7.10.3.3 Living Allowance

7.10.3.3.1 Entitlement

Students approved to participate in an Away-from-base course activity may be eligible to receive Living Allowance if they lose their regular source of income as a result of attending the course activity, providing the regular income is derived from:

a form of Commonwealth Government assistance, eg FaCS benefits; or
employment that:
- is in an industry which is unrelated to the course of study, and
- has no study leave provisions which the student may access.

7.10.3.3.2 Evidence Required

A statement from the student's employer or relevant Commonwealth department is required to confirm the loss of income.

7.10.3.3.3 Period of Entitlement

The Living Allowance, can be paid for the duration of the Away-from-base entitlement only and will be calculated according to:

the student's age; and
the status of the student.

7.10.3.3.4 Income Tests

For the duration of Away-from-base activity:

Living Allowance will not be income-tested.

7.10.4 Away-From-Base Course Approvals for Non Mixed-Mode Courses

Introduction
This topic explains the extent of Away-from-base assistance which can be approved for an institution’s activities and the different types of Away-from-base activities, the submission and approval requirements for each activity. The different submission and approval requirements for mainstream and Indigenous special courses are also explained.

7.10.4.1 Approved Activities for Non Mixed-Mode Courses

7.10.4.1.1 Limits to Away-From-Base Activities

Limits apply to the number of return trips and to the number of days of residential costs or travel allowance which can be approved in a year for a student to participate in Away-from-base activities associated with her/his course.

7.10.4.1.2 Total for the Year of Study

The limits apply to any combination of residential schools, field trips and/or placements during the year of study.

7.10.4.1.3 Limit to Number of Return Trips

Students can be approved for Fares Allowance to attend Away-from-base activities up to six return trips per year of the course..

7.10.4.1.4 Limit to Number of Days of Residential Costs

Students can be approved for residential costs (ie accommodation and meals, see 7.10.3.2.6) or travel allowance (where applicable, see 7.10.3.2.8) up to 40 days per year of the course.

7.10.4.1.5 Calculating Residential Costs or Travel Allowance

The number of days is to be calculated on the number of overnight stays, that is, the total length of the activity for the student group. This should be calculated from the first overnight stay up to and including the last overnight stay. Any weekend days for which accommodation costs were paid (or are payable) should be included in the calculation of the total number of overnight stays. Overnight stays due to unavoidable travel delays are to be considered travel costs and should not be included in the upper limit of overnight stays for the Away-from-base activity (see Policy Manual 7.9.4.16).

7.10.4.1.6 Example 1

A student travels to participate in a two week residential school which commences at 9 am on Monday 6 April and ends at 4 pm on Friday 17 April. The student travels to the institution on the evening of Sunday 5 April and travels home at the end of the last day’s activities.

The entitlement used by this student is:

one return trip; and

12 days, from Sunday night 5 April to Thursday night 16 April.

7.10.4.1.7 Example 2

A group of students has a field trip from Monday 14 September to Sunday 20 September. They meet at the institution at 10 am and, travelling by bus, reach their destination at 2 pm on Monday afternoon. The students return by bus to the institution on Sunday afternoon.

The entitlement used by these students is:

one return trip; and

six days, from Monday night 14 September to Saturday night 19 September.

7.10.4.1.8 Consideration of Increase in Entitlement

Centrelink Customer Service Officers do not have the authorisation to approve higher levels of Away-from-base than those outlined in 7.10.4.1.3 and 7.10.4.1.4.

7.10.4.2 Mainstream Course Approvals

7.10.4.2.1 Mainstream Course Activities

ABSTUDY students may receive assistance to attend testing and assessment programs, residential schools, placements and field trips as part of a mainstream course. See definition of mainstream course.

7.10.4.2.2 Approval Requirements

Approval requirement for student participation in an Away-from-base course activity of a mainstream course, with the exception of placements, (see 7.10.4.2.3) may be met where the education institution confirms in writing that:

participation in the course activity is an integral and mandatory part of the course;
the course is also open for entry to non-Indigenous students who, if also participating in the course, would be expected to cover their own costs;
all participants incur the same or comparable costs;
any previous advances for Away-from-base activities have been acquitted; and
the approved limit on Away-from-base activities for the course has not been reached.

In the case of Masters and Doctorate students, the trip must be essential to their approved studies and any previous advances must have been acquitted.

For Indigenous Special Course approval check 7.10.4.5.3.

The delegated officer may approve ABSTUDY funding for the cost of student participation on a field trip providing s/he is confident that:

the field trip is an integral part of the course, ie activities completed during course work arising from the field trip will contribute to course assessment;
the activities or learning experiences available at the field trip venue(s) are not available at the normal study location or a closer location;
the length of the field trip is reasonable (ie. three to seven days);
the costs are reasonable and cover only those expenses which are essential to meet the stated purpose of the field trip;
any previous advances for the Away-from-base activities have been acquitted (see 7.10.6); and
the approved limit on Away-from-base activities for the course has not been reached.

Assistance to travel overseas is not available.

7.10.4.2.3 Mainstream Placements

Placements which are a part of a mainstream course need to meet the approval requirements in 7.10.4.4.

7.10.4.2.4 Submission for Advance Payment

An education institution proposing to conduct a testing and assessment program, field trip or residential school as part of a mainstream course is to lodge an Away-from-base submission at least six weeks prior to the proposed program for advance payment or for approval-in-principle where advance payment is not requested.

Note: No submission is required where an individual student arranges her/his own testing and assessment for a mainstream course. However, the student is required to provide evidence from the institution to support her/his claim. The type of evidence required is:

a statement confirming that the testing and assessment activity is being conducted; and
a statement confirming that the student participated in the testing and assessment activity.

7.10.4.2.5 Submission Details

The submission is to provide the following:

a course outline or extract from the institution’s handbook and a subject outline;
accommodation and travel costs;
confirmation that participation in the course activity is an integral part of the course;
confirmation that the course is also open for entry to non-Indigenous students who, if also participating, would be expected to cover their own costs;
all participants incur the same costs; and
the costs are reasonable.

7.10.4.3 Testing and Assessment Programs

7.10.4.3.1 Description

These activities include programs conducted by a tertiary education institution to interview, test, assess or otherwise determine the suitability of an applicant for a course of study. Such a program would normally be of two to five days duration.

ABSTUDY assistance to attend testing and assessment programs is intended to assist only those applicants whose potential to undertake tertiary studies cannot be assessed from prior study. Therefore, approval would not be given, for example, where an applicant had completed:

an undergraduate qualification and was applying for postgraduate studies; or
the tertiary entrance requirement in Year 12 or a subsequent bridging course and was applying for undergraduate studies (unless it could be established that the student’s marks were insufficient to gain entry into a tertiary course through normal channels).

Note: Approval of assistance to attend a testing and assessment program does not automatically approve a student for fares entitlement if s/he is accepted into the course.

7.10.4.3.2 Limit of Assistance

Eligible applicants may be assisted to attend a maximum of two testing and assessment programs in a year.

7.10.4.3.3 Approval Requirements

The requirements for approval for testing and assessment programs conducted for entry into a mainstream course are described in 7.10.4.2.2.

Approval for testing and assessment programs conducted for entry into Indigenous special courses is subject to the provisions outlined below.

NOTE: If a proposed testing and assessment activity is longer than five days, the institution should seek approval in writing from DEST National Office at least eight weeks before the proposed commencement date. The address is:
                    Group Manager (Loc: 161)
                    Indigenous Education Branch
                    GPO Box 9880
                    Canberra 2601

7.10.4.3.4 Approval

The delegated officer may approve the cost of an applicant’s participation in a testing and assessment program providing s/he is confident that:

the course of study to which the testing and assessment program relates is an accredited course conducted by a registered institution;
there is a sound educational basis for the program;
the length of the program is justified;
the residential costs are reasonable;
any previous advances for Away-from-base activities have been acquitted (see 7.10.6); and
the student has not previously been assisted to attend two testing and assessment programs this year.

Note 1: Duplication of ABSTUDY funding will not be approved where an institution has been unsuccessful in obtaining sufficient student numbers from an ABSTUDY-funded testing and assessment program.

Note 2: When considering approval for a Testing and Assessment Program, course duration should balance travelling time. For example one and a half days travel for a 2 hour testing and assessment would not be considered a balanced result. In these instances air travel would be considered reasonable.

7.10.4.3.5 Approval Option

Alternatively, the delegated officer may approve an education institution representative to travel to the students’ home community or communities where it can be demonstrated to be cost effective and the approval conditions above are met.

7.10.4.3.6 Submission for Advance Payment

An education institution proposing to conduct a Testing and Assessment program for ABSTUDY students is to lodge an Away-from-base submission at least six weeks prior to the proposed program for advance payment or for approval-in-principle where advance payment is not requested.

7.10.4.3.7 Submission Details

The submission is to provide the following:

rationale for and objectives of the program;
schedule of activities and timetable for the program;
names and home locations of student participants (or estimated number of students if names not known);
arrangements for accommodation and estimated residential cost, ie cost of accommodation and meals;
transport arrangements and cost;
arrangements for collection of claim forms; and
account details and payment arrangement preferred, ie in advance and subject to acquittal, or on lodgement of claim with supporting receipts.

7.10.4.4 Placements

7.10.4.4.1 Description

A placement is a tertiary course activity which involves an individual student completing practical training in a work environment as part of her/his course.

7.10.4.4.2 Approval Requirements

Approval for a placement conducted as part of a mainstream or Indigenous special course is subject to the provisions outlined below.

It is expected that placements will be obtained within the local community where the student is studying and will therefore not require ABSTUDY assistance described in this Chapter.

In exceptional circumstances alternative arrangements may be approved.

7.10.4.4.3 Approval

The delegated officer may approve ABSTUDY funding for the cost of student participation in a placement providing s/he is confident that:

the placement is an integral part of the course and needs to be taken at the proposed location;
the costs are reasonable;
any previous advances for Away-from-base activities have been acquitted (see 7.10.6); and
the approved limit on Away-from-base activities for the course has not been reached.

7.10.4.4.4 Submission for Advance Payment

A student proposing her/his placement at a location away from her/his normal place of study is to lodge an Away-from-base submission at least six weeks prior to the proposed placement for advance payment or for approval-in-principle where advance payment is not requested.

7.10.4.4.5 Submission Details

The submission is to provide the following:

a course outline or extract from the institution’s handbook and a subject outline;
reasons why the placement could not be obtained in the local community or, where relevant, a closer location. Where the reasons relate to the student's study program, a supporting statement must be provided from the education institution;
evidence that the placement is an integral component of the course, ie must be taken to complete course requirements;
proposed arrangements and costs for accommodation and travel; and
account details and preferred payment arrangement, eg in advance and subject to acquittal, or on lodgement of claim with supporting receipts.

7.10.4.4.6 Interstate and Overseas Trips

Students may only be approved to participate in a placement at an interstate location where it:

involves travel between NSW and the ACT or by students attending an education institution near a State border; or
provides experience or training essential for successful completion of the minimum requirements of the student’s course which is not available within the State or Territory.

Assistance to travel overseas is not available.

7.10.4.5 Field Trips

7.10.4.5.1 Description

A field trip is a tertiary course activity which involves a group of students or, in the case of a Masters/Doctorate student a single student, travelling from the normal place of study to one or more locations which provide practical activities or experiences.

7.10.4.5.2 Approval Requirements

The requirements for approval of field trips conducted as part of a mainstream course are described in 7.10.4.2.2.

Approval for a field trip conducted as part of an Indigenous special course is subject to the provisions below.

7.10.4.5.3 Approval

The delegated officer may approve ABSTUDY funding for the cost of student participation on a field trip providing s/he is confident that:

the field trip is an integral part of the course, ie activities completed during course work arising from the field trip will contribute to course assessment;
the activities or learning experiences available at the field trip venue(s) are not available at the normal study location or a closer location;
the length of the field trip is reasonable (ie. three to seven days);
the costs are reasonable and cover only those expenses which are essential to meet the stated purpose of the field trip;
any previous advances for the Away-from-base activities have been acquitted (see 7.10.6); and
the approved limit on Away-from-base activities for the course has not been reached.

7.10.4.5.4 Submission for Advance Payment

An education institution proposing to conduct a field trip as part of an Indigenous special course is to lodge an Away-from-base submission at least six weeks prior to the field trip for advance payment or for approval-in-principle where advance payment is not requested.

7.10.4.5.5 Submission Details

The submission is to provide the following:

a course outline or extract from the institution’s handbook and a subject outline;
a rationale for the field trip and a schedule of activities demonstrating the relevance to course curriculum;
confirmation that activities completed during the field trip or course work arising from the field trip will contribute to course assessment;
names of student participants (or estimated number if names not known);
arrangements for accommodation and estimated residential cost (ie cost of accommodation and meals) for ABSTUDY students;
transport arrangements and cost (where chartered transport is being used, the company must specify whether driver/pilot residential costs are included in the charter cost); and
preferred account details and payment arrangement, ie in advance and subject to acquittal, on lodgement of claim with supporting receipts.

7.10.4.5.6 Interstate and Overseas Trips

Students may only be approved to participate in a field trip at an interstate location where it:

involves travel between NSW and the ACT or by students attending an education institution near a State border; or
provides experience or training essential for successful completion of the student’s course which is not available within the State or Territory.

Note: Assistance to travel overseas is not available.

7.10.4.6 Residential Schools

7.10.4.6.1 Description

Residential schools are secondary and tertiary course activities which involve a group of students studying by distance education/ correspondence. They involve programs of intensive on-campus lectures and tutorials. A residential school would normally be of one or two weeks' duration.

7.10.4.6.2 Approval Requirements

The requirements for approval for a residential school conducted as part of a mainstream course are described in 7.10.4.2.2. Approval for residential schools conducted as part of an Indigenous special course is subject to the provisions outlined below.

7.10.4.6.3 Approval

The delegated officer may approve ABSTUDY funding for the cost of student participation at a residential school providing s/he is confident that:

the residential school is a compulsory or highly desirable component of the student’s approved course;
the number and length of residential schools associated with the course are justified;
the residential costs are reasonable; and
any previous advances for the Away-from-base activities have been acquitted (see 7.10.6); and
the approved limit on Away-from-base activities for the course has not been reached.

Note: Assistance is not available for secondary students if VEGAS funding is provided for the same purpose.

7.10.4.6.4 Approval Option

Alternatively, the delegated officer may approve an education institution representative to travel to the students’ home community, or a nearby community, where it can be demonstrated to be cost effective and the approval conditions above are met.

7.10.4.6.5 Submission for Advance Payment

An education institution proposing to conduct an Indigenous special course which contains compulsory or highly desirable residential schools is to lodge an Away-from-base submission at least six weeks prior to the first proposed residential school for advance payment or for approval-in-principle where advance payment is not requested.

Alternatively, an education institution may apply for bulk funding to cover residential schools to be conducted for the year, or for a semester or term as appropriate (see 7.10.4.7).

7.10.4.6.6 Submission Details

The submission is to provide the following:

a course outline or extract from the institution’s handbook and a subject outline;
description of and rationale for the structure of the course, indicating the number, duration and dates of residential schools;
an indicative timetable of classes for the residential school;
names and home locations of student participants (or estimated number if names not known);
arrangements for accommodation and estimated residential cost, ie cost of accommodation and meals, for ABSTUDY students;
transport arrangements and cost; and
account details and preferred payment arrangement, ie in advance and subject to acquittal or on lodgement of claim with supporting receipts.

7.10.4.7 Residential Schools - Bulk Funding

7.10.4.7.1 Description

Residential schools for which bulk funding may be provided are tertiary course activities which involve a group of students studying by distance education/correspondence. They involve programs of intensive on-campus lectures and tutorials and are normally of one or two weeks’ duration.

7.10.4.7.2 Approving Institutions for Bulk Funding

The Centrelink ABSTUDY Manager may identify specific tertiary education institutions for approval of bulk funding of residential schools for ABSTUDY Away-from-base activities. This should only be made available to institutions which have the administrative and organisational infrastructure capable of undertaking the necessary arrangements.

7.10.4.7.3 Application Requirements for Bulk Funding

The institution may lodge a single ABSTUDY Submission for Away-from-base Residential School Bulk Funding (Form 1065) to the local Centrelink Customer Service Centre at least six weeks before commencement of the first residential school for the year, outlining all proposed residential schools for the academic year.

The Submission should be tendered in two sections to cover activities scheduled during first semester and second semester.

Where institutions are unable to provide submission information covering an entire year, but meet the procedural requirements for bulk funding for a semester or a term, a submission for the lesser period may be accepted at the discretion of the Centrelink ABSTUDY Manager.

The Submission must be signed by the person who is authorised to make the claim on behalf of the education institution.

7.10.4.7.4 Submission Details and Approval Requirements

The Submission must include the following details:

a course outline or extract from the institution’s handbook and a subject outline for each course;
dates and location of each residential school;
estimated student numbers for each residential school (both total number of participants and number of Aboriginal and Torres Strait Islander participants);
estimated costs for each residential school and total per semester

Note 1: Participating students must meet the ABSTUDY general eligibility and specific Award criteria.

Note 2: A claim may be made for annual audit costs incurred by the institution (see 7.10.4.7.6 Administrative costs); and

for mainstream courses (excluding placements), confirmation that:
- participation in the course activity is an integral part of the course,
- the course is also open for entry to non-Indigenous students who, if also participating, would be expected to cover their own costs, and
- all participants will incur the same or comparable costs; or
for Indigenous special courses and placements:
- (in the first year of Away-from-base approval) rationale for the structure of the course,
- confirmation that the residential schools are compulsory or highly desirable components of the student’s approved course,
- justification for the number and length of residential schools associated with the course, and
- the approval limit on Away-from-base activities for the course has not been reached; and
account details for the education institution; and
a copy of the Terms and Conditions of Payment which has been signed by the relevant authorised officers of the education institution.

7.10.4.7.5 Funding

Funding for residential schools must be reasonable.

An amount covering accommodation, meals and, where appropriate, travel costs is to be negotiated between Centrelink and the education institution.

7.10.4.7.6 Administrative Costs

The education institution may claim up to $3,353 a year for administration and audit costs. This amount is indexed annually.

7.10.4.7.7 Variations

The institution will be responsible for informing Centrelink in writing of variations to any activity on the original submission after the delegate has approved funding. The variations should be kept on file for reference when the acquittal is presented.

In particular, the education institution must advise the names of students participating in each residential school, when known, so that ABSTUDY eligibility can be checked.

7.10.4.7.8 Travel Provider

Education institutions must be advised that Qantas is the approved travel service provider for student travel and agreed Qantas procedures should be explained. Institutions should be encouraged to open accounts with Qantas. Where necessary, Centrelink may make local agreements with institutions regarding travel which cannot effectively be arranged by Qantas.

Also see Policy Manual 7.9.4.18 concerning the Qantas Group Booking Discount.

7.10.4.7.9 Role of Centrelink

Once a bulk funding submission has been approved by the ABSTUDY delegate (ie DL3 level or above), the Centrelink Customer Service Centre should advise the institution of the approval and ensure continued liaison with the education institution in a monitoring and advisory role.

7.10.4.7.10 Reporting

Education institutions are required to lodge an acquittal report with the Centrelink Customer Service Centre at the end of each semester. No further payments may be made while any report is outstanding or incomplete. The report must include:

dates and location of each residential school;
names of students participating in each residential school;
a statement of academic outcomes achieved at each residential school;
the amount expended for each residential school; and
the overall amount expended for all residential schools during the semester/term.

7.10.4.7.11 Funding Adjustment

Unexpended funds remaining at the end of the year may be rolled over into the next year and deducted from the new allocation.

7.10.5 Payment of Away-From-Base Activities for Non Mixed-Mode Courses

7.10.5.1 Payment of Residential Expenses

Residential expenses are payable:

in advance on submission of estimated costs and subject to acquittal once the course activity has been completed; or
on submission of a claim from the education institution or organisation incurring expense.

Note 1: Requests for advance payment should not be approved where the submission is not received six weeks before the start of the first activity.

Note 2: Payment is to be made to the education institution or organisation incurring the expense.

7.10.5.2 Payment of Travel Allowance

Travel allowance is payable either in advance of, during or after the course activity. Requests for advance payment should be made at least three weeks prior to departure. Details of the activity should be provided in accordance with the mainstream or Indigenous special course requirements for the particular activity as described in this Chapter.

Travel allowance is payable to the approved traveller.

7.10.5.3 Bulk Funding Payments

Once the ABSTUDY delegate (ie ASO 6 level or above) has approved all activities listed in the Submission for bulk funding, payment can be processed and paid in advance, the first payment to cover the costs of planned activities that will take place during the first semester. The second payment for second semester activities will be made when the first semester report and expenditure statement have been provided.

7.10.5.4 Claims for Residential Expenses

Claims should include original receipts or accounts to substantiate expenditure for the approved purpose.

7.10.5.5 Closing Date for Claims for Reimbursement

Claims for reimbursement of Away-from-base activity costs must be received by 1 April in the year after the relevant activity.

Claims received after this date will only be processed if circumstances beyond the reasonable control of the claimant prevented lodgement within the required period, and the claim is lodged as soon as practical.

7.10.5.6 Not Taxable Income

Residential expenses and/or travel allowance paid on behalf of a student are not assessable as taxable income of the student.

7.10.5.7 Effect of Previous Non-Acquittal on Payment

Payment of residential expenses in advance to an institution or other organisation should not be made if acquittal of previous Away-from-base activities are outstanding.

7.10.5.8 Responsibility for Overpayments

Refer to Policy Manual 7.1.2 to identify the responsible payee where an overpayment of this allowance has been made.

7.10.6 Acquittal of Away-From-Base Activities

7.10.6.1 Acquittal Required

An acquittal for an Away-from-base activity is required, when a payment has been made in advance on the basis of estimated costs provided in an Away-from-base submission.

7.10.6.2 Acquittal of Residential Expenses

Acquittal of residential expenses should be made on the acquittal form provided with the initial submission, or in sufficient detail to reflect the original submission.

Original receipts or audited financial statements should be attached to substantiate the acquittal.

7.10.6.3 Acquittal of Travel Allowance

Travel allowance is acquitted by confirmation that the student participated in the approved course activity for the full period covered by the funding.

7.10.6.4 Acquittal Time

Acquittal of an advance payment should be sent to the relevant Centrelink Customer Service Centre within one calendar month of the completion of the approved course activity, or at the end of semester or term for bulk funded activities.

7.10.6.5 Acquittal of Bulk Funding

The end of year acquittal report, endorsed as correct by the Principal or Head of Department of the education institution, must be accompanied by an audited financial statement, including a detailed statement of all outstanding commitments to be met from remaining funds, or a statement that no payments to providers are outstanding. The end of year audited financial statement must be undertaken by an independent auditor and include a declaration certifying that the funds have been expended in accordance with the agreement.

This information should be provided by 31 January in the following year so that the level of funding for the new year's Submission can be assessed.

Future Submissions will not be funded until the audited financial statement is received by Centrelink and expenditure has been assessed as duly correct according to the activities outlined in the Submission.

7.10.6.6 Acquittal Not Received

Where an acquittal is not received within the required time, no further payments should be made to the institution until acquittal is made.

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