Objective
Upon completion of this KB the User will be able to produce and validate the HEIMS TFN Lookup File (TL) ready for import into HEPCAT
Assumptions
- The user has Admin access
- The user has entered required data to generate the Campus File
- The user has an understanding of Element numbers required in HEPCAT reporting / Paradigm
- The user has access to HEPCAT to import and validate the HEIMS reports
Key terms and concepts
TFN Lookup File Fields
All Fields Marked with * are required to produce a compliant TFN Look up file
| Field Name | Brief Overview |
|---|---|
| Institution* | Select the Institution(s) that the report is being submitted for. If Multiple select as many as required |
| HEP Provider* | |
| HEIMS Report* | From the Drop down field select the Collection Year that the report is for |
| Period Number | Select the Period Number. January 1 to June 30 is Period 1 and July 1 to December 31 is Period 2 |
| Submission Year* | Enter the Year the submission is for e.g 2018 |
| Submission Number* | Within Each Period multiple submissions can be made, select the submission number next in the sequence remembering that the first one for each new year is 1. A Submission will be allocated a number from 3 pieces of data e.g. 2018 1.2 - meaning 2018, period one submission 2 |
| Course Level* |
|
| HEIMS Census Date* | Select the Census date that the EN report is for, Multiple dates can be selected as long as they fall within the Correct reporting period. |
| Unit Enrolment Status* |
|
| HEIMS Revision Number | Select this number only if producing a TL revision file |
| Report Mode |
|
TFN Look Flat File Structure
Element Name | E-Number | Position within the Flat file | Width or no of Characters | Data Type | Location Within Paradigm |
|---|---|---|---|---|---|
Student identification code | E313 | 1-10 | 10 | Alphanumeric | Student > Student Details > Edit details |
Tax file number | E416 | 11-21 | 11 | Numeric | Student > Student Details > Edit details |
Date of birth | E314 | 22-29 | 8 | Numeric | Student > Student Details > Edit details |
Filler 26 spaces | N.A. | 30-55 | 26 | Alphanumeric | N/A |
Student surname | E402 | 56-85 | 30 | Alphanumeric | Student > Student Details > Edit details |
Student given name – first | E403 | 86-100 | 15 | Alphanumeric | Student > Student Details > Edit details |
Student given name – others | E404 | 101-130 | 30 | Alphanumeric | Student > Student Details > Edit details |
Filler 130 spaces | N.A. | 131-260 | 130 | Alphanumeric | N/A |
Address of permanent home residence – part 1 | E410 | 261-298 | 38 | Alphanumeric | Student > Student details > Edit Contact info |
Address of permanent home residence – part 2 | E411 | 299-336 | 38 | Alphanumeric | Student > Student details > Edit Contact info |
Residential address – suburb/town | E469 | 337-363 | 27 | Alphanumeric | Student > Student details > Edit Contact info |
Residential address – state | E470 | 364-366 | 3 | Alphanumeric | Student > Student details > Edit Contact info |
Address of permanent home residence – postcode | E413 | 367-370 | 4 | Alphanumeric | Student > Student details > Edit Contact info |
Residential address – country name | E471 | 371-390 | 20 | Alphanumeric | Student > Student details > Edit Contact info |
Filler 19 spaces | N.A. | 391-409 | 19 | Alphanumeric | N/A |
Implications
This report is a stand alone report and enables Institutions to check TFNs and personal information for new students to ensure their details can be matched with data held by the ATO.
This report does not have specific submission date requirements and can be used at any time to verify a students TFN.
Workflow
- Click on the Report tab on the side menu
- Click on the HEIMS option in the side menu
- Click on the Get Report button next to the TFN look up file (TF) section.
- Select the required options as outlined above
- Click on the Produce Report button.
- If the report contains any warnings, corrections to the Student data is required, return to the Students record, correct the data and re run this report.
- Once the data is clean with no error messages export the file, then import it into HEPCAT.
Further reading
For more information on File Scope and structures go to http://heimshelp.education.gov.au/sites/heimshelp/resources/pages/he-student-data-collection#nav and select the required year and file.
If you not previously submitted data via HEPCAT or need a refresher go to: http://heimshelp.education.gov.au/sites/heimshelp/support/pages/training#content here you will find webinars, training documents, help links and how to guides for HEPCAT and submitting data.