HEIMS TFN Lookup file (TL)

Owned by Jeannie Hagarty (Deactivated)
Last updated: Oct 25, 2019 by Chanel Zhang (Deactivated)
3 min read

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

Complexity: Medium

 

Page Contents

 

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

The Tax File Number LookUp includes data from one file – the TFN LookUp (TL) file.

TFN Lookup File Fields

All Fields Marked with * are required to produce a compliant TFN Look up file

Field Name

Brief Overview

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*

  • Elicos

  • Postgraduate

  • Undergraduate

  • VET

  • Secondary

  • Non-Award

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*

  • Applied

  • Completed

  • Confirmed

  • Deferred

  • Enrolled

  • Exempt

  • Incomplete

  • Internal Offered

  • Provisional

  • Withdrawn

HEIMS Revision Number

Select this number only if producing a TL revision file

Report Mode

  • Non-Checking Mode

  • Non-Interactive Mode (Files will be emailed)

  • On Screen Summary Mode

  • On Screen Full details Mode

 

TFN Look Flat File Structure

Element

Element Name

Position within the file

Width of Characters

Data Type

Location Within Paradigm

Element

Element Name

Position within the file

Width of Characters

Data Type

Location Within Paradigm

E313

Student identification code

1-10

10

Alphanumeric

Student > Student Details > Edit details

E416

Tax file number

11-21

11

Numeric

Student > Student Details > Edit details

E314

Date of birth

22-29

8

Numeric

Student > Student Details > Edit details

N.A.

Filler 26 spaces

30-55

26

Alphanumeric

N/A

E402

Student surname

56-85

30

Alphanumeric

Student > Student Details > Edit details

E403

Student given name – first

86-100

15

Alphanumeric

Student > Student Details > Edit details

E404

Student given name – others

101-130

30

Alphanumeric

Student > Student Details > Edit details

N.A.

Filler 130 spaces

131-260

130

Alphanumeric

N/A

E410

Address of permanent home residence – part 1

261-298

38

Alphanumeric

Student > Student details >  Edit Contact info

E411

Address of permanent home residence – part 2

299-336

38

Alphanumeric

Student > Student details >  Edit Contact info

E469

Residential address – suburb/town

337-363

27

Alphanumeric

Student > Student details >  Edit Contact info

E470

Residential address – state

364-366

3

Alphanumeric

Student > Student details >  Edit Contact info

E413

Address of permanent home residence – postcode

367-370

4

Alphanumeric

Student > Student details >  Edit Contact info

E471

Residential address – country name

371-390

20

Alphanumeric

Student > Student details >  Edit Contact info

N.A.

Filler 19 spaces

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

  1. Click on the Report tab on the side menu 

  2. Click on the HEIMS option in the side menu

  3. Click on the Get Report button next to the TFN look up file (TF) section.

  4. Select the required options as outlined above

  5. Click on the Produce Report button. 

  6. 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.

  7. Once the data is clean with no error messages export the file, then import it into HEPCAT.

 

Further reading

Click on this link for more information on File Scope and structures http://heimshelp.education.gov.au/sites/heimshelp/resources/pages/he-student-data-collection#nav, 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. You will find webinars, training documents, help links and how to guides for HEPCAT and submitting data.